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Building a Custom Tour Management System based on Bókun
Wayop, an Icelandic tour operator, faced critical limitations with their existing Bókun-based booking system. They were unable to create custom resources, manually assign guides or vehicles, or manage bookings outside Bókun’s constraints. Seeking to overcome these challenges, Wayop engaged us to design and build a custom tour management platform that would integrate seamlessly with Bókun while supporting advanced resource allocation, drag-and-drop scheduling, and real-time synchronization.
Industry:
Travel & Hospitality
Technologies:
React, Node.js, RESTful APIs, AWS, PostgreSQL
Services:
Custom Software Development, API Integration, MVP Enhancement
Duration:
3 months
Project Metrics
- Development Time: 3 months from discovery to launch
- User Stories Implemented: 25+ core features
- Integration Points: Bókun API, custom resource management
- Planned Enhancements: Mobile app, multi-language support, advanced analytics
Initial Request
The client faced critical limitations with their existing booking system:
- Dependency on Bókun: Could not create custom resources (guides, vehicles) or manual bookings.
- No Resource Allocation: Unable to assign capacity limits or track guide availability.
- Poor Flexibility: No drag-and-drop scheduling or split-tour functionality.
- Unstable Integration: Existing Bókun sync was unreliable.
- Goal: Build a tailored platform (Weop) integrated with Bókun to manage tours, resources, and bookings with full customization.
Our Approach
Project Setup:
- Agile framework with Jira/Confluence for task tracking.
- Weekly syncs with stakeholders to align priorities.
- Rebuilt Integration.
- Re-engineered Bókun API integration for real-time booking synchronization.
Phased Development:
Prioritized core features:
- manual tour creation
- resource management
- drag-and-drop scheduling
Designed a scalable architecture for future enhancements.
Discovery Phase (2 Weeks)
- Analyzed competitor platforms to identify industry best practices.
- Mapped user journeys for admins, guides, and tour operators.
- Created a prioritized feature roadmap split into MVP and future releases.
Feature Prioritization
Development Process
- Agile Sprints: 2-week iterations with client demos.
- CI/CD Pipeline: Automated testing and deployment via AWS.
- User Testing: Feedback loops with guides and admins for iterative improvements.
Key Features Developed
1. Tour Management Portal (V1)
- Manual Tour Creation: Admins design custom tours outside Bókun (e.g., private hikes).
- Split Tours: Divide large groups into smaller bookings with dedicated guides.
- Custom Statuses: Track bookings with labels like “Pending Approval” or “Guide Assigned.”
2. Resource Management
- Capacity Limits: Set daily/weekly quotas for guides/vehicles.
- Availability Calendar: Sync guide schedules with bookings (similar to Google Calendar).
- Drag-and-Drop: Reschedule tours visually on a calendar interface.
3. Admin Dashboard
- Real-Time Sync: Bókun bookings displayed alongside custom tours.
- Role-Based Access: Separate views for admins, guides, and partners.
- Implementation Highlights
- RESTful API Architecture: Seamless two-way sync with Bókun.
- React Frontend: Reusable components for rapid feature deployment.
- Automated Alerts: Notify guides of new assignments via email/SMS.
System Workflow
- Data Sync: Bókun → Wayop (bookings, customer data).
- Custom Features: Create tours, assign guides, adjust schedules.
- Output: Unified dashboard for admins, real-time updates for guides.
Our Process for Wayop`s Development
Here’s how the components align:
Core User Journeys
- Discovery & Booking Flow: Mirroring the Motel Search Results and Room Filters logic, we designed a seamless tour search interface with dynamic filters (date, capacity, activity type) and real-time availability synced from Bókun.
- Resource Management: Structured similarly to Room List and Real-Time Availability modules, our system allows admins to assign guides/vehicles, set capacity limits, and track availability via a calendar-driven workflow.
Integration Layers
- Bókun Sync: Represented by the Real-Time Availability and Booking Confirmation nodes, we built a bidirectional API integration to pull bookings from Bókun and push custom reservations back, ensuring data consistency.
- Custom Modules: Components like Split Tours and Drag-and-Drop Scheduling were mapped as standalone modules (akin to Payment by Card and My Bookings), enabling flexible updates without disrupting core functionality.
Admin & User Interfaces
- Admin Dashboard: Modeled after Motel Booking Summary and Customer Management sections, this hub centralizes tour planning, resource allocation, and analytics.
- Guide Portal: Inspired by User Profile and Availability Calendar logic, guides access assigned tours, update availability, and receive automated alerts.
Scalability Foundations
- Modular Design: The Miro map’s Content Blocks and Migration nodes reflect our component-based architecture, allowing future additions (e.g., mobile app integration) without overhauling existing features.
- This visual blueprint ensured clarity across teams, aligning frontend UX patterns (like View on Map and Rating systems) with backend workflows (e.g., Bókun API calls and invoice generation). We delivered a cohesive system tailored to Iceland’s unique tourism demands by mirroring proven hospitality platform logic while adding niche customizations.
The Outcome
By rebuilding Bókun integration and adding bespoke functionality, Wayop empowered the client to streamline operations and scale their tour offerings. This project highlights our ability to deliver tailored solutions that solve niche industry challenges.
