Booking System for Guided Tours

Yes. BookSpot is built specifically for guided tours and experiences where group size, guide availability, equipment and timing all need to work together.

The system helps tour operators manage bookings, capacity, guides, and resources in real time, ensuring smooth operations and preventing overbooking even when running multiple tours simultaneously.

No, BookSpot prevents overbooking automatically by using resources, such as guides,vehicles or equipment.

Resources ensure that the same guide or equipment cannot be booked for multiple tours at the same time.

If you offer multiple tours simultaneously, you simply connect the same resource to those tours. BookSpot then manages availability automatically, ensuring you never exceed your real capacity while maximising bookings.

Example 1: Sharing equipment between tours

Imagine you offer two guided tours on bike at the same time. Each tour allows up to 20 participants, but you only have 20 bikes in total.

By setting up the bikes as a resource, BookSpot automatically tracks shared availability between the tours. Guests can book either tour, but the total number of participants across both tours can never exceed 20.

This allows you to offer multiple tours without manually managing capacity.

Example 2: Sharing guides between tours

Let’s say you offer four guided tours at the same time, but you only have two guides available.

By setting your guides up as resources, BookSpot automatically limits how many tours can be booked at once. If two tours are booked, both guides are assigned and the remaining tours become unavailable for that time slot, while the two tours with guides will be available for others to book.

This ensures you never schedule more tours than you have guides for.

Example 3: Private and shared tours

If you offer shared tours, where multiple guests can jointhe same tour and private tours, resources help manage availability withoutconflicts.

With resources,BookSpot controls the tour availability. Ifan open tour is booked, the private tour for that departure will be blocked,while the open tour remains available until capacity is reached.

If a private tour is booked, both the private and open toursbecome unavailable for that departure, ensuring they never overlap.

Yes, customers can reschedule their booking using rebooking protection.

With rebooking enabled, guests can change the date or time of their tour themselves. You define the rules, such as price for the rebooking protection and how close to the start time changes are allowed.

When a booking is rescheduled, BookSpot automatically updates availability, releases the original spot and notifies you of the change.

This reduces no shows, improves the guest experience, increases revenue, and saves time on administration.

Yes. BookSpot includes a built-in agent feature that makes it easy to work with agents, resellers and external partners.

Agents can create bookings directly in the system and manage the bookings they’ve made. You can control exactly what each agent has access to, including which products they can sell and what commission they receive.

Agents also get access to their own reports to track sales, while you as admin have full visibility over all agent bookings, commissions and everything needed for reconciliation and invoicing.

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 season and busy days.