Internal Tools

RoundTrip360 Operations Platform

The unified command center for everything RoundTrip's travel team does, from leads to hotel vouchers to live pricing

RoundTrip360 is one of our most in-depth builds to date: a single internal platform where RoundTrip's entire travel team runs the business. Group tours, regular tour packages, and visa processing all live in one dashboard. Executives manage leads, send WhatsApp reminders, generate hotel vouchers, update prices from live currency rates, and pull reports. Admins query business data in plain English through a built-in AI analyst. Eight distinct user roles control who sees and does what.

Client

RoundTrip

Timeline

Full engagement

3Product Lines

Tour packages, fixed-departure group tours, and visa processing, all managed from one platform instead of separate spreadsheets.

8User Roles

Super admins, managers, and executives across tours, group travel, and visa teams each see only what their role allows.

7Report Views

Overview, tour packages, group tours, visa, agent performance, destinations, and an AI analytics tab for ad-hoc queries.

LiveCurrency Rates

Exchange rates fetched and refreshed centrally, feeding directly into visa and tour pricing so quotes stay accurate.

The challenge

RoundTrip is a Chennai-based travel agency running three distinct product lines: regular tour packages, fixed-departure group tours, and visa processing through VisaSmaRT. Each line had its own workflows, but the team was drowning in spreadsheets, WhatsApp threads, and manual document work. Leads arrived from websites, walk-ins, and phone calls with no structured pipeline. Hotel vouchers, travel proposals, group tour brochures, and visa checklists were assembled by hand. Pricing drifted because exchange rates and visa fees were updated in different places by different people.

Leadership needed one platform where managers could see team performance, executives could work their own lead queues, and admins could control who has access to what. They also wanted live currency rates to flow into pricing automatically, WhatsApp reminders at every lead stage, and a way to ask business questions in plain language without writing SQL or pulling reports manually.

What we built

A comprehensive operations platform that became the backbone of RoundTrip's daily work. Every customer-facing site in the ecosystem, from roundtrip.in to visasmart.in to the group tours portal, connects back to this single admin. Here is what we built inside it.

01
Role-Based Dashboard
Personalised views for super admins, managers, and executives across all three product lines.
02
Three Lead Pipelines
Searchable CRM tables for tour packages, group tours, and visas with status workflows and assignment.
03
WhatsApp Reminders
Template messages fired automatically at every lead stage when status changes.
04
Hotel Voucher Generator
Enter booking details, preview, and download branded hotel vouchers and travel proposals in minutes.
05
Group Tour Management
Departure scheduling, capacity tracking, and branded PDF brochure generation per tour.
06
Visa Content Management
Country pages, pricing tiers, checklists, and FAQs that publish live to visasmart.in instantly.
07
Live Exchange Rates
Centralized currency rate management feeding directly into visa and tour pricing calculations.
08
Reporting Suite
Seven report views with date, product, and agent filters, plus CSV and Excel export on every tab.
09
AI Business Analyst
Admins type questions in plain English and get charts and tables back without writing queries.
10
User And Role Management
Eight distinct roles, bulk lead reassignment, audit logs, and configurable lead status stages.

How we approached it

01
Embed With Every Team At RoundTrip
We spent weeks with the tours, group travel, and visa teams to understand how leads come in, how documents get created, how pricing is calculated, and what each role needs to see on a typical day. No assumptions.
02
Build Module By Module On A Shared Foundation
We designed the platform as interconnected modules: leads, products, documents, reports, and content management, all sharing one backend. Role-based access was built in from the start so executives, managers, and admins each get the right view.
03
Layer In Automation And Intelligence
WhatsApp reminders, live currency rate syncing, document generation, and the AI analyst were added once the core workflows were solid. The goal was to remove repetitive manual work without changing how the team already operated.

The outcome

“RoundTrip360 is where our entire agency runs now. Leads, pricing, documents, reports, everything in one place.”

Three product lines unified: tours, group tours, and visas managed from one dashboard instead of scattered spreadsheets and WhatsApp groups.
Leads from visasmart.in, the group tours site, and roundtrip.in are captured, assigned to executives, and followed up via WhatsApp automatically.
Hotel vouchers, travel proposals, group tour brochures, and visa checklists generated in minutes instead of hours of manual assembly.
Live currency rates keep visa and tour pricing accurate without someone manually updating spreadsheets every morning.
The AI analyst lets leadership ask business questions in plain language and get answers instantly, without waiting for someone to pull a report.
Eight user roles mean every team member sees exactly what they need: executives get their lead queue, managers get team metrics, admins control the full platform.

Inside the platform

The home dashboard adapts to who is logged in. Super admins see platform-wide KPIs with week-over-week lead trends. Managers see their team's pipeline and conversion rates. Executives see their personal lead queue with one-click WhatsApp nudges. The visa editor lets the ops team add a country, set pricing tiers that pull from live exchange rates, upload a checklist, and publish to visasmart.in instantly. The hotel voucher wizard walks an executive through booking details and outputs a branded PDF ready to send. And on the reports page, the AI analyst tab accepts questions like 'how many visa leads converted this month?' and returns a chart without anyone writing a query.