The same student typed three times
Student name, session dates, the partner school’s net rate: written on the enrolment form, rewritten in the booking file, rewritten on the rooming list. A last-minute cancellation never reaches all three.
Management software for study travel operators
One system for the whole study trip, from the student’s enrolment to the real margin
DBJOY runs quotes and enrolments, partner schools, host families, students and groups, family instalments, travel documents, invoicing and margin reporting for study travel operators — built around the study travel trade and Italian tax rules.
No credit card. No automatic renewal. Your data stays yours and stays exportable.
- One systemEnrolment, session, documents, invoice and margin on the same record.
- Students and familiesHost family matching, instalments, minors’ consents, guaranteed departures.
- Italian rules built inVAT margin scheme for travel, electronic invoicing, package travel obligations.
The problem
There is one study trip. There are five different tools.
The quote to the school is born in a spreadsheet. Enrolments arrive by email from families and institutes. Course places and host family beds sit in a shared folder. Family instalments are in another file, the invoice in accounting. Every handover is a retype, and every retype is an error you discover after departure.
Deadlines that live in one person’s head
The release date on course places, the instalment a family still owes, the missing parental consent for a minor. While it lives in a spreadsheet, only its author remembers it.
The margin arrives too late
At the end of the season you know what you sold. What you actually earned on that session, that partner school and that destination gets rebuilt by hand, too late to change anything.
Why DBJOY
Three things that set DBJOY apart from generalist systems
Not a generalist system with a groups module bolted on
CRM, quotes and enrolments, partner schools, accommodation, students, documents, administration and reporting share one database, and all of them speak the language of study travel: sessions, weeks of tuition, host family places, family balances. An enrolment is entered once and feeds the travel documents, the invoice and the profit and loss of that session.
It is not a generalist tour operator system with a groups module bolted on, and not a module to bolt onto the software you already have. It is the system, from the school’s or the family’s first enquiry to the margin you actually banked on that session.
- CRM
- quote
- enrolment
- documents
- invoice
- margin
Built for students, families and schools, not single bookings
A school group is not a larger booking. It is a hundred student records, a hundred family payment plans, host family matching that changes until the day before, parental consents and health data for minors to collect, and a minimum number of enrolments below which the departure is not guaranteed.
DBJOY handles students and accompanying teachers, registration fees and family instalments, host family, residence and campus matching, guaranteed departure thresholds and an enrolment portal for schools, teachers and parents. A generalist system models none of these objects.
- students
- registration fee
- instalments
- host family matching
- guaranteed departure
Italian VAT margin scheme and package-travel rules built in
If you invoice from Italy, three sets of rules shape your back office. DBJOY applies the VAT margin scheme for travel set out in art. 74-ter of Presidential Decree 633/1972 — the Italian implementation of the EU special scheme for travel agents in Articles 306 to 310 of VAT Directive 2006/112/EC, known in English-speaking markets as TOMS. VAT falls on the margin between the price of the language holiday and the cost of the course, the accommodation and the flights bought in from third parties for the direct benefit of the student, and that VAT is not deductible.
Invoices carry the Italian VAT code N5 used for margin-scheme operations, and are prepared in the format required by the SDI, the exchange system through which electronic invoices are cleared in Italy. A language holiday is a package: the traveller information duties of the Package Travel Directive (EU) 2015/2302, transposed into the Italian Tourism Code (Legislative Decree 79/2011), sit inside the document flow of the booking file rather than in a folder someone has to remember.
- art. 74-ter
- VAT code N5
- SDI
- Directive (EU) 2015/2302
- Tourism Code
The modules
Nine areas, one database
Every module works on the data of the others. That is what removes double entry, not the number of features.
CRM and sales
Every enquiry from a school or a family has an owner, a stage and a next action, with destination, season and session attached. You know where each one stands without digging through mailboxes.
Quotes and enrolments
Build the programme in one place: a language course by weeks, accommodation, flights, transfers and excursions. Net, gross and mark-up are calculated as you work, with partner school seasonal rates and currency conversion.
Enrolments and booking files
A confirmed quote becomes a booking file with nothing retyped. Options, course place releases, family instalments due and missing consents sit on one deadline board.
Partner schools and accommodation
Partner school contracts and seasonal rates, course places per session, beds in host families, residences and campuses: what is held, what is sold and what is left. You always know when the release date falls.
Students and groups
Student and group leader records, host family matching and special requirements, minors’ data and parental consents, registration fees and family instalment plans, guaranteed departure thresholds.
Travel documents
Welcome packs, info sheets, rooming lists and student manifests are produced from the booking file. Change a host family placement and the document follows the change.
Administration and invoicing
Family instalment schedules and payments to partner schools, open items, electronic invoicing prepared for the Italian SDI, and the VAT margin scheme for travel.
Reporting and margins
A management dashboard and the real margin by session, destination and partner school. Production by partner school becomes your argument at contract renewal.
Portal and integrations
A private area for families, schools and agents, automated messages on confirmations, instalments and deadlines, end-of-course surveys, and APIs towards your other systems.
How it works
From enrolment to margin, in a single flow
The same record travels across the whole company: sales, product, operations and finance work on one booking file instead of four copies of it.
The school or family enquiry becomes a quote
The enquiry enters the CRM with destination, session and number of students. You compose the language course, accommodation, flights, transfers and excursions, and DBJOY calculates net, gross and mark-up as you build.
The confirmed quote becomes an enrolment
On confirmation the booking file opens with the data already inside: programme, partner school, accommodation, students, minors’ consents, family instalments, options and course place release dates. Requests to the school and confirmation tracking start from there.
The booking file produces documents, invoice and margin
Welcome packs, info sheets and rooming lists are generated from the booking file. Invoicing applies the VAT margin scheme, and the dashboard shows the real margin by session, destination and partner school.
Who it is for
Who works in DBJOY every day
Study travel operators
Operators who build and sell language holidays and study trips: partner schools abroad, seasonal rates, course places per session and a margin to defend on every session.
School groups and schools
Organisers running language stays and school trips with institutes and teachers: enrolments, free places for accompanying staff, minors’ data and guaranteed departure thresholds.
Agents and consultants
Advisers selling other operators’ study programmes, or packaging their own, who need a tour operator back office without changing trade.
Data and continuity
Your data stays yours
What you put into DBJOY belongs to you: student and family records, the history of your enrolments, partner school contracts, margins. It stays exportable even if one day you decide to change software.
- Student data, minors included, processed under the GDPR.
- Export of your history in open formats.
- Documented backup and service continuity.
Integrations
Stay connected to what you already run
DBJOY does not set out to replace your accounting package or the CRM your sales team has used for years. It exposes APIs and integrations so data reaches the systems you already have.
- Data exchange with accounting software.
- Links to external CRM and marketing tools.
- APIs for sales channels and third-party systems.
Frequently asked questions
Is DBJOY used in the browser, or does it have to be installed on office computers?
DBJOY is a web application: a study travel operator uses it from the browser, with credentials issued per user, without installing a program on each workstation. The person in the office, the person at a trade fair and the person escorting a group of students all work on the same booking file. Updates do not require a visit to every computer, and access can be revoked per user when the team changes.
Who inside a study travel operator actually works in DBJOY every day?
Inside a study travel operator, DBJOY is used by the people who quote, the people who book with partner schools, the people who run groups and the people who invoice. Permissions are set by role, so a salesperson and an administrator do not see the same figures. The point of a single system is that those roles work on the same booking file instead of exchanging attachments.
Does DBJOY only handle school groups, or individual enrolments as well?
DBJOY handles both. An individual enrolment is a booking file with one student, a course, an accommodation and a flight. A school group is a booking file with many students, host family matching and a payment schedule per family. The quoting, partner school and margin logic is the same in both cases, which is why an operator can run both without a second system.
We sell direct and through agents and consultants. Does DBJOY cope with both channels?
DBJOY treats an agent or consultant as a customer with its own commercial conditions: net rates, mark-up rules and commission arrangements that differ from a family booking direct. The same programme can therefore be sold through both channels without maintaining two price lists by hand. Which conditions apply to which partner is part of the initial set-up, done on the operator’s real trade agreements.
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Run DBJOY on your real enrolments for three months
We set the system up together on your own rates, partner schools and destinations. At the end of the three months the decision is yours, with no strings attached.
Start your free 3-month trial
No credit card. No automatic renewal. Your data stays yours and stays exportable.