Is Gruppenplan right for me?
Answer two quick questions to see if Gruppenplan fits.
Do you organize groups?
Do you plan group travel or accommodations?
(Tours, school trips, events, hotels)
Do people share common spaces or resources?
Do you assign people to shared rooms or spaces?
(Rooms, tents, buses, desks, teams)
The Problem Every Group Organizer With Shared Spaces Faces
Organizing large group trips shouldn't be overwhelming.
Here's how we solve the biggest challenges
Typical Problems
Manual Room Management
Managing participant data with pen, paper, and Excel spreadsheets leads to countless hours of administrative work.
Group Preference Chaos
Handling group requests, last-minute changes, and continuous email communication becomes unmanageable with large groups.
Overwhelming Booking Process
Customers visit tour operator websites but get frustrated when they realize all rooms and occupants must be specified in detail during booking.
Our Solution
Automated Room Allocation
Our intelligent algorithms automatically find optimal room assignments considering all group preferences.
Self-Service Preferences
Travelers enter their desired roommates themselves, and everyone gets up-to-date access to their information.
Simple Individual Booking
Each participant books only one sleeping place for themselves - no complex room planning required upfront.
Who is Gruppenplan For?
Perfect for anyone organizing larger groups or trips.
From educational institutions to hospitality businesses.
Tour Operators & Guides
Streamline your group travel operations with automated room allocations and participant management.
Teachers on School Trips
Easily manage student room assignments with gender separation and group preferences.
Hotel Owners & Staff
Optimize room utilization and provide better service to group bookings.
Cruise Organizers
Manage cabin assignments and group activities for large cruise groups.
Campsite Operators
Organize tent spaces, houses, and camping areas for group events.
Convoy Organizers
Manage vehicles, parking lots, and accommodation for convoy trips.
Manage Any Type of Space
Use Gruppenplan to divide any room or resource among people
Advantages for Participants
For high customer satisfaction
Get rooms with preferred roommates
Customers get rooms with the room-mates they want, even when traveling in large groups, without having to pay separately for single rooms.
Easy access to information
Up-to-date travel information directly to all participants. Customers can obtain information themselves immediately at any time instead of waiting in queues at reception or on the phone.
Simple Digital Self-Service
Well-functioning, digital self-service is particularly popular with younger customers.
Advantages for Tour operators
For higher sales and lower costs
Unique selling point
Customer loyalty through individual adaptation to personal wishes and modern digital guidance - a unique selling point compared to other providers.
Significant Time savings
Over 90 % more efficient - what used to take days can now be done in just a few minutes.
Optimal Room Utilization saves money
Cost-effective with the minimum necessary rooms booked.
Automate processes
Travel participant distribution at the click of a mouse, up-to-date information for all participants, intelligent consideration of individual wishes.
Real-time overview
Direct access to participant lists, room allocation and last-minute changes.
Central information platform
All relevant travel data in one place - no paperwork, no scattered Excel spreadsheets.
How It Works - 4 Simple Steps
From setup to room allocation in minutes, not days. See the workflow in action.
Specify Rooms
Define your available rooms and spaces with capacity and preferences.
Enter Participants
Add all trip participants with their basic information and requirements.
Enter Groups
Let participants specify their roommate preferences and group wishes.
Generate Allocations
Click one button to automatically generate optimal room assignments.
See It In Action
Take a sneak peek at our Quickstart Guide to see the complete workflow
Watch Quickstart GuideSimplify Group Trip Planning
Discover how our room allocation system makes organizing group trips effortless and efficient.
Smart Room Allocation System
Organize large groups efficiently with our intelligent room assignment system
Smart Room Allocation System
Organize large groups efficiently with our intelligent room assignment system
Imagine this situation:
You have a large number of clients, both in groups and as individuals, for whom you want to organize a group trip. To accommodate your clients cost-effectively, you book an entire hotel.
Key questions we help you answer:
- Who will stay in which room?
- What group preferences are there (who wants to stay with whom)?
- How can the room allocation be organized to fulfill as many preferences as possible?
Our goal is to make answering these questions much simpler.
Gender-Based Room Separation
Configure mixed or separate group areas with detailed control
Gender-Based Room Separation
Configure mixed or separate group areas with detailed control
Mixed or separate group areas can be configured in detail. Perfect for children's and school trips where boys and girls can be strictly separated from each other, ensuring appropriate accommodations for all participants.
Client Preference Input
Let participants enter their own room preferences automatically
Client Preference Input
Let participants enter their own room preferences automatically
Make your job easier by letting your participants enter their room preferences (who wants to stay with whom) themselves. This automated approach reduces your workload while ensuring everyone's preferences are captured accurately.
Personal Guest Information Pages
Dedicated webpages for each participant with personalized information
Personal Guest Information Pages
Dedicated webpages for each participant with personalized information
Travel participants can carry out the following actions on a specially activated webpage:
- Submit a group preference
- View their assigned room and its occupants
- View private travel information for logged in participants
Collaborative Editing System
Role-based access and editing permissions for team collaboration
Collaborative Editing System
Role-based access and editing permissions for team collaboration
We have devised extensive methods to make the planning, processing and organization of group trips as easy as possible.
With role-based access and editing permissions, organizational tasks can be distributed among multiple people, significantly simplifying the process.
Read more about collaborative editing Real-Time Trip Support System
Use custom tags and real-time information management during trips
Real-Time Trip Support System
Use custom tags and real-time information management during trips
Does the customer need a ski pass, has he already paid for it? Use self-defined tags to add any additional information to people, rooms or groups.
Our web application allows you to do this easily and in real-time during a trip.
Examples of custom tags:
Technical Features That Make a Difference
Built with modern technology and user experience in mind.
Fast, efficient, and reliable.
Real-time Collaboration
Multiple users can work on the same trip simultaneously, just like Google Docs. Role-based access and editing permissions distribute tasks efficiently.
GDPR Compliant
Strict EU data protection standards. No selling or arbitrary sharing of data with third parties. Clear data access through role and access rights.
Modern Search Algorithms
Advanced algorithms achieve the most precise and optimal room allocation results, considering all group preferences and constraints.
Responsive Design
Works smoothly on all screen sizes - desktop PC, smartphone, or tablet. High contrast design ensures good readability.
Real-time Overview
Direct access to participant lists, room allocations, and last-minute changes. All relevant travel data in one central platform.
Password-free Login
Modern OAuth standards allow login with just 2-3 clicks. No passwords needed for a seamless user experience.
Statistics
We are proud to help our customers save much time and money
3990+ Spaces/Rooms
3100+ People
630+ Groups
2070+ Group members
764+ Hours of time saved
Calculated based on 5 minutes per person, room, and group member
19117+ USD of costs saved
Calculated on the basis of $25 per hour of time saved
Read more on our blog
Learn how groups like yours save time, money, and headaches
Our Story
The story of Gruppenplan and how it came to be
Designed for Tour Operators and Group Travel Agencies
How Gruppenplan helps tour operators and travel agencies manage group travel efficiently
Simplify School Trips with Gruppenplan
How Gruppenplan simplifies school trip organization for educators and tour operators
Ready to get started?
Simplify your group trip planning today.
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