Trekking & expeditions

Built for treks and expeditions

A trek is not a day tour with more days. Each traveller needs the right permits at the right fee for their nationality, documents need checking before anyone flies, the crew needs licences, insurance and fair loads, and once the group is on the trail you need to know they are safe. Trekking & expeditions handles this on top of your bookings. It works in Nepal and elsewhere, needs the Traveller details plugin and is available from the Growth plan.

Permits and fees per traveller

You keep a catalogue of permits, each with fee rules by nationality group: nationals of the country the trek runs in, other SAARC citizens when that country is a SAARC member, and foreigners. A rule can be a flat fee per person, per day in the area, per started week, or a block such as USD 500 for the first 10 days then 50 per extra day. Rules can be seasonal. A SAARC traveller pays the foreign fee when there is no SAARC fee, and a national with no national fee doesn't need the permit.

Nepal operators can add a starter set of common permits in one click, including Sagarmatha National Park, the Khumbu Pasang Lhamu municipality permit, TIMS, ACAP, MCAP and restricted-area permits for areas such as Manaslu, Upper Mustang and Upper Dolpo. Fees change often, so each shows when it was last checked; confirm them before relying on them.

Each departure gets a permit checklist: one row per traveller per permit, with the fee from their nationality, document checks and a status from pending to applied to issued, with permit numbers and scans. Fees the traveller pays are added to their booking as a “Trekking permits” line. Fees in another currency are converted with your rates, for example NPR=136.5. The agency submission sheet for each permit downloads as CSV or PDF.

Documents and crew

One click adds the trekking questions to your Traveller details form: passport, photo, insurance and visa. Travellers upload them on their booking page, and each is shown as fine, missing or expiring, with passports checked against a validity period after the trek, six months by default.

Crew roles are guide, assistant guide, Sherpa, porter, cook, kitchen crew, driver and other. For each departure, Tourtify checks ratios (7 trekkers per licensed guide and 2 per porter by default), porter loads against a maximum (25 kg by default) and that licences and insurance are valid through the trek. Crew pay is days × (daily wage + allowance) plus agreed extras, settled with payouts. Crew pay, lodge nights and permit fees you pay all go into Costs & profit.

On the trail

The day-by-day plan takes the tour's itinerary and adds acclimatisation days, the highest point of each day and the default lodge, dated for each departure, with a warning when sleeping altitude rises too fast above 3,000 m. Lodge and teahouse nights are booked per departure. Each tour has an emergency plan with helipads, medical posts, contacts and instructions.

The crew checks in from a phone link with no login, giving location, altitude and how the group is. If no check-in arrives within 26 hours (you can change this), your team is emailed. Incidents are logged with severity and action taken, and evacuations with provider, route, insurer case reference and cost, with alerts to your team.

Setting up Trekking & expeditions

1. 1Turn on Traveller details, then Trekking. Trekking needs Traveller details for documents. Both are on the Growth plan.
2. 2Set your country and rates. Enter the country your treks run in and exchange rates for permit fees.
3. 3Build the permit catalogue. Add permits and fee rules, or start from the Nepal set and check each fee.
4. 4Set up each trek. Attach permits to the tour, add acclimatisation days, lodges, kit list and the emergency plan.
5. 5Add the trekking questions. Add passport, photo, insurance and visa questions to your traveller form in one click.
6. 6Add crew and checks. Enter crew with licences, insurance and wages, and set ratios, loads and the check-in alert.