Ask GT Flow
Anything it knows — trips, quests, guides, providers, licences, prices, and the policies in force today.
Trips
🗓 The year — every group, twelve months
📅 Calendar — where every group is, day by day
Add a trip · Schools
Add a trip
Schools
Create a school here (or it appears when created in the portal). Link each trip to its school so the roster ripples through.
Quests
Cada línea es una quest por alguien real: un profesor, una familia, el pueblo. Completarlas es el trabajo.
Teachers & Parents Portal
Turn on a trip below and GT Flow gives you two links: one for the teacher, one to pass to parents. Parents fill in their own child's details — you never retype anything.
✓ Safe for real families. Passport numbers, medical notes and everything else a parent types are stored privately — a family can only reach their own form, a teacher only their own school's roster, and nobody else can read either.
The registration link
Matt puts this in the Bookinglayer email families get after the deposit. It never changes and it works for every school, including ones you add later — the parent types their school's name and GT Flow works out which trip it is. Nothing else goes to parents from here: the teacher forwards them the itinerary.
If a name can't be placed, the family still fills the form and lands in registrations to file below, with what they typed.
Tom’s Info
Drop anything in
Paste an email thread, a WhatsApp conversation, a Plaud transcript, or type a note to yourself. It reads what you pasted and pulls out what you actually have to do. It does not read your inbox, WhatsApp or Plaud on its own — the dropdown below only records where the text came from.
Open
Done
Tom's Road
Pulse Check
Built from what happens in GT Flow — quests completed, emails opened, replies recorded, routine items ticked. Calls, WhatsApp and in-person work are invisible here, and the summary is written to allow for that.
Pre-trip Call Layouts
One hour per trip, with the teacher and — if they want them — the guides who will actually be with the group. It is not the itinerary and not a sales call: both of those are already written down. It is the hour where a teacher's own rules get laid over how we run a trip, so nobody is deciding in the moment.
Each agenda is generated from that trip — their lodges, their flights, their guide, their headcount. Open one to print it or send it ahead; the teacher seeing the shape of the hour is most of why it stays on time.
Transportation
One page for Transbasa, always current. Dates, route, flights, guide and driver are read from the trips — fill in only the vehicle, the driver you want, and where he sleeps.
Send it once. Every change you make here is on their page the moment you make it, so there is never a second version in the world and never a wrong one. They can print it to PDF from that page if they want one for the office wall.
Trip Change Log
Every meaningful edit to a trip: what changed, from what to what, who did it, and when. The same minute it is saved, Diana, Tom, Belén, Daniel and Vic get the email below. A Save that changed nothing sends nothing.
Ask GT Flow
Claude can see the whole operation — every trip with its dates, numbers, registrations, hotels, guides, payments and open quests, plus the licences and permits and when they run out. Ask it what is pressing, what is missing, or what you could clear today. It can also change things, but it only ever proposes: nothing is written until you click. No passport numbers, medical notes or parent contact details are ever sent.
Itineraries
New itinerary
✦ Draft with Claude
Describe the trip in plain English — days, activities, hotels. Claude returns it in GT Flow format and shows you a preview before anything is saved.
Have a document of ideas (research projects, a teacher's syllabus)? Put it in Drive as a Google Doc, share it as anyone with the link, and paste the link into the box — it reads it. GT Flow never stores the file. A PDF in Drive can't be read this way: open it with Google Docs first.
Providers
Add a provider
Have provider Excels? Upload them to Claude and they'll be imported here in bulk.
✦ Research with Claude
Claude searches the web, then shows you what it found. You tick the ones worth keeping — nothing is added until you do.
POC Lodge y Río Vista son nuestros, así que estas noches no se reservan por correo — se ven aquí. Cada grupo que duerme en nuestras camas, cuántos son, cuántas habitaciones, y un clic para decir que está listo.
Everything this company has to keep current, in one place. A licence that lapses quietly is the one failure that cannot be fixed on the day — so each of these counts down out loud, and turns into a quest for whoever has to chase it.
Guides & Rivers
Add a guide
Pay = days × rate + 13% IVA. Tour $125 · river $70 · trainee $65 — set in Policy & Costs. Tour guides are paid arrival through departure; their lodging and meals are a trip cost, not part of the rate.
Roster
Payments
Every assignment across all trips. Belén gets an engine alert when a trip departs with unpaid guides.
Pre-trip Kits
Production timelines computed backwards from each trip's arrival date. Counts are live from the roster. Milestones become engine-watched deadlines like everything else.
Control de RRHH · Ana
Privado: solo Ana, Belén y Tom. Aquí viven salarios, contratos y notas sobre personas con nombre y apellido. Están fuera de la parte pública de la base de datos y no aparecen en ningún enlace de profesores ni de familias.
Escritorio laboral
Dos tipos de consulta. Leyes y noticias busca en el MTSS, la CCSS, el INS, el Ministerio de Salud y la municipalidad qué ha cambiado. Nuestra gente razona sobre lo que está en este tablero y nunca sale a buscar en internet.
Finances
Monthly pulse
Cost model · Belén edits, everything else read-computed
💰 Provider payments due
What we owe hotels and operators, with their bank details. Belén gets this by email; this is the same thing.
Per-trip P&L
River ledger · Pacuare operations
Policy & Costs
Student payment milestones
Percentages should add to 100. "Days before arrival" is blank for the deposit — it's due on confirmation.
Reminder timing
Trip cost model
Used for the cost estimate on every trip card. All USD. IVA applies to guide pay.
Note: one driver and one guide are usually comped by hotels — record hotel amounts accordingly.
Cancellation policy & travel protection
Shown at the bottom of every itinerary link, above the price box. Edits here appear live for teachers. The agreement teachers sign carries the same policy in clause 4 — keep them saying the same thing.
The Heart of the Trip
The closing story on every teacher itinerary link. Edits appear live for teachers and parents — no redeploy.