Screen the Traveler Before They Show Up Unprepared
A trekking or rafting trip goes wrong when someone shows up without the fitness level or gear the trip actually needs.
Reflys screens and informs travelers automatically, then handles the weather-call reschedule the moment conditions change.
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Where adventure trips
go wrong
Fitness-level and experience questions get skipped, so unprepared travelers show up for strenuous trips
Weather-dependent departures need a fast way to alert everyone booked when a trip is called off
Waiver and liability forms get collected on paper or chased down separately from the booking conversation
Booking and waiver records sit in a separate system from wherever travelers are actually messaging to ask questions
Gear and packing-list questions repeat for every trip type, from rafting to trekking
Group bookings need a headcount and payment status tracked across dozens of individual chats
From Screening to Trip Day
Fitness & Experience Screening
A short chat flow that matches travelers to the right difficulty level before booking.
Weather-Call Alerts
Instant cancellation or reschedule messages the moment your team makes the call.
Digital Waiver Collection
Liability waivers completed in chat before the trip date, no paper chasing.
CRM Integration
Connects to your booking system via API or webhook, configured directly into your automations — reads trip and waiver status and writes new bookings back in parallel, no double entry.
Where Adventure Conversations Happen
WhatsApp-led — booking, waiver, and weather-call updates in one thread. Instagram DM fields inquiries from adventure reels and trip photos.
Field Inquiries From Adventure Reels
Instagram DM fields inquiries from adventure reels and trip photos.
Best for:
- Adventure reels
- Trip inquiries
Book, Sign, and Stay Updated
WhatsApp handles booking, waiver collection, and weather-call updates in one thread.
Best for:
- Digital waivers
- Weather-call alerts
Adventure Tour Operator Software for Waivers, Screening and Weather Calls
An adventure trip goes wrong long before the trailhead, when a guest books something beyond their fitness level or arrives without the right gear. Adventure tour operator software moves those conversations to the booking stage, and gives you one fast way to reach every guest when the weather turns.
How it works
Screen before you book
Guest fitness screening is a short chat flow that asks about fitness level and experience level, then matches each traveler to a trip with the right trip difficulty rating.
Collect waivers in chat
Digital waiver collection has every guest complete the liability waiver before the trip date. Nobody signs on a clipboard at the put-in while the group waits. A missing waiver is flagged days ahead, while there is still time to chase it.
Make the weather call once
When your team cancels or moves a departure, weather cancellation notifications reach everyone booked at the same moment, with the reschedule options attached. Guests reply with their choice and the roster updates.
Keep one record
Connected to your booking system by API or webhook, Reflys reads bookings and waiver status and writes updates back for group bookings.
In practice
Say a storm front moves in on Friday evening and your lead guide calls off Saturday's 8 am rafting trips. One decision sends a message to all fourteen guests with two new dates. Nine pick Sunday, three take the following weekend, and two ask about your reschedule policy and get the answer immediately. Nobody drives two hours to a closed river.
Practical tips
Describe difficulty in concrete terms: miles, elevation gain, hours on the water. “Moderate” means something different to every guest.
Send the gear list at booking and again three days before. The second message is the one people pack from. Include what you provide, so guests do not buy gear they will be handed at check-in.
Decide your weather call time in advance and tell guests when they will hear from you. Certainty about timing reduces anxious messages the night before.
Questions? We've got answers.
Everything you need to know about Reflys, automations, integrations, and getting started.
Yes — a short chat flow asks the questions that matter for that specific trip, so travelers self-select into the right difficulty level before they pay.
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