Implementation Scoping

Outcome-based implementation scoping tool. Select a customer to view their scoping dashboard, or review the content demand signal to prioritize content creation.

Content Maturity Overview

Total Outcomes

High Confidence

Medium Confidence

Low Confidence

Rough Estimate

Average maturity score: 85/100

Customer Scoping Sessions

Great Rail Journeys

Rail & FIT Tour Operator

UK-based rail tour operator with US brand (Vacations by Rail). FIT packages are the beachhead for Kaptio; escorted group tours are the long-term opportunity. PE-owned by Vitruvian Partners.

High Confidence

Outcomes: 13 included

Phases: 3

Discovery: 89% complete

Open Questions: 13

Target: Contract sign: 31 March 2026 · US Market go-live: 31 August 2026 · UK Market go-live: 31 October 2026|Updated: 2026-03-27|Preferred vendor — GRJ taking only Kaptio to Vitruvian for approval. MSA being drafted. Contract target: end of March 2026. CEO demo/pitch with Dave completed. Steering group approved.

Luxury Escapes

Luxury Travel & Experiences (Touring Division)

$200M+ Australian luxury travel platform with 9M members. Core business is hotel accommodation sourced internally (functions like a bedbank). Scaling their touring division: 132 live offers, ~200 touring itineraries, ~50 DMC suppliers, 4,677 bookings/12M, 9,398 pax/year, 5,762 future departures (630 with pax booked, 6,018 total pax). Product tiers: Deluxe (24 pax max), Premium (16 pax), Ultra Lux/Signature (12 pax), Private Charter (up to 150 pax). Tours sold directly or as bundled packages (tour + cruise + hotel + extensions). 6 purchase currencies (INR, EUR, USD, MAD, VND, ZAR), AUD selling currency.

High Confidence

Outcomes: 18 included

Phases: 4

Discovery: 87% complete

Open Questions: 16

Target: October 1, 2026 — phased milestone (core booking + pricing integration live)|Updated: 2026-03-31|Discovery → Phase 0 Closing — 12 sessions completed (Sep 2025 to Mar 2026). Architecture and Finance sessions complete. Hayley's scoping answers (Mar 27) confirm enough data to move. Phase 0 proposal pending mid-April signature. If Phase 0 not signed by mid-April, October target is off the table.

Walk Japan

Scheduled Departure Tour Operator (Japan)

Hong Kong–registered tour operator with Japanese subsidiary as DMC. Replacing Peak 15 Systems due to lack of APAC support, inability to track vendor availability 12–18 months in advance, and manual departure building. ~1,000 vendors (mostly small family-run Japanese accommodations). Japanese language support in documents and vendor communications is non-negotiable.

High Confidence

Outcomes: 17 included

Phases: 3

Discovery: 6% complete

Open Questions: 5

Target: June 2026 start — December 2026 go-live (7-month programme)|Updated: 2026-03-23|Near-finalized on Kaptio as CRM choice — proposal stage. Ian Chick to provide detailed proposal with indicative sizing, cost, and timeline. Target December 2026 go-live.

Intrepid Travel — TailorMade

Adventure & FIT Tour Operator

Intrepid is the world's largest adventure travel company. Group Touring is already live on Kaptio. TailorMade is a new product line — bespoke, single-departure trips sold by regional specialists. This scoping covers the TailorMade pilot only, building on the existing org. IMPORTANT: Intrepid DMCs are internal Kaptio users, not external parties. A TailorMade itinerary in Kaptio has both Sales users (selling) and DMC users (fulfilling operational steps) — both working within Kaptio.

High Confidence

Outcomes: 11 included

Phases: 3

Discovery: 93% complete

Open Questions: 13

Target: Pilot go-live Q4 2026 (UK market, Morocco DMC) — revised from Q3. SOW must be agreed by end of March 2026 — Richard travelling 3 weeks then on leave Apr 6-17. Sessions scheduled Mar 16 (Integration, Reporting) and Mar 17-19 (wrap up MVP with Richard/Adrian).|Updated: 2026-04-01|Active — SOW feedback incorporated (Apr 1, Caine). Assumptions document sent to Intrepid (Jasmina) by Rebecca (Mar 30). SOW first draft in progress. Key decisions resolved: cancellation strategy (legacy flow, PLPP disabled, Channel-level granularity), content strategy (Option A confirmed, starting Phase 1), stacking (confirmed), CRM handover (resolved), supplier ops MVP (DMCs manage comms externally), supplier connectivity removed (no automated supplier emails for MVP), timeline revised to Q4 2026. Remaining: reporting requirements still pending from Intrepid, booking ref format documentation.

Alexander + Roberts

Luxury FIT & Small Group Tour Operator

US-based luxury tour operator headquartered in New Hampshire. Sells privately guided FIT travel (40% of business), small group tours (max 16 pax), and custom group travel. 750 packages and templates, 16,000 services, 200+ suppliers, 75,000 active customer records. 1,650 bookings/year, 4,000 departed passengers/year.

High Confidence

Outcomes: 17 included

Phases: 4

Discovery: 60% complete

Open Questions: 16

Target: Decision by mid/end April 2026. Implementation target: 10–12 months from contract signature.|Updated: 2026-03-31|Active evaluation — 3 vendors. Licensing/commercials progressing well, no concerns. Implementation scope/cost is the remaining blocker. Summary demo held 31 March 2026 (architecture walkthrough, bookable API, implementation proposal).

Project Safari (ARP)

East Africa safari & experiential tour operator (multi-country)

ARP Africa Travel Group — bespoke and safari travel across East Africa. ITT identifies ARP Africa Travel Ltd (UK, Harrow), Pollman’s Tours & Safaris (Kenya: Mombasa HQ + Nairobi branch), and Rangers Safaris (Tanzania, Arusha). Total: 185 office staff. By function: 20 Sales (UK), 50 Reservations (Kenya + Tanzania), 41 Finance (across all entities), 74 other roles. Per-entity ITT headcount: ARP UK 30 (5 Finance, 20 Sales), Mombasa 80 (22 Finance, 19 Reservations), Nairobi 35 (4 Finance, 16 Reservations), Rangers 40 (10 Finance, 15 Reservations).

High Confidence

Outcomes: 15 included

Phases: 3

Discovery: 10% complete

Open Questions: 10

Target: ITT response: 17 Apr 2026 · Soft launch: Oct 2026 (per ITT) · Full rollout immediately after successful soft launch|Updated: 2026-04-16|Active tender — ITT issued; evaluation after submission. Contact given in ITT: Celia Ford (project-consultancy.com). No signed SOW as of document review.

TTC Specialist & Adventure

Multi-Brand FIT & Group Tour Operator

The Travel Corporation (TTC) Specialist & Adventure division. Four FIT brands: Adventure World (AU — worldwide adventure/touring), Brendan Vacations (Ireland/UK — FIT + SGT + Custom Groups), Africa Travel (ATI), and Lion World Travel (LWT). ATI and LWT are already live on Kaptio. AW and BV are replacing Calypso with Kaptio. Single unified Salesforce org confirmed — full copy sandbox of existing ATI/LWT org, Gold Config deployed into it.

High Confidence

Outcomes: 22 included

Phases: 3

Discovery: 6% complete

Open Questions: 15

Target: Discovery SoW sign-off: April 2026. Discovery start: TBC (previously 8-12 weeks proposed, TTC said "TBC"). Go-live sequencing: TBC pending Gold Org demo.|Updated: 2026-04-08|Discovery SoW previously drafted (146 days, EUR 187k). TTC questionnaire responses received with volume data, team headcounts, and integration details. AW brand column still empty. TTC has NOT seen Edge Docs yet — Gold Org demo requested with Docs included. Go-live sequencing TBC pending demo. Tracy needs firmed-up discovery start dates for Mark this week.

Polar Latitudes Expeditions

Expedition Cruise Operator

Post-merger expedition cruise operator (Polar Latitudes + Albatross Expeditions) with Chimu Adventures as a separate wholesale/FIT brand. ~4 vessels operating Antarctica and Arctic expeditions, with aggressive fleet growth plans (opportunistic acquisitions, long-term newbuilds targeting ~10 ships). Nordic Shipping (German) ownership.

Rough Estimate

Outcomes: 0 included

Phases: 0

Discovery: 64% complete

Open Questions: 20

Target: Decision June/July 2026, go-live target mid-2027|Updated: 2026-04-16|Active — reverse demos complete (Mar 2026). Tailored demos / Copenhagen onsite 27-30 Apr 2026. Implementation plan + costs to be shared before onsite. Three vendors in evaluation.

Canadian Affair

UK-based flight-inclusive tour operator (Canada & Americas)

Canadian Affair operates two brands — CAF (Canadian Affair, Canada holidays) and AAF (America As You Like, Americas holidays). UK-based, selling flight-inclusive packages through direct B2C channels and B2B trade agents. Call-centre / reservations-led sales model. ATOL/ABTA regulated. Multi-currency: GBP (selling) + CAD (supplier costs). Requirements workbook V1.4 enumerates 1,016 requirements across 24 categories.

High Confidence

Outcomes: 16 included

Phases: 3

Discovery: 7% complete

Open Questions: 12

Target: Not specified in requirements workbook — discovery required to establish programme dates|Updated: 2026-04-22|Active RFP — requirements workbook V1.4 received for evaluation. No signed SOW as of April 2026.

Content Demand Signal

Outcomes that appear in scoping sessions but have low content maturity. Prioritize creating content for these to improve estimation confidence.

No implementation scoring24 of 56 outcomes

No golden configs7 of 56 outcomes

No pitfalls documented5 of 56 outcomes

No project plan3 of 56 outcomes

No adoption journeys2 of 56 outcomes