Multi-site booking engine
Every room at every location, bookable online with live availability, local hours and reset buffers.
Escape room chain software: multi-site bookings & vouchers
Escape room chains: every room, every location, one system. More escapes, less admin.
Each location runs its own booking setup. A voucher bought at one site gets knocked back at another. Head office pieces the numbers together from spreadsheets every Monday. We build multi-site booking, voucher, roster and reporting systems for escape room chains that give each site local control and head office the full picture. Then we host them and look after them.
Looking for escape room software that runs every location from one place?
An escape room chain is a bunch of small businesses sharing one brand. Every site has its own rooms, its own game masters, its own peak times and usually its own way of doing things. One location took bookings on Bookeo, the next on Resova and the newest one still has a paper diary for walk-ins. Customers don't care about any of that. They want to book the room they saw on Instagram, use the voucher Nan gave them and turn up to a room that's actually been reset.
Wollopit builds custom software for escape room chains around how your network actually runs. One booking engine covers every location while each site manages its own rooms, hours and staff. Vouchers redeem anywhere and the revenue lands with the right site. Corporate groups book across rooms and cities in one go. Head office sees bookings, fill rates and takings live without chasing anyone. 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 escape room chains
Does your escape room chain have these problems? Here's how we'd fix them.
Most chains we talk to build brilliant rooms and grow faster than their systems. Each new site adds another login, another spreadsheet and another reason head office can't get a straight answer.
- The problemEvery site runs a different setupTwo locations on one booking platform, one on another and the newest one on a spreadsheet the manager swears by.How we fix itOne booking system across every location. Each site manages its own rooms, hours and staff inside it.
- The problemVouchers that only work at one siteA gift voucher bought in Brisbane gets rejected on the Gold Coast and the customer leaves a one-star review about it.How we fix itNetwork-wide vouchers that redeem at any location, with the revenue split to the site that ran the game.
- The problemReporting by spreadsheetEvery Monday someone chases site managers for bookings, takings and no-shows, then pastes it all into one sheet.How we fix itLive reporting by location, room and time slot. Head office sees the whole network without asking anyone.
- The problemCorporate events by phone and emailA team of 60 wants six rooms at once or two cities on the same day. It takes a week of emails to lock in.How we fix itCorporate bookings that span rooms and sites in one go, with quotes, deposits and one invoice for the client.
- The problemNo time to reset roomsBack-to-back bookings with no buffer. Game masters sprint through a reset and the next group finds a clue already solved.How we fix itReset buffers set per room plus a live room status board so nobody books into a room that isn't ready.
- The problemRosters done site by siteEach manager builds a roster in their own way and nobody knows who's actually trained to run the new room.How we fix itGame master rosters for every site, with a training matrix showing who can host which room.
- The problemShort groups and no-showsA group books for six, four turn up and the 8pm slot sits empty because nobody paid up front.How we fix itPer-player pricing, deposits or full payment at booking, SMS reminders and easy top-ups when the group grows.
- The problemWaivers on a clipboardPlayers fill in paper forms at the door while the game master tries to start the briefing on time.How we fix itDigital waivers sent with the booking confirmation and signed before they arrive, stored against the booking.
- The problemPricing all over the placePeak, off-peak, school holidays and city versus regional prices set by hand on every site.How we fix itPricing rules by location, room, day and season. Change a rule once and it applies everywhere it should.
- The problemBroken props logged on sticky notesA maglock fails mid-game, someone writes it on a Post-it and the same room breaks again on Saturday.How we fix itA maintenance log for every room. Game masters report faults from their phone and the tech sees them straight away.
- The problemPost-game photos sent by handStaff email team photos one by one when they remember. Escape times are scribbled on a whiteboard.How we fix itPhotos, escape times and a review request sent automatically after every game, plus leaderboards per room.
02What we build
Solutions
What we build for escape room chains. 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.
Network gift vouchers
Digital and printed vouchers that redeem at any site, with balances, expiry and revenue split by location.
Head office reporting
Bookings, fill rates, takings and no-shows by site, room and time slot, live on one screen.
Corporate & group bookings
Team events across multiple rooms or cities with quotes, deposits, one invoice and an event run sheet.
Game master rosters
Rosters for every site, shift swaps on staff phones and a training matrix for each room.
Room status & reset board
A live board showing which rooms are in play, resetting or ready, with reset checklists per room.
Digital waivers
Waivers signed online before arrival and stored with the booking. Under-18 consent included.
Location pricing rules
Per-player pricing by site, room, day and season, plus school holiday and late-night rates.
Birthday & party packages
Room plus party space, food add-ons and deposits booked in one flow for kids and adult parties.
Post-game photos & leaderboards
Team photos and escape times sent after every game, with review requests and room leaderboards.
Maintenance & props log
Fault reports from staff phones, a repair history per room and alerts for the tech or site manager.
Customer database & marketing
One customer list across the network, rooms played and the next room to try, synced to your email tool.
A website that finds the nearest room
Hand-built and quick on mobile, with location pages and rooms that rank for 'escape room near me'.
03The systems
The big ones
Your whole network, on one system.
These are the systems escape room chains ask us about most. Each works on its own. They get properly clever once they're joined up.
Multi-site booking
Every room, every location, one booking engine.
Customers pick a city, a room and a time on one website. Each site sets its own hours, rooms and reset buffers while head office controls the brand and the rules. No more sending people to three different booking pages.
- Live availability across every site
- Location pages with their own rooms
- Reset buffers set per room
- Per-player pricing and group limits
- Deposits or full payment at booking
- SMS and email reminders
- Waivers sent with the confirmation
- Walk-ins booked from the front desk
- Local managers control their own site
- Brand-wide rules set by head office
Network vouchers
Buy it at one site. Play it at any.
Gift vouchers that work across the whole network, online or at the counter. Every voucher has a live balance and when it's redeemed the revenue lands with the site that actually ran the game.
- Digital and printed vouchers
- Redeem at any location
- Live balances and partial use
- Revenue split to the hosting site
- Expiry dates and reminder emails
- Corporate bulk voucher orders
- Promo codes by site or campaign
- Christmas and Mother's Day designs
- Voucher liability report for your accountant
Head office reporting
The whole network's numbers without the Monday chase.
Bookings, takings, fill rates and no-shows by site, room and time slot on one live dashboard. Spot the room that's going quiet or the site that needs more Saturday staff before it costs you.
- Live takings by location
- Fill rate per room and time slot
- No-shows and late cancellations
- Voucher sales and redemptions
- Corporate revenue by client
- Staff hours against bookings
- Week on week and year on year
- Exports to Xero or MYOB
- Franchise fee and royalty reports
- Site manager logins see their own site
Corporate & group events
Team events across rooms and cities in one booking.
A corporate client books 60 staff into six rooms at once or runs the same event in two cities on the same day. Quotes, deposits, waivers and one invoice all come from one place.
- Book multiple rooms in one go
- Events across several locations
- Quotes with add-ons and catering
- Deposits and balance invoices
- One invoice per client into Xero
- Waiver links for every player
- Team leaderboard and results sheet
- Run sheets sent to each site
- Repeat client history
Game master ops
Rooms reset, staff rostered, props working.
A live room status board for every site, rosters built around bookings and a maintenance log game masters can update from their phone. The tech knows a maglock is playing up before the next group walks in.
- Room status: in play, resetting, ready
- Reset checklists per room
- Rosters per site from booking volume
- Training matrix by room
- Shift swaps on staff phones
- Fault reports with photos
- Repair history per room
- Alerts to the tech or site manager
- Open and close checklists
04How it changes
Before and after
A national team event, wolloped.
Here's how a big corporate booking across two cities could change. Every chain is different, so we map yours first.
Before
- Client emails asking for 80 staff across two cities
- Ring two site managers to check which rooms are free
- Build a quote in Word and chase the deposit
- Email 80 waiver links one by one
- Each site sends its own invoice to the client
- Head office pieces the numbers together a week later
After
- Client picks rooms at both sites in one online booking
- Live availability shown for every location
- Quote and deposit sent in one step
- Every player gets a waiver link automatically
- Game masters rostered at each site from the booking
- One invoice goes into Xero and results land with the client
05Services
Everything under one roof
Software, websites and systems for escape room chains.
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 escape room chains
Built around how your escape room chain actually runs: multi-site booking engine, network gift vouchers and the admin in between, in one system you own.
Websites for escape room chains
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Escape room chain 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 escape room chains
Head office reporting and corporate & group bookings: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Bookeo, Resova and Xola so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your escape room chain, 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 booking platforms you're happy with or replace the ones holding you back.
- Bookeo
- Resova
- Xola
- FareHarbor
- Checkfront
- Square
- Stripe
- Xero
- MYOB
- Deputy
- Tanda
- Mailchimp
- Klaviyo
- Google Business Profile
- Google Calendar
- Tripadvisor
- Twilio SMS
- Eventbrite
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 escape room chain: 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 sites, in the game master's booth and at head office, then work out what's actually slowing the network down.
- 02
Archi-tech
We plan it before writing code: your locations, rooms, pricing, vouchers, staff, reporting, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before the 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 escape room chains ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can each location manage its own rooms?
Yes. Each site manages its own rooms, hours, pricing and staff. Head office sets the brand-wide rules and sees reporting across the whole network.
Can a voucher bought at one site be used at another?
Yes. Vouchers work across every location with live balances. When one is redeemed the revenue is credited to the site that ran the game, so nobody is out of pocket.
Do we have to switch from Bookeo or Resova?
No. If your booking platform is doing its job we build around it with vouchers, reporting, rosters and corporate bookings on top. If it's holding you back we'll show you what replacing it would involve before anything changes.
Can corporate clients book across several sites at once?
Yes. A client can book multiple rooms at one site or run the same event in different cities, with one quote, one deposit and one invoice.
We have franchised and company-owned sites. Does that work?
Yes. Franchisees can see and manage their own site while head office gets network reporting, including franchise fee and royalty figures.
Can it stop us booking a room that hasn't been reset?
Yes. Reset buffers are set per room and the live status board shows which rooms are in play, resetting or ready.
How much does an escape room chain 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 network vouchers or a reporting dashboard 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 escape room chains 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 escape room chain 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.