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Group travel
heymandy.costusworx.co.za
From enquiry to signed proposal
A closed-network platform connecting travel agents with graded, quality-assured suppliers. Briefs become day-by-day itineraries built against venues that carry an earned service grade, proposals go out as live links, and the pipeline shows which groups have gone quiet before they go cold.
Closed supplier networkEarned venue gradingDay-by-day itinerariesLive proposal linksInvoicing & checkoutFour roles
4rolesowner · manager · agent · client
100point grading scaleearned from outcomes
1live link per proposalno PDF ping-pong
2payment gatewaysPayFast & Stripe
The problem
What HeyMandy is for
Group travel is quoted in email threads and spreadsheets, against suppliers whose quality is self-declared. HeyMandy replaces both: a graded supplier network where the grade is earned from booking outcomes, and a proposal that lives as a link the client can actually respond to.
Capabilities
What it does
Graded supplier network
- Venues carry a service grade earned from assessed outcomes, not self-declared
- Structured grading checklist with weighted sections
- Per-venue training report showing where the score comes from
- Suppliers who slip drop out of the matched results
Group briefs & matching
- Capture the group brief once — destination, dates, size, budget, standard
- Venue matching against the brief with a minimum-grade threshold
- Below-threshold suppliers excluded from results, and counted
- Response-time visibility per supplier
Day-by-day itineraries
- Build the itinerary against matched, graded venues
- Multiple itinerary options per group
- Reorder, cost and revise without rebuilding
- Itinerary flows straight into the proposal
Proposals
- Generated from the itinerary — no re-keying
- Sent as a live link with a scoped, expiring token
- Client previews, then accepts or declines in place
- PDF export where a document is still required
Pipeline & follow-up
- Every group visible by stage
- Quiet groups surfaced before they go cold
- Response tracking per proposal
- Owner and manager views across the whole agency
Invoicing & payment
- Invoice raised off the accepted proposal
- PDF invoice export
- Checkout with PayFast and Stripe webhooks
- Payment state reconciled back onto the group
Agency onboarding & team
- Self-service agency registration and guided onboarding
- Agency profile and branding
- Team invitations with scoped roles
- Four-role hierarchy from agency owner down to traveller
Closed network by design
- Suppliers are admitted, not listed — the network is curated
- Grades visible to agents, with the basis shown
- Agent-facing directory limited to admitted suppliers
- Network-average and below-threshold metrics kept honest
In practice
How a group books
01BriefAgent captures the group requirement once
02MatchGraded venues filtered to the agent’s minimum standard
03BuildDay-by-day itinerary assembled from matched venues
04ProposeLive proposal link sent; the client responds in place
05InvoiceAccepted proposal becomes an invoice and a checkout
Under the hood
- Laravel 11 on PHP 8.x
- Cron-driven scheduling in place of queue workers — shared-hosting friendly
- Server-side PDF generation for proposals and invoices
- Signed, expiring tokens for public proposal links
- Automated test suite across the booking and grading flows
Security & compliance
- Role-based access control across all four roles
- Proposal tokens scoped, signed and time-boxed
- Webhook signature verification on both payment gateways
- POPIA-aligned handling of traveller data
- Audit logging on proposal, invoice and grading changes
Who it is for
- Travel agencies selling group and incentive travel
- Destination management companies curating supplier panels
- Venue and lodge groups that want their service standard measured
- Corporate travel bookers who need a defensible standard
On the roadmap
WhatsApp conversation layer for agent intake and client updates
Operator-side messaging and confirmation flow
Deeper supplier analytics off accumulated grading history
See it running, not in a slide
Live demo — agency owner, manager, agent and traveller views