DMC software FAQThe questions we are asked most often.

The operating system for a destination management company: sales pipeline, proposals, program operations, live flights and ground transfers, vendors, staffing, client portals, chat, documents and invoicing in one database under one permission model. A DMC runs a program in it from the inbound inquiry to wheels-up, and the owner can answer “how is this program actually doing” without assembling the answer by hand.

Yes, on iOS and Android, for your own staff. It signs in to the same organization with the same account and permissions, and it carries the operational half of the product: team chat with voice notes, the program day sheet, transfers, attendee check-in at the airport, IROPS, clients and files. It is not a companion app with its own copy of the data, so a guest checked in on a phone is on the office board as it happens. The desk work, building a proposal or editing costing, stays on the web where a keyboard and a big screen actually help. Drivers, guides and guests still need nothing at all: they get links.

The seams. An accepted proposal becomes the program with its costing frozen as a margin baseline; a flight manifest becomes transfer runs that re-optimize when flights move; a vendor's accepted change recomputes the P&L; a message in chat can become a recorded actual. Every one of those is a manual handover in a multi-tool stack, and the handovers are where margin and information get lost.

Core fits boutique operators winning and running 20–100 programs a year; Growth fits established teams running 100–350; Enterprise covers large and multi-office operators with unlimited scale, SSO and a private API. Concurrent active programs, not annual volume: is the number plans meter, and finished programs auto-archive.

The on-site surfaces, Run of Show, transfers, staff punch links, Airport check-off, IROPS, are built for a phone in a hotel lobby on imperfect wifi. Guest and vendor surfaces are token links that need no account and no training.

The product is in English. Money is multi-currency with named tax treatments, EU VAT, reverse charge, US sales tax, because quoting in one currency and spending in another is normal DMC life. The US is the primary market and the EU is fully supported.

Core is $999 and Growth is $2499 per month, month to month. An annual commitment takes 20% off, bringing them to $799 and $1999. Enterprise is a custom package, scoped and priced with you. Core and Growth include seats, active programs, storage and an organization-wide AI credit allowance, with published add-on rates. The full breakdown is on the pricing page.

Because the product is only convincing when it holds your operation. Onboarding loads your Service Catalog, Content Library, price book, vendors and first live programs with our team, so you evaluate a working system, not an empty one. It's scoped on the demo call.

Plans change self-serve in the product; billing is per organization through Stripe with invoice PDFs where you'd expect them. Overage billing is optional, capped by you, or off entirely.

Two weeks to running, in the normal case. Week one is your Service Catalog, Content Library and price book imported, branding set, and roles and permissions mapped to your team. Week two is vendors loaded and invited to their portal, and two live programs built alongside you. From there your team runs programs and we stay on the line through your first on-site day. A larger catalog or a bigger vendor list moves that; the demo call scopes it before you commit to anything.

Attendee lists import from CSV or Excel directly in the product, and the columns are matched for you rather than by a mapping screen, so a rooming list that came out of someone else's system does not need reformatting first. Your catalog, price book, content library and vendor list are loaded with our team during onboarding. Programs that have already happened are usually not worth migrating; programs you are currently selling or running are, and those are the two we build together in week two.

That is the normal starting point rather than the exception. Almost every DMC arriving here is running some combination of spreadsheets, a generic CRM, a proposal tool, a drive and a messaging app. Onboarding is designed around consolidating that, not around a clean slate. What matters for scoping is how your costing is structured today, so bring the spreadsheet you actually price from to the demo.

Yes, for QuickBooks Online and Xero. You connect the ledger once from Settings, and from then on customers, invoices, payments and credit notes are pushed across as they happen, with a per-document record of what went where and a plain sentence when something is refused rather than a silent gap. It is deliberately one way, out of DMC Pilot and into the ledger: your accountant's corrections stay theirs, and we will not overwrite a company file behind their back. There is still no NetSuite or Sage connector and no date we are prepared to commit to one. And the boundary has not moved: this is a sync, not a general ledger, so DMC Pilot is still not your accounting system.

Any time, at no charge, without asking us. Programs, attendees, vendors, financials and documents export on demand from Settings, and that includes the GDPR export. On termination we hold your data for 60 days so you can take it, and the Terms say we will not withhold it over a commercial dispute. A system of record you cannot leave is a risk you are taking on, not a feature we are selling.

No, and it does not pretend to. The app follows the device's actual connectivity: recently loaded screens stay readable, and a write attempted with no connection fails visibly instead of sitting in a silent queue. That is deliberate. On a program day, a check-in that quietly did not save is worse than one that told you it did not, because the office is watching the same board and acting on it. Attendee data is also never written to the device's storage, so a phone left in a taxi is not a data incident.

Yes, and most of them need no account at all. Freelance and casual staff clock in and out through a personal punch link, which needs no login and no app. Where someone genuinely needs to be inside the product, permissions are fourteen modules across view, create, edit and delete, and program access is membership-scoped: a person who is not on a program gets a 404, not a locked screen. Seats are what you pay for, so a season of freelancers does not become a season of seats.

Yes, at two levels. Vendors, services and destination content are scoped per destination, so a team working Barcelona is not reading through the Cancún supplier list. People are scoped by program membership, with an explicit all-programs permission for the few who should see everything. Genuinely separate entities, brands or books are an Enterprise conversation rather than a settings toggle, and that is what the Enterprise plan is scoped around.

Three jobs: answers grounded in your data (scoped to a program or the whole organization, with citations); drafted actions a permitted human confirms, recording actuals, logging interactions, marking payments; and reading, the AI Inbox classifies and extracts forwarded email into reviewable change requests, and RFP Autopilot turns briefs into costed draft proposals.

No and no. Prices come only from your Content Library and price book. Writes pass through one permission-gated registry that fails closed, and everything cost- or guest-affecting requires human confirmation. AI-sourced changes are labeled in the activity log.

It reads your tenancy's records, documents you upload to the Knowledge Base, and only the chat channels you explicitly opt in. Memory is inspectable and per-item erasable, and learning can be switched off. Usage is metered in credits with a monthly allowance for the whole organization and a cap you control.

The record is what has to survive. It lives in managed Postgres with automated daily backups and seven days of retention, and the application is served from an edge network rather than a single machine. Flight data, mail and payments are separate providers, so a degradation in one leaves the rest of the program running. We publish no uptime SLA and will not invent one before we have the operating history behind it.

Row-level security in Postgres scopes every row to your organization: enforcement lives in the database, not the interface. Every server action re-checks permissions, PII is encrypted at rest, and files are served through signed, expiring links.

The database and application run in the United States, with files on Cloudflare R2 object storage and payments processed by Stripe. EU and UK data residency is not available today, and a customer under a regulator's instruction requiring it cannot be accommodated yet. The transfer safeguards, the completed transfer impact assessment and the subprocessor register are all published rather than held back for diligence.

Export and erasure tooling is built into Settings, client-facing surfaces practice data minimization, and attendee data is permission-scoped. EU operators and EU attendee data are a design case, not an afterthought.

Yes. Single Sign-On with optional org-wide enforcement on the Enterprise plan, alongside a Private API with scoped, audited keys.

No. Proposals, showcases, galleries and the Client Cockpit carry your logo, colors and fonts, and mail to your client goes from your branded sender. Showing your client who your supplier is would undermine you, so it's structurally avoided.

Nothing. Vendors confirm, re-confirm, decline and raise issues on a magic-link portal; drivers acknowledge transfer runs the same way. If they can open a link, they can work with you.

Token links throughout: waiver signing, airport check-off, photo galleries and downloads, album uploads for photographers. No guest accounts, nothing for a guest to install.