DMC software featuresEvery DMC Pilot feature, and the plan that includes it.
63 features in six areas. Each one shows the plan it comes with, and what it does. Nothing is held back for a sales call.
63
features, all built in
6
areas, all in one place
16
with a page of their own
16
kinds of tools they can replace
One program, many hands
Features grouped by the work they help with.
Sales builds the proposal, operations runs the day and finance watches the money. Each person sees the part that is theirs.
0115 features
Sales & proposals
Explore Sales & proposalsFrom the first inquiry to a signed contract. Track deals your way, follow up with prospects, and build proposals from your own price list, in the same place you will run the program.
Deals & pipelineName deal stages the way your team talks, and see them as a board or a list.
- Your own statuses, such as Tentative, Definite or Postponed, each with a color and an order; nine ready-made ones from Lead to Closed Won to start from
- Each status means one outcome (open, won, lost, paused or canceled), and the pipeline, board, reports and insights follow your statuses
- New deals start in an open status; losing or canceling a deal asks for the reason
- Board and table views, a My deals filter, and a searchable archive
- Deals carry the linked proposal total, and move to your won or lost status when the client accepts or declines
- Each client shows the icon from its own website on the board and the deal page
Prospects & follow-upsKeep in touch with future clients: every call and meeting, key dates and when to follow up.
- The Prospects and Needs Attention tabs of the CRM, with a rail of the accounts whose follow-up is overdue
- Typed interaction timeline: dinners, calls, emails, meetings, gifts and site visits
- Key dates with recurrence: birthdays, anniversaries, milestones
- Follow-up cadence in months, with automatic reminders
- AI company research drafts a profile; convert a prospect to a client in one step
Clients & contactsEvery client company and the people you work with there.
- Statuses from Prospect to Active to Archived
- Your own client categories, such as Corporate Direct, Third-Party Planner or Association, shown on the list and used as a filter
- Each company shows the icon from its own website; Website fills in from the first business email, never from a personal address
- Contacts with job titles, office and mobile phones, LinkedIn and Facebook, personal facts, past site visits and your own extra fields
- Upload a client's logo and it appears beside yours on the proposals and agreements they receive, and in their client portal; each client also has a Files tab for reference material
- Commercial Terms per client: default contracts, a payment plan and commission agreements that every new proposal starts from
- A History tab with every change to the client, who made it and what it was before
- Searched and paged on the server, so a directory in the thousands is never cut short
Sales reportsGrowth and upHow sales are going: open deals, forecast and win rate.
- Open pipeline, weighted forecast, win rate, average won deal, closing this month
- Insights render only when there is genuinely enough data, never seeded numbers: a win rate needs 20 decided deals
- My Sales gives each salesperson a yearly target and a page that shows where they stand, with team totals for managers
- Follows your own deal statuses; people without financial access see counts and percentages, never amounts
Proposal win analysisGrowth and upLearn from the proposals you won and lost, to price the next one better.
- Win rate by margin band: see where discounting stops paying
- Compare hosted proposal visibility with won and lost outcomes
- Time to decision, median and slowest, and add-on attach rate
- Learned only from your own company's won and lost proposals
ProposalsBuild proposals from your own price list, in six designs. See your margin as you go, and let the client sign online.
- Cover, event and section blocks: headings, text, image, slideshow, gallery, video, audio
- Six designs: Cinematic, Editorial, Minimal, Itinerary first, Magazine and Letter, each previewed in your colors, fonts and logo; Editorial by default, and any proposal can use another
- Written for the client in English or Spanish: the proposal page, the PDF, the contract and the email
- Dual costing: sales price against operational cost and margin; the client sees only what they pay
- Optional and hidden line items, per-line tax, a management fee, discounts and costing snapshots
- Quick-add a one-off service from the keyboard: cost and margin work out the price, and a proposal cannot be published with a client-facing line left unpriced
- Client links with an optional password and expiry, titled in your company's name with your icon and the proposal's cover image as the link preview; open and view telemetry
- Currencies without cents, such as the yen or the won, show and total in whole units; a company setting rounds every total and per person price up to a whole amount, and the parts still add up
- Program agreements: each item can carry its time, what is included, an itinerary, notes and a guarantee date, with quantities marked as an estimate or to be confirmed, concessions, labeled options and each event's total with the price per person
- Start with whole-program pricing and add itinerary days only when you need them, with the same services and prices
- E-signature recorded with signer, time, consent wording and a SHA-256 document hash; IP address and device are kept as evidence
- Acceptance creates the program: dates, destination, client, sold lines, suppliers and itinerary days carried over
Proposal changes, versions & exportAfter you send it: client change requests, saved versions and a spreadsheet copy.
- Clients approve, decline or request changes on the proposal page, down to a single service
- A change request emails the people on that proposal at once; each person can switch that email off
- Every version sent to a client is frozen and can be compared with the next
- Export to Excel or CSV: a client copy, an internal copy with cost and margin, or content only
- An optional confidentiality step: the reader agrees before the proposal opens, and you keep a record of who agreed
Contracts & signingYour contract templates, attached to a proposal and signed online from a private link.
- A Contract Library of versioned templates with merge fields; a published proposal keeps the exact wording it was sent with
- A contract packet per proposal: several documents, exact versions and one evidence trail per signer
- Each client signer gets a private signer link that expires, and the signing order you set is enforced
- Your own signature, and any signed offline, is recorded by your team with the executed PDF
- A Certificate of Acceptance with the agreed total, the signer, the time and the document hash
CommissionsWhat each agency or partner is owed, never shown to the client.
- Agencies and partners on a proposal, as a percentage or a fixed amount, never shown to the client
- Record a planner's commission on the deal as soon as you enter it, and the proposal made from that deal starts with it; agreements can carry a reference number
- A commission split: one rate on services and another on fees; lines sold at cost earn nothing
- Earned on acceptance, on full payment or when the program completes
- Shown on the proposal and as After commission in program finances
Products & ServicesOne price list for everything you sell: the client price, the supplier, your cost and your margin.
- Each item shows its client price, the supplier who delivers it (or your own team), the cost and the margin
- Pricing rules: margin on cost, markup on cost, a fixed price, a price range, sell at cost or on request
- Priced per person, group, vehicle, day, night, hour or distance, with photos and fees
- A supplier cost can be marked to confirm until you have it, and each supplier's page lists what they supply
- Packages built from items, and reusable text blocks for proposals
- Add any item straight onto a proposal as a line, with its price, unit and supplier
- Searched and paged on the server, however large the catalog grows
RFP responseScale and upTurn a client brief (PDF, Word, Excel, even a scan) into a priced draft proposal.
- Reads PDF (scans included), Word, Excel and images; an email in a program inbox can be turned into a draft too
- Matches requirements to your Products & Services by name, then by meaning where the names differ, with your real prices, suppliers and units
- Drafts the proposal from your own priced content. AI never invents a price
- Draft a proposal from the client's documents, a brief, an RFP or a call transcript (PDF, Word, text or subtitle files), using your catalog, past proposals and proposal templates, with the lines that need a second look flagged
- You review the draft; nothing is sent until you say so
InvoicesSend and track client invoices and credit notes, based on what the client signed.
- Issue, void with a reason, record part payments, and credit a whole invoice, chosen lines or an amount
- A payment schedule on the proposal: fixed, percentage or remaining balance, due on a date or relative to arrival and departure, with overdue detection
- Refund all or part of a payment, never more than was received, and reverse an issued credit note with its own numbered record
- PDF export; filter by status across the organization
Supplier billsCheck each supplier invoice against what you agreed, then track it until it is paid.
- Suppliers send a bill from the supplier portal, or you record the PDF yourself; it is read automatically and matched to the agreed booking
- Each bill is compared line by line with what you booked, with a plain note where it differs (“Billed 3, booked 2”); a flag to check, never a hold on approval or payment
- Quoted against invoiced: expected and billed by supplier, with the difference; a bill that differs from the agreed cost needs a written reason to approve
- Approve, send back, void with a reason or mark as paid, from one queue across every program
- Sending a bill back emails the supplier the reason and a link to send a corrected one, and shows whether the email arrived
- Close a supplier's account on a program once it is settled; payments are held until you reopen it
Money across programsEvery live and upcoming program's money on one page in Sales.
- Client charge, cost, margin, received and still due (overdue shown), paid to suppliers and still owed
- Totals in your company currency at the stored rate, with the rate shown
- “No costing yet” on a program without costs, instead of zeros
- Sort by lowest margin; export to CSV
- Live and upcoming, this quarter, or ended in the last 90 days
Accounting syncSend customers, invoices, payments and credit notes to Xero or QuickBooks Online.
- Connect Xero or QuickBooks Online once, from Settings, over OAuth
- With QuickBooks Online, you review what the first sync will create before anything is written
- Customers, issued invoices, payments and credit notes are queued as they are raised and sent every 15 minutes, or at once with Sync Now
- Payments recorded in QuickBooks Online or Xero can be read back, off by default: each new payment waits for your review before it changes the invoice balance
- Supplier bills are not sent
- A record per document of what went where, and a readable reason when one is refused
0218 features
Program operations
Explore Program operationsThe program itself: itinerary, guests and their hotels, staff, suppliers, money and the day on the ground. Every issue and change is logged along the way.
ProgramsEach program opens on a summary: what needs attention, how ready you are, and where the money stands.
- Needs attention: critical items first, informational second
- Ready to run with a done count, Today and next while the program is live, and On the ground for arrivals and boarding
- Client price, cost to deliver and margin on one panel
- New programs start from an accepted proposal, or blank for a direct booking
- Or copy an earlier program to new dates and a new group size: services at today's prices, suppliers waiting for a new quote, and guests, flights, money and messages never copied. You review it all first
- Modules per program: switch off the tabs a program does not need, and nothing in them is deleted
- Finished programs auto-archive, 30 days after the end date by default, and archiving saves the program's record to an Archive folder in Storage
- Deleted programs, proposals, invoices and templates wait in Recently deleted and can be restored for 30 days by default
Itinerary & eventsThe day-by-day plan of the program, connected to everything else.
- Per-day events with venues, times and assigned services
- Who Attends: which guests attend each event, by rule (everyone, whole groups or chosen guests) with named exceptions, reviewed before you save
- Build a list by searching, pasting names or using a spreadsheet column; capacity and dietary counts use each event's real guest list
- Feeds the run of show and Client View automatically
Activity sign-upsSign guests up for an activity, split them across boats, vehicles or tables, and hand the supplier the list.
- Sign-ups per event, with confirmed and waitlisted guests
- Units (boats, vehicles or tables) with a capacity that is enforced, a departure time and a place
- Auto-distribute guests, keep parties together, or move people by hand
- Export the manifest for the supplier and the host; the supplier also sees it in the supplier portal
Run of showGrowth and upA day sheet for each day on site, filled in from the program for you.
- Auto-assembled from events, flights, transfers, supplier bookings and staff shifts
- Manual rows and overrides always win; revert to auto any time, hide a row, lock a day, print it
- A moved flight re-times an unapproved pickup and flags an approved one for review
- On the phone it is the day sheet, shown in the program's own time zone
- Guests' access and medical needs on the rows they touch, with what to do
AttendeesYour guest list with travel, dietary, medical and emergency details.
- Grouped by party with per-guest travel details and flight codes
- Import Attendees from a spreadsheet, or paste a messy manifest into AI Import; review what was found, then save
- Medical & dietary and emergency contact fields, permission-scoped; dietary and allergy notes show only when a lawful basis for health data is recorded on the program
- Dietary by Event: each guest's dietary and allergy needs per event and per need, with the note as written
- Access needs (a wheelchair, step-free access, low vision, hearing, a service animal), a medical flag and a severe allergy flag on each guest
- A Rooming page with each guest's hotel stays: rooms by type and number, who shares with whom, capacity night by night and a rooming list as CSV; arranging rooms and stays comes with airport transfers
- The evening before, the team gets a count of tomorrow's dietary needs by event
- Feeds flights, transfers, waivers and Client View without retyping
Suggestions from past programsGrowth and upA new program shows what worked on your similar finished programs, for you to add one at a time.
- Drawn from your similar finished programs: same destination first, then the same client, group size and season
- Suppliers with how often you used them, their After-Event Report rating and incidents on record
- Services at today's price, the transfer vehicles you used and staffing per 100 guests
- Approved lessons from past issues
- Each suggestion is added one at a time; nothing is added for you
- Appears once you have at least 2 similar finished programs
Guest needsEach guest's access and medical needs, shown where your team works, with what to do.
- Own wheelchair, wheelchair to provide, step-free, low vision, hearing and service animal, plus a medical flag and a severe allergy flag
- Private notes only for people with guest privacy access
- On transfers per guest and per run, the boarding board, check-in and the day sheet
- In Dietary by Event and the kitchen export
- Suppliers see counts and the ask, never names; the client page shows counts only
- Manifest import reads columns like Wheelchair or Medical and airline codes such as WCHR, WCHC, BLND, DEAF, SVAN and MEDA
Program servicesWhat you sold for the program, from the plan to what actually happened.
- Services come onto the program from the accepted proposal, or from Products & Services
- Planned against actual headcount on every service
- Actuals are recorded by hand, or from chat with AI suggested changes
Supplier managementBook, confirm and track every supplier. Each change updates your cost and margin.
- Lifecycle states: Awaiting confirmation, Confirmed, Re-confirm requested, Re-confirmed, Change requested, Disputed, Credit note issued, Canceled, Completed
- Request Booking emails the supplier from the booking itself and shows whether the email was delivered; automatic booking requests are a setting you switch on
- A booking shows as requested once the email is delivered; when the supplier replies, the reply is read and the next step suggested, such as “Supplier reconfirmed” with the confirmation number, for you to accept or dismiss
- A supplier portal in your company's name, opened with an emailed sign-in code: confirm, re-confirm, answer a change with a note, raise an issue, send a bill, open shared documents; one supplier can work with several DMCs from the same sign-in
- Accepted changes update cost and charge and recompute the program P&L automatically
- Re-confirmation requests go out a set number of days before the supplier's first service, seven by default, per company or per booking; suppliers who never confirmed are flagged
- Availability checks warn on double-booking across programs
- A supplier directory with categories, photos, documents, what each supplier supplies and per-program history, searched and paged on the server
- Upload a certificate of insurance, license, permit or contract: the insurer, policy number, dates and coverage are read for you to check, and you are reminded 30 days and 7 days before it runs out, and on the day
Supplier reliability scorecardA 1 to 5 score for each supplier, based on your own programs, with the reasons shown.
- Five weighted dimensions: Reliability, Responsiveness, Stability, Delivery, Loyalty
- Bands from Excellent to At risk, with the evidence attached to each dimension
- Honest cold start: “Building history” instead of a fake number
- Fair attribution: DMC-initiated changes never count against the supplier
Staff time trackingGrowth and upStaff and freelancers check in and out from their phone, with location.
- Per-person punch links: no app install, no account
- Check in / check out with location capture and a map
- Timesheets with corrections, overnight shifts and CSV export
- External staff (freelancers, guides, drivers) managed alongside employees
- Freelancers invited to the app punch in from the program overview or a shift card on their phone
IROPSGrowth and upA log of every issue and change on a program. For a flight disruption, it shows the flights, transfers and guests affected.
- Log an Issue or a change note, with several open on a program at once; flight tracking opens a flight disruption on its own when a flight is canceled, diverted or 45 minutes late
- Each entry carries a category, a severity, an owner, photos and estimated costs, and can be resolved, reopened or voided without leaving the record
- A flight disruption lists the disrupted flights, the affected transfers and the affected guests, with the suppliers to re-confirm
- Broadcast to the Team: one message lands in program chat, in each person's notifications and as a push on their phone
- A guest advisory you write appears on the client's view as a travel advisory
- A duty-of-care timeline records decisions for the record, and feeds the after-event report
After-event reportGrowth and upOne report per program: what happened, your team's debrief, and a version for the client.
- Gathers the program's incidents and change notes, flights, guests, transfers, suppliers, services and turnout, staffing and money
- The debrief is written by your team: summary, what went well, what to improve, recommendations, supplier ratings and follow-ups with an owner and a due date
- Ask Dispatch AI for a suggested summary, what went well, what to improve and recommendations; each suggestion cites the program facts it comes from, and nothing reaches the report until someone adds it and saves
- Finalizing freezes a numbered version, after a privacy review, with a PDF in your brand
- A separate client version with no supplier or cost details, shared on Client View or on a report-only link with an expiry
- A timeline of the program you can filter and export as CSV
Guest waiversGuests sign waivers from a link, and you see who has signed.
- Guest e-signature on a token link, no account needed
- Signed status tracked against the attendee list
- Expiry handled automatically
DestinationsYour destination information, and branded presentations for clients.
- Country, region, local currency and time zone, which sets program times
- A slide presentation builder shared as a branded client link
- Suppliers scoped per destination
Program financesClient price, your cost and your margin, live, supplier by supplier.
- Supplier-attributed cost lines against the client price
- A payment schedule with overdue detection
- Financials PDF and CSV exports
- Your own tax rates by type (VAT, sales tax, GST), tax added or included, and reverse charge per proposal
- Documents stay in their own currency, with daily exchange rates for display, or a fixed exchange rate the owner approves for a currency pair and period
Margin alertsGrowth and upYour margin at signing is saved. You get an alert when live costs start to eat into it.
- A costing snapshot of the accepted proposal becomes the program's sold baseline
- Alerts name the suppliers carrying the most live cost, with each one's share
- Alerts before margin is gone, not after the program closes
Change historyWho changed what, when, from where, and what it was before.
- Each entry names the person, the place (web, phone, client or supplier portal) and the device
- Before and after values; health, ID and other sensitive fields are recorded as Changed only
- Filter by date, person, area, action, record, program and place, with search
- CSV export, and a History tab on programs, proposals, clients and suppliers
- Sign-ins and failed sign-ins by method, two-factor and password changes, and exports are logged too
- Changes made by Dispatch AI or through the Private API are marked as automation
034 features
Flights & ground
Explore Flights & groundLive flight tracking on your guest list, and airport transfers that plan themselves. When a flight moves, the pickup moves too, or waits for your OK if you already approved it.
Flight trackingEvery guest's flight, watched live.
- Import the guest list from a spreadsheet, or paste a manifest into AI Import: flights are created from the flight codes after you review
- Status is checked every 10 minutes within three hours of departure or landing, hourly on the day and every six hours before that. Tracking starts up to seven days out, three by default
- Delays, diversions and cancellations update the flight record and flag affected transfers; estimated time, gate, terminal and baggage claim are kept current
- The terminal at each end is on the flight, so arrivals at different terminals are never planned onto the same coach
- Card and table views; passenger list download as PDF or CSV
- Each plan includes a monthly tracked-flight allowance; past it, the owner chooses whether extra flights are billed or tracking of new flights pauses
Airport check-inFor the airport team: search a name, tap Met or Boarded, and undo if needed.
- Check-in links and QR codes for greeters: no account, an optional password and expiry, and each device revocable
- A link covers one flight, an airport's arrivals or departures, a set of transfer runs or one activity, optionally narrowed to guest groups
- Search by name or group on the device; devices pick up each other's changes, and taps made without signal are kept and sent when it returns
- Boarding by run, moving a guest between runs and marking a run departed come with airport transfers, with a live boarding board for the office
- Arrival progress feeds the program overview and Client View
Airport transfersGrowth and upTransfer plans built from the flights, for you to approve. When a flight moves, the pickup moves too, or is flagged if you already approved it.
- Arrivals and departures clustered into runs by airport and time, then packed into your real vehicles by seats, luggage, hotel and accessibility
- A guest group can carry rules the plan follows: keep together, allowed vehicle categories, one party per vehicle
- Arrival runs grouped by meeting point and terminal, and each meeting point names the exact spot, with instructions for the guests
- Guests with more than one hotel stay are dropped off and collected at the right hotel each night
- Guests who cannot be placed are listed with the reason, and every run says why it was built
- You approve every run before anything is dispatched
- A flight slips by five minutes or more: a proposed run is re-timed in place, an approved or dispatched run is flagged for a person to re-approve
- Dispatched runs appear in the transport company's supplier portal, with guest names or counts only, as you choose
- Greeter notes, run notes, and Fast Track and luggage marks carried on the supplier's run sheet
- Guests' access needs on each run and per guest, such as “1 wheelchair: vehicle needs a lift or ramp”; the transport company sees counts and the ask, never names
Driver dispatchGrowth and upApproved transfers go to the transport company's portal: names, meeting point and times.
- The supplier portal opens with an emailed sign-in code: no password to manage
- The run sheet is a page of the transport company's portal, to print or export as CSV; driver name and phone sit on the run
- Proposed, approved, dispatched, completed and canceled, visible to the ops team
- When a flight moves a pickup, the supplier gets a pickup-change notice with the new time, by email and in the portal, and is asked to acknowledge it
- Your team is alerted when a pickup change close to pickup goes unacknowledged
Every feature uses the same guest list, program and costs.
That is why a list this long is worth reading. When a flight moves, its transfer is moved or flagged, and the change shows on the day sheet and on the client page. It all runs on one set of information, not 16 tools passing copies around.
045 features
Client experience
Explore Client experienceEverything your client and their guests see: live, in your brand, and never showing your costs or margin.
Client ViewGrowth and upA live page where your client follows their program.
- Inside a program it is the Client View tab: a live, branded, read-only page for your client
- Arrivals progress, today's schedule, transfers, travel advisories and the proposals they approved, across 24 sections you switch on or off
- Presets from Summary only to Everything, an office default for new links, and Preview as Client
- A private link with an optional password and expiry; revoke it at any time
- Margin, cost and supplier names never reach Client View: the boundary is enforced on the server
- Live arrivals, the travel advisories you choose to publish and, after the trip, the client version of the after-event report
- A Client Portal sign-in page in your brand: an invited contact signs in with an emailed one-time link and sees their programs
Branded client proposalsProposals and presentations carry your brand, never ours.
- Your logo and fonts on every proposal, with heading and body weights and ready-made font pairings, and a per-proposal accent color and cover image
- Six designs to open in, each drawn in your own brand before you choose
- Password and expiry controls per link
- A signature pad for the client, typed or drawn, and contract signing on the same page; your own signature is recorded by your team with the executed PDF
White-label brandingYour logo, name and colors on everything a client or supplier sees.
- A square company icon (SVG, PNG or WebP, with a dark-mode version) in the sidebar, the phone header and company chat
- Every shared link is titled in your company's name, with your icon in the browser tab and your logo on the link preview
- Client and supplier emails carry your logo and your company name as the sender name, from DMC Pilot's sending domain; no “Sent via DMC Pilot” line
- Emails to your own team (invitations, digests, reminders) carry your company's name and logo too; security and billing mail stays DMC Pilot's
- The supplier portal and the client portal sign-in page wear your brand
- No “Powered by DMC Pilot” line on what a client sees
Destination presentationsDestination slideshows, shared as a link in your brand.
- One presentation per destination, built slide by slide with your own images
- Duplicate, reorder and hide slides
- A separate link per client, each with its own view count and optional expiry
Photo galleriesGrowth and upPhoto and video galleries from the trip, to share with guests.
- Galleries hold albums per event; covers and drag-to-reorder
- Photos and videos added from your computer or from Storage; videos become MP4
- Guest links with optional password and expiry
- Photographer upload links: drop photos in without an account
- Photos are kept at up to 4K, and guests browse and download them one by one
057 features
Dispatch AI
Explore Dispatch AIAn AI assistant inside DMC Pilot. It answers from your own data, drafts changes for you to approve, and reads supplier email for you.
Dispatch AIAsk about one program or your whole company. Answers show where they came from.
- A floating assistant on every page, expandable to a full workspace
- The whole organization, or one program tagged with #; each program also keeps its own conversation
- Every conversation is kept: pick one up again, search them by name, or archive the ones you are done with
- Answers carry their sources: attendees, flights, hotels, transfer runs, suppliers, financials
- Everything is read on the asker's own permissions; dietary and allergy notes only where a lawful basis is recorded on the program
- “Which suppliers handle catering?” “How many attendees have dietary restrictions?”
AI suggested changesGrowth and upDispatch AI drafts the change. A person on your team approves it, every time.
- Confirmable cards for real work: record actuals, log interactions, set follow-ups, mark payments
- Every suggested change is checked against the person's permissions, and nothing goes through if a check fails
- You approve what you asked for; a card Dispatch raises on its own goes to anyone with the edit permission
- Every change it makes is marked as automation in the logs
Connect your own AIScale and upConnect your own AI assistant to what you can see in DMC Pilot. It reads and suggests, and you approve.
- A consented connection, started from the assistant, that follows your current permissions and can be revoked at any time
- It reads programs, attendee whereabouts, flight status and supplier information; attendee contact details and costs are separate choices on the consent screen
- It proposes changes; nothing changes until you confirm it inside DMC Pilot
- Dietary and health details are never available to a connected assistant
- Needs API access enabled for your office by DMC Pilot, and two-factor authentication on the person connecting
- Works with Claude and ChatGPT
- When connecting, the person chooses what it may do: reading always, suggested changes on unless unticked, guest contact details and money off until ticked, and never more than their role allows
AI inboxScale and upForward supplier and client email, and review the changes it asks for.
- A dedicated inbound email address per program, and one supplier inbox for the company
- Labels each email by kind: confirmation, change, cancellation, invoice, quote, question, marketing or unrelated
- Marks what is urgent and what needs a reply, and skips attachments that carry nothing, like signature logos
- Reads out the record changes each email asks for, with the current value beside the proposed one and the original alongside
- Known contacts are verified; unknown senders are flagged, never trusted
- A supplier's rate card read from a document is filed under the right items in Products & Services, with unit and currency, for you to review
- Nothing commits without a human: tick the changes to apply, dismiss the email with a reason, or draft a proposal from it
Knowledge baseUpload your policies and documents so Dispatch AI can answer from them.
- Document ingestion with semantic retrieval
- Direct messages and private channels are never indexed; answers draw only on what the asker can read
- Covers clients, contacts, deals, interactions, proposals, programs and suppliers
AI memoryDispatch AI remembers your preferences. You can see and delete what it remembers.
- Tell it how you like to work (“remember that I prefer short checklists”) and it follows that from then on
- Personal and organization-wide memories, kept separate, to see, change or remove under Memory
- A lesson drawn from a resolved incident is kept only once someone on your team has reviewed it
- Four types: preferences, dislikes, facts and context, each individually forgettable
- Each person has a switch that turns off learning from their own conversations
Final numbers from chatGrowth and up“38 came on the sunset cruise” in chat becomes the final number, after you confirm.
- Dispatch AI watches program chat for stated actuals
- Raises a confirmable card against the planned service
- The confirmed actual sits beside the planned headcount on the program's services
0614 features
Collaboration & platform
Explore Collaboration & platformWhat holds it together: team chat, files and photos, the phone app, permissions, security and billing. Everyone works from the same information, and nothing is typed twice.
Mobile appThe program on the phone of whoever is in the arrivals hall.
- One app on the same account, records and permissions as the web: on the App Store for iPhone and on Google Play for Android
- Chat with voice notes, the day sheet, flights, transfers, Dietary by Event, team broadcasts and IROPS, each on the plans that include it
- The day sheet highlights what is happening now, and every row opens: flights, transfers and supplier bookings with their details, a contact card and the actions that make sense
- Each run's terminal and meeting point, and each guest's hotel stays
- Log an issue or a change note with photos, even without signal; it is sent when the signal returns
- The one-row message box, messages with several files and a caption, and unsent messages that follow you between phone and computer
- Companies: your clients and suppliers in one tab, with one search for companies and their people; call, WhatsApp or email a supplier's contacts and see their insurance and licenses
- When a flight moves: send the new pickup time to the supplier or keep the old one, check the flight again, re-confirm every affected supplier at once and post a short note for your client
- Check-in lists for arrivals, transfer runs, departures and activities: type a name, tap Met or Boarded; boarding a run comes with airport transfers
- A message written without signal waits in its conversation and sends itself, once, when the phone is back online
- Check-in lists work with no signal too: each tap is kept on the phone, shown as waiting, and sent once when the signal returns
- Push for mentions, DMs, Dispatch answers and ops alerts, asked for once during setup, with a switch per kind; conversations mute individually, and an urgent broadcast still arrives
- Chat videos made smaller on the phone before they leave: a 30.8 MB video left as 3.9 MB in our tests
Team chatCompany channels, a channel per program and direct messages, like WhatsApp but for work.
- Company channels, per-program channels and direct messages
- A message is on screen the moment you send it, and a conversation you opened before reopens at once
- A one-row message box that grows as you type; files dropped or pasted attach to your message with a caption and go as one
- An unsent message waits for you when you come back, even in another browser
- Reply, forward to up to five conversations, react, pin and edit, with unread counts in realtime; “is typing” is a company setting, on by default
- Read ticks, and Message Info naming who has seen a message and who has not yet
- Voice notes, photo albums, videos and files; photos and videos made smaller before they go (a 27 MB video went up as 3.2 MB in our tests)
- Media, Files and Links for every conversation, with a search inside it
- @Dispatch answers questions in the channel and, with AI suggested changes, proposes actions; system events and team broadcasts post to program chat, so the channel is the timeline
Files & storageA company drive, your own files and a drive per program, with safe links to share with guests.
- Folder trees, previews, multi-select, move and search
- Originals kept as uploaded, with a thumbnail for every photo, video and PDF
- On the phone, upload from the camera, your photos or the Files app; it carries on while you move around the app
- Share a folder or a file on a link with password and expiry
- Deleted Files stay restorable for the period you set, 30 days by default
- Storage counts against your plan; extra storage is billed only with overage billing switched on, under a ceiling you set
Media libraryOne place to pick any photo, video or file, wherever you need it.
- Upload, or pick from Storage, the program's own files or what the team used recently
- The same picker for conversations, proposal covers and line items, Products & Services, suppliers, destinations, gallery albums and program files
- On the phone, a conversation offers the camera, your photos, the Files app or Storage
- Photos redrawn at 2048 px, or up to 4K in gallery albums, with their location data removed before a client sees them
- Videos converted to MP4 in the browser when they need it, and a thumbnail for every photo, video and PDF
- A Storage file is copied where it is used, never linked, so the original stays private and untouched
Roles & permissionsDecide who can see and change what, role by role.
- Six presets: Owner, Admin, Manager, Finance, Employee and Freelancer, ready to duplicate
- The Finance preset gives an accountant invoices, payments, costs and bills on every program, and nothing about guests, the team or settings
- Custom roles: switch a module on, then pick its actions and special permissions
- Preview as this role shows the web navigation and phone tabs that role would get
- Program access scoped to membership: non-members get a 404, not a hidden button
- Only the owner manages billing and offices
FreelancersGuides, hosts and drivers use the app for free, and see only the programs they work on.
- A freelancer never takes a seat; each plan includes a set number of them
- They see only the programs they are assigned to, on the web and on the phone
- Never money, the CRM, settings or the team, whatever their role says
- An External Staff record can be invited to the app in one step
Setup checklistA new company starts with a short checklist that shows what is set up.
- Seven steps: company profile, team, roles, destinations, your data, a first proposal, the phone app
- Progress comes from your data, so it is the same on every device and for every admin
- Any step can be skipped and reopened; the checklist comes back from the Help menu
Multiple officesMore than one office under one owner, each with its own time zone, currency and formats.
- Each office keeps its own time zone, currency, and date and time formats
- 12-hour or 24-hour time, honored on client links, PDFs and emails
- The owner decides what offices share: clients, suppliers, finances and billing
Data importsGrowth and upBring in your price lists, supplier documents and client files from what you already have.
- CSV, Excel and PDF files, up to 20,000 new records per import: products and services, suppliers, and clients or prospects
- A supplier's price list proposes the supplier itself, with the contact people, email, phone, address, tax number, payment terms and price validity it finds; bank details are never copied in
- Upload up to 500 documents or a whole folder at once; they are read in the background, and a supplier named in several appears once
- A review queue for hundreds of rows: what needs your decision and what is ready, search, filters, approve every ready row in one click, and undo until you publish
- Spreadsheets are read directly; AI maps the columns and reads the documents that need it
- Possible duplicates are flagged, and each record is yours to create, link, merge, update or skip
- Nothing changes until you have reviewed it and pressed Confirm Import
Security & complianceYour data kept apart from other companies, personal data encrypted, and export or deletion from Settings.
- Row-level security enforces the tenancy in Postgres, not in the UI
- Every server action re-checks permissions: client gating is cosmetic
- PII encrypted at rest; proposal and contract signatures carry a SHA-256 document hash
- The company owner downloads the company's records and files in one archive, prepared in the background, emailed when ready and kept for seven days
- Account-level personal-data export and deletion from Settings
- Two-factor authentication for every user on every plan
- Single Sign-On with org-wide enforcement on Enterprise, set up with our team
Private APIEnterpriseAPI keys for your own systems, each with its own limits and an audit trail.
- Read and write programs, clients and contacts, suppliers and rate cards, and catalog services, paged, per key
- Signed webhooks, once API access is enabled for your office, tell your systems when a client, program, proposal, attendee, flight status or invoice changes, and retry for up to 24 hours
- Attendee records are read-only apart from arrival check-in, flights have no API resource, and health and dietary data is never returned
- Every write carries a retry key and a version check, so a repeat does not create a duplicate and a stale edit is refused
- Keys scoped and revocable, never wider than the person who created them; every call audited
- API access is off for every organization until DMC Pilot enables it for that office
Billing & usageClear billing: what you use, what it costs, and a spending cap you control.
- Seats, active programs, storage, AI credits and tracked flights, visible at all times
- Overage billing you can cap or switch off; optional auto-refill for AI credits
- A tracked-flight allowance on every plan: past it, the owner chooses whether extra flights are billed or tracking of new flights pauses
- Invoice PDFs and self-serve plan changes
Notifications & email digestsAlerts in the app as things happen, and an hourly email of anything unread.
- In-app notifications for the things that need you now
- An hourly email digest of notifications you have not read yet
- Some emails go at once: a client's change request on a proposal, and a supplier bill sent back
- Each person chooses which kinds of email they receive, from program updates to flight alerts
- On the phone, push for mentions, direct messages, Dispatch answers and ops alerts; team broadcasts come with the IROPS log
- A daily briefing in the app; each person chooses whether they are notified daily, weekly, monthly or never
IntegrationsConnections to the tools you already use.
- Flight status from a flight data provider behind one interface, checked every 10 minutes around departure and landing
- Stripe billing, Mapbox places, Cloudflare R2 file storage
- Accounting sync to Xero or QuickBooks Online
- Inbound program email via dedicated addresses, with the AI inbox
- Email sent in your company's name, with your logo and color, from DMC Pilot's verified sending domain
- A Private API with signed webhooks, off until DMC Pilot enables it for your office, and a connection for your own AI assistant
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