Gatherway Travel & Tours
A travel agency’s website for group tours and umrah with live seats, deposits and monthly instalments, My trips for travellers, and the sales, operations, tour-leader, sub-agent and management systems behind it.
The brief
Malaysian tour and umrah agencies sell on posters and WhatsApp. Their sites say “limited seats” but never show the real count, instalments are chased by phone, and passports, visas, rooming lists and supplier confirmations live in spreadsheets.
What we shipped
A website with every departure’s live seats and prices, online booking with a capped deposit and monthly instalments, and an umrah comparison; My trips with payments, documents, umrah steps, the final itinerary and trip updates; sales with enquiries, quotes and waitlists; operations with documents, visas, rooming and suppliers; a tour-leader app; a mobile sub-agent portal; and a management view of load factor, collections and margins.
Built for: Travel agencies that sell fixed-departure group tours and umrah packages, directly and through sub-agents.
Inside the build
Every part, and what it does
A closer look at what was actually built — screen by screen, so you can judge the depth for yourself.
Dates, seats and prices
Every date shows the seats left and the price for each room type, next to a booking box with the group total and the deposit due today.
- Full dates switch to the waitlist
- Twin, triple and single prices, with child and infant rules
- The same seat count everywhere
Umrah packages compared
Hotels and their distance to the mosques, prices by room, the next group and the approval number of each package, side by side.
- Distance from each hotel to the mosque
- Prices include umrah takaful
- Approval number on every package (sample)
Deposit and monthly instalments
Pay in full, pay a deposit, or pay a deposit and then monthly, with every due date shown before paying.
- Deposit capped at 25 %
- The plan ends 21 days before departure
- FPX, DuitNow QR or card (demo)
My trips
A traveller sees what to pay, upload and book next, with passport, vaccine and visa progress for each pilgrim.
- Next instalment with Pay now
- Document and visa progress per person
- Preparation class and briefing
Updates from the tour leader
Posts from the road reach every traveller on the trip, and family at home who follow the booking.
- Day plans and meeting times
- Changes of plan flagged
- Trip photos
Sales: today’s work
The sales team starts from missed instalments, missing passports, new enquiries and waitlist offers.
- Flagged bookings with the reason
- Enquiries by channel
- Waitlist offers held for 48 hours
One seat count, with waitlists
Each departure shows the seats sold, on hold and left across every channel, with its waitlist in order.
- Website, branches, WhatsApp and sub-agents
- Offered and waiting states
- Freed seats offered automatically
Documents and visas
A tracker for each pilgrim. Uploads from My trips wait here to be checked, approved or sent back with a reason.
- Passport, photo, vaccine and visa per person
- Visa steps for the whole group at once
- What still blocks the final itinerary
Supplier confirmations
Flights, hotels and ground transport, each with a deadline and a reference. The final itinerary releases itself when rooms and every supplier are confirmed.
- Confirm with a reference number
- Deadlines before departure
- Itinerary released to every traveller
Sub-agent portal
Partner agents book for their customers from the same live seats, with their commission shown before they book.
- The website’s seat count
- Commission per traveller
- Earned, pending and reversed commission
Business overview
Load factor against break-even for every departure, overdue instalments, collections and recent cancellations, from the same bookings.
- Break-even mark on every departure
- Overdue instalments and collections
- Departures that need a decision
Click through it yourself
Every screen above is interactive. No sign-up, nothing to install.
Behind the build
Researched first, then built
Before designing anything, we studied 13 sites and products: six Malaysian tour and umrah operators, three international tour operators, a tour marketplace and three booking platforms for agencies. Nothing was copied. Each finding below changed a decision.
Studied (13)
- Apple Vacations
- Golden Destinations
- Sedunia Travel
- Rayhar Travel & Tours
- TH Travel & Services
- MKM Ticketing Travel & Tours
- Intrepid Travel
- G Adventures
- Trafalgar
- TourRadar
- Rezdy
- WeTravel
- Funadiq
What we saw
What Gatherway Travel & Tours does
What we saw
Malaysian agencies mark dates as guaranteed or say “limited seats”, but none shows the real count.
What Gatherway Travel & Tours does
The exact seats left on every date, the same number on the website, in sales and in the sub-agent portal.
What we saw
Agencies advertise low deposits, and Malaysian rules cap the deposit at 25 % with the balance due 21 days before departure.
What Gatherway Travel & Tours does
A deposit plus monthly plans that always end 21 days out, a flag for missed payments and automatic cancellation at the deadline.
What we saw
Umrah operators describe what happens after you register as a static strip of steps.
What Gatherway Travel & Tours does
My trips with next steps, checked uploads, umrah steps, class booking, the final itinerary and trip updates.
What we saw
Agencies sell through sub-agents, and booking software offers agent portals.
What Gatherway Travel & Tours does
A mobile sub-agent portal on the same live seats, with commission per booking that is reversed if the booking is cancelled.
What we saw
MOTAC’s 2026 guideline requires the approval number on every umrah advert.
What Gatherway Travel & Tours does
Licence and approval numbers and takaful-inclusive prices on every umrah page, comparison and agent poster.
What we saw
Pilgrims worry about hidden costs, hotels changed late and poor guidance.
What Gatherway Travel & Tours does
Takaful in the price, hotel distances, named hotels and room-mates, an itinerary released only when every supplier is confirmed, and a named mutawwif.
What we saw
International operators put “Before you book” essentials on every trip.
What Gatherway Travel & Tours does
Entry rules, pace, payment and cancellation terms on every package, with the cancellation scale in plain English.
Feature checklist
47 of the 65 features the leading sites offer
We listed every feature we found across the 13 sites and products above. Gatherway Travel & Tours has 47 of them, and 3 more in part; the 15 left out are listed with the reason.
Finding a trip4
- Search by destination, month and budget
- Browse by departure month and season
- Muslim-friendly tours
- Umrah package comparison
Trip details11
- Tour code
- Key facts: hotels, airport, leader, group size
- Day-by-day itinerary with meals
- Hotel class and location in each city
- Inclusions and exclusions
- Itinerary to print or save as a PDF
- Flight details on the final itinerary
- “Before you book” essentials
- Booking terms
- Value points such as Zamzam water and the kit
- Hotel distance to the mosque
Dates and prices8
- Every departure date with its prices
- Guaranteed departure tag
- Exact seats left
- Prices by room type, child and infant
- Travellers and room sharing
- Booking box beside the trip on desktop
- Sticky price and book bar on phones
- Umrah seasons
Booking and payment6
- Online booking with a review step
- Deposit
- Monthly instalment plans
- FPX, DuitNow QR and cards
- Automatic reminders and past-due notices
- Payment status per booking
My trips and agents7
- My trips
- Next steps after booking
- Preparation classes
- Sub-agent portal
- Live seats for agents
- Commission per booking
- Posters and captions for agents
Back office3
- Seat inventory across every channel
- Enquiries and quotes
- Reporting dashboard
Contact and trust8
- WhatsApp button
- Phone and office hours
- Branch locations
- Licence number on the site
- Umrah approval numbers
- No hidden costs, and paying the company only
- Corporate and group trips
- Travel insurance or umrah takaful included
Built in part
- Optional extras with prices: indicative prices sit in the exclusions, for example the balloon flight.
- Supplier coordination and payouts: supplier confirmations with references are built; payouts are not.
- A second language: only the privacy notice is in English and Bahasa Melayu.
Left out, and why
- Promotions, reviews and awards logos (3): no invented discounts, reviews or credentials. Real seasonal price differences are shown instead.
- A blog and an AI trip assistant (2): neither is part of what this build proves.
- Wishlist: group departures sell on dates and seats, and My trips keeps the bookings.
- Business-class upgrades and departures from other airports (2): this concept sells group fares from KLIA.
- Bank financing, loyalty points and gift cards (2): there is no real partner or scheme to show.
- Itinerary builder: packages are fixed, and custom groups use the quote builder.
- A channel manager for online travel agencies: the agency sells through its own site and its sub-agents.
- Cookie banner: the demo stores only its own sample data in the browser.
- Cruises, hotels and flights sold separately: the concept focuses on group departures.
- Hajj packages: hajj places are allocated through Lembaga Tabung Haji, under separate rules.
Design research
How the leading sites look, and what we took
We measured the fonts, colours and layouts of all 13 sites and products, then applied what most of them share in an original design.
Across the leading sites
In Gatherway Travel & Tours
Across the leading sites
Headings in a geometric sans at weight 600 to 800 (11 of 13), with body text at 14 to 18 px.
In Gatherway Travel & Tours
Plus Jakarta Sans throughout, with headings at 720 to 800 and body text at 16 px.
Across the leading sites
One saturated brand colour; umrah sites pair a deep green, maroon or navy with gold.
In Gatherway Travel & Tours
Evergreen as the single brand colour, between the umrah greens and the travel teals, with saffron as its partner.
Across the leading sites
Booking buttons in yellow or gold with dark text.
In Gatherway Travel & Tours
Saffron booking buttons with dark text, on warm off-white pages with white cards.
Across the leading sites
Full-bleed photos of people travelling, and umrah pages showing the mosques with pilgrims at a distance.
In Gatherway Travel & Tours
Licensed photos with every word in the page, not the picture: a tour leader with the group, and respectful views of Makkah and Madinah.
Across the leading sites
A search box over the hero, and cards with an image, tags, days and a “from” price.
In Gatherway Travel & Tours
A hero search by destination, month and budget, and package cards with the next departure and its live seats.
Across the leading sites
Facts grids, day-by-day timelines with meal tags, and rows of dates with prices.
In Gatherway Travel & Tours
A facts panel, a timeline itinerary with meals, and date rows with prices by room type.
Across the leading sites
Sticky booking panels, pill buttons and a floating WhatsApp button.
In Gatherway Travel & Tours
A sticky booking box on desktop, a sticky booking bar on phones, pill buttons and a WhatsApp button.
Across the leading sites
“From RM… per person, twin sharing” prices and “limited seats” labels, with no exact seat counts.
In Gatherway Travel & Tours
The same price basis, quad sharing for umrah, and the exact seats left on every date and in every channel, with no fake “was” prices.
Rules it follows
The business rules, built in
The prototype enforces each of these, so you can test them yourself.
Payments
- Deposit at most 25 % of the fare
- Instalments end 21 days before departure
- A balance unpaid at that deadline cancels the booking, unless sales grants an extension
Changes and cancellations
- No changes within 14 days of departure
- Cancellation charges counted in working days, skipping public holidays
- If the agency cancels: a full refund plus RM50 to RM100
Seats
- One seat count for every channel
- Freed seats go to the waitlist in order, held for 48 hours
- Sub-agent holds lapse after 48 hours
Documents and health
- Passports valid 6 months after return
- Meningococcal vaccine at least 10 days before arrival
- Umrah dates only within the 1448H season
Adverts and data
- Licence number, name and address on every advert and poster
- Approval number and takaful-inclusive price on every umrah advert
- Passport scans masked, every view logged, and deleted 90 days after return
Connected roles
One action, every screen
Every role works on the same records, so one person’s action shows up for the others.
- 1
A company sends a group enquiry and sales quotes it. Once the quote is accepted, operations gets a private departure with supplier requests.
- 2
A traveller books two seats, and the count drops at once on the trip page, in sales and in the sub-agent portal. When a date fills, everyone sees the waitlist.
- 3
A traveller misses an instalment, and sales flags it while management lists it as overdue. If it is still unpaid 21 days out, the booking cancels automatically.
- 4
A pilgrim uploads a passport and vaccine record, and operations sees them to check. The approval, or a request to resend, shows in My trips.
- 5
Operations confirms the rooming list and the last supplier, and every traveller on that departure gets the final itinerary with hotels and room-mates.
- 6
A sub-agent cancels a booking, and the charge follows the working-day scale. The seats go to the next person on the waitlist, and the commission is reversed.
- 7
The tour leader posts from the road, and every traveller sees it in My trips, including family at home. Ninety days after the group returns, the passport scans are deleted and the deletion is logged.
Services it proves
Where Gatherway Travel & Tours is our example
Each of these service pages uses a part of Gatherway Travel & Tours to show the work. Open one to see what we would build for you.
- Rental bookingsShows: Deposit and monthly instalmentsA capped deposit and monthly instalments that end before the balance deadline, with every due date shown before the customer pays.
- Web appsShows: My tripsA traveller portal in the browser: what to pay, upload and book next, with document and visa progress for each person.
- Inventory systemsShows: One seat count, with waitlistsOne seat count for the website, branches, WhatsApp and sub-agents. Freed seats go to the waitlist in order and are held for 48 hours.
Core systems
What this build is made of
These are systems we build repeatedly — each links to every other project that contains it, so you can compare implementations before deciding what you need.
Unique to this build
Built specifically for this project rather than assembled from the shelf.
Live seat inventory
One seat count for the website, sales, branches and sub-agents, with waitlists that offer freed seats in order.
Deposit and instalment rules
Deposits capped at 25 %, monthly plans that end 21 days before departure, and cancellation charges by working day.
Itinerary release
The final itinerary reaches every traveller only when the rooming list and every supplier are confirmed.
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