At escape room venues, bookings arrive via Instagram DMs, phone calls and booking platforms; gaps between slots get squeezed, and when a team that paid no deposit does not show up, the room sits empty. The game master keeps hints, time and the team photo separately, and occupancy cannot be compared between branches. In the system we build, every room is published with its own slot calendar, teams secure their place by paying a deposit and get a reminder. The game master records time, hints and result on a tablet; the leaderboard, gift vouchers and branch occupancy report are generated automatically.
Problems we see at game venues
- No-shows when no deposit is taken
- Bookings from DMs and phone calls colliding
- Game results and scores getting lost
- No view of occupancy and revenue across branches
Modules
Room and slot calendar
Slot length, turnaround time and capacity per room.
Online booking
Pricing by group size, deposits and discount codes.
Game master screen
Countdown timer, hint log, result and team photo.
Leaderboard
Best times per room and a shareable result card.
Gift vouchers and corporate
Gift voucher sales, birthday and company team-building packages.
Branch reports
Occupancy, revenue and cancellation rate by room and branch.
How it works day to day
- 1
The team picks a room and slot and pays the deposit.
- 2
A reminder message goes out before the session.
- 3
The game master checks the team in and starts the game.
- 4
Time, hints and result are recorded on the tablet.
- 5
The team photo and score are shared and the balance is collected.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For single-branch venues with a few rooms, ready-made appointment tools can be enough at the start.
When custom software pays off
When you need multiple branches, a game master screen, a leaderboard and corporate package sales together, a custom system lifts occupancy and repeat visits.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 14 screens and 8 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €350 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Do bookings from reservation platforms land in the calendar?
Bookings from platforms that offer a calendar or API integration are brought into the same calendar.
Can a deposit be mandatory?
Yes, a deposit percentage and a cancellation window can be set per room or per day.
Can it connect to in-room cameras and sensors?
With puzzle controllers that can be reached over the network, timer and status data can be shared.
Is it suitable for franchise branches?
Each branch manages its own rooms, while head office sees every branch’s reports in a single dashboard.
