Package booking engine
Retreat dates, packages, inclusions, room types and live availability on your website with checkout built in.
Health retreat software: bookings, forms & payments
Health retreats: bookings that feel as good as the retreat. Less inbox, more inner peace.
Bookings take a dozen emails, the kitchen hears about the nut allergy at check-in, health forms get filled in on a clipboard on day one and someone spends Monday chasing balances. We build booking, forms, payments and guest systems for health retreats that all talk to each other. Then we host them and look after them.
Looking for retreat booking software that handles packages, forms and payments properly?
A health retreat is a small hotel, a commercial kitchen, a treatment clinic and an events business rolled into one. Every guest brings dates, a room preference, a roommate (or not), dietary needs, a health history, flight times and a payment plan. Most retreats juggle all of that across email, a booking widget, a spreadsheet and a folder of paper forms.
Wollopit builds custom health retreat software around how your retreats actually run. Guests pick a package and room online, fill in their dietary and health forms at booking and pay a deposit that sets up the rest. The kitchen gets its sheet, the practitioners get their notes and the driver gets the flight list. 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 health retreats
Does your health retreat have these problems? Here's how we'd fix them.
Most retreat owners we talk to are brilliant at looking after people in person. It's everything that happens before the guest arrives that eats the week.
- The problemWeeks of emails for one bookingDates, room types, prices and what's included go back and forth for days. Half the enquiries go cold before they pay.How we fix itOnline package booking with live dates, room types and prices so guests can book and pay in one go.
- The problemThe kitchen finds out on arrivalThe chef learns about the coeliac, the nut allergy and the low-FODMAP guest at check-in.How we fix itDietary forms at booking that roll into a kitchen sheet for each retreat, with allergies flagged in red.
- The problemHealth forms on a clipboardMedical history, medications and injuries collected on paper on day one, then stuffed in a folder in the office.How we fix itSecure health questionnaires sent at booking, with anything needing a follow-up flagged to your practitioner before arrival.
- The problemDeposits and balances chasedDeposits arrive by bank transfer with no reference and balances due 30 days out get missed.How we fix itCard deposits at booking, payment plans that charge themselves and payments reconciled straight into Xero.
- The problemRoom sharing is a puzzleTwo solo guests happy to share, a couple who want a king and a single supplement nobody remembered to charge.How we fix itRoom types, twin share matching and single supplements built into the booking, with a room plan for every retreat.
- The problemThe same questions every weekWhat to pack, how to get there, is there wifi, can I bring coffee. Answered one email at a time.How we fix itPre-arrival guides sent automatically at the right moments, plus a guest page with everything in one spot.
- The problemTreatments squeezed in on the dayMassages and facials booked at check-in, so therapists are flat out on day two and idle on day five.How we fix itGuests pre-book add-on treatments when they book, against your therapists' real availability.
- The problemAirport pickups by text messageA flight changes, nobody passes it on and the driver waits at the terminal for two hours.How we fix itFlight details captured in the booking with a transfer run sheet for the driver and alerts when anything changes.
- The problemThe timetable lives on a printoutSunrise yoga moves because of rain and half the group still turns up at the old time.How we fix itA live retreat schedule on guests' phones with an SMS when a session moves.
- The problemCancellations get messySomeone gets sick, wants to move to the March retreat and nobody's sure what credit they're owed.How we fix itYour cancellation policy applied automatically, credits tracked against each guest and date changes in a couple of clicks.
- The problemSold out with nowhere to send peopleA popular retreat fills, extra enquiries sit in the inbox and late cancellations never get backfilled.How we fix itWaitlists that offer a freed-up spot to the next guest automatically with a deposit link.
- The problemGuests vanish once they leaveThey loved it, promised a review and you never hear from them again.How we fix itPost-retreat follow-ups, review requests and early-bird offers on your next retreat for past guests.
02What we build
Solutions
What we build for health retreats. 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.
Room plan & sharing
Room types, twin share matching, single supplements and a drag-and-drop room plan for every retreat.
Dietary forms & kitchen sheets
Allergies, intolerances and preferences collected at booking and turned into a per-retreat sheet for the chef.
Health questionnaires
Medical history, medications, injuries and goals collected securely, with flagged answers sent to the right practitioner.
Deposits & payment plans
Card deposits, automatic instalments, failed-payment retries and balance reminders, all synced to Xero.
Treatment add-ons
Massage, facials, naturopathy and one-on-one sessions pre-booked against therapist availability.
Transfers & arrivals
Flight details, pickup run sheets for the driver and alerts when a guest's flight changes.
Retreat schedule on phones
Daily timetables, session changes, meal times and SMS alerts in a simple guest page.
Pre-arrival guides
What to pack, how to get there, house rules and detox prep sent automatically in the weeks before.
Waitlists & cancellations
Cancellation policies, guest credits, date transfers and waitlists that backfill spots themselves.
Gift vouchers
Voucher sales online with balances that redeem against any package or treatment.
Past guest follow-ups
Thank-you emails, review requests, feedback surveys and early-bird offers on your next retreat.
Staff & practitioner rosters
Facilitators, therapists, kitchen and housekeeping rostered per retreat with their run sheets on their phones.
A website that books
Hand-built, quick on mobile, with live retreat dates and prices, built to rank for 'health retreat near me'.
03The systems
The big ones
Your whole retreat, on one system.
These are the systems health retreats ask us about most. Each one works on its own and they get properly clever when they're joined up.
Package bookings
Pick a retreat, pick a room, book it. Done.
Guests see your real retreat dates, packages and rooms with live availability and prices. They choose a room or opt in to twin share, add extras and pay a deposit without a single email. You see every retreat filling up on one screen.
- Retreat dates with live availability
- Packages and inclusions explained clearly
- Room types and single supplements
- Twin share matching for solo guests
- Add-ons at checkout
- Promo codes and early-bird pricing
- Group and corporate bookings
- Drag-and-drop room plan
- Waitlists for sold-out retreats
- Occupancy per retreat at a glance
Dietary & health forms
The kitchen and the clinic know before the guest does.
Dietary and health questionnaires go out at booking and follow themselves up until they're done. Answers roll into a kitchen sheet for the chef and a notes view for your practitioners, with anything serious flagged well before arrival.
- Dietary forms at booking
- Allergies flagged in red
- Kitchen sheet per retreat
- Meal counts by dietary type
- Secure health questionnaires
- Medications and injuries recorded
- Flagged answers sent to practitioners
- Automatic reminders until complete
- Signed waivers and consents
- Access limited to the right staff
Payments & plans
Deposits in, balances paid, nobody chasing.
Take a card deposit at booking and let the rest look after itself. Payment plans charge on schedule, failed cards retry and every payment lands in Xero against the right guest and retreat.
- Card deposits at booking
- Automatic payment plans
- Balance reminders by email and SMS
- Failed card retries
- Cancellation policy applied automatically
- Guest credits and date transfers
- Gift voucher redemptions
- Refunds in a couple of clicks
- Payments reconciled into Xero
- Outstanding balances per retreat
Guest journey
Guests arrive calm, packed right and on time.
From the moment they book, guests get what they need when they need it: what to pack, how to prepare, how to get there and what each day looks like. During the retreat their schedule lives on their phone and updates when the weather does.
- Pre-arrival guides sent on schedule
- Packing lists and prep advice
- Directions and arrival times
- Flight details and transfer run sheets
- Driver alerts for flight changes
- Daily schedule on guests' phones
- SMS when a session moves
- Post-retreat thank-you emails
- Review and feedback requests
- Early-bird offers for past guests
Treatments & team
Therapists booked evenly. Run sheets on every phone.
Guests pre-book massages, facials and one-on-one sessions when they book, so your therapists' week is planned before anyone arrives. Facilitators, kitchen and housekeeping get their own rosters and run sheets for each retreat.
- Treatment add-ons at booking
- Real therapist availability
- Treatment rooms scheduled
- Practitioner notes from health forms
- Rosters per retreat
- Run sheets on staff phones
- Housekeeping and room turnover lists
- Contractor hours for payroll
- Treatment revenue per retreat
04How it changes
Before and after
A week-long retreat, wolloped.
Here's how one guest's booking could change. Every retreat is different, so we map yours first.
Before
- Eight emails to settle dates, room and price
- Deposit arrives by bank transfer with no reference
- Balance chased by phone a month out
- Dietary needs mentioned for the first time at check-in
- Health form filled in on a clipboard on day one
- Driver waits at the airport for a changed flight
After
- Guest books package and room online in minutes
- Card deposit taken and payment plan set up
- Balance charges itself and lands in Xero
- Kitchen sheet updated the day they book
- Health form done and reviewed before arrival
- Driver's run sheet updates when the flight changes
05Services
Everything under one roof
Software, websites and systems for health retreats.
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 health retreats
Built around how your health retreat actually runs: package booking engine, room plan & sharing and the admin in between, in one system you own.
Websites for health retreats
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Health retreat 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 health retreats
Dietary forms & kitchen sheets and health questionnaires: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Stripe, Square and Ezidebit so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your health retreat, 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 and property platforms you're happy with or replace the ones holding you back.
- Stripe
- Square
- Ezidebit
- Xero
- MYOB
- Mindbody
- Fresha
- Cloudbeds
- Little Hotelier
- RMS Cloud
- Retreat Guru
- BookRetreats
- Mailchimp
- Klaviyo
- Twilio SMS
- Google Business Profile
- Deputy
- Jotform
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 health retreat: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We walk through a retreat with you from first enquiry to farewell, then work out where the time and money are leaking.
- 02
Archi-tech
We plan it before writing code: your packages, rooms, forms, payments, kitchen, practitioners, 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 your next retreat.
- 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 health retreats ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can guests pay in instalments?
Yes. Guests can pay a deposit at booking and the rest on a payment plan that charges automatically. Failed cards retry and you can see what's outstanding for every retreat.
Are health forms kept secure?
Yes. Health information is stored securely on our managed servers and only the staff who need it can see it. Practitioners see the notes they need without the whole team having access.
Can it handle twin share and single supplements?
Yes. Guests choose a room type or opt in to share. Single supplements are added automatically and you can match solo guests on a room plan.
Do we have to switch from our current booking platform?
No. If Cloudbeds, Retreat Guru or another platform is doing its job we build around it with forms, payments, kitchen sheets and guest guides. If it's holding you back we'll show you what replacing it would involve before anything changes.
Can we still list on retreat marketplaces?
Yes. Bookings from marketplaces can come into the same system so forms, payments and room plans all work the same way.
How much does a health retreat 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 dietary forms or payment plans 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 health retreats 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 health retreat 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.