How a tour operator became AI-ready: around 80% lower operating software costs – and more capability than before.

Starting point

A tour operator runs tours with groups and guides. Files, projects, website and newsletter lived in separate services with their own accounts and subscriptions. Photos from travel groups arrived via messenger and email.

Solution

• Subscription software replaced with carefully selected open-source components: cloud, projects, CRM and website admin run as an own suite on an own server in Germany – under one login.
• A collection folder per trip: one upload link without a password, with expiry – anything that isn’t image or video is filtered out.
• Newsletter builder with fixed blocks: the agent assembles the issue, a human approves.
• Agents work right inside the suite – with project planning, files and CRM instead of copy and paste between tools.

The agents at work

How it runs

1. A new trip is created – the project agent sets up tasks and dates.
2. The filing agent sets up the collection folder; the group gets an upload link.
3. Photos and videos arrive; everything else is filtered out automatically.
4. The newsletter agent builds the next issue from them and submits it for approval.

Keep building – no technical knowledge needed

• New guides, new folders, new projects: the team instructs the agents itself – no admin skills needed.
• Recurring work becomes a routine the team sets up in the cockpit itself.
• Tasks in everyday language – in chat or the cockpit, like to a colleague.
• Rooms with several agents for bigger initiatives.
• Routines for recurring work – created and changed by yourself.
• Agents build new apps and website changes on staging; you approve.

Result

−80% operating software costs · 1 login instead of many accounts · 0 passwords for guests.

Client anonymised. Figures from live operations.