Adventure operators carry a constraint most booking software has never heard of: the number of people you can safely take is not a commercial decision. It is a ratio against guides, boats, harnesses or tanks, it changes with conditions, and exceeding it is not an overbooking, it is an incident. Everything below follows from treating capacity as a hard limit rather than a target.
What tends to be running the operation
A group chat, a whiteboard, and one person who knows everything.
- Bookings arrive across three channels and are reconciled into one list the night before
- Experience level, weight, age and medical notes are asked for informally, and sometimes not at all
- A weather cancellation becomes a morning of individual phone calls and inconsistent refunds
- The minimum number to run is tracked in somebody's head, so a marginal departure is decided late
Capacity here is a ratio against guides and equipment, not a target somebody set.
The number is not negotiable, so the software should not negotiate it
A restaurant that overbooks by two has a queue. A raft that overbooks by two has a problem that no refund policy addresses. So the capacity on a departure is enforced rather than advisory: a request above it is refused at the calendar, not clamped afterwards and sorted out on the bank.
It also has to be able to change. Conditions drop the number for a week, a second guide raises it for a season, and a single Tuesday is closed entirely. Those are rules and closures over the top of the pattern rather than a hundred individual edits, which is the difference between a calendar people keep accurate and one they abandon.
What you get
Built around the departure, the ratio and the briefing.
- Capacity per departure that is enforced, with a minimum to run that you can price for
- Capacity rules for a season, a stretch of dates or a day of the week, so a quiet month is one rule not thirty edits
- Closures for conditions, maintenance or a guide being away, across the whole operation or one activity
- The questions that matter asked at booking: experience level, age, weight, medical notes, certification number
- Tiered cancellation policies, and a full refund when the cancellation is yours
- A roster for the morning, grouped by departure time, with the answers on it
What we do not pretend to do
There is no digital waiver here. Nothing on this page signs a liability release, stores a countersigned document, or records a guardian's consent for a minor, and you should keep doing whatever you do today for that. The same goes for assigning a named guide or a specific numbered boat to a booking: the calendar counts how many places a departure has, it does not allocate equipment. If either of those is central to how you run, it is worth saying so before we build anything.
Common questions
Can we collect experience level and medical details at booking?
Yes, as questions attached to the specific activity, so a beginner raft trip and a technical dive do not ask each other's questions. Answers sit on the booking, on the guest record and on the morning roster. They are stored as booking data rather than as a medical record, so treat them as what you would write on a clipboard today, handled more reliably.
How do weather cancellations work?
You cancel the departure, every place returns to stock immediately, and everyone booked is notified in one action rather than in a morning of phone calls. When the cancellation is yours you can refund in full regardless of the policy; when it is the guest's, the tiered policy you set decides. Both are recorded, so nobody is relying on what was said at the time.
Our capacity changes with conditions and staffing.
Then set it as rules rather than as a fixed number. A rule can change capacity for a day of the week, a range of dates or a stretch of hours, with an explicit order when two overlap. Eight in the wet season and fourteen when the second guide is back is two rules, and a single bad day is a closure.
Can we book a specific boat, harness or tank?
No. The calendar counts places on a departure; it does not assign a specific numbered item to a booking. In practice most operators do not need it, because the constraint is how many people go out at once. If you genuinely allocate named equipment per guest, that part stays outside this today and we would rather say so now.
Do you handle liability waivers?
No. There is no digital waiver, no signature capture and no guardian consent for minors in the product today, so keep whatever process you use now. The booking can ask questions and record answers, which helps the briefing, but it is not a signed release and we will not describe it as one.
Other industries we work with
Museums and exhibitions
Timed entry with a real capacity per window, and one scan per party at the door.
Read more
Gyms and fitness classes
Classes with real capacity, day passes and memberships, and attendance from the door.
Read more
Courses and workshops
Enrol once and be on the roster for every session, not booked week by week.
Read moreTell us about the event
Send your departure times, how many you can take and what has to be asked before somebody turns up. Tell us your weather policy too, because that is usually the part with no written version.
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