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Charter Booking System (CBS)
Ship & Pricing Setup
Events At Seas Charter booking system provides a robust framework for configuring all core aspects of a ship and its associated pricing. Event organizers can define deck layouts, cabin categories, and detailed descriptions, while establishing comprehensive rate schedules including separate taxes and gratuity components if needed, and promotional offerings.
Key Features
- Comprehensive ship configuration – Upload deck plans, cabin descriptions, and customize deck or category names to align with the specific requirements of the event.
- Detailed rate management – Establish pricing schedules that incorporate separate port charges / tax and gratuity components.
- Promotions and special pricing – Define discounts, promotional codes, and other special pricing arrangements to support targeted marketing and revenue strategies, including Pay-in-full discounts which can be automatically applied at the time of booking.
Inventory Management
Load your ship's details once and manage all inventory in one central place. CBS allows you to tailor cabin categories, capacities, and configurations to suit each event, with the flexibility to handle reserved staff cabins, guarantees, and smart cabin allocation. Designed to save time and reduce errors, the inventory tools give you full visibility and control while simplifying day-to-day management of your charter.
Key Features
- Smart Cabin Allocation: Attribute one cabin per guest, allow guests to choose their own cabn number directly from a deck plan, or sell guarantee cabins with ease.
- Flexible Booking Management: Move a guest to a different cabin or category without needing to cancel and rebook, reducing admin effort and avoiding errors.
- Reserved Inventory: Hold cabins for staff, sponsors, or internal needs at the click of a button.
- Centralised Event-Specific Configuration - Customise deck and category names, capacities, and pricing for each event without reloading the ship data from scratch.
Booking Form
Seamlessly embed a fully branded booking form directly into your website, no redirects, no confusion. Maintain complete control of the customer journey from the first click through to final payment. White-label booking forms are also available for your sales agents to embed on their own websites, ensuring bookings are automatically attributed to their agency. With powerful customization options, you can tailor the form to showcase your product while keeping the experience simple and intuitive for your guests.
Key Features
- Customizable content by category and cabin - Upload unique descriptions and bullet points for each cabin category, giving guests clear and engaging information to guide their choice.
- Three-step booking process - A simple, well-structured flow (cabin selection - guest details - confirmation & payment) reduces booking friction, improves conversion rates, and helps keep customers engaged from start to finish.
- Smart cabin availability & pricing - Availability updates dynamically based on selected guest numbers, with the lowest-priced cabin for each meta-category displayed first.
- Complete guest information capture - Collect all the details required by the cruise line upfront, making submission of passenger manifests simple and efficient.
Cabin Selection
The booking form makes choosing the perfect cabin simple and stress-free. Guests can view a live deck plan, explore each cabin's exact location, and select their preferred cabin number, helping customers book with peace of mind, knowing exactly what they're getting and where they'll be onboard.
Key Features
- Interactive deck plans - Visual map of the ship, with available cabins highlighted and sold cabins greyed out.
- Detailed cabin information - Flexible upload tools allow for tailored descriptions, including floor area, balcony size, and any unique features of each cabin.
- Enhanced booking confidence - Improve satisfaction and reduce post-booking changes or questions by showing location and specifics upfront.
Xero Accounting Integration
Integration with Xero, the cloud accounting platform to eliminate manual data entry and ensure your financials are always up to date. Every booking and payment flows automatically between the two systems, saving you time, reducing errors, and improving the guest experience with instant receipts.
Key Features
- Automatic Invoice Creation: Fully automated injection of booking invoices, credits and related contacts into Xero.
- Payment Synch: Automatic checking of reconciled bank payments in Xero to update the balance of the associated booking in the booking system.
- Instant Customer Receipts: Guests automatically receive payment confirmation emails as soon as their payment is recorded.
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Payment Integration - Stripe
Stripe is perhaps the best known modern payments processor on the market, allowing you to accept debit and credit card payments from customers. Our booking platform delivers a smooth, secure, and efficient payment experience by seamlessly integrating Stripe for processing and automated payment plans and Xero for accounting and reconciliation. Whether it's one-time payments, flexible automatic billing, our Stripe-Xero integration ensures your financial operations are accurate, transparent, and hassle-free.
Key Features
- Automated Payment Plans with Stripe Subscriptions - Allow customers to pay via Stripe's subscription functionality, offering monthly or quarterly plans. Stripe handles retention workflows like dunning and smart retries.
- Secure and compliant payment infrastructure - Stripe is certified as a PCI Level 1 Service Provider, the highest standard for security. Sensitive card data is handled securely.
- Unified Customer self-service via portal - guests can make payments or update subscription details directly through the customer portal.
The Xero + Strip integration
- Integrate both xero and stripe for a seamless payment / accounting solution.
Should you require integration with an alternate payment gateway, we can explore options with you.
Built on Intellibook - Trusted Event and Tour Management
The Charter Booking System functions as the inventory and ship configuration module, feeding all cabin and booking data directly into Intellibook, a trusted tour and event management platform for travel agents. By leveraging Intellibook’s robust functionality, the system provides a powerful framework to manage bookings efficiently. Integrated with Stripe for payments and Xero for accounting, this ecosystem provides a complete, scalable solution for charterers and event organizers, ensuring operational accuracy, financial transparency, and comprehensive reporting across all stages of the booking process. Intellibook access is included with every Charter Booking System implementation.
Key Features
- Comprehensive booking management – Track all bookings with the ability to add notes, attach files, and maintain a complete transactional history.
- Advanced reporting – Utilize Intellibook’s out-of-the-box reporting tools to gain actionable insights into sales, bookings, and operational performance.
- Operational efficiency – Streamline event management by combining charter-specific features with the proven capabilities of an established travel software platform.
- Scalable operations – The integrated ecosystem supports growth by combining charter-specific inventory and pricing features with Intellibook’s proven management tools, streamlining workflows for larger events or multiple charters simultaneously.
Powerful Automations
Our booking system goes beyond payment integrations with Stripe and Xero by offering smart automation tools that reduce manual admin and improve communication with your guests. By automatically sending branded emails at key points in the booking journey, you can enhance the customer experience while freeing your team to focus on sales and service.
Key Features
- Customizable email templates - set up your own branded templates for booking received, booking confirmed, payment plan created, payment reminders and payment confirmations. Use HTML and CSS for full customization of look and feel, or choose the basic template form for a simpler, faster setup.
- Trigger-based delivery - Emails are automatically sent based on key events like bookings being made or deposited, payment plan creation, payment due dates, and payments recorded.
- Improved efficiency & reduced admin load - Allow staff to focus on higher-value activities.
Customer Portal
The post-booking process has never been easier. Our intuitive Customer Portal allows your guests to securely access and manage their bookings anytime, from any device, mobile, tablet, or desktop.
With flexible permission settings, you decide exactly what your customers can view or update. Whether it’s making a payment, uploading travel documents, or purchasing event add-ons, the portal puts self-service tools in their hands, reducing your team’s workload and customer service enquiries.
With flexible permission settings, you decide exactly what your customers can view or update. Whether it’s making a payment, uploading travel documents, or purchasing event add-ons, the portal puts self-service tools in their hands, reducing your team’s workload and customer service enquiries.
Key features
- Payment Options, make payments, see payments due, manage payment plan.
- Post booking packages - shore excursions, onboard VIP experiences, pre and post options, drink packages.
- Document upload
- Form submission
- Booking information - dining times, bedding, cabin number, show times, contact details.
- Cabin upgrades
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Sales Dashboard & Reporting
Powerful sales dashboard designed to give you real-time visibility into the performance of each charter or group. The sales dashboard consolidates all key booking and revenue metrics into one easy-to-read view, enabling you to track progress and make informed sales decisions with confidence.
Key features
- Comprehensive Sales Overview - Monitor total revenue sold, payments received, and percentage of cabins booked at a glance.
- Detailed booking insights - view the number of bookings and attendees by category (held, confirmed, cancelled) and track associated charges.
- Capacity management tools - see the total number of cabins, including cabins reserved for staff and cabins remaining available for sale.
- Snapshot export - Generate a full export of all cabins showing which are reserved, held and available for sale.
Multi-Channel Sales & Agent Portal
Events At Seas Charter booking system supports multiple sales channels including direct to guest (B2C), through travel agents (B2B) and via a white-label booking form (B2B2C), the Charter booking forms multi-channel approach allows you to maximize reach while maintaining centralized control of bookings, payments, and reporting. The Agent Portal provides travel agents with access to view their own bookings within your charter. By giving agents direct visibility into their reservations and the ability to process payments, the portal reduces administrative workload while strengthening relationships with key sales partners.
Key features
- Multi-Channel Sales - Sell directly to guests (B2C), through travel agents (B2B), or allow travel agents to whitelable your booking form (B2B2C)
- Booking visibility - Agents can log in to view real-time details of their reservations, including cabin allocations, guest information, and payment status.
- Payment management - agents are able to process deposits and balance payments directly through the agent portal.
- Automatic Commission reduction
