Retreat Guru Features

Conditional Questions

Add conditional questions to your registration forms that only appear when specific information is entered.

Multi-Person Registrations

Easily accept registrations for more than one person while still keeping track of each individual.

Secondary Forms

Create secondary forms to help you easily collect all the participant information you need.

Specific Date Ranges for Bookings

For Fixed Date programs, you can set the start and end dates for your programs along with the “list until” date when registrations are closed. For Flexible Date programs, guests can choose their start and end date while you set a specific booking range.

Minimum Lengths of Stay

Set a minimum number of nights required in order for bookings to be made.

Exclude Dates to Start a Stay

Exclude certain days where a guest can NOT start their stay, restricting start dates to certain days on your calendar.

Custom Registration Statuses

Create custom statuses for registrations based on the different stages of your booking process. Statuses can include “Payment Required”, “Payment Received”, “Canceled”, and more.

Capture Leads from Abandoned Registrations

Keep track of people who started registering for a program, but never finished. Their information is collected so you can reconnect with them.

Printable Participant Rosters for Programs

Automatically create guest rosters for each program and share the important registration details amongst your team.

Enable Wait Lists

Automatically turn on a Wait List to continue collecting registrations after you reach max capacity. Give these bookings first priority if a spot opens up.

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Highlight Registrations With Flags

You can color code registrations based on your operational need. You can flag each person to highlight information about them such as whether that person has a balance due, is blacklisted, has special needs, etc.

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Exclude Guest Type From Max Capacity

Easily exclude certain types of registrations (such as a teacher or renter) from the max capacity of your programs.

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Registration Data Permissions

Control which members of your team can access guest responses to certain registration questions by setting admin user roles.

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Registration Reporting Options

Decide whether to include or exclude individual registrations in different reports. This includes kitchen reporting, per program meal reporting, arrival reporting, and arrival/departure quick links in the registration list.

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Participant Portal

Provide guests with a view of their past, present, and future registrations with the option to easily add an event to their personal Gmail or Outlook calendar. The portal also allows guests to view their guest statement, see any balance due, and easily access links for online programs.

Early Bird Pricing

Offer participants multiple time-based offers depending on how early a booking is made to get more registrations in advance.

Seasonal Pricing

Set custom pricing for different times of the year (or for future years). You also have the ability to modify seasonal pricing for each program.

Weekend and Weekday Pricing

Set custom pricing based on different days of the week since weekends can be a popular choice among guests.

Sliding Price Scale

Offer a guests a price range they can choose from when booking a program. 

Itemized Pricing Packages

List out individual components that make up the package price for your programs. These specific items could include meals, admin costs, material fees, specific program costs, etc.

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Limits on Discount Codes

Control how many times a discount code can be used across all of your programs.

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Program-Specific Discount Codes

Set specific discount codes that are available on a program-by-program basis.

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Discount Exclusions

Exclude certain types of transactions from being included in discount codes

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Limited Time Discount Codes

Offer time-based discount codes that will expire if not used during the allotted period.

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Special Pricing for Extra Nights Booked

Offer different prices based on the number of nights someone books a retreat for each room type.

Program-Restricted Room Blocks

Section off certain rooms for specific programs so you never have to worry about double booking.

Program Planning Notes

Add custom notes to your programs to help with planning and executing them.

Customize Registration Form Fields

Customize your online registration forms with custom notes and headers on a per program basis.

Fixed Date and Flexible Date Programs

Choose whether you want to offer guests either Fixed Date and Flexible Date programs.

Custom “Thank You” Pages for Form Registrations

Direct guests to custom “Thank You” pages attached to the form used for each registration.

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Password-Protected Programs

Have certain programs require a password in order for guests to register for it.

Meal Reports

Automatically create diet-based Meal Reports for your kitchen to stay prepared for each program.

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Program-Based Meal Plans

Offer different meal plans for each of your programs.

Staff Rooms

Block off certain rooms to only be assigned to staff members.

Room Bookings Chart

This provides you with a helpful overview of the guests staying with you, including helpful icons based on their gender or group. You can also indicate whether they have another stay with you on the same calendar.

Venue Booking Calendar

Easily see all of your room and program bookings in a calendar view.

Occupancy Report

Use the Occupancy Report to get a better sense of guest arrivals and departures.

Housekeeping Reports

Use the Housekeeping Report to easily keep track of Arrivals, Departures, and the main essentials for getting each room ready. Always know when guests come and go to have your team ready to prepare rooms quickly.

The Changes Log

Automatically keep a record of all the changes made to registrations, programs, transactions, and more by anyone one your team.

Google Tag Manager

Easily integrate your retreat management system with all Google properties.

Room Inventory

Never overbook a room by making sure participants always see what’s available during registration.

Offer Flexible Room Types

Sell the same room as a single, double, or triple depending on who books it first.

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Room Availability Summary

At the top of the Room Bookings view, you are able to see a summary of any available spaces during a certain date range.

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Collapsible Room Display

On the Room Bookings view, you can show or hide rows of rooms, to display them only summary by Room Type.

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Switch Guest Rooms

Easily manage guests who want or need to change their room during a stay.

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Exclude Certain Rooms When Reporting

Exclude certain rooms from being included when running the Occupancy Report or looking availability numbers on the Room Booking page.

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Accept Rentals Inquiries

Accept inquiries from other retreat leaders to rent your space and automatically create quotes.

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Manage Rental Contracts

Automatically create rental contracts that can be sent to people looking to rent your space.

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Event Group Leader

Allow a single person to pay for an entire group and give them the authority to manage the registration. They will receive a single guest statement/invoice.

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Remote Registration Form for Group Leaders

Give an Event Group Leader the ability to manage their group’s registrations without needing to login to Retreat Guru. They can add, assign rooms, remove items, and make edits. You can also prevent group leaders from overfilling rooms with too many people. Offer the option to auto-email guests that have been added by the event organizer to collect follow-up information.

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Organizational Contacts

Maintain a simple database with all your organizational contacts. You can add these contacts to different programs and rentals as needed.

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Venue Management

Convert your meeting spaces into venues that can be assigned to different programs for more efficiency.

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Banquet Event Order (BEO)

Create a printable Banquet Event Order (BEO) that can be distributed amongst your team to help with event planning.

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Include a Custom Number of Meals with Registrations

Specify which days and meal periods will be included for guests when they register.

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Bulk Meals

Give your team the option to include extra meals that are not connected to particular registration or program. This can be to account for staff, walk-ins, special groups, etc.

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Program Tasks and Statuses

Create custom program statuses and assign different tasks to keep track of the different stages in your program planning process.

GL (General Ledger) Codes for Transaction Categories

Assign General Ledger (GL) codes to your transactions to assist with accounting and finance processes.

Apply Taxes on Transaction Categories

Automatically have taxes calculated for the custom transaction categories you set up.

Manage Personal Credit

Easily give and keep track of any program credits that have been allotted to participants, volunteers, and staff.

Suggested Donation Pricing

Automatically provide guests with suggested donation prices when they fill out your registration forms.

Scheduled Payment Transactions

Schedule when transaction payments will appear on a guest’s monthly bank statement.

Credit Card Fee

Add an extra small fee for guests if they decide to pay with a credit card.

Track Alternative Payment Methods

Track all types of payments made outside of credit cards, including checks, cash, debit, or e-transfer.

Schedule Instalment Payments

Schedule automatic monthly or quarterly payment plans for a program and provide this option to guests during registration. Payments with be automatically charged to the credit card on file.

Offer Optional Add-Ons

Allow participants to buy optional add-ons such as massages, airport shuttles, and more.

Guest Statements

You can create and send statements to guests through your Retreat Guru dashboard.

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Collect Gratuities

Collect optional gratuities from guests during the payment process after they receive their statement.

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Add Items with Speed Keys

Create short codes for your most popular items to make it easier for your staff to add items when preparing guest statements.

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Accounting Report

The Accounting Report gives you all the essentials needed for making journal entries in your accounting system. Revenue is realized and reported when the stay occurs or the item/service has been delivered, regardless of when the payment is made.

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Accounting Mode

Maintain integrity and prevent users from editing transactions after the specified date for when revenue is realized.

Send Pre-Arrival Emails to Guests

Allow automated emails to be sent to guests from Retreat Guru at whatever time intervals you choose before your retreat begins.

Send Post-Departure Emails

Create emails that can be sent to participants after your retreat ends.

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Events Hosted Online

Automatically create web pages where participants can gain access to your online content.

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Expansive API Integration

Use Retreat Guru API to connect with other tools and systems including Webhooks.