From enquiry to confirmed booking
Group bookings often start with an email or a form: "We are 25 people who want to do a RIB tour in June." In Bilberry you create a request, put together a customised offer with the right price, time and capacity, and send it directly to the customer. The customer can approve and pay in one step. The entire process is trackable in the system — no email threads falling through the cracks.
Tailored offers for companies and agents
Many activity businesses sell to the corporate market, schools, tour operators and agents. Bilberry lets you create customised offers with your own prices, included extras and special terms. You can send the offer as a professional link that the customer can open, review the details and confirm. It gives a polished impression and saves you manual work.
Group management with full visibility
Once a group is booked, you have full visibility in Bilberry. You can see the number of guests, contact person, special requirements, payment status and associated resources. Does the group need extra guides or equipment? You see it directly in the project card. Need to split the group across two boats? The system handles it. Everything in one place, no spreadsheets on the side.
Partner and agent network
Bilberry has a built-in partner and agent network where other Bilberry users can sell your experiences — and you can sell theirs. Agents and tour operators can book directly in the system with agreed prices and commissions. Capacity updates in real time, and you have full control over who sells what. It is an efficient way to reach new customer groups without extra manual work.
Payment and deposits for groups
Group bookings often have different payment terms than regular bookings. In Bilberry you can configure deposits, partial payments and invoicing per offer. A corporate customer booking team building for 40 employees can, for example, pay 30% upon confirmation and the rest 14 days before the event. Invoices are sent automatically from the system, and you can see the payment status directly in the overview. That means less chasing and better cash flow throughout the season. You can also offer different payment methods — card, Vipps or invoice — depending on what suits the customer group.
Real-world use cases
A RIB safari operator in Svolvaer regularly receives requests from cruise ships docking with 200-300 passengers. The operator needs to set up multiple simultaneous departures with different boats and skippers. In Bilberry they create a tailored offer with four departures spread across the morning, link the right boats and guides to each departure, and send the offer as a professional link to the cruise company's agent. The agent confirms and pays in one step, and all resources are reserved automatically.
A guided hiking operator in Jotunheimen handles groups from both schools and companies. Schools want simple packages with a fixed price per student and require invoicing to the municipality. Companies want flexible setups with lunch, transport and dedicated guides. In Bilberry the operator can create two entirely different offers from the same system, with different prices, add-ons and payment terms, without needing separate tools.
Integration with resources and online booking
Group bookings in Bilberry are tightly linked to resource management. When you create an offer for a group, the system reserves the necessary guides, boats or equipment. Those resources are deducted from available capacity, so they are not sold to other guests through online booking or OTA channels. You do not need to manually block slots in the calendar. When the group is confirmed, any surplus resources are automatically released for other bookings.
Who is it for?
Group bookings and tailored offers in Bilberry are suited for activity businesses that regularly receive enquiries from groups, companies, schools or agents. Whether you organise team building, corporate events, guided tours for cruise guests or corporate experiences — this tool is built for you. Many of Bilberry's 400+ customers use group bookings as a significant part of their revenue, especially operators in popular tourist destinations.
See how it works
Book a demo with our team and we will show you how you can handle group bookings and tailored offers more efficiently with Bilberry.