Online waivers
Signed at home or on any phone. Guardians sign for minors and family members sit on one account.
Climbing gym software: waivers, bookings & memberships
Climbing gyms: waivers signed before they hit the wall. No clipboard queue at the desk.
There's one waiver tablet at the desk and a queue on every rainy Saturday. Belay tests live on paper cards and memberships sit in a different system. We build waiver, booking, membership and safety systems for climbing gyms that all talk to each other. Then we host them and look after them.
Looking for climbing gym software that handles waivers, bookings and memberships properly?
A climbing gym is a fitness club, a kids party venue, a school excursion provider and a coaching business all under one roof. Each part needs waivers, inductions and somebody keeping an eye on who's cleared for ropes. Most gyms end up with a booking app, a waiver tablet, a direct debit provider and a spreadsheet of belay tests that nobody fully trusts.
Wollopit builds custom climbing gym software around how your gym actually runs. Climbers sign waivers at home when they book. Check-in shows membership, induction and belay status in one glance. Sessions cap themselves so the cave isn't packed. Parties, courses and school groups book and pay online. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from climbing gyms
Does your climbing gym have these problems? Here's how we'd fix them.
Most climbing gyms we talk to have brilliant walls and a great community. The admin behind the desk is the bit that falls off the jug.
- The problemWaiver queue out the doorA wet Saturday and twenty people are lined up at one tablet typing in their kids' birthdays while staff wait.How we fix itWaivers signed at home from the booking link. Guardians sign for the whole family and the desk just checks names.
- The problemPacked walls on busy daysEveryone turns up at 10am, the bouldering cave is shoulder to shoulder and the regulars head home.How we fix itTimed session bookings with capacity caps, a live headcount at the desk and walk-ins offered the next free slot.
- The problemInductions repeated or skippedNobody's sure if that bloke did the auto-belay briefing last month so staff do it again. Or worse, they don't.How we fix itInduction records on every climber's profile. Check-in flags first-timers and anyone who hasn't been briefed for that area.
- The problemBelay tests on paper cardsTop rope and lead belay sign-offs are on cards in a drawer that nobody can find on a busy night.How we fix itBelay competency recorded with who assessed it and when. Check-in shows a coloured tag so staff know who's cleared for ropes.
- The problemMemberships in a separate boxMembers in one system, waivers in another and ten-visit punch cards in a shoebox under the counter.How we fix itOne climber profile with membership, multi-visit passes, waiver and induction status. Scan in and it all shows up.
- The problemDirect debits that quietly failCards expire, payments bounce and nobody notices until a member has climbed free for three months.How we fix itEzidebit or Stripe billing with automatic retries, failed payment alerts and a self-serve card update link.
- The problemKids parties booked by phoneParents ring, leave messages and want Saturday at 2pm. Then twelve kids arrive without a single waiver.How we fix itParty packages booked and paid online. The host gets a link to send guests so every waiver is signed before the cake.
- The problemCourses and youth squads on a spreadsheetLearn to climb, lead courses and the Tuesday youth squad filled by email with payments chased by hand.How we fix itOnline enrolments with term billing, waitlists, attendance and coach notes for every climber.
- The problemSchool groups are a paperwork mountainSchools want a quote, a risk assessment, an invoice and forty signed waivers by Friday.How we fix itA group booking portal with quotes, invoices to Xero, a parent waiver link and a run sheet for staff.
- The problemNobody knows what's been resetSetters strip and reset a wall and the website, socials and grade spread are pure guesswork.How we fix itA route board where setters log new climbs by grade and colour. Climbers log sends and the website shows what's fresh.
- The problemGear checks on a whiteboardRope, harness and auto-belay checks scribbled on a board that gets wiped by the cleaner.How we fix itAn equipment register with inspection schedules, retirement dates and service reminders for every auto-belay.
02What we build
Solutions
What we build for climbing gyms. 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.
Session booking & capacity
Timed sessions with caps per area, peak and off-peak pricing and walk-in spots held back.
Check-in desk
Scan a QR code or search a name. Membership, waiver, induction and belay status on one screen.
Induction & belay records
Auto-belay briefings, top rope and lead tests recorded with the assessor and date.
Memberships & passes
Monthly memberships, ten-visit passes, casual entry, concessions and freezes in one place.
Direct debit billing
Ezidebit or Stripe billing with retries, failed payment alerts and card update links.
Kids parties
Party packages with add-ons, deposits and a guest waiver link sent by the host.
Courses & youth squads
Learn to climb, lead courses and squads with term billing, waitlists and attendance.
School & group bookings
Quotes, invoices, parent waivers and staff run sheets for schools, scouts and work teams.
Route setting board
Setters log climbs by grade, colour and wall. Climbers log sends and see what's new.
Equipment & safety logs
Rope, harness and auto-belay inspections with retirement dates and service reminders.
Hire & retail
Shoe and harness hire added at booking with chalk and gear sales through your POS.
A website that climbs
Hand-built, quick on mobile, with live session times and fresh climbs, built to rank for 'climbing gym near me'.
03The systems
The big ones
Your whole gym, on one system.
These are the systems climbing gyms ask us about most. Each one works on its own and they get properly clever when they're joined up.
Waivers & check-in
Signed at home. Climbing in seconds.
Every booking sends a waiver link so climbers sign before they leave the house. At the desk staff scan a code and see everything that matters in one glance. The tablet queue disappears.
- Waiver link sent with every booking
- Guardians sign for minors
- Family members on one account
- Waiver renewals on your schedule
- QR or name search check-in
- Membership and pass status shown
- Induction and belay tags at check-in
- Flags for expired waivers
- Signed copies stored and searchable
- Works on any phone or tablet
Sessions & capacity
A busy Saturday that doesn't feel packed.
Timed sessions with capacity caps keep the walls climbable when it rains. Staff see a live headcount and walk-ins get offered the next free slot instead of a crowded cave.
- Timed session bookings
- Caps per area: boulder, ropes, kids wall
- Live headcount at the desk
- Walk-in spots held back
- Peak and off-peak pricing
- Waitlists for full sessions
- SMS reminders before sessions
- Members book free or priority
- Shoe and harness hire at booking
- Busy times shown on the website
Memberships & billing
Members who stay members.
Memberships, passes and casual entry all sit on one climber profile. Direct debits run through Ezidebit or Stripe with retries and alerts so failed payments get fixed before they turn into free climbing.
- Monthly and annual memberships
- Ten-visit and multi-visit passes
- Concession and family pricing
- Membership freezes and holds
- Ezidebit or Stripe direct debits
- Automatic failed payment retries
- Self-serve card updates
- Member portal on their phone
- Payments into Xero
- Churn and visit reports
Parties, courses & groups
Parties, courses and schools that book themselves.
Kids parties, learn to climb courses, youth squads and school excursions all book and pay online. Every guest or student gets a waiver link so the paperwork is done before anyone arrives.
- Party packages with add-ons
- Deposits and balance payments
- Guest waiver link for the host
- Course and squad enrolments
- Term billing and waitlists
- Attendance and coach notes
- School quotes and invoices
- Parent waiver links for groups
- Staff run sheets
- Instructor rosters
Routes & safety
Fresh climbs and safe gear, off the whiteboard.
Setters log new problems and routes as they go up. Climbers see what's fresh and log their sends. Every rope, harness and auto-belay has an inspection record so nothing slips through.
- Setters log climbs by grade and colour
- Wall reset schedule
- Grade spread per wall
- Climbers log sends and rate climbs
- New climbs on the website and socials
- Equipment register with serials
- Inspection schedules and reminders
- Rope and harness retirement dates
- Auto-belay service records
- Incident reports logged in one place
04How it changes
Before and after
A rainy Saturday, wolloped.
Here's how a wet weekend morning could change. Every gym is different, so we map yours first.
Before
- Queue at the single waiver tablet
- The cave is packed by 10am
- Staff repeat an induction just in case
- Hunting for a belay card in the drawer
- A party arrives with no waivers
- A member's card failed months ago
After
- Waivers signed at home the night before
- Sessions capped with walk-ins slotted in
- Induction status shows at check-in
- Belay tags appear on the screen
- Party guests signed before the cake
- Failed payment retried and fixed
05Services
Everything under one roof
Software, websites and systems for climbing gyms.
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 climbing gyms
Built around how your climbing gym actually runs: online waivers, session booking & capacity and the admin in between, in one system you own.
Websites for climbing gyms
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Climbing gym 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 climbing gyms
Check-in desk and induction & belay records: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Rock Gym Pro, Capitan and Mindbody so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your climbing gym, 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 climbing platforms you're happy with or replace the ones holding you back.
- Rock Gym Pro
- Capitan
- Mindbody
- Ezidebit
- Stripe
- Square
- Lightspeed
- Xero
- MYOB
- Mailchimp
- Twilio SMS
- Google Business Profile
- Deputy
- Shopify
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 climbing gym: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time at your desk on a busy day and talk to your setters and coaches, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your waivers, sessions, memberships, inductions, parties, gear, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the waiver queue first, so you get a win before the next wet weekend.
- 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 climbing gyms ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can parents sign waivers for children?
Yes. Guardians can sign for minors and manage family members on one account. Party hosts and schools can send a link so every guest is signed before they arrive.
Can check-in show who's cleared for ropes?
Yes. Induction and belay records sit on each climber's profile. Check-in shows a clear tag so staff know who can lead, top rope or only boulder.
Who writes the waiver wording?
You do, with your lawyer or insurer. We build the waiver exactly to your approved wording and store every signed copy so you can find it fast.
We already use Rock Gym Pro or Capitan. Do we have to switch?
No. If your platform is doing its job we build around it with better waivers, parties, school bookings or a route board. If it's holding you back we'll show you what replacing it would involve before anything changes.
Can members freeze their membership?
Yes. Freezes, holds and concessions can be handled by staff or by members in their own portal, with billing paused automatically.
How much does a climbing gym 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 party bookings 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 climbing gyms 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 a climbing gym 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.