Calypso Charters requires more than a standard booking website. The goal is to create a digital platform that supports both customer-facing reservations and the day-to-day operational needs of the business.
The proposed platform will serve as the front-facing entry point for bookings while connecting directly into an internal operations system for managing reservations, passenger manifests, vessel scheduling, customer communication, and reporting. This project is intended to replace a fragmented workflow currently handled through multiple tools — website forms, spreadsheets, Google Calendar, WhatsApp, and manually prepared confirmation documents.
Design and develop a connected system that allows Calypso Charters to accept and manage online bookings efficiently, organise daily passenger reservations by trip and vessel, generate and distribute manifests automatically, and provide better visibility into departures, passenger readiness, and trip activity — while supporting internal staff, agents, and operational viewers through role-based access.
Vessel assignments live entirely in staff memory. One resignation and it's gone — one mistake and a vessel is double-booked.
45–90 minutes of avoidable manual work each afternoon, assembled from Google Calendar, spreadsheets, and memory.
After the 4PM send, all headcount changes flow through WhatsApp — producing no auditable souls-on-board record.
SXM and AXA vendors have no live availability. Every booking requires a phone call or Google Sheet workaround.
Online booking for shared transfers — branded interface connected directly to the internal operations system.
Reservations, manifest generation, passenger management, and fleet visibility — all in one system.
Six user roles with precisely scoped access for every person in the operation — staff, agents, captains, immigration.
Monthly boat usage, transfer counts, excursion totals, and departure dashboards — generated automatically.
The new platform consolidates every tool in the current workflow into a single system with three clear layers: booking intake, operations management, and automated distribution.
The platform handles automated communication at every touchpoint. The app does not replace WhatsApp — your team's existing WhatsApp groups continue as-is. The platform sends automated notifications into WhatsApp, supplementing rather than replacing the channel your team already relies on.
Every day, the manifest is sent automatically to all relevant recipients — no manual sending required. Both WhatsApp and email are used so every recipient gets it through their preferred channel.
Smart vessel movements is not GPS tracking — it is a real-time availability view. When a reservations clerk receives a call for a same-day excursion, she can instantly see which vessels are free, when, and for how long. No phone calls to find out. No double-booking. No guessing.
Every booking starts with the same six steps. After submission, the flow splits based on service type — shared transfers confirm automatically on payment, while excursions and private transfers go through an admin approval step before confirmation is sent.
Every departure, vessel, alert, and incoming flight in one real-time view. No more piecing together the day from multiple sources.
Colour-coded by service type — exactly like the Google Calendar list view your team already knows. Blue = Shared · Green = Excursion · Red = Private · Amber = Fishing.
Built from existing booking data. Formatted per recipient. Sent to captains, clerks, and immigration by the configured deadline. Full audit trail included.
| Time | Lead Name | Vessel | Captain | Pax | Service | Route | Flight | Status |
|---|---|---|---|---|---|---|---|---|
| 08:30 | Johnson, R. | Sea Dancer | Capt. Andre | 18 | Shared | AXA→SXM | AA204 | Ready |
| 09:00 | Benson, T. | Blue Horizon | Capt. Marcus | 18 | Shared | AXA→SXM | DL902 | Pending |
| 10:00 | Clarke, M. | Miss Anguilla | Capt. James | 6 | Private | AXA→SXM | — | Ready |
| 11:30 | Rousseau, C. | Lady Lina | Capt. Pierre | 19 | Shared | AXA→SXM | B6384 | Check-in |
| 14:00 | Webb, M. | Calypso I | Capt. Roy | 8 | Fishing | AXA | — | Ready |
| 15:00 | Martínez, S. | Sea Dancer | Capt. Andre | 24 | Excursion | AXA | — | Pending |
SXM and AXA hotel vendors get their own login. Live availability, direct booking, own manifests. No phone calls needed.
Assigned trips, passenger list, souls-on-board count. Marks vessel departed — creates the auditable safety record.
Passport data collected at booking auto-populated into the immigration export. 30+ minutes saved per departure day.
Six user roles, each precisely scoped. Agents never see each other's data. Captains never see financials. Immigration sees all passenger movements and nothing about revenue.
Three hard rules enforced from day one: vendor data isolation, port-scoped immigration access, and cancellations requiring admin approval at all times.
| Feature | Admin | Res. Clerk | Desk Clerk | Vendor | Captain | Immigration |
|---|---|---|---|---|---|---|
| Bookings | ||||||
| Create booking | Full | Full | — | Full | — | — |
| Edit booking | Full | Full | — | Own only | — | — |
| Cancel booking | Full | Request only | — | Request only | — | — |
| View all bookings | Full | Full | View | Own only | — | — |
| Send confirmation | Full | Full | — | Own bookings | — | — |
| Passengers | ||||||
| Add / edit passengers | Full | Full | Check-in only | Own bookings | — | — |
| Upload documents | Full | Full | Full | Own bookings | — | — |
| View passenger data | Full | Full | Full | Own bookings | Assigned trip | Full view |
| Manifest & Departure | ||||||
| Generate & send manifest | Full | Full | — | — | — | — |
| View daily manifest | Full | Full | View | Own bookings | Assigned trip | Full view |
| Check in passengers | Full | — | Full | — | — | — |
| Update SOB headcount | Full | — | Full | — | Full | — |
| Mark vessel departed | Full | — | Full | — | Full | — |
| Fleet & System | ||||||
| Manage vessels | Full | — | — | — | — | — |
| Flight arrival feed | Full | Full | View | View | View | — |
| Financials & Reports | ||||||
| Revenue & payments | Full | — | — | — | — | — |
| Monthly reports | Full | View | — | — | — | — |
| User & role management | Full | — | — | — | — | — |
Three hard rules built into the database: (1) Vendors are fully siloed — they cannot see another vendor's bookings or Calypso's revenue. (2) Cancellations always require admin approval — automatic audit trail. (3) Immigration access is complete on passenger movements, zero on financials.
A focused 12-week delivery structured into four phases, covering frontend design, backend development, testing, and go-live training. The final week runs parallel to your existing process to ensure a smooth handover.
Choose the model that fits your business — a one-time build you own outright, or a lower upfront option with frontend ownership and a monthly backend subscription. Both plans deliver the complete platform in 12 weeks.
| Plan A — Full Ownership | Plan B — Frontend + Subscription | |
|---|---|---|
| Frontend development (one-time) | $5,500 | $5,500 |
| Backend development (one-time) | $11,000 | Included in subscription |
| Total upfront | $16,500 | $5,500 |
| Monthly ongoing | $150/mo hosting | $450/mo all-in |
| Year 1 total cost | ~$18,300 | ~$10,900 |
| Year 2 total cost | ~$1,800 (hosting only) | ~$5,400 |
| Frontend code ownership | ✓ Owned outright | ✓ Owned outright |
| Backend code ownership | ✓ Owned outright | ✗ Evoluut retains IP |
| Unlimited users + fleet | ✓ Included | ✓ Included |
| Hosting + updates + flight API | $150/mo separately | ✓ All included |
| New features | Quoted separately | Quoted separately |
| Minimum commitment | None after delivery | 12 months |
| Delivery timeline | 12 weeks | 12 weeks |
The next step is a 60-minute discovery session to confirm the final requirements — boat list, manifest format, and a few operational decisions. We begin immediately after sign-off.