Creating Activities

Adding a New Activity

1. Navigate to Dashboard > Activities
2. Click Add Activity
3. Fill in the basic details:
   • Name — the display name shown to customers
   • Description — a detailed description for the checkout page
   • Category — organize activities by type
   • Featured Image — the main photo shown in the checkout

Activity Types

When creating an activity, you must select a type. This cannot be changed after creation.

General Settings

The General tab contains the core information about your activity.

Equipment Settings

These settings appear on the General tab and control how equipment selection works during booking.

Equipment is internal

Some activities need equipment for scheduling but not for selling. A city tour runs on a bus, a class runs in a room, a walking tour goes out with a guide. The customer never picks which one, and would not know what to do with the choice.

Turn on Equipment is internal and the booking page sells the activity instead of the equipment:

• Customers skip the equipment step and land straight on the date and time picker.
• The booking page shows the activity's name, photos, description and details. The equipment's name, photos and capacity are never shown.
• Each booking is placed on the first unit with room for that time. With two 10-seat buses, a party of 6 goes on the first bus and the next party of 6 on the second. A party larger than any one unit cannot book.
• "Seats left" for a time is the roomiest single unit, not the total across units.

Keep every unit's capacity and add-ons the same. A booking can land on any unit, so a unit with fewer seats or different add-ons would surprise the customer at checkout. Staff still choose the unit on dashboard bookings, and the booking record shows which unit each party is on.

When this is off, the booking page falls back to the activity's photos, description or details for any of those the equipment leaves empty, so you do not need to repeat content on both.

Post-Booking Survey

You can assign a specific survey to an activity that overrides your location's default survey. This is configured on the General tab under "Post-Booking Survey." If no override is set, the location's default survey is used.

Private tours

Tour activities have two private-tour settings on the General tab (also offered when the activity is created).

A private booking removes the departure from sale as soon as it is made. What the group pays depends on the pricing model — a Per Person tour bills every seat on the vehicle, while Per Booking, Per Group and Per Equipment tours charge their normal price and record the real party. See Private tours and pricing.

Activity Manifest (Capacity)

The manifest defines guest limits and demographic breakdowns for your activity.

Custom Fields

Custom fields let you collect participant-specific information during checkout. Each field is attached to the booking record.

Common uses include collecting age, weight, height, experience level, dietary restrictions, allergies, or any business-specific data.

Media

Upload images and videos to showcase your activity on the checkout page.

Agreements

Agreements are terms, waivers, or policies that customers must acknowledge during checkout.

Communication Settings

Control the booking confirmation email for this activity.

Confirmation email templates

The tab lists this activity's email templates from the confirmation email builder. Create a template to fully customize the email's layout, content, and subject with a drag-and-drop editor — the starting layout matches the standard email, with any existing custom body and terms carried over. Activities with no enabled template use the location's default template, or the standard confirmation email if there is none.

Email display settings

These settings feed the email's booking-details sections (both the standard email and templates):

Templates map these toggles onto their sections when first created; inside a template you control section visibility per block instead.

Dynamic Facilitator List Token

For activities where the customer is responsible for contacting their own facilitator (for example, a yacht charter where the customer must arrange a captain), email text content (and the Cancellation Policy field) supports a special token:

{{dynamic_facilitator_list}}

When the booking confirmation email is sent, the token is replaced with a list of the location's facilitators that are not already assigned to another booking that overlaps the new booking's time window. Each entry includes the facilitator's name, phone (as a tappable tel: link), and email (as a mailto: link).

If no facilitators are available at that time, the token renders a fallback message asking the customer to contact you directly.

See Set Up a Dynamic Facilitator List for the full how-to.

Payment Settings

Configure deposit and payment collection options per activity.

Calendar Sync

Activities support iCal sync URLs that allow external calendars (Google Calendar, Outlook, etc.) to pull in booking data. You can add multiple iCal sync URLs per activity.

Check-In Settings

Use Settings → Check-in to define the stages a booking follows from arrival to completion. Add guest-information, waiver, guardian-coverage, equipment-assignment, or authorization-only-hold requirements to the stage that must enforce them.

Leaving the first stage marks the booking checked in. Requirements control leaving a stage, so place any checks that must precede check-in on the first stage. The final stage marks completion.

Copy from Activity previews another activity's flow from the same location and replaces your draft settings. Review it and click Save Changes to apply. See Set Up a Multi-Stage Check-In for the full setup and an example.

Cloning Activities

To quickly set up similar offerings, use the Clone feature:

1. Open an existing activity
2. Click Clone Activity
3. Modify the cloned version as needed

This copies all settings, pricing, and scheduling from the original, including check-in stages, requirements, automatic advancement, and the equipment-assignment setting. The new activity starts without bookings or check-in history. Required waivers continue to reference the existing location waivers.

Activity Status (Publishing)

Activities have a published/unpublished state:

• Published — visible on the checkout page and available for online booking. Changes take effect immediately.
• Unpublished — hidden from customers but preserved in the system. Existing bookings are not affected.

Publishing is controlled by a toggle on the General settings tab. Ensure all settings (scheduling, pricing, manifest) are correctly configured before publishing.

Hide from booking page (unlisted)

A published activity can also be hidden. A hidden activity is removed from the default booking page's activity list, but stays fully bookable for anyone who has its direct link — useful for private, seasonal, or promotional activities you only want to share with specific customers.

• Visible (default) — listed on the booking page as usual.
• Hidden — not listed on the booking page, but still reachable and bookable via its direct link.

The toggle lives in Publishing & Status on the General settings tab. Unlike the publish toggle, this change is saved when you click Save Changes. Hiding has no effect while an activity is unpublished, and existing bookings are not affected.

Related How-To Guides

• Create an Activity
• Set Up Activity Manifest
• Add Custom Fields
• Manage Activity Media
• Clone an Activity
• Publish / Unpublish
• Set Up Trip Protection
• Configure Dynamic Duration
• Create Special Events