One system for the whole program, including the day it is disrupted.

Itinerary, attendees, staff, vendors and money on one spine. Day sheets that assemble themselves, a margin that defends itself, and a War Room for the day the weather wins.

Book a demo All features

features on the operations side

day sheets written by hand at midnight

spine holding itinerary, staff and money

3,000+

attendees a program, from thirty up

01Run of Show

The day sheet writes itself the night before.

Per-day, on-site day sheets assembled from events, flights, transfers and staff, not built by hand in a document at midnight. When upstream data changes, the sheet follows.

Every row knows its source: events, flights, transfers, staff
Manual rows and overrides always win; revert to auto any time
Lock the sheet for the day; mobile-first for the lobby and the curb

Assembled from records that already exist, then locked for the day.

War Room · storm cell over LIS · 14:12

One disruption, and everything it touches resolved in one view.

A tool that only holds flights can tell you a flight is late. Because this holds the whole program, it can tell you which coaches, which vendors, which guests and which rows of tomorrow's day sheet just changed, and act on all of them from one screen.

9
inbound flights
held or diverted
6
transfer runs
re-optimized
4
vendors
re-confirmation sent
41
guests
guest-safe advisory
5
staff on shift
broadcast to team
12
day-sheet rows
shifted automatically

Every decision lands on a duty-of-care timeline, audit-ready.

02War Room

When a program is disrupted, one screen holds the impact.

A storm system, a mass delay, a canceled charter. The War Room resolves the blast radius across flights, transfers, vendors and guests. Because it holds the whole program, it knows precisely what the disruption touches.

Impact across flights, transfers, vendors, guests and airport
Broadcast to team; guest advisory with no internal detail
Re-confirmations and transfer re-optimization from inside the room
A duty-of-care timeline, audit-ready

The blast radius is found for you, and what you did about it is on the record.

03Margin Defense

Margin erodes quietly, so this watches it continuously.

The accepted proposal's costing is frozen as the sold baseline. Live cost is watched against it, and drift is attributed to the vendor change that caused it: before the program closes, not in the post-mortem.

Client price, cost to deliver, gross margin: live, with vendor attribution
Payment milestones with overdue detection; PDF and spreadsheet exports
Named tax rates (VAT, reverse charge, US sales tax) and multi-currency
Alerts before margin is gone, wired to the change that moved it

The baseline is frozen at signature. Any drift away from it is attributed to its cause.

A link and a location, with no app and no account.

On-site staff check in from whatever phone is in their hand. The board shows who is where; the timesheet survives payroll.

04Staff Time Tracking

Who is on the ground, and since when.

Geolocated check-in and check-out over a punch link: no app, no account. The on-site board shows who's where; the timesheet survives payroll.

Per-person punch links: copy, email, revoke. History kept
In-app and manual punches distinguished; corrections carry a reason
Overnight shifts handled; CSV export for payroll
External staff (freelancers, guides, drivers) beside employees

A punch carries where as well as when, and the hours add themselves up.

Everything in program operations

Programs & OverviewEvery program opens on a verdict: what needs attention, how ready you are, where the money stands.Events & itineraryThe day-by-day build of the program, connected to everything else.Growth and upRun of ShowPer-day on-site day sheets that assemble themselves from program data.AttendeesThe manifest as living records: travel, medical, dietary, emergency contacts.Service CatalogThe services you sell, defined once and reused across programs.Vendor ManagementThe full supplier lifecycle: every state change ripples to cost, charge and margin.Vendor reliability scorecardAn explainable 1–5 score from your own programs' transaction data.Growth and upStaff Time TrackingGeolocated check-in and check-out for employees and freelancers.Growth and upWar RoomA disruption mode that shows exactly who and what is affected, and what to do.Waiver ManagementWaiver documents guests sign from a link: tracked per attendee.DestinationsDestination records and branded, slide-based client presentations.Program FinancialsClient price, cost to deliver and margin: live, with vendor attribution.Growth and upMargin DefenseThe sold costing is frozen as a baseline; live cost is watched against it.Activity LogsEvery team action across the organization, filterable and searchable.

Operations questions

What does the program Overview actually show?

A verdict, not an inventory: what needs attention (critical first), how ready the program is, what's next (today, tomorrow, coming up), and the money panel with client price, cost to deliver and margin. Finished programs auto-archive so your active counts stay honest.

How does the Run of Show stay current?

It assembles itself from data that already exists: events, flights, transfers and staff assignments. A flight delay shifts the pickup row on its own. Manual rows and overrides always win over the auto-assembly, and you can lock the sheet for the day so the on-site team works from one truth.

Do on-site staff need to install anything?

No. Each person gets a punch link: a URL. Check in and check out capture time and location, in-app and manual punches are distinguished, and timesheets export to CSV with corrections and overnight shifts handled. Freelancers, guides and drivers are managed alongside employees.

What is the War Room for?

The day a program is disrupted. Open a War Room on a program and it resolves the impact, affected flights, transfer runs, vendors and guests, into one view, with a broadcast to the team, a guest-safe advisory that carries no internal detail, and a duty-of-care timeline that records decisions for the record.

See a program from overview to wheels-up.

The demo walks one program end to end: the verdict, the day sheet, a staged disruption, and the margin panel that explains itself.

Book a demo sales@dmcpilot.com