DMC software FAQThe questions we are asked most often.

DMC Pilot is software for destination management companies. You run each program in it, from the first inquiry to the last departure. Sales, proposals, programs, flights, airport transfers, suppliers, staff, Client View, chat, documents and invoices are all in one place. So the owner can see how a program is really doing, without building a report by hand.

Yes, for your own team: one app for iPhone and Android. It is on the App Store for iPhone and on Google Play for Android. Your team signs in with the same account and permissions as on the web. The app carries the work done on the ground: team chat with voice notes, the day sheet, transfers, check-in lists for arrivals, transfers, departures and activities, dietary needs by event, broadcasts, IROPS, your clients and suppliers, and files. It shares the same data as the web, so a guest checked in on a phone shows on the office screen straight away. Desk work, like building a proposal or editing costs, stays on the web. Freelance guides and hosts join free and see only their programs. Guests install nothing: they get links. A transport company sees its transfers in the supplier portal.

For your team's own conversations, yes. Company channels, a channel per program and direct messages work the way people expect: reply, forward, reactions, read ticks and Seen by, voice notes, photo albums and videos. They work on the web and the phone. A message written without signal waits, then sends itself when the signal returns. Unlike a WhatsApp group, a flight delay or transfer change shows up in the same place, and Dispatch AI, the built-in assistant, can answer from the program. Chat is for your team, freelancers included. Clients and suppliers use their own pages and links, and a supplier's phone number opens WhatsApp in one tap.

Nothing has to be copied from one tool to the next. A signed proposal becomes the program, with its dates, client, services, suppliers and days. Your margin at signing is saved, so you can see if costs start to eat into it. A guest list becomes transfer plans that update when flights move. A supplier's accepted change updates your profit. A headcount mentioned in chat can become the final number. With separate tools, each of these is retyped by hand, and that is where mistakes and lost margin come from.

Core suits smaller DMCs running 20 to 60 programs a year. Growth suits growing teams running 60 to 150, with every operations tool. Scale suits established teams running 150 to 350. Enterprise is for large DMCs and those with several offices, with no fixed limits, single sign-on and API access. Plans count the programs running at the same time, not your yearly total, and finished programs are archived automatically.

Yes. The run of show, transfers, staff check-in links, airport check-in links and IROPS (where you handle flight disruptions and issues) are built for a phone in a hotel lobby on weak wifi. Guests use simple links with no account. Suppliers sign in to their portal with a code sent by email.

The app is in English. Proposals can be written for the client in English or Spanish: the proposal page, the PDF, the contract and the email. You can work in many currencies, with named tax types such as EU VAT, reverse charge and US sales tax, because quoting in one currency and paying in another is normal for a DMC. Dates and times follow each office's formats, including 12-hour or 24-hour time, on client links, PDFs and emails too. DMCs anywhere in the world can use it, each with its own currency and tax rates.

Core $999, Growth $1,499 and Scale $2,499 per month, paid month to month. Pay for a year and save 20%, which brings them to $799, $1,199 and $1,999. Enterprise is priced with you. Core, Growth and Scale include seats, active programs, storage and AI credits per seat, shared across your company, and extras have published prices. The full details are on the pricing page.

Because software is hard to judge when it is empty. Our team loads your price list, suppliers and first live programs with you, so you try a working system, not a blank one. We plan it with you on the demo call.

Yes. The owner can change between Core, Growth and Scale inside DMC Pilot. Enterprise changes go through us. Billing is per company through Stripe, with invoice PDFs. Extra charges for seats, programs and storage are optional: set a cap, or switch them off.

Usually two weeks. In week one we go through the setup checklist with you: company profile and logo, your team and their roles, destinations, then your price list and supplier rates imported. In week two your suppliers are loaded and invited to their portal, and we build two live programs with you. After that your team runs the programs, and we stay close through your first day on site. A larger price list or supplier list takes longer, and we plan that on the demo call before you commit.

Yes. Guest lists import from CSV or Excel, and the columns are matched for you, so a rooming list from another system does not need reformatting. On Growth and up, clients, suppliers and your price list can also come in through Data imports, from CSV, Excel or PDF files, up to 20,000 new records at a time. AI reads the files and matches the columns, possible duplicates are flagged, and nothing is saved until you review it and confirm. A supplier's price list creates the supplier with every price linked to it. Bank details are never copied in. You can upload up to 500 documents or a whole folder at once and review them later. Your price list and supplier list are also loaded with our team during onboarding. Past programs are usually not worth moving. Programs you are selling or running now are, and those are the two we build together in week two.

Yes. If you work today from a mix of spreadsheets, a CRM, a proposal tool, a shared drive and WhatsApp, onboarding is built around bringing that together. What matters most is how you price today, so onboarding starts with your costing.

Yes, with Xero and QuickBooks Online. You connect once from Settings. From then on, customers, invoices, payments and credit notes are sent across every 15 minutes. You can see what went where, and if something is refused, it tells you why in plain words. Records go from DMC Pilot to your accounts, so your accountant's corrections there are never overwritten. You can also switch on payment updates: payments recorded in Xero or QuickBooks Online come back to DMC Pilot, and each new one waits for your review before it changes the invoice. There is no NetSuite or Sage connection, and we have no date for one. DMC Pilot sends to your accounting system. It does not replace it.

Yes. The company owner can download your company's records and files in one archive, from Settings, Data & Privacy. It is prepared in the background, and the owner gets an email when it is ready. The download needs a sign-in and stays available for seven days. It includes private conversations, My Files and unsent chat drafts. Passwords and access keys are never included. It is a copy to keep, not a restore point. Guest lists, finances, timesheets and change history also export to CSV, reports and documents download as PDFs, and each person can export their own account data from Settings. If you leave, we keep your data for 60 days so you can take it, and the Terms say we will not hold it back over a dispute.

Chat, check-in lists and IROPS do. The rest of the app needs a connection, and says so. A message written with no signal waits in its conversation with a clock beside it. It is kept if the app is closed, and sends itself, in order and only once, when the phone is back online. A check-in list opens without signal too: each tap is saved on the phone, the screen shows how many are waiting, and they are sent once the signal returns. An issue logged without signal, with its photos, waits the same way. Recently opened screens stay readable. Other changes, like a transfer change, need a connection and show an error if they fail, instead of waiting quietly. Guest contact and health details are never saved on the phone. A check-in list keeps guest names and seats on the phone, encrypted, for up to 16 hours so it opens without signal. Signing out deletes it, along with recent chat messages.

Yes. Freelancers join free, up to a set number per plan, and never take a seat. They see only the programs they are assigned to, and never money, clients, settings or the team, on the web or the phone. Casual staff can check in and out on a personal link, with no login and no app. For everyone else, you decide who can view, create, edit and delete, area by area. Someone who is not on a program cannot open it at all.

Yes, in three ways. Each office keeps its own time zone, currency and formats, and the owner decides what offices share: clients, suppliers, finances and billing. Suppliers, services and destination information are kept per destination, so a team working in Barcelona does not scroll through the Cancún supplier list. People see only the programs they are on, unless you give someone access to all programs.

Dispatch AI, the assistant built into DMC Pilot, does three jobs. It answers questions from your data, for one program or your whole company, and shows its sources. It drafts changes that a person on your team approves, like recording a final headcount, logging a client call or marking a payment. And it reads for you: the AI inbox sorts forwarded email by type and urgency, flags what needs a reply and lists the changes each email asks for, for you to approve. RFP response turns a client brief into a priced draft proposal.

On Scale and Enterprise, yes. A person connects their own AI assistant to their account, and agrees on a consent screen. The assistant can then read the records that person is allowed to see, and suggest changes. Nothing it suggests happens until that person reviews it and confirms it inside DMC Pilot. Health and dietary details are never shared over a connection. It needs API access switched on for your office, which we do on request because it is off by default, and two-step sign-in for the person connecting.

No, and no. Prices come only from your own price list. Every change the AI suggests is checked against permissions, and anything that affects cost or guests needs a person to confirm it. Changes it makes are marked as automatic in the change history.

It reads your company's records, documents you upload to the knowledge base, and your company and program chat channels. It never reads direct messages or private channels. Each answer uses only what the person asking is allowed to see. You can see what it remembers, delete any item, and switch learning off. AI use is counted in credits, with a monthly amount per seat shared across your company.

Your data is what must survive. It is backed up every day, and seven days of backups are kept. The app runs on a global network, not on one machine. Flight data, email and payments come from separate providers, so a problem with one does not stop the rest. We do not publish an uptime guarantee yet, because we want the track record first.

Each company's data is kept apart inside the database itself, not just hidden on the screen. Every action checks permissions again on our servers. Personal data is encrypted, and files are shared through private links that expire. The technical details are on the security page.

In the United States: the database and the app, with files stored on Cloudflare R2 and payments handled by Stripe. Keeping data in the EU or UK is not available today, so we cannot yet serve a customer whose regulator requires it. Our data transfer safeguards, transfer impact assessment and list of subprocessors are all published.

Settings lets you export and delete personal data, and access to guest details follows permissions. Our data processing terms are published for you to review. Whether DMC Pilot meets your own GDPR duties is best checked with your privacy adviser.

Yes. Single sign-on, with the option to require it for everyone, on the Enterprise plan. Enterprise also includes the Private API: keys you control that can read and update programs, clients and contacts, suppliers and services, with signed webhooks. API access is off for every office until we switch it on for yours.

No. Proposals and presentations carry your logo, colors and fonts. Client View, galleries, waivers and check-in pages carry your company name and logo in a neutral design. Every link you share shows your company name and logo in its preview, and email to your clients and suppliers carries your logo and name. Two things still show ours: the sending address is on our domain, and the one-time sign-in emails for the client and supplier portals come from DMC Pilot for now. We never show your client who your suppliers are.

Nothing. Suppliers sign in to a portal in your company's name with a code sent by email. There they confirm bookings, answer change requests and raise issues. A transport company sees its transfers there too. If they can open an email, they can work with you.

Guests use simple links for everything: signing waivers, airport check-in, photo galleries and downloads, and album uploads for photographers. No guest accounts, and nothing to install.