The life of a bike tour operator after using Kleesto

bike tour operator

In this article, we are going to introduce you the case of a bike tour operator who for the sake of discretion we’ll be calling Barbabrillios. Barbabrillios is a small bike tour operator based in Crete, the famous island of Greece! The owner of this bike tour operator is an ordinary, traditional Cretan man.

Being young Barbabrillios, our bike tour operator, loved cycling with his friends. They used to explore the whole island with their bikes, discovering hidden paths and unapproachable beaches. He was 23 years old when his passion for cycling led him to set up his own bike company. His dream was to organize guided tours in order to give access of unapproachable places of the island to more people and to become one of the top cycling tour operators in Crete.

Now he is 45 years old and most of the times stress and anxiety are the protagonists of his life. As you can imagine, managing everything alone during the highest seasons can be very hard. He doesn’t even have time to cycle with his friends when cycling was the reason he became a bike tour operator!

How Barbabrilios, bike tour operator, worked before kleesto

Routine work involving lots of paperwork

I guess you can easily imagine how Barbabrillios’s office might be! First of all a desk full of papers, which could do nothing but drove him crazy. Especially in high season times when everything was really demanding and all he had to do was to be efficient. His first priority was to try to keep everything organized in excel files. On top of that, he had to answer phone calls from adventure travelers seeking for bicycle adventures in Crete. So he had to pick up the phone calls and synchronize guide tour timetables with his clients, tasks that most of the times led to messed up reservations! As a consequence, over-bookings was such a common phenomenon that caused him missing reservations. As a general consequence for his bike company, instead of building a trustworthy relationship with his clients, he ended up with many 2 start review ratings!

Incomplete communication

Barbabrillios was struggling with explaining every detail to customers every time someone asked for it! In a few words, as soon as somebody interested in a tour showed up, he had to present all bikes provided and all types of bicycle tours so that they could choose the most suitable for them. He had to explain the prices, discounts, tours timetable, and destinations. He had also to maintain good communication with his partners. His partners included bike repair companies, hotels, travel agencies, and tour guide partners. All of them had to be immediately informed if a price was changed or the bike tours were fully booked at any time. What he was doing was to update his excel files and send those one more time to his partners, if he had the time during high seasons!

The cost of poor resource management

Let’s discuss now Barbabrillios performance in resource management. His basic need was to synchronize the personnel with the equipment. To further explain, tour guides and bike vehicles had always to be synchronized with customers and tours in real time. Seems like a tough job to do by himself without a dashboard, right? In effect, double-bookings was a common problem for his bike company. He will never forget the day that a Chinese family had booked a 6-people bike tour at the same time with a family from Ikaria. As he told us they were trying to figure our a solution for an hour in his office. Finally, they left with a bad review of his business. That was the day Barbabrillios came across kleesto tour operator platform after a search he did online and after a demo, with our sales team, he decided to upgrade his company with an automated solution.

How Barbabrillios operates now, after using kleesto

Real time online bookings

So, at this point, his bike tour company changes dramatically. To begin with, he puts an end to paperwork! All reservations and services are automated and organized in kleesto’s online software solution. Having an all-in-one tour operator software means that he has his own online space to manage all the bookings, pricing plans and many more. Now, he gets instant bookings on bike tours from his dedicate website provided by kleesto’s end to end online booking solution. With no doubt, he doesn’t have any more over-bookings troubles. Now everything is automated. And his reviews are 5 stars!

Great communication with his partners

With kleesto, his partners’ network has been expanded significantly and he is making better and smarter decisions for his company’s operation. Moreover, our tour operators software gives him the opportunity to communicate any changes in his business to his partners in real time. Let’s explain further how he communicates with the hotel in his area. With a small piece of code placed on hotel’s website, any visitor staying at the hotel can book a bike tour directly from the hotel website and this can be synced to Barbabrillios system. At every moment all partners can have the same information about any tour or price!

Efficient management of resources

As you remember, managing his resources was the major problem Barbabrillios had to deal with, but kleesto luckily changes that rapidly. Availability and equipment are now connected, all reservations and cancellations are always updated in real time and synchronized with all his partners and channels. What does it practically mean? If all bikes are booked at any given time, the system won’t accept any more bookings. Or if a guide is assigned to a specific tour then he won’t be booked for another tour at this time. Consequently, Barbabrillios has achieved to maximize the use of his resources and so his revenues.

Barbabrillios, is now an international activities provider

From a small, local bike tour company he has converted into an international experience provider, with grate rating reviews and recommendations. Now, travelers all over the world can find Barbabrillios through his website and book their favorite bike tour in advance. He is now connected to travel agencies outside Crete! In a world where travelers want to share their experiences, they are now able to comment, leave reviews and share their experience with Barbabrillios bike tour company, resulting in more customers every year.


As described, just after getting in touch with kleesto, Barbabrillios realized that this was all he wanted for his bike tour company! Rapidly he had all he was asking for: great organization and increased performance while providing quality and uniqueness to his customers. If you are a cycling tour operator and have the same issues as Barbabrillios did before start using kleesto, then book a demo with our team or start using kleesto for free.

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