Party package bookings
Packages, time slots, rooms, headcounts and add-ons booked and paid online with deposits and balances.
Arcade software: party bookings & game card top-ups
Arcades: parties booked, game cards topped up online. More play, less queue.
Parties get booked over the phone while the counter queue snakes past the claw machines. Game cards only get topped up at the desk and the Friday tournament lives on a poster by the toilets. We build party, top-up, events and prize systems for arcades that all talk to each other, then we host them and look after them.
Looking for arcade party booking software that tops up game cards too?
An arcade is really three businesses under one set of flashing lights: a party venue, a games floor and a prize shop. The parties come in by phone and Facebook message, the game cards get loaded one at a time at a crowded counter and the prize wall is counted by hand whenever someone remembers. Saturday afternoon is when it all lands at once.
Wollopit builds custom arcade software around how your floor actually runs. Parents book and pay for party packages online and pick their add-ons. Players top up their game cards from their phone before they walk in. Tournaments and themed nights sell their own spots. The prize counter knows what's running low. We connect to the card system and tools you already use, build the bits that are missing and look after the lot on our own servers.
01The problems
What we hear from arcades
Does your arcade have these problems? Here's how we'd fix them.
Most arcades we talk to run a brilliant floor and a messy back office. It holds together fine until school holidays hit.
- The problemParties booked by phoneThe desk is fielding party calls while a queue of kids waits to load cards. Details get scribbled on a notepad and the deposit never gets chased.How we fix itParty packages booked and paid online, with time slots, headcounts, add-ons and deposits taken up front.
- The problemDouble-booked party roomsTwo birthday parties land in the same room at 1pm because one was in the diary and the other was in someone's messages.How we fix itOne live party calendar with rooms, hosts and slots, so a booked room simply can't be booked twice.
- The problemCounter queues on a SaturdayEvery top-up happens at the counter. Families wait ten minutes to spend money before they play a single game.How we fix itOnline game card top-ups through your card system where it has an API, so players arrive ready to tap and go.
- The problemParty guest lists and dietary chaosThe host finds out at the door that two kids are gluten free and three more turned up than were booked.How we fix itParents manage invites, RSVPs and dietary notes online. Hosts see the final list on a tablet before the party starts.
- The problemEvents stuck on a posterRetro nights, high score comps and tournaments get a poster and a Facebook post, then half-empty brackets.How we fix itEvent pages with entries or tickets, brackets, leaderboards and reminders, posted to your website and socials.
- The problemSchool and group bookings by emailSchools, OSHC services and sports clubs email back and forth for weeks about numbers, prices and invoices.How we fix itGroup packages with their own pricing, an online booking form and invoices that go straight into Xero.
- The problemPromotions nobody seesHappy hour credit deals and holiday bonuses only reach whoever reads the sign at the counter.How we fix itOnline offers that run on a schedule, bonus credit on top-ups and email or SMS to your regulars.
- The problemPrize wall runs out mid-holidaysThe good prizes vanish in the first week and nobody notices until a kid has 4,000 tickets and nothing to spend them on.How we fix itPrize stock tracked by tier with low-stock alerts, reorder lists and what's actually being redeemed.
- The problemGift cards are a drawer of plasticGift cards sold at the counter only. Grandparents in another state can't buy one at all.How we fix itDigital game card gifts bought online and delivered by email or SMS, loaded straight onto a card.
- The problemNo idea which parties make moneyParty takings, food costs, staff time and add-ons are spread across the POS, the diary and the roster.How we fix itParty reports showing revenue per package, add-on uptake and busy slots so you can price properly.
02What we build
Solutions
What we build for arcades. 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.
Party room calendar
Every room, host and slot on one shared screen. No more double-booked Saturdays.
Online invites & RSVPs
Parents send invites from their booking, guests RSVP and add dietary notes.
Online game card top-ups
Players load credit from their phone, linked to your card system where it has an API.
Digital gift cards
Game card credit bought online and delivered by email or SMS, ready to load.
Events & tournaments
Retro nights, high score comps and tournaments with entries, brackets and leaderboards.
Group & school packages
Schools, OSHC, clubs and corporate groups with their own pricing and invoices to Xero.
Online offers & promotions
Scheduled deals, bonus credit, holiday specials and promo codes that switch on and off themselves.
Prize stock & redemption
Prize tiers, stock levels, low-stock alerts and reorder lists for the prize counter.
SMS & email reminders
Party reminders, balance due notices, event alerts and review requests sent automatically.
Staff rosters & party run sheets
Party hosts rostered to bookings, run sheets on a tablet and open and close checklists.
A website that gets them in
Hand-built, quick on mobile, with parties, prices and events up front, built to rank for 'arcade near me'.
03The systems
The big ones
Your whole arcade, on one system.
These are the systems arcades ask us about most. Each one works on its own and they get properly clever when they're joined up.
Party bookings
Parents book the party. The desk serves the queue.
Party packages go online with real availability, so parents pick a slot, a room and their add-ons then pay a deposit. Invites, RSVPs and dietary notes all live in the booking and your hosts see everything on a tablet before the first kid arrives.
- Packages with set credit per guest
- Live room and time slot availability
- Deposits and balance due reminders
- Add-ons: food, lolly bags and extra credit
- Online invites and guest RSVPs
- Dietary and allergy notes
- Host assigned to every party
- Run sheets on a tablet
- Reschedules without phone tag
- Revenue per package and slot
Game card top-ups
Top up from the car park. Tap straight in.
Players load credit online before they walk in, so the counter stops being a bottleneck. Where your game card system has an API we connect straight to it. Gift cards and bonus credit run through the same place.
- Online top-ups from any phone
- Linked to your card system's API
- Bonus credit on bigger top-ups
- Digital gift cards by email or SMS
- Balance checks online
- Saved cards for regulars
- Party credit loaded automatically
- Happy hour credit deals
- Payments through Stripe or Square
- Top-up reports by day and hour
Events & tournaments
Tournament nights that fill their own brackets.
Create a retro night or high score comp once and it shows up on your website, socials and the screens on the floor. Players enter online, brackets build themselves and the leaderboard updates as scores come in.
- Entries, tickets or free RSVPs
- Recurring events like monthly comps
- Brackets that build themselves
- Live leaderboards on floor screens
- Capacity limits and waitlists
- QR check-in at the door
- Auto-posted to socials and Google
- Reminder emails and SMS
- Prize credit for winners
- Attendance and takings per event
Groups & schools
School excursions without the email ping-pong.
Schools, OSHC services, sports clubs and work groups get packages built for them with their own pricing. They book online, confirm numbers and get an invoice that lands in Xero without anyone retyping it.
- Group packages by type
- Per-head pricing and minimums
- Online booking and number changes
- Invoices straight into Xero
- Purchase order and payment terms
- Supervisor and teacher contacts
- Credit preloaded per student
- Group arrival times on the calendar
Prize stock
A prize wall that never runs dry.
Prize stock tracked by ticket tier, so you know what's flying off the wall and what's gathering dust. Low-stock alerts and reorder lists mean the good stuff is still there in week two of the holidays.
- Prizes grouped by ticket tier
- Stock counts on a phone
- Low-stock alerts
- Reorder lists by supplier
- Redemptions tracked over time
- Cost per ticket and margin
- Slow movers flagged
- Holiday stock planning
04How it changes
Before and after
A Saturday party, wolloped.
Here's how a Saturday birthday party could change. Every arcade is different, so we map yours first.
Before
- Mum rings three times to book a party slot
- Details scribbled on a notepad at the counter
- Guest numbers and dietary needs found out at the door
- Families queue at the desk to load game cards
- Party credit loaded onto twelve cards by hand
- Balance chased after the cake's been cut
After
- Mum books and pays the deposit online at 9pm
- The party lands on the room calendar on its own
- RSVPs and dietary notes are in before the day
- Guests topped up their cards from the car park
- Party credit loaded automatically to every card
- Balance paid online with a reminder the day before
05Services
Everything under one roof
Software, websites and systems for arcades.
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 arcades
Built around how your arcade actually runs: party package bookings, party room calendar and the admin in between, in one system you own.
Websites for arcades
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Arcade 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 arcades
Online invites & RSVPs and online game card top-ups: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Embed, Intercard and Sacoa so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your arcade, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside the card and booking platforms you're happy with or replace the ones holding you back.
- Embed
- Intercard
- Sacoa
- Semnox
- ROLLER
- Square
- Stripe
- Xero
- MYOB
- Eventbrite
- Humanitix
- Mailchimp
- Twilio SMS
- Google Calendar
- Google Business Profile
- TikTok
- Deputy
- YouTube
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 arcade: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We stand at the counter on a busy Saturday, watch the parties run and work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your packages, rooms, card system, events, groups, prizes, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually party bookings first, so you get a win before the next school holidays.
- 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 arcades ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it work with our game card system?
Where your card system has an API, yes. We've built around systems like Embed, Intercard and Sacoa style setups by connecting to what they expose. If yours doesn't have one, we'll tell you straight and work out the next best option.
Can parents book and pay for parties online?
Yes. They pick a package, slot and add-ons, pay a deposit and manage their guest list online. You see it all on one calendar.
Can party credit load onto guests' cards automatically?
Where your card system allows it, yes. Party credit can be loaded per guest from the booking so nobody does it by hand on the day.
Can schools get invoices instead of paying by card?
Yes. Group and school bookings can run on invoice with their own pricing and payment terms, sent straight into Xero or MYOB.
We already use ROLLER or another booking platform. Do we have to switch?
No. If it's doing its job we build around it: top-ups, events, prize stock and your website on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.
How much does an arcade 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 party bookings or an events page 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 arcades 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 arcade 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.