Tour Operators — Getting Started
How travel agencies and tour operators run StayPut monitoring for their schools — staff roles, creating trips, inviting teachers, and paying invoices.
If your agency has a monitoring agreement with StayPut, you get an Agency Console instead of the standard dashboard. Sign in and you land on Trips — every trip your agency is monitoring, across every school you work with.
Teachers and group leaders you invite onto a trip see rooms, curfews, devices, and alerts. They never see your rates, your invoices, or any dollar figure. Their trip page just says “Monitored via your agency“.
Staff Roles
Your console has three roles. Change them from Staff.
| Role | Can do |
|---|---|
| Signer | Everything, including adding and removing staff. Usually one person. |
| Ops | Create trips, invite teachers, view and pay invoices. No staff changes. |
| Tour manager | See live status for the agency’s trips. No billing, no trip creation. |
Tour managers are your people on the road. They see the Live now section at the top of the console, which is built for running several trips at once.
Create a Trip and Invite the Teacher
Start the trip
From Trips, select New trip. Enter the trip name, the hotel address, and the dates. There’s no quote and no payment step — the trip bills to your agreement automatically.
Invite the teacher
Fill in Teacher / group leader email. They get an email invitation and join as a planner, which lets them set up rooms, students, and curfews — the parts only the school knows.
You can skip this and invite them later from the trip’s Team tab.
Add your tour manager
On the trip’s Team tab, invite the tour manager covering that trip as a chaperone. Alerts go to trip members, so a tour manager who isn’t on the trip won’t be paged overnight.
Let the school finish setup
The teacher adds rooms, assigns students, and sets each night’s curfew. You can watch progress from the console — the status column shows Draft, Setup incomplete, Ready, or Live.
Monitoring Never Waits on Payment
Monitoring for your trips runs on your agreement, not on an invoice. A trip is never blocked because a bill is outstanding, and a teacher is never shown a “pay your invoice” message.
If your agreement lapses or expires, the console shows Monitoring off on affected trips — contact your StayPut representative.
Invoices
Invoices lists every invoice billed to your agency: the billing period or trip, your PO number, the total, and whether it’s sent, past due, or paid. Signers and Ops staff see this page; tour managers don’t.
Open the invoice
Select Pay on any unpaid invoice. Download the PDF first if your finance team needs it.
Choose bank transfer
Pick US bank account and connect your account. Bank transfer (ACH) is by far the cheapest way to pay — on a $5,000 invoice it costs a fraction of what a card does — and it takes up to 4 business days to clear.
Or pay by card
Card payments confirm immediately if you’d rather not wait.
If your procurement process runs on checks or purchase orders, skip the Pay button entirely and settle with your StayPut representative. Your invoice terms (NET days, PO number) come from your agreement.
Adding Staff
From Staff, enter a colleague’s email, choose their role, and send the invitation. They accept by signing in with that email address and land straight in the console. Pending invitations can be cancelled from the same page; only the Signer can remove someone who has already joined.