Synopsis
An award-winning tourism business in County Meath wanted a better way to manage school trip enquiries and stay proactive with group bookings. Schools represent a large portion of their annual visitors, particularly at the end of term, so managing communication and pricing efficiently was key. The business also wanted to cut down on manual paperwork and marketing costs. By introducing them to Zoho One, we helped them replace multiple disconnected tools with an integrated suite covering sales, bookings, consent forms, and marketing.
The Challenge
Despite being a small and collaborative team, we found ourselves pausing to disThe business was using Monday.com to manage enquiries, but it lacked the automation and flexibility needed for seasonal group bookings. Staff had to calculate prices manually and follow up on previous visitors without consistent reminders. Paper-based consent forms created storage and GDPR compliance issues, while email marketing through Mailchimp was costly. The team wanted a unified system that would simplify administration, automate communication, and improve visitor management.cuss low-impact decisions more often than expected. These moments interrupted workflow and created minor inefficiencies that added up over the course of a week. We needed a simple, built-in way to make quick decisions directly within Zoho Cliq, without switching context or relying on external tools.
Technology Used
- Zoho One – the all-in-one platform connecting CRM, forms, and campaigns
- Zoho CRM – to track enquiries, manage relationships, and handle group pricing
- Zoho Forms – for digital consent and food order forms completed on tablets at reception
- Zoho Campaigns – for affordable, integrated email marketing
About The Implementation
Migration to Zoho CRM
We started by migrating the client’s existing data from Monday.com into Zoho One, ensuring all records were transformed and loaded correctly. Once their CRM was configured, we created a custom module for group pricing, complete with functions that automatically calculate total costs based on group size and chosen packages. This replaced manual spreadsheets and reduced the risk of error.
Automated Client Reminders
To help the business secure repeat bookings, we set up an automated yearly reminder that emails past customers, encouraging them to book early for the next school trip season. This proactive communication helped boost early reservations.
Introducing Digital Consent Forms
We then used Zoho Forms to digitise the liability release process. Instead of storing boxes of paper forms, customers now complete the form on a tablet at reception, ensuring GDPR compliance and faster check-in. The form also includes a food ordering section for group packages, with submissions sent directly to reception for processing, improving internal coordination.
From Mailchimp to Zoho Campaigns
Finally, we helped the business transition from Mailchimp to Zoho Campaigns. This reduced marketing costs and allowed the team to manage contact lists and campaigns within the same Zoho ecosystem, saving both time and money.
The Results
The new system transformed how the business handles group enquiries and repeat visits. Automated pricing functions saved time, while the yearly reminder improved booking consistency. The digital consent forms eliminated paper waste and manual entry, ensuring smoother reception processes and compliance with GDPR. Food orders are now automatically delivered to reception, cutting down on communication delays. By switching to Zoho Campaigns, the business now saves hundreds of euros each month on marketing while keeping everything connected through Zoho One.
Takeaways
This project shows how Zoho One can simplify complex seasonal operations in tourism. By bringing enquiry management, communication, and form processing into one platform, the business reduced manual work and gained full visibility of their customer journey. It demonstrates how integrated tools can turn everyday admin into efficient, automated workflows.
If your tourism or hospitality business is managing group bookings manually or juggling disconnected tools, we can help you create an integrated system with Zoho One that saves time and improves customer experience. Get in touch to find out how.