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Frequently Asked Questions.

Find answers to common questions about features, pricing, setup, and support.

Getting started

Explore how onboarding works, how fast you can go live and how we help you set up your booking system.

Onboarding with BookSpot is hands-on, guided and tailored to how your business actually operates.

Wether you sign up or book a demo, you’re paired with a dedicated onboarding specialist who will get to know you and your BookSpot setup.

Although onboarding can be done without the guidance of a specialist, most new customers have at least one meeting to go through and make sure everything is set up correctly.

We're always happy to help you get started with the system. Together, we can help you set up products, schedules, capacity rules, shared resources, payment providers and your “Booknow” button.

The goal is to ensure your booking system reflects your realoperations and that you feel confident managing it independently from day one.

With BookSpot, you'll always have unlimited support from the dedicated support team, who will also know your setup and business, as well as the onboarding specialist.

Most businesses can start taking bookings very quickly with BookSpot.

Many operators go live within a few hours by creating products, connecting a payment provider and embedding the booking widget on their website.

It can take a bit longer for more complex setups and manny products, but we're happy to assist to make sure you go live as soon as possible.

Yes. You can set up your BookSpot account entirely on your own if you prefer.

After creating an account, you get immediate access to the backoffice where you can create products, define schedules and preview the booking flow your customers will see. All neccesary features are available during the trial period.

Although some prefer to have several onboarding meetings to feel confident working in the system, many customers also start independently and then book an onboarding session to fine-tune their setup,

Yes. BookSpot is designed to be user-friendly and easy to learn, even if you’ve never used a booking system before.

The backoffice is built around everyday tasks such as managing bookings, handling payments, adjusting availability and communicating with customers. Most users feel comfortable using the booking system after a short introduction.

If you ever need help, our support team is just a chat, call or email away.

Yes, switching from another booking system to BookSpot is simple and fully supported.

Our onboarding team guides you through the entire move to ensure everything is set up correctly. We help you set up your products, configure schedules and availability, and assist with managing or transferring existing bookings where needed.

The goal is to make the transition smooth and stress-free, so your daily operations can continue without disruption. Most businesses are able to switch quickly, any time of the season, and start taking bookings in BookSpot within a short time.

Features

Discover how BookSpot helps you manage bookings, customers, availability, payments and resources in one place.

BookSpot is primarily designed for activities and experiences, or just businesses that sell time-based experiences or rentable products.

This includes, for example:

Tours and safaris (boat, whale watching, northern lights tours, kayaking, helicopter, guided experiences, walking tours, dog sledding etc.)
Rentals (kayaks, canoes, bikes, snowmobiles, equipment etc.)
Experiences and activities (high ropes courses, paintball, escape rooms, workshops, saunas, trail riding)
Accommodation (campsites, tents, glamping, cabins etc.)

If availability, capacity or resources matter to your operation, BookSpot is built for you.

Yes. BookSpot is built to handle shared and private bookings without conflicts.

You can connect both options to the same underlying resource.

Then, if a private booking is made, the shared option is automatically blocked for that time slot. If a shared booking is made first, the private option is blocked while the shared experience remains bookable until its capacity is reached.

This ensures you never overbook while still maximising availability and revenue.

Yes. BookSpot makes seasonal and date-based pricing easy.

You can:

Set different prices for low and peak season
Adjust pricing for weekends, holidays or specific dates/times
Apply pricing rules per product

The correct price is automatically applied based on the dates selected by the guest, no manual changes needed.

Yes. BookSpot supports passes, vouchers and multi-use products.

You can sell:

Seasonal passes
Multi-visit cards
Gift cards and vouchers

Each can have its own validity rules, usage limits and redemption logic, making them ideal for repeat customers and loyalty offers.

Yes. BookSpot supports fast, on-site check-in using QR codes.

You can include a QR code in the booking confirmation that guests scan on arrival. This allows for quick verification and a smooth check-in process, which is especially useful during peak times.

Yes, BookSpot makes it easy to sell packages and bundled experiences directly through your booking flow. You can combine multiple activities, tours or services into a single package with one clear price, while still keeping availability and capacity accurate behind the scenes.

For example, you can bundle a guided activity with equipment rental, transport, food or a follow-up experience, and control exactly what’sincluded in each package. BookSpot automatically manages availability across all included products, so nothing can be overbooked.

Packages are a great way to increase your average booking value, create unique offers and make it easier for guests to book complete experiences in one go, without adding extra administration for your team.

Yes. BookSpot includes built-in messaging tools that let you communicate with customers easily, both automatically and manually.

You can set up automated emails or SMS messages that are triggered by specific events, such as when a booking is created, a certain number of days or hours before an activity starts, or after the experience has taken place. This is ideal for confirmations, reminders, preparation or follow-up messages.

In addition, you can send bulk messages directly from the backoffice. This allows you to contact guests on a specific date, departure, or select individual bookings. For example, you can quickly inform guests about changes to a departure time, weather updates, meeting point adjustments or last-minute reminders.

All communication is handled in one place, helping you keep guests informed, reduce manual admin and ensure a smooth experience before, during and after the activity.

Yes, BookSpot makes it easy to offer add-ons as part of the booking experience.

Extras such as equipement, gear, transport services, food, beverages or merchandise can be presented during checkout, allowing customers to include them with their booking in just one click.

This gives you a simple way to increase your average booking value while keeping the booking process smooth for your customers.

Pricing

Learn more about BookSpots pricing and what is included in the BookSpot experience.

BookSpot uses a transparent pricing model based on completed bookings, you only pay a small percantage-based fee when a booking is completed.

This means you can set up your account, configure your products and start accepting bookings without upfront costs or financial risk.

The price includes everything you need to run your operation efficiently. You get unlimited users, unlimited products, unlimited bookings, access to all features and full onboarding and support.

BookSpot charges per booking, not per user.

You can add as many team members as you need without additional cost, and you only pay when a booking is completed.

This makes it easy to scale your operation without worrying about user-based fees.

No, there are no extra charges for adding users.

You can invite guides, office staff, agents and seasonal employees at no additional cost.

Your pricing is always based on completed bookings, not on how many people use the system.

No, there is no binding or cancellation period.

You are free to start or stop using BookSpot whenever you like, and you only pay when customers complete bookings. We believe in long term partnerships built on flexibility and trust.

No, BookSpot does not charge extra for bookings coming from OTA's.

Bookings from platforms like GetYourGuide or Viator are handled the same way as direct bookings, with no additional integration fees from our end.

Everything you need to run your activity business with BookSpot is included.

This covers unlimited users, products, bookings, all system features, as well as onboarding and ongoing support.

Support

Our support team is here to help you get the most out of BookSpot. Learn how to contact us, what support includes and how we assist you as your business grows.

You can contact BookSpot support via chat, email or phone whenever you need assistance.

You’ll always speak with real people who understand activity, tour and experience-based businesses, never outsourced support.

Our support team takes the time to get to know your business, setup and how you operate, so when you reach out, you’re speaking to someonewho already understands your operation.

Many BookSpot customers build long-term relationships withour support team and often know their contacts by name. This leads to faster responses, better advice and support that genuinely feels like an extension of your own team.

BookSpot’s support team is available on weekdays from 8am to5pm (GMT+1).

Outside these hours, you can still contact us via chat or email, and you’ll receive a response as soon as possible on the next working day. During peak season or urgent operational situations, we also provide support during evenings and weekends.

In addition, our knowledge base is available 24/7, giving you instant access to step-by-step guides, best practices and answers whenever you need them.

Yes, meetings and consultations are always included at no extra cost.

You can book walkthroughs, optimisation reviews or just a session to brainstorm ideas with a BookSpot specialist whenever it suits you.

The sesessions are often used to:

Prepare products for the season
Set up new products, bundles, agents or sales channels
Improve workflows and reduce admin
Showcase and discuss new features

Many customers schedule regular check-ins to make surethey’re getting the most out of the system as their business grows or changes.

BookSpot also hosts free webinars, where you can get walkthroughs of new features together with other BookSpot users.

Click here to read more or book your consultation.

Yes. Customer feedback plays an important role in how BookSpot evolves.

All feature requests are logged, reviewed and discussed internally by our product team. BookSpot is developed continuously based on the needs and requests from activity and experience operators, not assumptions or generic software roadmaps.

While we do our best to meet your wishes, not every request is implemented immediately. However, every suggestion is taken seriously and helps shape future improvements to the platform.

Yes. Support at BookSpot goes beyond fixing issues or answering questions.

Our team actively helps you: