Ghent Guides

Ghent Guides: From Access to a modern ERP for Guides system

When building software for cultural and tourism organizations, there are many challenges involved. In this blog I would like to tell you more about the Gentse Gidsen project, a custom-made guide management system for the Ghent Guides Association. This is not our first guide system: we previously built the successful platform for Vizit, and now we got the chance to work for Gentse Gidsen as well.

The Challenge: Obsolete Technology and Volunteer Management

Like many other guide associations in Flanders, Gentse Gidsen runs largely on the enthusiastic efforts of volunteers. The guides give guided tours averaging two hours, and the organization must keep accurate records of who gives the tours, when, and where. Their previous system for all this administration was based on Microsoft Access, and after all these years it desperately needed an upgrade. The limitations and technical flaws of an outdated system were evident and limited the association's operation.

So the question was clear: could we develop a customized system that modernized their administration and adapted to their specific operation? We gladly accepted that challenge.

From Vizit to Ghent Guides: Learning from Experience

Our experience with the Vizit project gave us a solid foundation. Vizit is a guide and tour company that focuses primarily on full-day tours with a culinary angle. For Vizit, it was crucial that we take into account extensive daily planning, logistics, and contact with external partners, such as restaurants and suppliers.

For Ghent Guides, however, the focus was different. Here the tours are shorter, of about two hours, given by volunteers. This meant that the challenge lay primarily in managing guide availability, scheduling tours, and providing streamlined billing. In addition, the website had to offer the ability to book tours and pay directly.

The Result: A Flexible and Modern ERP System

With the lessons learned from Vizit in mind, Code-on (the company that makes Eguide) we built a guide system that fully met the needs of Gentse Gidsen. The new ERP system now provides an intuitive interface for scheduling guides and allows for easy tracking of all movements. Volunteers have insight into their own schedule, and the secretariat can easily schedule and manage tours. In addition, invoicing has also been automated, so that both volunteers and participants find their way around the system smoothly.

Thanks to this software, the Ghent Guides can once again fully focus on what really matters: sharing their passion for the city of Ghent. The system has been used successfully for several years now, and we are proud of the role we have played in modernizing this fine association.

Eguide.app is based in part on this experience

The success of Ghent Guides inspired us further. We did not want the knowledge and experience gained during this project to be limited to one organization. Therefore, we decided to turn this expertise into a product accessible to all guide associations and guide companies: Eguide.app. This for large or small guide associations.

Eguide.app that was developed by Code-on as a SaaS tool specifically designed to meet the unique needs of guide associations and cultural organizations that organize tours and events. By offering this solution as a SaaS platform, we make it possible for both small and large organizations to take advantage of a professional management system, without the need for expensive and custom development. Eguide.app offers flexibility, scalability, and simplicity, allowing any guide association, regardless of size, to benefit from our experience and technology.

With Eguide.app, we want to ensure that guides and tour operators can focus on what matters most to them: providing unforgettable experiences to their visitors, while keeping red tape to a minimum. This way, the passion for heritage and culture remains at the center.