DMC software featuresEvery DMC Pilot feature, documented in full.
47 features across six areas, with plan availability listed against each one. Nothing is withheld for a sales conversation.
47
features, none of them bolt-ons
6
areas, on one record
14
with a page of their own
16
tool categories they replace
0110 features
Sales & proposals
The sales & proposals storyFrom 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
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
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
Accounting syncPush customers, invoices, payments and credit notes to QuickBooks Online or Xero as they happen.
- Connect QuickBooks Online or Xero once, from Settings, over OAuth
- Customers, invoices, payments and credit notes go across as they are raised
- One way out of DMC Pilot, so an accountant's corrections are never overwritten
- A record per document of what went where, and a readable reason when one is refused
0214 features
Program operations
The program operations storyThe program itself: itinerary, attendees, staff, vendors, money and the on-site day, with an IROPS mode 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
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 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
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
IROPSGrowth and upA disruption mode that shows exactly who and what is affected, and what to do.
- Declare IROPS 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
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
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 storyThe 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
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
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 storyEverything 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
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 storyAI 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
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
069 features
Collaboration & platform
The collaboration & platform storyThe connective tissue: Team Chat, files, permissions, security and billing. One tenancy, one permission model, no re-entry.
Mobile appThe program on the phone of whoever is standing in the arrivals hall.
- iOS and Android, on the same account, records and permissions as the web
- Chat with voice notes, the day sheet, transfers, check-in and IROPS
- Push for mentions, DMs and Dispatch answers, muted per conversation
- A failed send says so rather than queueing silently
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
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
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