School booking portal
Schools request dates, confirm numbers, upload class lists and track what's outstanding in one login.
Outdoor education software: camps, forms & groups
Outdoor education: every student's forms in before the bus. More bush, less paperwork.
Medical forms turn up on paper the morning of camp. Group lists get rebuilt in a spreadsheet every time a kid drops out and the kitchen finds out about the coeliac student at dinner. We build camp management systems for outdoor education providers that get schools, parents, instructors and the kitchen organised before the bus pulls in. Then we host them and look after them.
Looking for school camp management software that handles the forms, the groups and the staff?
An outdoor education provider is a booking business, a medical records office, a catering kitchen, a staffing agency and a risk department rolled into one, usually run from an office with patchy reception. Every school sends numbers by email. Every parent fills in a slightly different version of the form. The instructor roster changes three times a week and the real program lives in the camp manager's head.
Wollopit builds custom outdoor education software around how your camps actually run. Schools book and update numbers in their own portal. Parents fill in medical and consent forms on their phones with reminders until they're done. Students drop into activity groups and cabins in a few clicks. The kitchen gets dietary lists that are actually right and instructors see their week on their phone. We connect the tools you already use, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from outdoor education providers
Does your outdoor education provider have these problems? Here's how we'd fix them.
Most outdoor ed providers we talk to are brilliant at getting kids up a rock wall and out of their comfort zone. The admin behind it runs on email, paper and a lot of goodwill.
- The problemMedical forms on paperForms turn up late, half filled in or in a shoebox on the bus. Someone is typing allergies into a spreadsheet at 10pm.How we fix itOnline medical and consent forms parents fill in on their phone, with automatic reminders until every single one is in.
- The problemChasing schools for numbersFinal numbers, class lists and teacher names drip in by email right up to the week of camp.How we fix itA school portal where the coordinator uploads the class list, updates numbers and sees exactly what's still missing.
- The problemGroup lists by handActivity groups and cabin lists get rebuilt in a spreadsheet every time a student pulls out or two kids can't be together.How we fix itDrag and drop group and cabin allocation with friendship requests and keep-apart rules flagged automatically.
- The problemThe kitchen finds out lastDietary needs and allergies reach the cook on a printout that's already out of date.How we fix itLive dietary reports per meal with allergy counts and names, updated the moment a parent changes a form.
- The problemInstructors rostered by textWho's on high ropes Tuesday gets sorted by text and the roster on the wall is wrong by lunchtime.How we fix itRosters by activity and session on every instructor's phone, with ratios and qualifications checked as you roster.
- The problemQuals expire quietlyFirst aid, Working with Children checks and activity tickets live in a filing cabinet until audit time.How we fix itStaff qualification records with expiry alerts so nobody gets rostered on abseiling with a lapsed ticket.
- The problemRisk documents everywhereRisk assessments, SOPs and emergency plans sit in different folders on different laptops in different versions.How we fix itRisk docs stored per activity and program, version controlled and sent to schools with their booking pack.
- The problemIncidents on scraps of paperA rolled ankle on the hike gets written on the back of a group list and the school hears about it secondhand.How we fix itIncident and medication logs on a phone in the field, with the right people notified and a report ready for the school.
- The problemWho's where, exactly?Nobody can say for sure which kids are out on the canoe trip and which are back at base with a headache.How we fix itRoll call by group on any phone, so you know where every student is at any moment of the day.
- The problemPrograms rebuilt every termEach camp's timetable is last year's Word doc with the dates changed and the mistakes kept.How we fix itA program builder with reusable activity blocks, wet weather backups and a printable run sheet for every group.
- The problemGear nobody's checkedHarnesses, helmets and PFDs get used without anyone knowing when they were last inspected.How we fix itAn equipment register with QR tags, inspection logs and retirement dates that flag before gear goes out.
- The problemInvoices that don't matchNumbers change after the deposit, the invoice is wrong and accounts spends a morning fixing it in Xero.How we fix itDeposits and final invoices calculated from actual attendance and sent straight to Xero or MYOB.
02What we build
Solutions
What we build for outdoor education providers. 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.
Parent forms & consent
Mobile-friendly medical, consent and photo permission forms with SMS and email reminders until they're done.
Medical & dietary profiles
Allergies, medications, action plans and dietary needs per student, visible to the right staff only.
Group & cabin allocation
Drag and drop students into activity groups and cabins with friendship requests and keep-apart rules.
Program & timetable builder
Reusable activity blocks, rotations, wet weather backups and run sheets per group.
Kitchen & dietary reports
Meal counts, allergy lists and special plates per sitting, always current.
Instructor rosters
Rosters by activity and session with ratios checked, shift swaps and casual call-outs on staff phones.
Staff quals & inductions
First aid, WWCC, activity tickets and induction records with expiry alerts.
Risk document library
Risk assessments, SOPs and emergency plans per activity, versioned and shared with schools.
Incident & medication logs
Field-ready logs on a phone with photos, notifications and reports for the school.
Roll call & head counts
Quick roll calls per group and activity so you always know who's where.
Equipment register
QR-tagged gear with inspection logs, service dates and retirement alerts.
Invoicing & deposits
Deposits, final invoices and per-student charges from real numbers, synced to Xero or MYOB.
A website that books camps
Hand-built and quick on mobile, with programs, facilities and an enquiry form that feeds the school portal.
03The systems
The big ones
Your whole camp, on one system.
These are the systems outdoor ed providers ask us about most. Each one works on its own and they get properly clever when they're joined up.
School bookings
Schools book, confirm and upload in one place.
Every school gets its own portal for dates, numbers, class lists and teacher details. The coordinator can see exactly what's done and what's missing, so you stop chasing them by email.
- Date requests and holds
- Class list upload from a spreadsheet
- Teacher and supervisor details
- Live count of forms still missing
- Booking pack with risk docs attached
- Program preview for the school
- Deposit and final invoice tracking
- Repeat bookings for next year
- Messages kept with the booking
Parent forms
Every form in. Every allergy known.
Parents fill in medical, dietary and consent forms on their phone in a few minutes. Reminders go out on their own until each one is done and the kitchen and instructors see the details that matter to them.
- Mobile-friendly forms
- Medical and dietary details
- Action plan uploads for asthma and anaphylaxis
- Activity and photo consent
- Automatic SMS and email reminders
- Changes flow straight to the kitchen
- Medication schedules for staff
- Privacy controls by staff role
- Forms reused for next year's camp
Groups & programs
Groups sorted in minutes, not evenings.
Drop students into activity groups and cabins with the rules built in. Build the program from activity blocks you've already used and every group gets its own rotation and run sheet.
- Drag and drop groups and cabins
- Friendship requests honoured
- Keep-apart rules flagged
- Gender and year level balance
- Activity rotations per group
- Wet weather backups
- Printable run sheets
- Instant updates when a student drops out
Staff & rosters
The right instructor on the right activity.
Roster instructors by activity and session with ratios and qualifications checked as you go. Staff see their week on their phone and you get warned well before a ticket expires.
- Rosters by activity and session
- Ratio checks per group
- Qualification checks while rostering
- Expiry alerts for first aid and WWCC
- Casual availability and call-outs
- Shift swaps with approval
- Induction records
- Hours export for payroll
Risk, incidents & gear
The safety paperwork, sorted and on hand.
Risk assessments and SOPs live with each activity and go out with every booking pack. Incidents get logged in the field and gear inspections are tracked so nothing unsafe leaves the shed.
- Risk assessments per activity
- Version history on every document
- Emergency plans per site
- Incident logs with photos
- Medication administered logs
- School and parent notifications
- QR-tagged equipment
- Inspection and retirement dates
- Roll calls by group
04How it changes
Before and after
A Year 9 camp, wolloped.
Here's how the week before a big school camp could change. Every provider runs differently, so we map yours first.
Before
- Eight medical forms still missing on Friday
- Group spreadsheet rebuilt after two dropouts
- Kitchen gets a printed dietary list that's wrong
- Instructors rostered by text on Sunday night
- Risk docs emailed to the school one by one
- Invoice fixed by hand when numbers change
After
- Parents reminded on their own until every form is in
- Groups and cabins updated in two clicks
- Kitchen list updates live from the forms
- Roster published to every instructor's phone
- Booking pack with risk docs sent automatically
- Final invoice built from real numbers in Xero
05Services
Everything under one roof
Software, websites and systems for outdoor education providers.
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 outdoor education providers
Built around how your outdoor education provider actually runs: school booking portal, parent forms & consent and the admin in between, in one system you own.
Websites for outdoor education providers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Outdoor education provider 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 outdoor education providers
Medical & dietary profiles and group & cabin allocation: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Google Workspace, Microsoft 365 and Operoo so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your outdoor education provider, 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 platforms you're happy with or replace the ones holding you back.
- Google Workspace
- Microsoft 365
- Operoo
- Compass
- Sentral
- SEQTA
- Xero
- MYOB
- Stripe
- Mailchimp
- Twilio SMS
- Google Calendar
- Deputy
- Employment Hero
- SafetyCulture
- Rezdy
- Canva
- Zoom
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 outdoor education provider: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time in your office, at the kitchen pass and out on activities, then work out what's actually slowing your camps down.
- 02
Archi-tech
We plan it before writing code: your schools, forms, groups, programs, staff, risk docs, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually forms or groups first, so you get a win before your next big camp.
- 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 outdoor education providers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can parents fill in forms on their phones?
Yes. Forms are mobile-friendly with reminders until they're done, so nobody is chasing paper the week of camp.
Is student medical information kept secure?
Yes. Medical details are stored securely on our managed servers and staff only see what their role needs. The kitchen sees dietary needs and instructors see what matters for their group.
Can schools upload their own class lists?
Yes. Coordinators can upload a spreadsheet or export from their school system. We can also look at connecting with platforms like Compass or Sentral where the school allows it.
We already use Operoo for forms. Do we have to switch?
No. If a platform is doing its job we build around it, pulling the details into groups, kitchen lists and rosters. If it's holding you back, we'll show you what replacing it would involve before anything changes.
Will it work out in the bush with bad reception?
We can build roll calls and incident logs to work offline on a phone, then sync when staff are back in range.
How much does an outdoor education 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 forms or a group allocation tool 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 outdoor education providers 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 outdoor education provider 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.