Tour builder
Guests pick wineries, vehicle, lunch and extras with the price updating live, then pay a deposit or in full.
Wine tour booking software: tour builders & shared seats
Wine tours: build the day, see the price. More pouring, less phoning.
Custom quotes go back and forth by email. Cellar doors get booked by phone and the pickup list is scribbled on a notepad the night before. We build tour builders, shared tour bookings, winery schedules and pickup runs for wine tour operators that all talk to each other. Then we host them and look after them.
Looking for a wine tour booking system that handles private tours, shared seats and the wineries?
A wine tour business is a transport company, a hospitality planner and a travel agent rolled into one minibus. Private tours need custom quotes. Shared tours need seat counts that agents can't oversell. Every booking means ringing cellar doors, booking lunch, sorting pickups and chasing deposits from a hens party that can't agree on anything.
Wollopit builds custom wine tour software around how your days actually run. Guests build their own tour online and see the price as they go. Partner wineries get their arrivals without a phone call. Drivers get a run sheet on their phone and guests get a text when the bus is five minutes out. We connect the booking platform you already use, replace what's holding you back and look after the lot on our own servers.
01The problems
What we hear from wine tour operators
Does your wine tour business have these problems? Here's how we'd fix them.
Most wine tour operators we talk to know every cellar door in the valley by first name. The trouble is the admin that happens before anyone pours a glass.
- The problemEvery private tour is a quote by emailSomeone wants four wineries, a cheese stop and pickup from their Airbnb. Three emails later you've sent a price and they've booked someone else.How we fix itA tour builder on your website. Guests pick wineries, vehicle and add-ons, see the price update live and pay a deposit on the spot.
- The problemCellar doors booked by phoneEvery booking means ringing wineries to lock in tasting times, then ringing again when the group runs 40 minutes late.How we fix itWinery schedules that send each cellar door its arrivals, headcounts and times automatically, with updates when plans change.
- The problemPickups planned on a notepadThe pickup list gets written the night before and the driver spends 8am texting guests to ask which hotel they're at.How we fix itGuests choose a pickup point when they book. Pickups are sorted into a route and the driver gets the run sheet on their phone.
- The problemShared tour seats tracked looselyYour website, Rezdy and two agents all sell the same Saturday tour. Somebody always ends up with 13 people for a 12-seater.How we fix itLive seat counts tied to the vehicle, shared across your website, booking platform and agents so a full bus is full everywhere.
- The problemLunch booked separatelyLunch is a separate call to the restaurant. The vegetarian and the coeliac get lost somewhere between the email and the kitchen.How we fix itLunch as an add-on at checkout with menu choices and dietaries, sent straight to the restaurant with final numbers.
- The problemHens and corporate groups are a headacheBig groups need two vehicles, a custom run and a quote that changes every time someone drops out.How we fix itGroup packages with per-head pricing, multiple vehicles, run sheets and invoices that update when the numbers change.
- The problemChasing deposits from 14 peopleThe bride's sister booked the hens tour and now she's chasing everyone for money. So are you.How we fix itSplit payments where each guest pays their share by link, with automatic reminders and a balance due date.
- The problemWinery payouts at month endWorking out what you owe each cellar door in tasting fees across 60 tours takes a whole afternoon and a lot of squinting.How we fix itTasting fees tallied from every booking with a statement per winery, ready to pay and sent through to Xero or MYOB.
- The problemDrivers and vehicles on a whiteboardWho's got the 12-seater on Saturday? Is the van's service due? Has that driver's accreditation expired?How we fix itA vehicle and driver calendar with capacity, servicing and accreditation reminders, so nobody gets double booked.
- The problemReviews you never ask forGuests have a ripper day, say they'll leave a review and then forget by the time they've sobered up.How we fix itAn automatic thank-you text the next morning with your TripAdvisor or Google review link, plus photos from the day.
- The problemGift vouchers on paperVouchers sold over the phone, written in a book and impossible to check when someone turns up with one two years later.How we fix itOnline gift vouchers with unique codes, balances and expiry dates that redeem straight into the tour builder.
02What we build
Solutions
What we build for wine tour operators. 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.
Shared tour bookings
Scheduled tours with live seat counts per vehicle, waitlists and a full-bus cut-off across every channel.
Winery schedules
Each partner cellar door gets its arrivals, headcounts and tasting times by email or its own login.
Pickup lists & driver run sheets
Set pickup points, routes sorted by area and a run sheet on the driver's phone with guest names and numbers.
Guest SMS updates
Pickup reminders the night before and 'we're five minutes away' texts on the morning.
Lunch & add-ons
Lunch menus, cheese boards, chocolate stops and photography booked at checkout with dietaries passed on.
Group packages
Hens, bucks, birthdays, weddings and corporate days with per-head pricing and multiple vehicles.
Split payments & deposits
Each guest pays their share by link with reminders, balance due dates and cancellation rules.
Vehicle & driver calendar
Capacity, rosters, servicing and accreditation reminders in one place.
Winery payouts
Tasting fees tallied per winery from every booking with monthly statements sent to Xero or MYOB.
Gift vouchers
Sell vouchers online with unique codes, balances and expiry dates that redeem in the tour builder.
Reviews & follow-ups
Next-morning thank-yous with review links, tour photos and a rebooking offer.
Agent & platform sync
Seats and bookings kept in step with Rezdy, FareHarbor, Viator and the agents you sell through.
A website that books
Hand-built, quick on mobile and built to rank for 'wine tours' plus your region.
03The systems
The big ones
Your whole tour day, on one system.
These are the systems wine tour operators ask us about most. Each one works on its own and they get properly clever when they're joined up.
Tour builder
Pick the wineries. See the price. Book the day.
Guests build their own private tour on your website from your partner wineries, vehicles and add-ons. The price updates as they go, so no more three-email quotes. They pay a deposit and the booking flows straight into your schedule.
- Pick from your partner wineries
- Vehicle chosen by group size
- Price updates live as they build
- Lunch, cheese and chocolate add-ons
- Tour length and stop limits
- Pickup point and time chosen at booking
- Deposits or full payment by Stripe
- Blackout days and winery closures
- Gift vouchers redeemed at checkout
- Bookings land in your calendar
Shared tours
Sell every seat once. Never squeeze in a thirteenth.
Scheduled shared tours with seat counts tied to the vehicle on the day. Your website, booking platform and agents all see the same numbers. When the bus is full it's full everywhere.
- Seat counts per vehicle
- Synced with Rezdy or FareHarbor
- Agent and reseller allocations
- Waitlists for full tours
- Minimum numbers to run
- Upsize to a bigger vehicle
- Pickup points per tour
- Child and non-drinker pricing
- Weather and cancellation notices
- Seats sold by channel
Winery schedules & payouts
The cellar door knows you're coming.
Every partner winery gets its arrivals, headcounts and times without a phone call. Running late? Update the run and they know. At month end the tasting fees are already tallied, so paying each winery takes minutes.
- Daily arrivals per winery
- Headcounts and tasting times
- Late-running updates sent automatically
- Winery login or email summaries
- Closures and capacity limits
- Tasting fees per guest
- Monthly statement per winery
- Payouts sent through to Xero or MYOB
- Notes like 'hens group, keep it fun'
- Which wineries guests pick most
Pickups & drivers
No more 8am texts asking which hotel.
Guests choose a pickup point when they book and the system sorts them into a route. Drivers get a run sheet on their phone and guests get a text when the bus is close. Vehicles and drivers live on one calendar with reminders for servicing and accreditation.
- Set pickup points and times
- Routes sorted by area
- Driver run sheet on the phone
- Guest names, numbers and notes
- Night-before reminder texts
- 'Five minutes away' SMS
- Vehicle and driver calendar
- Service and rego reminders
- Driver accreditation expiry alerts
- Drop-off list for the end of the day
Groups & payments
Hens, corporates and birthdays without the chasing.
Group packages with per-head pricing, extra vehicles and a run sheet built in. Each guest pays their share by link and reminders do the chasing. Company bookings get a proper invoice.
- Hens, bucks, birthdays and corporate
- Per-head pricing by group size
- Multiple vehicles on one booking
- Split payments by link
- Automatic payment reminders
- Balance due dates
- Company invoices with ABN details
- Numbers update the quote
- Dietaries collected from each guest
- Group run sheet for the day
04How it changes
Before and after
A hens party tour, wolloped.
Here's how booking a 14-person hens tour could change. Every wine tour business is different, so we map yours first.
Before
- Quote sent by email, then sent again with two more guests
- Ring four wineries to lock in tasting times
- Call the restaurant about lunch and dietaries
- Chase the bride's sister for 14 deposits
- Text the driver a pickup list the night before
- Guests text at 8am asking where the bus is
After
- Tour built online and the price shown up front
- Wineries get their arrivals automatically
- Lunch and dietaries added at checkout
- Each hen pays her share by link
- Pickups sorted into a route on the driver's phone
- Guests get a 'five minutes away' text
05Services
Everything under one roof
Software, websites and systems for wine tour operators.
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 wine tour operators
Built around how your wine tour business actually runs: tour builder, shared tour bookings and the admin in between, in one system you own.
Websites for wine tour operators
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Wine tour 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 wine tour operators
Winery schedules and pickup lists & driver run sheets: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Rezdy, FareHarbor and Checkfront so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your wine tour business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the booking platforms and tools you rely on, work alongside the ones you're happy with or replace the ones holding you back.
- Rezdy
- FareHarbor
- Checkfront
- Stripe
- Square
- Xero
- MYOB
- Viator
- GetYourGuide
- Experience Oz
- TripAdvisor
- Google Business Profile
- Google Maps
- Mailchimp
- Twilio SMS
- Deputy
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 wine tour business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We ride along on a tour day and sit in on the office, then work out where the quoting, phoning and chasing is eating your time.
- 02
Archi-tech
We plan it before writing code: your wineries, vehicles, pickups, pricing, agents, 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 busy season.
- 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 wine tour operators ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can guests choose which wineries they visit?
Yes. Guests pick from your partner wineries and the price updates as they go. You set the rules like how many stops fit in a day, which wineries are closed and which vehicles suit which group sizes.
Can partner wineries see who's coming?
Yes. Each cellar door can get a daily email or its own login showing arrivals, headcounts and times. If you're running late they get an update without you picking up the phone.
Can each guest pay their own share?
Yes. Group bookings can be split so every guest pays by link, with automatic reminders and a balance due date. Corporate bookings can get a single invoice instead.
Will it stop agents overselling our shared tours?
That's the idea. Seat counts are tied to the vehicle and kept in step with your booking platform and agent channels, so a full tour shows as full everywhere.
We already use Rezdy or FareHarbor. Do we have to switch?
No. If your booking platform is doing its job we build around it: the tour builder, winery schedules, pickups and payouts on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.
How much does a wine tour 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 a tour builder or pickup run sheets 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 wine tour operators 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 wine tour 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.