Online bookings
Trips, departures and private groups with deposits, add-ons, gift vouchers and hard limits per activity.
Adventure tour booking software: waivers, fitness & gear
Adventure tours: fit, signed and ready before the trailhead. More adventure, less clipboard.
Waivers get signed on a clipboard in the car park, fitness questions get asked at the top of the first abseil and somebody always turns up to canyoning in thongs. We build booking, waiver, gear and guide systems for adventure tour operators so every guest arrives fit, signed and kitted out. Then we host them and look after them.
Looking for adventure tour booking software that handles waivers, fitness checks and guide ratios?
Running canyoning, rafting, climbing or multi-day hikes isn't like selling a bus tour. Every booking carries risk. You need to know someone can swim, isn't carrying a dodgy knee, fits the harness weight limit and has signed the waiver before they're standing at the edge. Most operators get bookings from a platform like Rezdy or FareHarbor, then chase the rest by email, phone and clipboard on the morning.
Wollopit builds custom adventure tour software around how your trips actually run. Fitness and suitability questions get asked at booking, waivers are signed and stored before the day, gear lists go out on their own and guides see the whole trip sheet on their phone, even out of signal. When the weather turns we rebook the whole departure in a few taps. We connect to the booking platforms and agents you already use and host the lot on our own servers.
01The problems
What we hear from adventure tour operators
Does your adventure tour company have these problems? Here's how we'd fix them.
Most adventure operators we talk to are brilliant in the field and drowning in admin off it. The trip is the easy bit. It's everything before 7am that hurts.
- The problemWaivers signed in the car parkTwelve people, one clipboard and a pen that doesn't work. The trip starts 30 minutes late and half the forms are illegible.How we fix itOnline waivers sent with the booking confirmation, signed on their phone and checked off on the guide's trip sheet before anyone arrives.
- The problemFitness questions asked too lateYou find out about the bad back and the fear of heights at the top of the first abseil, with nine other guests waiting.How we fix itSuitability questions at booking. Risky answers flag the booking for review so you can call them before you take their money.
- The problemWeight, age and swim limits found out on the dayThe harness limit is 120kg, the minimum age is 12 and someone's brought their 9-year-old who can't swim.How we fix itHard limits built into checkout per activity, so bookings that don't fit simply can't go through without a chat first.
- The problemGear lists nobody readsThongs to canyoning, jeans on the river and no water bottle on a six-hour hike.How we fix itGear lists sent automatically per trip, with a reminder the night before and a hire add-on for what they don't own.
- The problemWeather cancellations by phoneRiver's up, storm's coming and you're ringing 40 people at 6am then reshuffling every booking by hand.How we fix itCancel or move a whole departure in a few taps. Guests get an SMS with rebooking options and the refunds or credits sort themselves out.
- The problemGuide ratios kept in your headThe platform says 16 seats are free but you've only got two guides rostered. Someone gets told on the day.How we fix itCapacity tied to guide ratios and qualifications, so seats open and close with your roster.
- The problemAgent bookings missing detailsViator and GetYourGuide bookings land with a name and nothing else. No phone number, no waiver, no medical info.How we fix itEvery booking, direct or agent, gets the same pre-trip link for contacts, fitness answers and waivers, with chasers until it's done.
- The problemGuide tickets expiring quietlyFirst aid, SRT and swiftwater rescue certs tracked in a spreadsheet nobody opens until audit time.How we fix itGuide quals stored with expiry alerts. Guides can't be rostered on trips they're not current for.
- The problemMedical info on a printed sheetAllergies, asthma and emergency contacts on paper in a dry bag, if they made it onto the sheet at all.How we fix itA trip sheet on the guide's phone with medical flags, emergency contacts and headcounts that works offline.
- The problemIncidents written in a notebookNear misses and rolled ankles get scribbled down, then lost before the insurer or regulator asks.How we fix itIncident and near miss reports logged on the spot with photos, then tracked through to follow-up.
- The problemMulti-day trips run on spreadsheetsDietaries, tent shares, deposits, park permits and food drops spread over five tabs and an inbox.How we fix itMulti-day trip management with deposits, balance reminders, rooming and tent lists, dietaries and permit tracking.
- The problemGreat trips, no reviewsGuests have the best day of their year and you never ask for the review or send the photos.How we fix itPost-trip emails with the photo gallery, a review link to Google or TripAdvisor and a nudge toward the next trip.
02What we build
Solutions
What we build for adventure tour operators. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Fitness & suitability checks
Questions set per trip, with risky answers flagged for review before confirmation.
Online waivers
Your waiver wording signed on their phone, stored against the booking and findable in seconds.
Pre-trip guest portal
One link per booking for every guest to add details, sign and see what to bring.
Gear lists & hire
Trip-specific gear lists, wetsuit and boot sizes collected ahead and hire add-ons at checkout.
Guide ratios & capacity
Seats tied to guides rostered and their quals, so you never sell what you can't run.
Weather & rebooking
Cancel or move whole departures, bulk SMS and email, self-serve rebooking, credits and refunds.
Guide app & trip sheets
Headcounts, medical flags, emergency contacts and waiver status on phone, working offline.
Guide rosters & quals
Rosters, availability, cert expiry alerts and trip pay worked out from the roster.
Incident reporting
Incidents and near misses logged in the field with photos and follow-up tracking.
Multi-day trips
Deposits, balance reminders, dietaries, tent shares, permits and food drops in one place.
Agent & reseller bookings
Viator, GetYourGuide and Klook bookings pulled in and chased for the missing details.
Photos & reviews
Trip photo galleries sent to guests with a review request and a rebooking offer.
A website that books
Fast on mobile, live availability on every trip page and built to rank for the adventures you run.
03The systems
The big ones
Your whole operation, on one system.
These are the systems adventure operators ask us about most. Each works on its own. Join them up and the morning of a trip gets very quiet.
Bookings & capacity
Sell every seat you can safely run. Not one more.
Bookings that understand guide ratios, minimum numbers and the hard limits of each activity. Seats open when you roster another guide and close when you can't cover them. Direct and agent bookings land in the same place.
- Departures, private groups and charters
- Capacity tied to guide ratios
- Minimum numbers before a trip runs
- Age, weight and height limits per activity
- Deposits, balances and gift vouchers
- Add-ons like photos, hire gear and transfers
- Agent bookings from Viator and GetYourGuide
- Works with Rezdy or FareHarbor
- Promo codes and group pricing
- Live availability on your website
Waivers & fitness checks
Signed and checked before they leave home.
Every guest gets a link to answer suitability questions and sign your waiver on their phone. Risky answers flag the booking for a call before it's confirmed and the guide sees who's done and who isn't at a glance.
- Fitness and medical questions per trip
- Swim ability and fear of heights checks
- Risky answers flagged for review
- Your waiver wording, signed online
- Parent or guardian signing for minors
- Every guest signs, not just the booker
- Automatic chasers until it's done
- Signed copies stored against the booking
- Waiver status on the guide's trip sheet
- Find any waiver in seconds
Gear & pre-trip
Nobody turns up in thongs.
Gear lists go out per trip with the booking, then again the night before with the meeting point and a map. Wetsuit and boot sizes are collected ahead so the hire gear is bagged and ready.
- Gear lists per trip and season
- Night-before reminder with meeting point
- Google Maps pin and parking notes
- Wetsuit, harness and boot sizes collected
- Hire gear add-ons at checkout
- Gear bag pick lists for the shed
- Dietaries for catered trips
- Arrival time and pickup point by SMS
- Pre-trip videos and safety info
- Multi-day packing lists
Weather & rebooking
Storm's coming. Rebooked before breakfast.
Cancel or move a whole departure in a few taps. Every guest gets an SMS and email with rebooking options, refunds or credits follow your policy and agent bookings are flagged so nothing slips through.
- Cancel or move a full departure at once
- Bulk SMS and email in seconds
- Guests rebook themselves online
- Refunds or credits by your policy
- Credit balances that carry over
- Agent bookings flagged to action
- Weather hold status on the website
- Waitlists fill freed-up seats
- Rebooking reports by reason
- Guide roster updates automatically
Guides & safety
Guides with everything they need, even out of signal.
Rosters that respect quals and ratios, trip sheets on the guide's phone that work offline and incident reports logged on the spot. When the insurer or the land manager asks, it's all there.
- Rosters and guide availability
- Cert tracking with expiry alerts
- No rostering on trips they're not current for
- Offline trip sheets on phone
- Medical flags and emergency contacts
- Headcounts at every checkpoint
- Incident and near miss reports with photos
- Follow-up actions tracked to close
- Equipment checks and retirement dates
- Trip pay worked out from the roster
04How it changes
Before and after
A canyoning trip, wolloped.
Here's how a Saturday morning canyon trip could change. Every operator is different, so we map yours first.
Before
- Fourteen people crowd one clipboard in the car park
- A guest mentions a dodgy knee at the first abseil
- Two guests turn up in thongs and jeans
- Wetsuits sized by eye out of the trailer
- Medical info on a soggy printout
- Trip leaves 40 minutes late
After
- Everyone signed their waiver days ago
- The knee was flagged at booking and sorted with a call
- Gear list went out twice, with hire boots added
- Wetsuits bagged by size the night before
- Medical flags and contacts on the guide's phone, offline
- Briefing at 7:30, in the canyon by 8
05Services
Everything under one roof
Software, websites and systems for adventure tour operators.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for adventure tour operators
Built around how your adventure tour company actually runs: online bookings, fitness & suitability checks and the admin in between, in one system you own.
Websites for adventure tour operators
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Adventure tour company system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for adventure tour operators
Online waivers and pre-trip guest portal: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Rezdy, FareHarbor and Checkfront so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your adventure tour company, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the booking platforms, agents and tools you rely on, work alongside the ones you're happy with or replace the ones holding you back.
- Rezdy
- FareHarbor
- Checkfront
- Bókun
- Viator
- GetYourGuide
- Klook
- TripAdvisor
- Stripe
- Square
- Xero
- MYOB
- Google Business Profile
- Google Maps
- Mailchimp
- Twilio SMS
- Deputy
- Garmin inReach
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your adventure tour company: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We come out on a trip, stand in the car park at 7am and sit in the office, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your trips, limits, waivers, gear, guides, agents, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually waivers and fitness checks first, so you get a win before peak season.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things adventure tour operators ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can we decline bookings that don't meet our requirements?
Yes. Hard limits like age, weight or swim ability can stop a booking at checkout. Softer answers like a past injury flag the booking for review so you can call them before confirming.
Does every guest sign the waiver or just the person who booked?
Every guest. The booker gets a link to share with the group and each person signs on their own phone. Parents or guardians sign for minors and the guide can see who's still missing.
Will you write our waiver?
No. Your waiver wording should come from your lawyer, insurer or industry body. We make sure it's presented properly, signed by the right people, stored safely and easy to find when you need it.
We use Rezdy or FareHarbor. Do we have to switch?
No. If your booking platform is doing its job we build around it, adding the fitness checks, waivers, gear lists, guide app and weather tools on top. If it's holding you back we'll show you what replacing it would involve before anything changes.
Can it handle bookings from Viator and GetYourGuide?
Yes. Agent bookings come into the same system and get the same pre-trip link for contacts, fitness answers and waivers, with reminders until they're done.
Does the guide app work with no phone signal?
Yes. Trip sheets, medical flags and emergency contacts download before the trip and work offline. Headcounts and incident reports sync when you're back in range.
How much does an adventure tour system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like online waivers or fitness checks can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most adventure tour operators we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got an adventure tour company problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.