Everything the platform does, documented in full.

45 features across six areas, with plan availability listed against each one. Nothing is withheld for a sales conversation.

features, none of them bolt-ons

areas, on one record

with a page of their own

tool categories they replace

019 features

Sales & proposals

The sales & proposals story

From the first inquiry to a signed contract: pipeline, nurture, a block-based proposal builder and a price book, in the same system that will run the program.

Deals & pipelineA nine-stage pipeline from Lead to Closed Won, as a board or a table.

Stages: Lead, Contacted, Qualifying, Proposal Sent, Negotiating, Awaiting Approval, Closed Won, Closed Lost, On Hold
Board and table views, a My deals filter, and a searchable archive
Closing as lost requires a reason. No Budget, Chose Competitor, No Response, Bad Fit, Bad Timing
Deals carry the linked proposal total; the deal and the proposal are one record chain
Stage changes capture a note, so the history reads like a story

Prospects & nurtureLong-cycle relationship work with a memory: interactions, key dates, cadence.

An attention rail that surfaces who needs a touch today
Typed interaction timeline (dinners, calls, emails, meetings) logged in seconds
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 & contactsA client directory that knows the people, not just the accounts.

Statuses from Prospect to Active to Archived
Contacts with roles, personal facts and per-contact profiles
Every program, proposal and invoice for a client, in one place

Sales InsightsPipeline health, conversion and forecast across your deals.

Open pipeline, weighted forecast, win rate, average won deal, closing this month
Insights render only when there is genuinely enough data, never seeded numbers

Sales IntelligenceGrowth and upWhat your own closed proposals teach you about the next one.

Win rate by margin band: see where discounting stops paying
Engagement versus outcome: how viewing behavior predicts the close
Time to decision, fastest and slowest, and add-on attach rate
Learned continuously from won and lost proposals in your tenancy

ProposalsA block-based builder with dual costing and e-signature, fed by your library.

Cover, event and section blocks: headings, text, image, slideshow, gallery, video, audio
Dual costing: sales price against operational cost and margin; the client sees only what they pay
Optional and hidden line items, tax, management fee, named costing snapshots
Client links with password, expiry and per-proposal branding; open/view telemetry
E-signature with a full audit trail: signer, timestamp, IP, device, SHA-256 document hash
One click turns the accepted proposal into the live program

Proposals, in depth

Content LibraryReusable articles, products and packages: priced once, used everywhere.

Folder hierarchy of proposal-ready content blocks
A price book with effective-from / effective-to validity windows
The same block model as the proposal builder, so nothing is written twice

RFP AutopilotGrowth and upAn inbound brief (PDF, Word, Excel, even scans) becomes a costed draft proposal.

Reads real-world attachments: PDF, DOCX, XLSX, CSV, EML and images
Matches requirements to your Content Library by meaning, not keywords
Drafts the proposal from your own priced content. AI never invents a price
You review the draft; nothing is sent until you say so

RFP Autopilot, in depth

InvoicesIssue and track client invoices and credit notes without leaving the program.

Issue, void with a reason, record payments, raise credit notes
Payment milestones (deposit, balance) with overdue detection
PDF export; filter by status across the organization

0214 features

Program operations

The program operations story

The program itself: itinerary, attendees, staff, vendors, money and the on-site day, with a War Room for the day a program is disrupted.

Programs & OverviewEvery program opens on a verdict: what needs attention, how ready you are, where the money stands.

Needs attention: critical items first, informational second
Readiness and Next up: today, tomorrow, coming up
Client price, cost to deliver and margin on one panel
Finished programs auto-archive, so active counts stay true

Events & itineraryThe day-by-day build of the program, connected to everything else.

Per-day events with venues, times and assigned services
Feeds the Run of Show, the Client Cockpit and the day sheets automatically

Run of ShowGrowth and upPer-day on-site day sheets that assemble themselves from program data.

Auto-assembled from events, flights, transfers and staff assignments
Manual rows and overrides always win; revert to auto any time
A flight delay shifts the pickup row by itself
Mobile-first for the team standing in the lobby

Run of Show, in depth

AttendeesThe manifest as living records: travel, medical, dietary, emergency contacts.

Grouped by party with per-guest travel details and flight codes
Medical & dietary and emergency contact fields, permission-scoped
Feeds flights, transfers, waivers and the cockpit without re-entry

Service CatalogThe services you sell, defined once and reused across programs.

Categorized catalog with costing defaults
Program services track sold versus confirmed pax
Actuals can be reconciled later: including from chat

Vendor ManagementThe full supplier lifecycle: every state change ripples to cost, charge and margin.

Lifecycle states: Requested, Confirmed, Re-confirmed, Change requested, Disputed, Credit note issued, Completed
A magic-link vendor portal: confirm, re-confirm, decline with a note, raise an issue
Accepted changes update cost and charge and recompute the program P&L automatically
Automated re-confirmations near the date; non-response escalates
Availability checks warn on double-booking across programs
Global catalog with categories, documents and per-program history

Vendor Management, in depth

Vendor reliability scorecardAn explainable 1–5 score from your own programs' transaction data.

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 vendor

Vendor reliability scorecard, in depth

Staff Time TrackingGrowth and upGeolocated check-in and check-out for employees and freelancers.

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

Staff Time Tracking, in depth

War RoomGrowth and upA disruption mode that shows exactly who and what is affected, and what to do.

Open a War Room on a program; stand it down when it's over
Impact resolved across flights, transfers, vendors, guests and airport
Broadcast to the team; a guest-safe advisory with no internal detail
A duty-of-care timeline records decisions for the record

War Room, in depth

Waiver ManagementWaiver documents guests sign from a link: tracked per attendee.

Guest e-signature on a token link, no account needed
Signed status tracked against the attendee list
Expiry handled automatically

DestinationsDestination records and branded, slide-based client presentations.

Overview, quick facts, airports, climate, safety & health
A slide presentation builder shared as a branded client link
Vendors scoped per destination

Program FinancialsClient price, cost to deliver and margin: live, with vendor attribution.

Vendor-attributed cost lines against the client price
Payment milestones with overdue detection
Financials PDF and spreadsheet exports
Named tax rates (VAT, reverse charge, US sales tax) and multi-currency

Margin DefenseGrowth and upThe sold costing is frozen as a baseline; live cost is watched against it.

The accepted proposal's costing becomes the baseline automatically
Live cost drift is attributed to the vendor change that caused it
Alerts before margin is gone, not after the program closes

Margin Defense, in depth

Activity LogsEvery team action across the organization, filterable and searchable.

Filter by area: programs, clients, vendors, services, flights, settings, and by member
Full-text search with exact timestamps
AI-sourced changes are labeled as such

034 features

Flights & ground

The flights & ground story

The hero module: live Flight Tracking on the real manifest, and transfer runs that plan themselves, then re-plan when flights move.

Flight TrackingThe program's air manifest, watched live.

Upload the manifest; AI parses passengers, flights and codes
Live status via webhook push with a polling fallback
Delays, gate changes, diversions and cancellations, as they happen
Card and table views; passenger list download

Flight Tracking, in depth

Airport check-offA realtime arrivals page for the airport team: search, tick, done.

A token link for airport staff: no login
Search by name or group; realtime across every device
Arrival progress feeds the cockpit and the home board

Arrival-to-GroundGrowth and upThe flight manifest becomes clustered, approvable transfer runs that re-optimize when flights move.

Arrivals clustered into runs by airport, time window and hotel, within vehicle capacity
You approve every run before anything is dispatched
A flight slips: the affected run is flagged and re-optimized, not silently reshuffled
Drivers get the run on a magic link and acknowledge receipt
VIP flags and driver instructions carried on every run

Arrival-to-Ground, in depth

Driver dispatchGrowth and upDispatched runs land on the driver's phone: names, meet point, timing.

Magic-link portal; drivers never need an account
Dispatched → acknowledged, visible to the ops team
Updated pickup times reach the driver when plans change

Every one of them holds the same record.

That is the only reason a list this long is worth reading. A flight moving changes a transfer, a day sheet, a client window and a margin: because there is one record underneath, not 16 tools passing copies around.

044 features

Client experience

The client experience story

Everything the client and their guests touch: live, branded as the DMC, and never showing a number they shouldn't see.

Client CockpitGrowth and upA live window where your client watches their own program unfold.

Arrivals progress, today's schedule, travel advisories and their approvals
Password-gated magic link; revoke at any time
Margin and cost are structurally invisible: the boundary is enforced in the data layer
Duty-of-care visibility a corporate buyer can show their own leadership

Client Cockpit, in depth

Branded client proposalsProposals and showcases carry the DMC's brand, never ours.

Per-document accent color, cover image, logo and fonts
Password and expiry controls per link
A signature pad and a countersign flow on the same page

Destination showcasesSlide-based destination presentations, shared as a branded link.

Built from destination records and your media
Duplicate, reorder and refine slides per client

Galleries & AlbumsGrowth and upGuest-shareable photo and video galleries for the events of a trip.

Galleries hold albums per event; covers and drag-to-reorder
Guest links with optional password and expiry
Photographer upload links: drop photos in without an account
Guests browse and download at full resolution

056 features

Dispatch AI

The dispatch ai story

AI that lives inside the system of record: it answers from your data, drafts actions you confirm, and reads the mail so you don't have to.

Dispatch AIAsk across the whole organization or one program; every claim is grounded in your data.

A floating assistant on every page, expandable to a full workspace
Scope toggle: one program or the whole organization
Answers cite the records they came from: attendees, flights, vendors, financials
“Which vendors handle catering?” “How many attendees have dietary restrictions?”

AI ActionsGrowth and upDispatch AI drafts the write; a human confirms it. Every time.

Confirmable cards for real work: record actuals, log interactions, set follow-ups, mark payments
Permission-gated through one registry that fails closed
Approval by the asker or anyone with the live edit permission: your choice
Every AI-sourced change is labeled in the activity log

AI InboxGrowth and upForward the mess; review a structured change request.

A dedicated inbound email address per program
Classifies flight manifests, rooming lists, vendor quotes and vendor changes
Extracts the details with the original mail alongside for review
Known contacts are verified; unknown senders are flagged, never trusted
Nothing commits without a human: review, then create the change request

AI Inbox, in depth

Knowledge BaseUpload policies and documents; opt chat channels in. Dispatch AI reads all of it.

Document ingestion with semantic retrieval
Per-channel AI indexing toggle: you decide what the assistant can see
Covers clients, deals, interactions and contracts across the tenancy

Dispatch AI MemoryPreferences and context, learned from conversations: inspectable and erasable.

Personal and organization-wide memories, kept separate
Preference, dislike and context types: each individually forgettable
One switch turns learning off entirely

Chat reconciliation“38 showed up for the sunset cruise” in chat becomes the recorded actual: after you confirm.

Dispatch AI watches program chat for stated actuals
Raises a confirmable card against the planned service
Plan-versus-actual history builds itself from conversation

068 features

Collaboration & platform

The collaboration & platform story

The connective tissue: Team Chat, files, permissions, security and billing. One tenancy, one permission model, no re-entry.

Team ChatChannels, program channels and DMs: where the operational record actually forms.

Company channels, per-program channels and direct messages
Replies, reactions, pins, search, typing and unread: all realtime
Voice notes, file attachments and inline image albums
@Dispatch answers questions and proposes actions inside the channel
System events post to program chat, so the channel is the timeline

StorageA company drive and a drive per program, with guest-safe share links.

Folder trees, previews, multi-select, move and search
Share a folder or a file on a link with password and expiry
Storage quotas enforced at one chokepoint: no surprise overage

Roles & permissionsFourteen permission modules by four actions, plus the special powers, per role.

View, create, edit, delete across every module
Special permissions: manage billing, manage roles, all programs, external sharing
Program access scoped to membership: non-members get a 404, not a hidden button

Security & complianceTenant isolation in the database, PII encryption, and GDPR tooling built in.

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; e-signatures carry a SHA-256 audit trail
GDPR export and erasure from Settings
Single Sign-On with org-wide enforcement on Enterprise

Security & compliance, in depth

Private APIEnterpriseScoped API keys with per-key rate limits and an audit trail.

Programmatic access to your tenancy's data
Keys scoped and revocable; every call audited

Billing & usagePlain billing: what you use, what it costs, and a cap you control.

Seats, active programs, storage and AI credits, visible at all times
Overage billing you can cap or switch off; optional auto-refill
Invoice PDFs and self-serve plan changes

Notifications & digestsRealtime in the product, summarized in your inbox.

Realtime notifications for the things that need you now
A daily briefing and a notification digest, on your schedule

IntegrationsThe seams that matter, already wired.

Live flight data. FlightAware AeroAPI and AviationStack behind one provider interface
Stripe billing, Mapbox places, Cloudflare R2 file storage
Inbound program email via dedicated addresses
Transactional email from a verified, org-branded sender

Not seeing a capability you require?

Tell us what your operation runs on today. If a requirement is not covered, we will confirm that directly and tell you whether it is on the roadmap.

Book a demo sales@dmcpilot.com