Answers to operators' frequently asked questions about booking systems: choosing, comparing, integrations, costs and everyday use.
Here we answer questions that leisure venue operators often ask us when they introduce a new booking system or want to improve their existing one. The answers are meant to help you, whichever system you choose.
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Start with your processes, not the software. Write down what you want to make bookable (lanes, rooms, time slots, packages), how many bookings you have on a busy day and which systems you already use, such as your till and accounting. Then ask two or three providers to show you exactly how these processes look in their system.
Compare them using the same questions: can guests book and pay online around the clock? Can deposits and cancellation terms be set to your rules? Does the system work with your till and accounting? Is there support in German, and is data processed in line with the GDPR? Also ask about all running costs, not just the monthly price.
For leisure venues, what counts above all are time slots, capacity limits per lane, room or area, group bookings and packages, online payment with deposits, and automatic confirmations and reminders. If you offer several things, such as bowling, laser tag and food and drink, make sure everything comes together in one schedule.
A small business mainly needs online booking that reliably shows only free times, simple management for the team and automatic confirmations. Many extra features can be added later. Make sure the system is easy to use and can grow with you when you add more activities or locations.
Typical ones are the till system (in Germany with a TSE, the required till security device), accounting, payment providers and, where relevant, admission control or food and drink. When these systems exchange data, nobody has to retype anything, and you see bookings and revenue in one place. Ask the provider which integrations exist today and what they cost.
Ask whether new offers, further locations and additional payment methods can be added without changing systems. Also check how you can export your data in case you want to switch later. A system that grows with your business saves you from having to switch early.
Ask to see a booking from the guest's first click to the entry in the schedule, ideally on a mobile phone. Also ask for a test account and run through typical cases: a rebooking, a group with a package and a cancellation. If your team can manage that without lengthy training, that is a good sign.