What is VenueBookr?
A complete booking platform for leisure venues: online bookings, payments, digital waivers, gift vouchers, memberships, resource management and reporting in one system — configured around your venue's own rules.
What kinds of venues is it for?
Session-based leisure venues — axe throwing, rage rooms, escape rooms, trampoline parks, soft play, laser tag, mini golf, climbing, karting and multi-activity centres. If you run bookable sessions with real capacity and safety rules, it fits.
How do we get set up?
Personally. Every venue is onboarded by us — we configure your products, pricing, waivers and policies around how you actually run, together. There's no "figure it out yourself" signup form, by design.
Do we need new hardware?
No. VenueBookr runs in a browser — your existing computers, tablets and phones are fine. Shared front-desk devices can use staff PINs so everyone works under their own identity on one till.
How do customers book?
On your own branded booking page, built mobile-first because that's where most bookings happen. You can also embed the booking widget directly into your existing website.
Can customers book more than one activity in a visit?
Yes — that's a signature feature. Customers build a multi-activity visit in one basket, and the system only offers time slots that genuinely work back to back, including your changeover buffers. One payment, one confirmation, one reference.
How do payments work?
Card payments run through Stripe or Square — your choice — connected to your own account, so your money settles directly to you. Staff can also record cash, card-machine, deposit and invoice payments against a booking.
Can we take deposits, or invoice groups?
Both. Take a deposit with the balance tracked as owed, hold a reservation to pay later, or run the booking on invoice — with a proper request-for-payment document first and a VAT invoice once paid. Built for schools and corporate groups.
Does it handle VAT?
Yes — UK VAT is built in: VAT-inclusive pricing, VAT invoices with sequential numbering once a qualifying booking is paid, and credit notes that reverse VAT correctly on refunds.
What happens on refunds?
Refunds unwind the way the booking was paid — card money back to the card, voucher-paid portions back to a voucher, and where enabled, amounts can be returned as account credit. Every movement lands in the booking's ledger.
How do waivers work?
Digitally, before arrival. One adult can sign a single family waiver covering themselves and their children. Dates of birth are captured so age rules are real, and retention periods are computed automatically to match insurance requirements.
Can it enforce our safety rules?
Yes — and at booking time, not at the door. Age confirmation for 18+ activities, child-to-adult ratio rules, hard capacity limits per session, and evacuation flags for who's in the building.
Do you support gift vouchers?
Fully: sold online from your branded gift page, delivered by email with a PDF, schedulable for a future date (birthdays), redeemable at checkout with partial balances tracked, and usable across a mixed-party booking.
Memberships and loyalty?
Both, natively. Paid membership plans with member pricing and benefits, family/household plans sharing one allowance, and loyalty tiers customers earn automatically from real visits and spend — all applied correctly at checkout.
Can customers change their own bookings?
Yes — from a secure manage-booking page: reschedule, cancel, add a guest, pay a balance. All of it inside the cut-offs and policies you set, so self-service never breaks your rules.
Does it send reminders?
Yes — booking confirmations and pre-visit reminders by email, and SMS where enabled. Email templates are editable, so the words are yours.
We already have bookings and customers. Can we bring them across?
Yes — a CSV importer with column mapping brings bookings and customers over from your current system, and imports can be rolled back if a file was wrong.
We have more than one site.
Multi-location is native: one organisation, multiple locations, each with its own products, settings and branding — and your subscription is priced per location.
What about staff permissions?
A proper role ladder (owner → manager → staff) with per-action permission toggles, location-scoped access, and an audit trail of who did what. Sensitive actions can be restricted to the people you choose.
Is it GDPR-friendly?
Data protection is designed in: customer data export and erasure tooling, waiver retention computed per record, and access controls throughout. Formal policy documents are part of onboarding.
What does it cost?
A simple monthly subscription per location — no surprise per-feature add-ons. Talk to us and we'll give you the number for your venue straight away.
What if we need something it doesn't do?
This is the actual difference: VenueBookr's founding principle is that the software bends to the venue. A "strange request" is usually already a setting; when it isn't, we scope it with you and build it as a configurable feature — not a one-off hack.