Package booking
Your packages with prices, run times and inclusions, booked online in minutes.
Kids entertainer booking software: packages & deposits
Kids entertainers: parties booked with every detail. More magic, less Messenger.
Bookings come in by Facebook message, the birthday kid's name gets confirmed in the driveway and the deposit you meant to ask for never turned up. We build booking systems for kids entertainers that lock in the date, the package and every detail, take the deposit and remind everyone before the big day. Then we host them and look after them.
Looking for kids party entertainer booking software?
Parents want to see your packages, check if Saturday the 14th is free and book before the kids get home from school. You need the birthday child's name, their age, the address, how many kids are coming and whether it's a park or a living room. Right now that's 30 messages across Messenger, Instagram and text, plus a diary that only makes sense to you.
Wollopit builds booking software for kids entertainers around how your business actually runs. Parents pick a package, add extras like face painting or balloon twisting, see the travel fee for their suburb and pay a deposit on the spot. Party details land in one place, reminders go out on their own and your Saturday run sheet is ready on your phone. Solo magician or a team of costumed characters, we build it to fit then host it and look after it.
01The problems
What we hear from kids entertainers
Does your kids entertainment business have these problems? Here's how we'd fix them.
Most kids entertainers we talk to are brilliant with a room full of six-year-olds and stretched thin by the admin. It all holds together until three parties land on one Saturday.
- The problemBookings live in your DMsEnquiries arrive on Messenger, Instagram, text and email. Finding out the date, time and address takes a dozen messages.How we fix itOne online booking form that collects the package, date, time, address and party details in a couple of minutes.
- The problemThe same 'how much?' all dayEvery parent asks for prices and what's included, so you type out your packages again between parties.How we fix itPackages with prices, inclusions and run times on your website, ready to book straight from the page.
- The problemNo deposit, no commitmentA parent cancels on Friday night and your Saturday slot is gone with nothing to show for it.How we fix itDeposits taken at booking by card with your cancellation terms agreed before they pay.
- The problemWeekends that double upTwo parties pencilled in for the same 11am because one was in the diary and one was in a message.How we fix itA live availability calendar that blocks the slot the moment it's booked, including travel time between parties.
- The problemTravel fees worked out by handYou check Google Maps for every enquiry then feel awkward adding a fee for the drive out.How we fix itTravel fees set by suburb or distance, shown to parents before they book so there's no awkward chat.
- The problemThe wrong name on the cake momentYou arrive not knowing the birthday child's name, age or how to pronounce it. Allergies come up halfway through.How we fix itA party details form covering the child's name and pronunciation, age, theme, guest numbers, allergies and parking.
- The problemJuggling characters and costumesTwo parents book the princess for the same morning and there's only one dress. The team finds out by group chat.How we fix itA team roster that matches entertainers, characters and costumes so nothing gets double booked.
- The problemChasing the balanceBalances paid in cash on the day or forgotten for weeks. Reconciling it all takes Sunday night.How we fix itAutomatic balance reminders before the party, card payments on your phone and everything flowing into Xero.
- The problemParents forget the detailsWrong address, a moved start time or a park nobody can find. You're left waiting with a bag of tricks.How we fix itReminder texts and emails a week out and the day before, with a quick link to confirm or update details.
- The problemDaycares and schools want invoicesChildcare centres, libraries and councils need quotes, purchase orders and proper invoices, not a Messenger chat.How we fix itQuote and invoice workflows for centres and councils, with repeat bookings and invoices straight into Xero.
- The problemHappy parents never asked for a reviewThe party was a hit, everyone said thanks and then nobody left a Google review.How we fix itA review request sent the evening after the party while the kids are still talking about it.
- The problemNext year's party goes to someone elseYou did a great job for the fifth birthday and never heard from them for the sixth.How we fix itA rebooking reminder a couple of months before next year's birthday with their favourite package ready to go.
02What we build
Solutions
What we build for kids entertainers. 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.
Add-ons & extras
Face painting, balloon twisting, lolly bags and extra time with their own prices and time added to the booking.
Deposits & balances
Card deposits at booking, automatic balance reminders and tap-to-pay on the day.
Party details forms
Child's name and pronunciation, age, theme, guest numbers, allergies, venue and parking notes.
Live availability
A calendar that shows parents real free slots with travel time between parties built in.
Travel fees
Fees by suburb, zone or distance, calculated automatically and shown before checkout.
Saturday run sheet
Every party for the day on your phone in order, with addresses, details and what's still owing.
Team & character roster
Entertainers, characters and costumes matched to each booking with no double ups.
Reminders & confirmations
Texts and emails a week out and the day before, with a link to update details.
Centre & school invoicing
Quotes, purchase orders and invoices for daycares, libraries and councils, synced to Xero.
Reviews & rebookings
Review requests after the party and a nudge before next year's birthday.
A website that books
Quick on mobile, built to rank for 'kids party entertainer near me' with booking right on the page.
03The systems
The big ones
Your whole party business, on one system.
These are the systems kids entertainers ask us about most. Each one works on its own and they get properly handy when they're joined up.
Party booking
Parents pick a package and book. You just turn up.
Your packages, extras and real availability sit right on your website. Parents choose a date, see the travel fee for their suburb and pay a deposit before they close the tab. No back and forth, no pencilled-in Saturdays.
- Packages with prices and inclusions
- Add-ons with their own time and price
- Live availability by entertainer
- Travel time between parties blocked out
- Travel fees by suburb or distance
- Card deposits at booking
- Cancellation terms agreed up front
- Works from Instagram and Facebook links
Party details & run sheet
Know the birthday kid's name before you knock.
Every booking collects the details that make a party go smoothly, then turns them into a run sheet on your phone. Names, ages, allergies, themes and where to park are all there before you load the car.
- Child's name and how to say it
- Age, theme and favourite characters
- Guest numbers and age range
- Allergies and sensitivities for face paint
- Venue type: home, park or hall
- Parking and access notes
- Day's run sheet in order
- One-tap directions to each party
Team & characters
The right entertainer in the right costume.
For businesses with more than one performer, bookings are matched to entertainers, characters and costumes so nothing doubles up. Your team sees their parties on their phone and you see the whole weekend at a glance.
- Roster by entertainer and skill
- Characters and costumes as bookable items
- Costume clash warnings
- Team app with party details
- Availability and leave from the team
- Pay rates per party for each entertainer
- Kit and prop checklists
Payments & reminders
Paid before the party. Remembered by everyone.
Deposits, balances and reminders run themselves. Parents get a text a week out and the day before with what's owing and a link to fix any details. Payments drop into Xero without you retyping a thing.
- Automatic balance reminders
- Tap-to-pay on your phone
- Week-out and day-before texts
- Link to confirm or update details
- Invoices for centres and councils
- Payments synced to Xero or MYOB
- Refunds and credits for reschedules
Reviews & rebookings
One great party turns into next year's booking.
The evening after the party, parents get a friendly thank you and a link to leave a Google review. A couple of months before next year's birthday they get a nudge with their package ready to rebook.
- Review requests after every party
- Google review link in one tap
- Birthday dates kept on file
- Rebooking reminder before next birthday
- Sibling birthdays captured too
- Simple email updates for past families
04How it changes
Before and after
A Saturday of three parties, wolloped.
Here's how a busy party Saturday could change. Every entertainer runs things differently, so we map yours first.
Before
- Scroll back through Messenger to find the addresses
- Realise you never got a deposit for the 1pm
- Ring the parent to check the birthday kid's name
- Two parties booked too close to make the drive
- Chase balances in cash at the door
- Forget to ask anyone for a review
After
- Run sheet on your phone with every address in order
- Deposits paid when each party was booked
- Name, age and allergies already on file
- Travel time blocked out between parties
- Balances paid before the day by card
- Review requests go out that evening on their own
05Services
Everything under one roof
Software, websites and systems for kids entertainers.
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 kids entertainers
Built around how your kids entertainment business actually runs: package booking, add-ons & extras and the admin in between, in one system you own.
Websites for kids entertainers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Kids entertainment business 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 kids entertainers
Deposits & balances and party details forms: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Stripe, Square and Xero so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your kids entertainment business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you already rely on, work alongside the ones you're happy with or replace the ones holding you back.
- Stripe
- Square
- Xero
- MYOB
- Google Calendar
- Google Maps
- Google Business Profile
- Messenger
- Twilio SMS
- Mailchimp
- Spotify
- YouTube
- Canva
- WordPress
- Squarespace
- Wix
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 kids entertainment business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit down with you and walk through a busy weekend, from the first enquiry to packing up the props, to see where the time goes.
- 02
Archi-tech
We plan it before writing code: your packages, extras, travel zones, team, payments, reminders, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually online booking with deposits 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 needs fixing you call the people who built it.
08Questions
FAQ
Things kids entertainers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can parents add extras like face painting?
Yes. Add-ons are offered during booking with their own prices and time added to the party, so the calendar knows how long you'll really be there.
Can travel fees be worked out automatically?
Yes. We can set fees by suburb, zone or distance from your base. Parents see the fee before they pay so you never have to bring it up.
We have a few entertainers and costumes. Can it handle that?
Yes. Bookings can be matched to entertainers, characters and costumes so nothing gets double booked. Your team sees their parties and details on their phone.
Can we invoice daycares, schools and councils?
Yes. Centres can request a quote, send a purchase order and get a proper invoice that flows into Xero or MYOB. Repeat bookings like term shows are easy to set up.
What happens if a party gets rained out or rescheduled?
You can move a booking to a new date in a couple of taps and the deposit moves with it. Your cancellation and reschedule rules are applied the way you set them.
Do we have to switch from what we use now?
No. If Square, Xero or your Google Calendar is doing its job we build around it. If something's holding you back we'll show you what replacing it would involve before anything changes.
How much does a booking system cost?
It depends on what you need, so we quote up front once we understand your business. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like package booking with deposits can be quick. Bigger systems are built 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 kids entertainers 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 kids entertainment business 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.