Command Center for a Global Photo-Travel Company, Toehold Experiences
Replacing scattered spreadsheets, WhatsApp threads, and tribal knowledge with one operating system for tours, teams, and revenue.
- Web App Development
- UX Design
- Information Architecture
- Business Workflow Improvements
A complete development with UX design of a web-app by Spindigo Designs LLP, replacing Toehold’s fragmented internal workflow - spreadsheets, inboxes, and WhatsApp. With Command, a purpose-built operations platform. The team now runs destinations, products, events, costing, leads, orders, payments, tasks, media, content, and the public travel website from a single system
Unified Travel Operations Catalog
Destinations, products, events, and stays live in one structured catalog. Itineraries, terms, occupancy, and departure dates stay connected, so sales, ops, and the website work from the same record instead of three conflicting versions.
Lead-to-Order Pipeline
Website and campaign enquiries land as leads, with notes, activity, and conversion into contacts and orders. Follow-ups no longer live in someone’s inbox.
Task Manager & Automated Task Flows
Recurring tour work, pre-departure checklists, vendor follow-ups, post-trip wrap-ups, is templated as task flows and assigned automatically. The dashboard shows each person what is due today, not a buried spreadsheet.
Media Manager: From Raw Files to Social-ready Assets
Photographers upload in bulk, including HEIC. Each file is catalogued as it lands: destination, tour, photographer, capture time, EXIF, and structured tags (subject, season, behaviour, genre). The library is searchable and filterable, with bulk edit, auto-captions, and per-photo crops. Export presets handle Instagram, stories, Open Graph, and web sizes, with brand overlays and compression baked in, so a selected image downloads in the right crop, ready to post, no trip through Photoshop.
Roles and Automations that keep the System Secure
Every person on the team gets a role with module-level access: sales sees leads and orders, ops sees itineraries, finance sees payments, marketing sees media and the website. Costing, pricing locks, and media delete sit behind the people who should touch them. Scheduled automations then do the unglamorous work, marking events complete when dates pass, keeping the catalog current - so the system stays accurate without someone remembering to update a spreadsheet.
Order Book and Payments
Every confirmed booking has a live order: value, advances, balances, and payment history. Finance can see what is due without reconciling chats and bank statements by hand.
Verified Costing and Pricing
Estimated costs and list prices go through a lock-and-verify workflow. Margin errors that used to hide in spreadsheets are caught before a tour is sold, and only approved numbers reach the team.
Website CMS and One-click Publish
Destination, product, events & departures and FAQ pages are authored inside Command and published to the travel site, including media from media manager. Live inventory and copy stay in sync without a separate CMS or developer round-trip.
Results
After Command went live, Toehold stopped running the business across spreadsheets, inboxes, and WhatsApp. Coordination dropped, pricing stayed clean, and the public site stayed in lockstep with real departures.
- 12 hrs/week Time saved across sales, operations, and finance - no more status chasing or spreadsheet reconciling.
- 30% faster Lead-to-booking cycle, with every enquiry visible, assigned, and converted from one pipeline.
- Zero mismatches Published pricing errors after costing and pricing verification went live. Tours go out only on approved numbers.
- Same-day updates Website reflects a filled, added, or cancelled departure the day it happens, published from Command, not a separate CMS.
- One source of truth Pipeline, confirmed revenue, and outstanding balances are visible to leadership without a weekly report assembled by hand.
