Group bookings

Manage bookings with multiple participants and group organizers.

Group bookings let a single customer book on behalf of multiple participants — for example, a parent booking for their children or an event organizer reserving places for a team. The booking organizer handles payment and can add participant details before or after checkout.

How group bookings work

1. Select participants

   The organizer selects an activity session and specifies the number of participants.

2. Complete payment

   They complete payment for all places in a single transaction.

3. Provide participant details

   After payment, the organizer is prompted to fill in individual participant details (names, contact information, and any custom fields).

4. Details stored

   Each participant’s details are stored against the booking and visible in your bookings dashboard.

Capacity is reserved at the time of booking. If an organizer books 10 places, those 10 spots are immediately deducted from the session’s available capacity.

Collecting participant details

After a group booking is paid, the organizer can fill in participant details at any time before the activity starts. You can use automated workflows to prompt them:

Trigger	Use case
New group booking	Send an immediate reminder to complete participant details
Group booking reminder	Send a follow-up before the session if details are still missing

The organizer receives a link where they can enter each participant’s name and any required information.

Set up both triggers together — an immediate reminder and a follow-up a few days before the session. This gives organizers flexibility while ensuring you have the details you need.

Waivers for group bookings

If the activity requires a waiver, each participant needs to complete it individually. The organizer can share the waiver link with participants, or you can set up a waiver reminder workflow to notify participants directly.

You can check waiver completion status for each participant from the booking details.

Waivers are not transferable between bookings. Even if a participant completed a waiver for a previous session, they may need to complete a new one for the current booking depending on your waiver settings.

Add-ons for groups

Add-ons behave differently based on their configuration:

Add-on type	Behavior
Per-person	Charged for each participant in the group. A 10-person group with a per-person add-on is charged 10 times.
Per-booking	Charged once regardless of group size. Useful for equipment that the whole group shares.

Pricing for groups

Group bookings are priced per participant using the activity’s standard ticket prices. If you want to offer discounted rates for larger groups, you can:

• Create a discount code with a minimum participant requirement
• Use tiered pricing to automatically reduce the per-person cost at higher quantities
• Offer a group-specific activity pass for regular group organizers

Managing group bookings

From the bookings dashboard, you can:

• View all participants and their details
• Add or remove participants (subject to available capacity)
• Check waiver status for each participant
• Edit participant information after the booking is created
• Process partial refunds if individual participants cancel

Reducing group size

If a participant drops out, you can remove them from the group booking. This frees up their capacity for other customers. You can then process a partial refund for the removed participant — either to the original payment method, as store credit, or as cash.

Increasing group size

If the organizer wants to add more participants after the initial booking, you can add them directly from the booking details, provided the session has available capacity. The organizer is charged for the additional participants.

Troubleshooting

The organizer hasn't provided participant details

Check whether workflow reminders are configured. You can also manually send the participant details link from the booking details page.

A participant can't access the waiver link

Verify that the waiver link was sent to the correct email address. The organizer can reshare the link, or you can resend the waiver notification from the booking details.

Group capacity doesn't match the session

All group places count toward the session’s total capacity. If the session shows as full, check whether the group booking was counted correctly. Each participant in a group uses one capacity slot.

Related guides

Managing bookings

View and manage bookings across all channels.

Automated workflows

Set up reminders for group organizers.

Cancellations and refunds

Process partial refunds for group changes.

Discount codes

Create group discounts with minimum participant rules.