Guide scheduling and staffing
Assign guides to trips and activities directly in Bilberry. The system shows who is available, who is already booked and where there are gaps in staffing. Your guides get access to their own schedule through a dedicated guide interface in Bilberry, with all the information they need about upcoming trips: number of guests, special requirements, meeting point and time. No more manual coordination over text and email.
Equipment and vehicles with real capacity
Bilberry lets you define your equipment and vehicles with actual capacity constraints. Got three RIBs with ten seats each? The system knows that, and limits bookings accordingly. The same applies to kayaks, bikes, horses, buses or any other equipment. Availability updates automatically as bookings come in — across all sales channels.
Capacity control that actually works
Many booking systems let you set a maximum number of guests per trip. Bilberry goes further. You can tie capacity to actual resources — guides, equipment and locations — so the system automatically calculates what is possible. If a guide is booked on another trip, the capacity adjusts. If a boat is out of service, availability updates. No manual updates needed.
Project cards and daily overview
Project cards in Bilberry give you everything you need to know about a single trip or activity: who is booked, which guides are assigned, what equipment is being used and any special requirements. The daily overview shows all trips and resources for a given day, so you and your team have full control from morning to evening.
Timesheets and availability
Your guides can log hours and availability directly in Bilberry. You get an overview of who worked when, and can plan staffing based on real data. It simplifies payroll administration and makes sure you have enough people to cover your bookings.
Practical examples from the industry
A kayak operator on the Helgeland coast has 20 single kayaks, four tandem kayaks and two guides. In peak season they run three daily trips. In Bilberry they define each kayak as a resource with capacity, and assign guides to trips. When a tourist books from the website, a kayak is automatically deducted from inventory. When guides are busy, no more departures show as available. The operator avoids updating spreadsheets manually — the system handles it in real time.
A RIB safari operator in Lofoten has three boats with different capacities: one with eight seats, one with ten and one with twelve. Each boat requires its own skipper. In Bilberry, the boats are linked to specific departures, and capacity is calculated automatically based on which boats and skippers are available. If a boat is in for service, it is temporarily removed from available resources, and the booking widget shows only real capacity.
How it connects to booking and distribution
Resource management in Bilberry is not an isolated tool — it is the core of the entire booking system. When a booking comes in via online booking on your website, from an agent in the partner network, or through OTA channels like GetYourGuide and Viator, resources update in real time. Capacity is deducted from the correct boat, guide or piece of equipment, regardless of where the booking came from. This eliminates the risk of overbooking and gives you confidence that what customers see in the booking widget always matches reality.
Do you receive large group enquiries that require extra resources? With group bookings in Bilberry you can reserve guides, equipment and vehicles directly in the offer you send to the customer — and the system makes sure those resources are not double-allocated.
Seasonal planning and flexible operations
Activity businesses in Norway operate with significant seasonal variations. In Bilberry you can adjust available resources by season: add extra guides and equipment during peak season, and scale back during quieter periods. A dog sledding operator in Finnmark who runs 40 dogs and six sleds in winter but only offers summer hiking with dogs can easily configure different resource pools for each season. The system adapts to your operating model, not the other way around. You can also set up low-capacity alerts so you are notified before resources are fully utilised and can consider adding extra departures.
Who is it for?
Resource management in Bilberry is built for activity businesses that handle physical resources and staffing: RIB operators, kayak centres, fjord cruises, dog sledding, guided tours, dive centres and more. Whether you have two guides or twenty, the system gives you the overview you need to run efficiently. Bilberry is used today by over 400 operators who coordinate guides, equipment and capacity every day without spreadsheets.
Want to see it in action?
Book a demo with our team. We will show you how resource management in Bilberry can save you time and give you better control over your operations.