BookingLive: Online Booking System

Need help? Read our FAQs

Below are the commonly asked questions about our booking system software.


About BookingLive

Who uses BookingLive?

Our customers range from Outdoor Adventure Centres and Activity Sports Centres to local authorities and SMEs. Many of our customers choose to be discreet; references are available on request.

Whoever you are, BookingLive will power any business operating standalone, single or multiple activities across various markets.

Is this e-commerce?

Yes. Making bookings online can involve a commerce transaction. Alongside bookings, BookingLive also accommodates reservations, product sales and more.

Does BookingLive have a Content Management System?

Yes. Our powerful and dynamic CMS is fully integrated with the booking system and gives you full control over the management and control of website content including metadata for improved search engine rankings.

Can you integrate with a flights booking system?

Yes we integrate with Sky Scanner where your customers are recommended flights dates and departures from Booking Live before they make their flight booking.

Can we have a copy of the software for our web servers?

No. BookingLive is not priced as licensed software. For various commercial reasons, we would have to license, on your behalf, some of our core infrastructure systems that we currently maintain a handful of licenses of, which would be very expensive.

Do you have an API to embed within our website?

Yes. We offer a full integration API with search and business Widgets customised for your site, and white labelling services and solutions. There are full instructions on integration options when you sign up.

Will you come to demonstrate and train us onsite?

We do appreciate that some clients will wish to meet us to discuss the software in person, particularly if buying software at the higher end of the range. We are very happy to arrange. Please contact us for further details.

What do we need to use BookingLive?

All you require is a PC or Mac with a web browser and secure connection to the Internet. You don't need to purchase additional hardware unless you are implementing our Membership software or external modules.

How long does it take to get up and running?

This can take from 1 hour to several months depending on the requirements. Every project is different depending on scale, design process, data migration, module customisation etc.

Why can't I just program my own booking system?

Writing a booking system is a long, complex and expensive process, believe us, we know. We've spent years building BookingLive to be simple, yet powerful, and suited specifically for certain types of businesses. This is not an 'off-the-shelf' product.

Our advanced features range from calendar integration to complex payment options. We're constantly adding new features such as mobile versions and accessibility support - things that would be complicated and expensive in a custom system.

Our speciality is building booking systems, so before you consider writing your own, come and talk to us about how we can help instead.

Key Benefits

What are the main advantages of BookingLive?

An excellent booking experience from our product is proven to create customers, not just visitors. At same time you reduce costs streamlining your administration, whilst providing 24/7 access to your customers. BookingLive is the most comprehensive system available for activity centres and outdoor adventure companies and continues to innovate each month – putting its clients ahead of competing businesses.

Can BookingLive accommodate all our needs?

Yes. Our experience with activity and sports companies has allowed us to construct a flexible and scalable modular based platform designed to integrate seamlessly with existing brands. This framework offers clients full control of the website with booking and customer management alongside direction of all marketing activity and communication.

What specifically can BookingLive do for me?

If you are looking for a comprehensive system that manages your customers, sales and enquiries, emarketing campaigns, bookings, staff, scheduling, finances, reports, promotional campaigns and more – look no further.

What can our customers use BookingLive for?

Customers can book multiple activities and courses online, purchase and redeem vouchers or ticketed events with pre-bookable extras, complete secure transactions and check event or activity availability. They can leave feedback after their activity and engage with other users through forums, photo galleries and social media – all within your own website.

Will BookingLive replace my paper based diary system?

Yes. BookingLive will allow you to manage your scheduling, availability and diary system for activities and courses across many locations. Your data will be stored online, without risk and will improve your business efficiency.

Can you take telephone bookings on our behalf?

Yes. We can take telephone bookings for you on your behalf with a dedicated number specifically for your booking office hotline. Please contact us for more information.

Can we use our existing website design?

Yes. However we recommend you host your website with us using our CMS. This way you will fully maximise your online potential including bookings and sales, customer retention and online marketing.

Can BookingLive match our existing website design?

Yes, BookingLive can be seamlessly integrated to match the design of your company website. Mango Studio also offer highly creative and user focussed design to compliment your online booking system.

Can the software be customised?

Yes. Please contact us with details of your specific requirements and we will provide you with a quotation. We also encourage clients to make us aware of features they would like to see in future software releases.

Do i need a booking system for my business

Including BookingLive into your business will provide a secure and robust method of processing bookings. It will help to reduce overheads, improve business administration, engage customers and increase turnover. Your business will better service your customers and guarantee a competitive advantage.

Is BookingLive available internationally

Yes. Our CMS and Booking System is designed for multi-lingual requirements including languages, currencies and locations.

How long will it take to setup my booking system?

You can setup your entire season diary in minutes. The user friendly interface will give you complete control.

Does BookingLive include Post Code lookups?

Yes. Auto Complete Post Code lookups are available as a core module with ongoing costs and will auto complete the address once a post code is accepted. This saves time and increase accuracy.

Software Functionality

Can I sell and redeem gift vouchers?

Yes. You can create unlimited vouchers with pre-configured redemption rules such as expiry dates, activity or course specific, location specific etc. Gift agents can be setup with specific invoice rules and setup on an invoice system to ease your financial administration process.

Can I setup special offers and promotions?

Yes. BookingLive allows you to setup percentage and fixed cost discounts with promotional codes, variable pricing or gift vouchers.

Can I assign different prices to different dates?

Yes. This module is called Variable Pricing. You can create your entire season availability in just minutes and then overwrite activity cost for specific day, dates or times using this module.

Can I sell merchandise?

Yes. You can upload your merchandise for sale within the system. You can assign costs etc and special parameters such as expiry dates, size, colour etc.

Can I configure the users of the Booking System?

Yes. Or premium plans allow you to add additional users to your account. Users can be configured with different access rights. You have the option to disable features such as exporting and reporting.

Can I import and migrate my existing database?

Yes. We have inbuilt tools to import your Member contact information. If you require specific data migration including schedule information, activities and courses from an existing database system, please let us know.

It is possible to cancel the bookings and schedules?

Yes. You can cancel bookings and cancel schedules at ease. BookingLive will give you options to send SMS and emails to your customers and easily rebook when required.

Can I configure prerequisites for bookings?

Yes. Pre-requisites can be configured to appear on the "Billing Page" if the customer has the product in their basket to ensure that custom pre-requisites are agreed at the time of booking for certain activities.

Can I avoid customers making double bookings?

Yes. The customer has 20 minutes to make their booking. If this time is expired, the booking is cancelled and the time slot becomes available again. It is possible to override the default 20 minute limit.

How long do booking notifications take?

Booking confirmations are processed instantly. If there is a heavy load on the server, booking confirmations are processed every 10 minutes. This includes sending emails and generating PDF's.

Can I force customers to book in advance?

Yes. You can set your product, activities and courses to have an advanced booking date requirement. You can set an activity to only be available for X days or only be available in X days, from the current date.

Can I change the email confirmation message?

Yes. The content of the confirmation messages can be changed. When a booking is made, a confirmation is always sent by email and optionally via text message (SMS) to the customer. You can configure the message and additional content specific to an activity or course.

Can I export information to Excel files?

Yes. BookingLive allows you to download and export all your data in CSV format – readable by Excel.

Costs & Plans

How much does BookingLive cost?

Pricing is based on the number of Widgets, modules, disk space and services required. Most customers are happy to start small, use our creative and marketing services and grow from there. Find out more.

How do I get a merchant bank account?

You will need to apply to one of the Merchant Account providers. The best solution is to approach your own bank first and they will refer you to their own Merchant Account section.

Is there flexibility in the cost?

Our minimum level of engagement is £2,500. However we do try our best to help every customer and should you have a specific budget and requirements in mind, please let us know.

What methods of payment are included in BookingLive?

BookingLive does seamlessly integrate into several popular payment processors including PayPal, Datacash and SagePay. Full or part payments (deposits) can be taken by debit or credit card, cash or cheque, provisionally and as an enquiry. If you have other requirements, we want to hear from you.

Do the costs include VAT?

No. All costs quoted exclude UK VAT. If you are in the EU and are not a registered business on a premium plan, you need to notify us.

Are there any hidden costs?

Yes. There are additional charges for exceeding your diskspace, bandwidth or support queries. There are also charges for third party applications. Please contact us for further information.

We can't afford the plans. Do you take commission?

No. We do not take commission bookings however should this be a requirement, please contact us for further information.

How much does each booking cost?

1) PayPal costs £20 a month, with a 3.4% fee per transaction.
2) Shared Payments costs £0.50 per booking.
3) Direct Payments (SSL) costs £30 per month. No booking fee.

How quick can I receive payment?

This depends on the banking merchant and payment gateway provider you choose.

Can I take deposits online?

Yes. The payment amount required can be configured in the administration system. This can be a fixed cost or percentage of the total amount - useful for Group bookings or pay-on-arrival activities.

I want to know more about payment and cancellation

When you sign up to one of our subscription services, you'll be charged a simple monthly rate. You can cancel this at any time you wish without penalty, but we would ask nicely that if you do wish to cancel, you contact us and let us know why and if there's anything we could do to help!

Guarantee and Support

Can I try before I buy?

Yes. We're happy to demonstrate BookingLive at no charge to ensure that it is suited to your requirements.

Where can I find the Service Level Agreement (SLA)?

We issue a Service Level Agreement for every client. Please contact us if you wish to see this in advance.

What security practices does BookingLive have?

Security is our first and foremost consideration. Premium accounts are locked down with a 256 bit SSL certificate and includes advanced security scanning and firewall. All your data is kept in a fully secure environment. Credit card details are maintained with your chosen payment gateway provider.

Is there a minimum contract?

No. You can cancel at any time with a 30 notice period.

What if I need help?

During working hours you should contact our support desk. You can also contact your account manager. For retainer agreements, please use our off-site emergency number for out of hours support.

If I choose to leave, what happens to my data?

Your data is yours and our job is to keep it safe and secure. You can export your data anytime in XML format. If you choose to delete your account, we do not retain your data in backup for any longer than 30 days.

Is BookingLive PCI compliant?

Yes BookingLive is PCI compliant. Our certificate is available on our website

Good business needs good people. Embrace us into your business today.
If you need to know more, please ask us a question.

Key Functionality

  • Take full or part payments (deposits)
  • Automated feedback, ratings and reviews
  • Setup multiple currencies and languages
  • Allow for quick searches for availability
  • Cancel bookings through email & SMS
  • Enable easy Membership management
  • Record all attendance history
  • Import CSV data files
  • Report tools on finance, Membership etc.
  • Enable Permissions to restrict user access
  • Create email and SMS campaigns
  • On-line bookings from 3rd party agents
  • Voucher Sales and redemption system
  • Flexible pricing plans for agent bookings
  • Setup promo codes and special offers
  • Yield management to maximise revenues
  • Pre-bookable extras and insurance
  • On-line credit card processing
  • No downloads or programming required
  • Complete SSL PCI compliance
  • Manage your staff and resources

Key Advantages

  • Designed for activity based & outdoor adventure centre specifically
  • Reduce overheads
  • Increase online bookings - 24/7 availability
  • Improve data integrity
  • Real-time ecommerce, sales and ticketing
  • Fully managed solution
  • Multi-site / multi-location
  • Sell packages and Group bookings
  • Take bookings for activities and courses, accommodation and function hire
  • Track progress with measureable results
  • Improve business administration
  • Engage with your customers
  • Full control and flexibility
Get in touch or Request a Demo