Vertex VR is a premium immersive experience business. Customers expect a booking experience that matches the quality of what they are paying for - instant confirmation, easy group booking, clear package options and a seamless payment flow. Taking bookings by phone and email was creating friction at the most important moment of the customer journey.
Managing availability manually was creating double bookings, missed capacity and no clear view of revenue. Group and party bookings - which represent the highest value sessions - required back-and-forth conversations that delayed conversion and frustrated customers who wanted to book immediately.
We needed a booking system that felt as premium as the experience itself. Customers browsing our site at 10pm should be able to book, configure their group, pay their deposit and get confirmed instantly - without us having to do anything.
Vertex VR
VR experience venue, UK
Customers select their experience type, choose a date and see real-time availability for every time slot. No phone calls, no email queries, no double bookings. The system manages capacity automatically - when a session is full it is removed from the available slots immediately.
Group bookings configured entirely online. Customers select their package, specify group size, add extras and special requirements - all in one booking flow. Party packages with minimum group sizes, add-on options and custom pricing all managed through the system. The highest-value booking type converted from a multi-step conversation to a single online transaction.
Payments taken at the point of booking via Stripe. Deposit-only, full payment or pay-on-arrival - configured per package type. Customers receive instant payment confirmation. Refund and cancellation policies enforced automatically. No manual payment chasing, no separate payment links.
Instant booking confirmation emails sent automatically with all session details, location, what to bring and cancellation policy. Reminder emails triggered 24 hours and 2 hours before the session. No-show rates reduced. Manual emailing eliminated entirely.
Every booking visible in one dashboard. Calendar view of all sessions and capacity. Customer records with booking history. Revenue tracking by package type, date range and session. Cancellation and rebooking management. Staff have a complete operational view without spreadsheets or manual tracking.