Requirements checklist
What to ask for when choosing software for escape rooms.
A checklist built from how escape rooms work, to print or save as a PDF and bring to any supplier meeting.
What the software should cover
Tick each one that matters to your business.
- Online booking and room slots
- Room calendar and reset windows
- Group check-in and waivers
- Deposits, vouchers and receipts
- Private events and corporate quotes
- Prop and puzzle repair log
- Game master rota and hours
Roles that need their own access
Who logs in, and what each person may see or change.
- For owners
- For front-desk staff
- For game masters
- For managers
Reports to ask for
Ask to see each one with your own sample data.
- Occupancy by room and time of day
- Revenue by room, source and group size
- Deposits pending and balances due
- Voucher sales and redemptions
- Cancellations and no-shows
- Prop faults by room and puzzle
- Game master hours by week
Systems it may need to connect to
Note which ones you already run.
- SMS
- WhatsApp or other messaging
- Payment gateway
- Accounting export
- Website booking widget
Questions for any vendor
Put these to every supplier you are comparing.
- Can customers book and pay online?
- Can it stop a slot being sold twice?
- Can we run several locations?
- How are gift vouchers handled?
- Does it store player waivers?
- Can game masters see their shifts on a phone?
- Can we sell corporate team-building days?
- Can existing bookings be moved?
- Who owns the data?
- What does it cost?
Where the work usually breaks today
Circle the ones you recognise. They set the order of the project.
- Slots are sold in two places
- Late groups and no-shows go unrecorded
- Props fail without a repair history
- Vouchers and deposits sit in separate lists
- Game master shifts are set by message
Prefer to talk it through? See the escape rooms page.