The fourth module of DBJOY governs partner schools and availability: contracts and seasonal rates, course places and beds per session, selling and releasing, release dates and partner confirmations. Availability becomes a figure in the system rather than a spreadsheet somebody keeps up to date by hand.
The main supplier is not the hotel: it is the partner language school abroad, with the accommodation that depends on it, transfers, airlines and student insurers. Every supplier has a record in DBJOY with contacts, currency, payment terms and the contracts active for each season.
The contract carries seasonal rates by session, commission, course plus accommodation packages, supplements and cancellation terms. When you build a quote, the net rate comes from the contract and not from a file somebody received by email.
A partner school abroad invoices in its own currency. DBJOY keeps the net rate in the contract currency and the exchange rate applied to the booking file, so the real cost stays comparable with the selling price.
Release dates, cancellation charges, balance terms and on-request conditions belong to the contract and reappear on every booking file that uses that school.
An allotment is a block of places a partner school holds for you on a session — course places, host family beds, residence or college rooms — usually with a release date after which the unsold part goes back. In DBJOY the block is loaded by session, type and school. When a booking file enrols two students, the remaining figure drops by two places: there is no second place where the count has to be updated.
The availability board shows, for each session, what you hold under contract, what is committed by options, what is confirmed and what is still free. A host family bed is not a hotel room, though: the matching carries constraints a hotel allotment never has — the student’s age, mother tongue, allergies and diet, the distance from the school, one Italian student per family.
You lose space when an option expires, when a release date passes and when an on-request service is never closed. DBJOY keeps all three on the same deadline board.
The option given to the family commits the block for a set time. At expiry the booking file flags itself: either you confirm, or the space goes back on sale to somebody else.
At the release date the unsold part of the block returns to the partner school. DBJOY shows the date in advance on the booking file and on the availability board, so keeping or handing back is a decision rather than an oversight.
When a service is not held on allotment — a special diet, a transfer outside airport hours, a family in a particular area — the request goes to the school and stays on request until the confirmation arrives. The status is visible on the booking file, so sales know what they can promise.
The request to the partner school is built from the booking file: session, course and level, accommodation, number of students, names where they are required. The status moves from sent to confirmed and holds the school’s enrolment code.
The code stays attached to the service line. When the school queries something two months later, the reference is in the booking file rather than in an archived email.
The net rate confirmed by the school is set against the net rate used in the quote. Differences surface while they can still be discussed, not once the season is closed.
Cancellation charges, accommodation changes and last-minute variations stay attached to the booking file that generated them, so the cost lands on the right session.
When the contract with a school comes up for renewal, the difference between asking for a better commission and getting it is having the figures. DBJOY keeps production by partner school: how many students enrolled, how many weeks of tuition, which types of accommodation, over which sessions, and at what margin for you.
A block you contracted and never sold costs you as much at the table as a block you sold badly. Seeing both numbers together changes what you ask for and what you concede.
Allotment means places held under contract with a partner school, sellable until the release date without asking. On-request means each enrolment has to be confirmed by the school case by case. DBJOY distinguishes the two on the service line, because they behave differently in daily work: an allotment has availability to watch, while an on-request service has a confirmation to chase.
In DBJOY the release date is a property of the allotment, with the unsold places attached to it, rather than a reminder in somebody’s calendar. A tour operator can see which contingents are approaching release and how much of each is still unsold. That is the moment for a decision: push sales, negotiate an extension, or release the places before they are charged.
Late partner school costs are the main reason a margin looks better before departure than after it: an extra week of tuition, an accommodation change, a cancellation charge. DBJOY is designed so a cost can be attributed to its booking file after departure and the margin on that file recalculated, instead of the difference disappearing into a general cost account where nobody can trace it back.
DBJOY holds partner school rates with their validity periods, so a quote for next summer is built on next summer’s rates rather than on the current ones. Seasonality, rate types and school-specific conditions are loaded during the initial set-up, on the tour operator’s own contracts. How rates are refreshed each season is agreed as part of that set-up.
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