One change, reflected everywhere
How Esperienza saved 30 hours per tour replacing spreadsheets with Fieldbook
Discover how Esperienza, creators of immersive small group tours in Italy, moved from complex spreadsheets to one connected system — eliminating double handling, cutting admin by 30 hours per tour, and giving their operations team the confidence to head into a busy season feeling in control.
- Industry:
- Small Group Tours
- Key Features:
- Operations & Logistics, Supplier Management, Guest and Guide Itineraries
The Challenge
In her role as Operations Manager at Esperienza, Karen needed a better way to manage their small group tours across Italy — spanning multiple accommodation providers, many local vendors, complex transport arrangements, and multi-day itineraries.
She had already pushed spreadsheets to their limit by automating as much as she could with linked tabs, formulas, and pivot tables. But even with those automations, every time something changed, she had to update it manually in multiple places and in several different software platforms. Sharing information with her team, guides, and guests meant pulling data from different tabs, reformatting content, tweaking designs, and recreating PDFs. And if anything changed again, she’d have to start the whole process over.
She was spending too much time double handling and constantly cross-checking details. And with a growing calendar of departures, she knew the problem would only get worse.
With a busy season ahead, I knew that if I didn’t find a better system soon, I’d be overwhelmed - double and triple checking details, and making the same updates over and over.
The Solution
With Fieldbook, Karen found a connected tour management system that kept everything in sync. Because itineraries, suppliers, guests, and guides are all linked, she can make a change once and trust that it will be reflected everywhere it needs to be — reducing the risk of errors and making sure everyone has the latest information.
It’s also eliminated hours of manual work. No more reformatting content, tweaking designs, or reassembling documents. Just one update with changes made automatically across every output, from guest and guide itineraries to supplier rooming lists.
One feature Karen really values is the ability to work from one itinerary and customise it for each audience — whether it’s a prospect, guide, or guest. “The ability to manage the itinerary for guides, passengers, or potential customers from a single itinerary is brilliant because I’m only entering the data once. And if I change it, it updates everywhere for every audience.”
The Result
“Before Fieldbook, we were just bleeding time. At every point where we made a change, it had so many cumulative effects. I’d have to go back and update everything. It was 15 minutes here, 15 minutes there, and it all added up to a lot of lost time.”
Those constant 15 minute fixes - jumping between multiple tools, different spreadsheet tabs, and disconnected documents - are now gone. Karen works from one system, Fieldbook, where every update flows through automatically. She knows everything is in sync, and everyone is seeing the latest information.
Fieldbook hasn’t just saved her hours each week, it’s given her peace of mind. As tour season picks up, she’s relieved to have made the switch. “I’m so glad we moved onto Fieldbook when we did. Things are starting to get really busy, and I honestly can’t imagine managing it all the old way.”
Fieldbook Features Used
Package & itinerary builder
An integrated workspace eliminates the need for manual data entry, promoting automation and boosting productivity.
One-click documents
Generate tour documents with a single click, saving you time and ensuring the accuracy of information
Supplier & staff management
Timely notifications and alerts reduce errors and ensure consistency, helping you avoid costly mistakes.
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