One system for room bookings, groups, payments, props and staff.
Manage room slots, online bookings, group check-in, waivers, deposits, gift vouchers, private events, prop repairs and game master shifts in one system. From first enquiry to the reset after play, each booking holds its players, payment and room. Owners read occupancy and revenue by room without a spreadsheet.
- Room list, slot times, group sizes and ticket rates loaded from your current price sheet
- Upcoming bookings, vouchers and balances brought across
- GullySystem staff update rooms and rates on request
Escape room operators keep slots, online bookings, waivers, deposits and gift vouchers in GullySystem’s Escape Room Management Software. Every booking holds its players, payment and room, while a repair log follows every prop and puzzle. Game masters see their own shifts and the next team. Private events and corporate quotes follow the same record.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry or booking
A customer books online or calls. The booking records the room, slot, group size, contact and the payment taken so far.
- 2
Confirmation and reminder
A confirmation goes out by email, SMS or WhatsApp, followed by a reminder before the slot with arrival instructions.
- 3
Check-in
At the counter, staff confirm the head count, collect each waiver and take any balance due.
- 4
Game and reset
The game master runs the session, notes hints used and finishing time, and resets the room within its window.
- 5
After play
Photos, merchandise and review requests are recorded, and any prop fault is logged against the room.
- 6
Review of the week
The owner reads occupancy, revenue by room, voucher redemptions and repair counts.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Online Booking Portal
Customers see only the slots still free for each room and group size, then pay a deposit or the whole amount on the page.
- Resource and Room Booking
Every room sits on one calendar with its reset gap held between teams, so staff cannot sell a slot into a cleaning window.
- Receipts Management
Deposits, balances at the counter and refunds are posted to the booking, and each payment produces a receipt the customer can keep.
- Price Lists and Schemes
Rates are held by room, group size and peak or off-peak hour, so the booking page and the counter quote the same figure.
- Quote & Proposal Management
A birthday or team-building quote lists rooms, head count and extras, keeps each revision and turns into a booking once accepted.
- Attendance & Time Tracking
Game masters clock shifts against a room, and the hours worked per week are totalled for the manager without a chat thread.
- Job Cards
Each prop fault becomes a card with the room, the puzzle, who fixed it and when, so a lock that keeps failing shows up.
- WhatsApp, SMS and Email Notifications
Confirmations, arrival reminders and thank-you notes leave straight from the booking, in whichever channel the customer gave.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For owners
See occupancy by room, revenue by source, deposits pending and the rooms that need most repairs.
For front-desk staff
Take bookings, check in groups, collect waivers and balances, and sell vouchers.
For game masters
See their own shifts, the next team and the room status, and note hints used and finishing time.
For managers
Build the rota, assign prop repairs, and review the day against the booking list.
The numbers the owner asks for.
- 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
Who this is built for.
- Escape room businesses with one site and several themed rooms
- Operators with branches that share a booking page
- Venues that sell private events and corporate team-building days
- Owners who sell gift vouchers and seasonal offers
- Teams that run live-action or puzzle experiences by timed slot
When it is not the right choice.
- A single room taking a few bookings a week can run on a shared calendar and a payment link.
- Venues whose main product is food service or a large amusement park will find a restaurant or event system closer.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- SMS
- WhatsApp or other messaging
- Payment gateway
- Accounting export
- Website booking widget
Questions owners ask before a demo.
Can customers book and pay online?
Yes. The booking page shows open slots by room and group size, and takes a deposit or full payment. Each booking lands on the room calendar.
Can it stop a slot being sold twice?
Yes. Every channel writes to one calendar, so a slot taken online is closed for phone bookings at once.
Can we run several locations?
Yes. Each location keeps its own rooms, staff and takings, and the owner reads them together or one by one.
How are gift vouchers handled?
A voucher has a value, an expiry date and a balance. Each redemption reduces the balance and is shown on the booking. Local law decides how long a voucher stays valid, so the expiry rule is agreed with you at setup.
Does it store player waivers?
Yes. Each signed waiver is held on the booking. Retention period and consent wording are agreed with you at setup.
Can game masters see their shifts on a phone?
Yes. Each game master opens their own shifts and the next team in a phone browser. Hint notes can be added at the end of a session.
Can we sell corporate team-building days?
Yes. A private event is quoted by room, head count and extras. Once accepted, it becomes a booking with its own invoice.
Can existing bookings be moved?
Yes. Bookings still to play, unused vouchers and customer contacts are imported from your booking tool or sheet, and the duty manager spot checks a few rooms before opening day.
Who owns the data?
You do. The quotation sets out how bookings, waivers and game logs are returned to you.
What does it cost?
No price is published. The figure follows the number of locations and rooms and what you switch on. We demonstrate with your own rooms and game masters, then send the proposal.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Businesses that use this.
Related products.
See Escape Room Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
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