GT Flow

Pre-trip Kits

Passports, waist packs, t-shirts and sizes — production timelines per group.

Phase 3

Teachers & Parents Portal

Teachers: packing lists, trip prep, Zoom scheduling. Parents: forms only.

Phase 3

Finances

Per-trip P&L, the river ledger, and the monthly pulse check of the whole company.

Phase 4

Trips

Add a trip

School

Teacher name

Teacher email

Arrival

Departure

Confirmed on

Total price (USD)

Students

Status

Alerts

Itineraries

New itinerary

Name

Tagline

Region

Price from ($ pp)

Providers

Add a provider

Name

Guides & Rivers

Add a guide

Name

Role

Day rate ($)

Phone / WhatsApp

Pay = days × rate + 13% IVA. Defaults: tour $120 · river $70 · trainee $60 — set in Policy & Costs.

Roster

Payments

Every assignment across all trips. Belén gets an engine alert when a trip departs with unpaid guides.

Policy & Costs

Student payment milestones

Percentages should add to 100. "Days before arrival" is blank for the deposit — it's due on confirmation.

Reminder timing

Teacher reminders — days before due

Hotel reminders — days before due

Hotel default payment terms (days)

Fill-or-cancel — days before arrival

T-shirt sizes — days before arrival

Feedback email — days after departure

Trip cost model

Used for the cost estimate on every trip card. All USD. IVA applies to guide pay.

Tour guide / day

River guide / day

Trainee / day

IVA %

Admin (flat)

Marketing (flat)

Pre-trip kit (flat)

Meals not incl. / student

Note: one driver and one guide are usually comped by hotels — record hotel amounts accordingly.