Bike counts by type
Each size and e-bike type is counted separately, so no bike is promised twice.
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Booking and Intake Website for Bicycle Tour Companies
A booking and intake website for bicycle tour companies holds bikes for real departure dates, collects rider sizing and gets waivers signed before anyone clips in. The office stops chasing sizes by text, and the guide arrives at the start with the right bikes already assigned.
01
Where bike tour bookings get tangled
A tour booking starts with bike tour availability requests, usually a text asking whether there are medium bikes free for a Thursday ride. The office replies, the rider sends height and inseam by message, and the waiver goes out as a PDF that comes back unsigned or missing a page. By the week of the tour, sizes and waivers sit in a dozen separate threads.
Multi-day tours multiply the work. Each rider needs a bike, a helmet size, a luggage transfer and sometimes an e-bike with a specific range. When a guest withdraws or a bike is damaged, the office moves people around by hand, and the guide learns about the change at the first rest stop.
- Each bike size and type is counted separately, so a medium is never promised twice
- Rider height and inseam are captured with the booking, not by text
- Waivers are signed before departure and show as signed or missing in one list
- Holds expire on a timer, so unpaid bikes return to the fleet
02
What the office manager needs from a booking and intake website for bicycle tour companies
The office manager's first question is whether the calendar stops double booking. The site must refuse a bike that is already assigned, and it must treat a deposit hold as a real reservation. We would test with real dates, including a request for six medium bikes against a fleet of five and a rider who wants a bike that has been taken out of service.
Sign-off also covers the handoff. Sizes, e-bike choices and tour waiver signing should appear on the guide's roster before the tour starts, and the office should be able to resend a confirmation without retyping anything. If the roster is wrong on the test site, the flow is not ready for riders.
03
One rider's route from booking to the first pedal stroke
A couple books two bikes for a three-day coastal tour. They pick the departure from the calendar, complete the cycling tour intake forms with height and inseam for each rider, and choose an e-bike for one of them. The deposit holds the bikes, and both riders sign the waiver on a phone while the deposit clears.
The booking appears on the office list and on the guide's roster the moment the deposit clears. The day before departure, bike rental confirmations go out with the meeting point, the parking details and the luggage cut-off time. On the morning, the guide checks names and sizes against the roster and the group rolls out on time.
What you get
Key features
Deposit holds
Bikes are held against a deposit for a fixed window, then either convert to a booking or return to the count.
Sizing at booking
Height and inseam are captured once and carried onto the guide's roster.
Waivers before departure
Riders sign their waiver on a phone, and the guide sees each signature on the roster.
Departure reminders
The day-before message carries the meeting point, parking, luggage cut-off and weather policy.
04
Fitting in with the tools bicycle tour companies already run on
Many tour operators already use a calendar such as FareHarbor or Bokun, a card processor and a shared drive for waivers. The flow should read departures from that calendar rather than keep a second list, and payments should go to the processor the business already uses, such as Square or Stripe.
Email is still how many riders confirm, so reminders should come from the company address and carry a link to the booking. Guides who prefer a phone can use a short roster view, which saves them from carrying printed sheets in a rain jacket pocket.
- Departures read from the existing tour calendar, with no second list kept
- Card payments run through a processor account the business already holds
- Reminders sent from the company address with a link back to the booking
- A phone roster view for guides, with sizes and waiver status
05
Where bike tour booking projects go wrong
The most frequent error is counting bikes as one pool. A fleet with thirty medium bikes and four e-bikes needs each type tracked separately, and a rider who wants an e-bike should never be offered a standard bike by default. Build that rule into the availability check rather than trusting staff to catch it.
Another trap is letting a booking made online override a phone booking that is still pending. Pending holds need a clear expiry timer, and the office should see them in one list. Without that, the same bike gets promised twice and a rider turns up to find nothing in their size.
06
Where the price of a booking flow comes from
Cost follows the number of bike types, the number of departure dates and whether the flow must feed a calendar or a luggage provider. One operator with three tour types and one flow is far smaller than a multi-location fleet with live stock and transfer scheduling.
Pricing for a booking flow starts at $300 for a simple site and climbs toward $2,200 for larger projects, with holds and waivers adding to the total. Keep the first release to live bike availability, deposits and waivers, and move gift cards and loyalty credits to a later phase.
Can a booking and intake website for bicycle tour companies stop double bookings?+
Yes, and it is the first thing we test. Bikes are counted by size and type and held for the dates that have been paid for. Manual bookings from the office update the same count, so one bike is never promised to two riders.
Do we still take phone bookings?+
Of course. Phone bookings go into the same count, so online and phone reservations never clash. The phone line stays open for riders who prefer to call, and staff can enter their details straight into the booking.
What happens if a bike breaks before a tour?+
The bike leaves the count from a set date and returns once it is repaired. Affected riders appear on a list, and the office can swap the bike or refund the difference.
What support continues after launch?+
Ongoing help covers fixes, updates and changes to bike types, with the terms agreed before work begins. A new departure date is usually a quick task for the office, and no developer is needed.
Can the office change a departure once riders have booked?+
Yes. The office can move a departure or swap a bike, and every change updates the rider's booking and the guide's roster at the same time. Riders receive a short notice explaining what changed and what they need to do.
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Let's make it happen
Put every bike on one count your guides trust
Tell us your bike types and waiver wording, and we will sketch a departure flow your staff can run before the first ride.