One customer record
Families, schools, accompanying teachers and agents share one file, with contacts, commercial terms and the history of their past enrolments. Whoever answers the phone can see everything that came before.
Features
From enquiry to the student’s enrolment, with nothing retyped
CRM and sales, quoting, and enrolments are the first three modules of DBJOY. They work on the same record: the family’s enquiry becomes a quote, the confirmed quote becomes an enrolment, and the booking file carries its deadlines, options and release dates with it.
Module 1 — CRM and sales
You know where every deal stands, and where the revenue comes from
An enquiry sitting in an inbox is an enquiry nobody is working on. In DBJOY every enquiry is recorded with destination, course start date, number of students, the channel it arrived from and the salesperson who owns it.
Stage and next action
Every deal has a stage, an owner and a next action date. Enquiries that have gone quiet stay visible in the pipeline instead of fading out unnoticed.
Where revenue comes from
Destination, session, partner school and salesperson stay attached to the deal all the way to the closing figures. Sales stops being a black box at the end of the year.
Module 2 — Quoting
The quote is built once
Net, gross and mark-up are calculated as you compose
The quote builder composes the study programme: weeks of tuition, with level and course start date, accommodation in a host family, residence or campus, meals, airport transfers, flights, activities and excursions, student insurance. Each line takes the partner school’s net rate and the mark-up rule. DBJOY works out the gross price and the mark-up while you build, on the single line and on the quote total. Margin stops being something you check at the end with a calculator.
The partner school’s seasonal rate cards handle the sessions: high season, low season and special weeks change the net rate without forcing you to duplicate the quote. Services bought in a foreign currency enter at the exchange rate set for that quote, so the selling price is consistent with the cost you will actually pay. For a study travel operator buying in one currency and selling in another, that consistency is where the margin is won or lost.
- net
- gross
- mark-up
- school rate cards
- sessions
- currencies
One quote, several options
A family rarely buys the first version. With DBJOY you build several options of the same programme: two weeks of tuition or three, a host family or a residence, a July session or an August one, with or without excursions. Each option carries its own net, its own gross and its own price per student, and the family compares the alternatives on the same document.
The quote goes out as a commercial document with the price per student, the registration fee, supplements, reductions, conditions and a validity date. When an agent reselling study programmes is involved, you can work on their commercial terms without redoing the arithmetic by hand.
When the family chooses, you do not start again: you confirm the option and the quote becomes an enrolment.
- multi-option
- price per student
- registration fee
- validity
Module 3 — Enrolments and booking files
The confirmed quote becomes the student’s enrolment
On confirmation the booking file opens with everything already inside: course and accommodation, the partner school, net rates, the exchange rates applied, enrolled students, the registration fee, deposit and instalments, options and release dates. Nobody retypes anything, and no figure changes meaning as it moves between departments.
What the booking file holds
- Family or school details and the terms applied.
- Service lines with net, gross, currency and the partner school assigned.
- The list of enrolled students and their documents.
- Partner school requests, confirmation status and enrolment codes.
- Registration fee, deposit, family instalments and balance.
- Documents issued and messages sent.
Changes stay consistent
A session moved, an extra week of tuition, a student who drops out: the change is made on the booking file and flows where it is needed, from the partner school requests to the travel documents to the profit and loss of that departure.
The history stays readable: who changed what, and when. When a family disputes a condition, the answer is in the booking file rather than in somebody’s memory.
Deadlines
The board that tells you what expires today
A booking file does not have one deadline. There is the option given to the family, the release date agreed with the partner school, the deposit, the instalment, the student document that has not arrived. Each one has a colour and a date.
Options given to the family
An option has an expiry date. While it is open the booking file waits for confirmation and the space is held. At expiry the status changes and the position goes back on the table, instead of staying blocked for weeks.
Release dates towards the partner school
Every allotment has its own release date. The booking file shows it next to the number of places committed, so whoever is operating knows by when to confirm or hand back. Nobody discovers an expired release date from the school’s invoice.
Payments and missing documents
The deposit, the instalments and the balance have dates. So do the documents the family still owes you. The board separates what is in order, what expires soon and what is already overdue.
Downstream of the booking file
Where everything you entered here ends up
The booking file is not the end of the line. The net rates and partner schools you assigned draw down the allotments for that session and drive confirmation tracking. The amounts become an invoice under the Italian 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. The quoted and actual figures meet in the comparison that tells you whether that session paid what you expected.
- How partner school allotments are drawn down by the booking file
- How the booking file becomes an electronic invoice and a travel margin
- How quoted margin is compared with the margin actually banked
During the free trial the set-up starts from your own rate cards and your real partner schools: you build the first quote on your prices, not on sample data.
Frequently asked questions
Can a DBJOY quote combine a language course, accommodation, flights and transfers?
A DBJOY quote is built line by line from supplier services: weeks of tuition, host family or residence, meals, flight, transfer, excursion and student insurance, each with its own net cost and its own supplier. The total price and the mark-up are calculated as the quote is composed. That structure is what allows one booking file to carry costs from several suppliers and still produce a single, readable margin figure.
Can DBJOY apply different mark-up by service, by customer type and by session?
Mark-up in DBJOY is handled on the service line, not only on the quote total: a flight and a language course do not carry the same uplift, and an agent reselling study programmes does not buy on the same terms as a family. Mark-up rules by service, customer type and session are configured during the initial set-up, on the tour operator’s real rate structure rather than on defaults.
Can DBJOY hold alternative versions of the same quote?
A tour operator rarely sends a single option. DBJOY is designed so alternative versions of the same request, such as a different type of accommodation, a different number of weeks or another course start date, can be prepared and compared on cost and margin before one is sent. The version the family accepts is the one that becomes the enrolment.
What happens when a family accepts a DBJOY quote?
When a quote is accepted, DBJOY turns it into an enrolment and a booking file without the data being entered again: services, partner school, costs, prices and student details carry across. From that point the booking file drives partner school confirmations, deadlines, travel documents, invoicing and the margin calculation. Removing that retyping step is where most of the double entry inside a tour operator disappears.
Didn't find your question? Go to the full FAQ hub
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.