Before the session you sell
CRM, quotes and enrolments govern the deal: who asked for which course and which session, at which partner school net rate, with which mark-up and with which option expiry.
Features
Nine modules, one database, from enrolment to margin
DBJOY covers the whole life of a study trip: enquiry, quote, enrolment, partner school, accommodation, students, documents, invoicing and margin. This page is the reasoned index of the product: for each module you get the business benefit and the link to the detail page.
How to read this map
The modules are not nine products: they are nine views of the same session
A study travel operator does not work by function, it works by enrolment and by session. The same session passes through sales, partner school contracting, operations and finance. In DBJOY that handover is not a file transfer: it is the same booking file seen from different roles.
During organisation you execute
Partner schools, accommodation, students and documents govern operations: places available per session, confirmations received, host family matches, welcome packs issued.
Afterwards you invoice and measure
Administration and reporting close the cycle: electronic invoice, VAT margin scheme, instalments collected from families, payments to schools and the real margin of that session.
The nine modules
Each module and the benefit it brings
Under every heading is the reason that module exists. Features come after the problem they solve.
1. CRM and sales
You know where every enquiry stands and which families, schools and agents the revenue comes from. Each contact has an owner, a stage and a next action date, season after season.
2. Quotes and enrolments
The quote is built once: weeks of tuition, session, accommodation and transfers, with net, gross and mark-up calculated as you compose it. Confirmed, it becomes the student’s enrolment.
3. Booking files
A confirmed enrolment becomes a booking file: nothing retyped, deadlines under control. Options on places and release dates stay visible to whoever is operating, not only to whoever wrote them.
4. Partner schools and accommodation
You know at any moment how many places you hold on each session, how many you have sold and when the release date falls. Production by partner school becomes your argument at renewal.
5. Students and groups
Handle many students, family instalments and rooming lists without building a spreadsheet per session. Minors’ consents, medical data and allergies live in the booking file, not in an inbox.
6. Travel documents
Welcome packs, rooming lists, host family matches and student lists come out of the booking file, not out of a copy and paste. Change a match and the document is regenerated with the new data.
7. Administration and invoicing
The travel margin is computed on data already in the booking file, and the electronic invoice starts from there. Registration fees, family instalments and open items sit in the same place.
8. Reporting and margins
You see the real margin by session, destination and partner school, not just turnover. Quoted against actual shows where the margin was lost.
9. Portal and integrations
Families, schools and agents find their own documents, and the systems you already run stay connected. Messages about confirmations, instalments and deadlines start from the booking file.
The principle
Why the modules share one database
Data is entered once
A student name, the session dates, a partner school net rate and the exchange rate applied exist in one place only. The confirmed quote becomes an enrolment and a booking file carrying the course, the accommodation, the deadlines and the participants with it. The booking file generates the travel documents. The same amounts feed the invoice and the profit and loss of that session.
That is what removes double entry, not the number of features. When the record is single, a correction made the day before departure lands everywhere: on the welcome pack, on the rooming list, on the request to the partner school and on the margin.
- No export from one system and import into another to move an enrolment forward.
- No parallel spreadsheet kept alive because the software stops too early.
- One version of the truth when sales and finance disagree.
- CRM
- quote
- enrolment
- documents
- invoice
- margin
DBJOY is not a generalist tour operator system with a groups module bolted on: it is built on the study travel trade. A booking engine handles the sale. An accounting package handles the invoice. A spreadsheet handles the places per session. None of the three knows they are talking about the same session, and remembering that stays a person’s job.
Where to go deeper
The five detail pages
The nine modules are described in full across five pages, grouped the way a study travel season is actually run.
Quotes and enrolments
Modules 1, 2 and 3. The flow from a family enquiry to a multi-option quote, from confirmation to the enrolment and the booking file, with weeks of tuition, sessions, seasonal rate cards, currencies and release dates.
Partner schools and accommodation
Module 4. Partner school records, seasonal rate cards and commission, allocated places per session in host families, residences and campuses, selling, releasing and confirmation tracking.
Students and groups
Modules 5 and 6. Students and host family matching, minors’ consents and medical data, registration fees and instalment plans, accompanying teachers and free places, guaranteed departures, the sign-up portal and the travel documents.
Administration and invoicing
Module 7. Family instalment schedules and payments to schools, open items, electronic invoicing through the Italian SDI and the VAT margin scheme for travel under art. 74-ter of Presidential Decree 633/1972.
Reporting and margins
Module 8. Management dashboard, real margin by session, destination and salesperson, production by partner school and the comparison between quoted and actual.
Portal and integrations
Module 9. A private area for families, schools and agents, online enrolment, messages tied to the booking file, and data exchange with the systems the operator already runs.
If you are evaluating DBJOY
Read the modules from the angle of your own work
The same feature carries different weight depending on how you sell. An operator building its own language holiday programme looks first at currencies and at margin by partner school. An organiser working with schools looks first at family instalments, accompanying teacher free places and the guaranteed departure threshold. An agent advising on courses abroad is looking for a back office that speaks the language of study travel.
- DBJOY for study travel operators
- DBJOY for school groups and institutions
- DBJOY for agents and consultants
The free three-month trial starts with set-up on your own rate cards, partner schools and sessions, so you judge the modules on your work and not on a generic demo.
Frequently asked questions
Do we have to activate all the DBJOY modules at once?
A study travel operator does not have to switch on every DBJOY module on day one. The usual starting point is the flow that costs the most today, often quotes and enrolments, or partner schools and accommodation, with the rest added once the team is working comfortably in the system. Which modules make sense first is decided during the initial set-up, on the operator’s real season rather than in the abstract.
Can DBJOY limit what each user sees, for example cost and margin figures?
DBJOY assigns permissions by role, so an operator can decide who sees partner school net rates and margin figures and who works only on the commercial side. That distinction matters where seasonal staff, group leaders and tutors abroad need access to student and departure data without access to the company’s cost base or to minors’ medical records. Role definitions are configured per company during set-up.
What happens in DBJOY when a student changes session after the enrolment is confirmed?
Changes after confirmation are the normal case in study travel, not the exception: a student moves to a later session, a host family drops out, a group falls under the guaranteed departure threshold. DBJOY is built so the change is made on the booking file and reaches the documents, the family payment position and the margin calculation from there, rather than being applied separately in three places. Which changes trigger a new document version is a configuration point.
Why does it matter that DBJOY keeps everything in one database?
One database means an operator enters data once: the confirmed quote becomes the enrolment, the enrolment produces the welcome pack and the rooming list and feeds the invoice and the margin report. The alternative, a quoting tool plus a spreadsheet for students plus an accounting package, is not slower because of the tools. It is slower because the same figure has to be made to agree in three places.
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