Create the group categories your venue actually accepts.
Complete workflow
From booking information to a prepared operational team.
AquaTrak turns a group booking into the right information, on the right date, for the people responsible for delivering it.
01Create the group bookingShow stepHide step⌄
Admins and authorised managers add the organisation, booking type, date, time, group size and activity details.
- School, birthday and corporate types
- Activities and arrival time
- Payment and booking notes
TypeSchool
Guests42
Arrival09:30
02Protect sensitive detailsShow stepHide step⌄
Contact details, medical notes or other sensitive information remain permission-controlled while general operational details stay visible.
- Role-based visibility
- Audited sensitive reveal
- Operational summary for staff
Team viewOperational only
Manager viewFull details
Sensitive dataProtected
03Place it in the operational calendarShow stepHide step⌄
The group appears on the correct date and can be expanded without sending staff to a separate calendar.
- Calendar and day view
- Click-to-expand detail
- Mobile access
09:30Westfield School
ActivityAquapark
StatusConfirmed
04Highlight VIPs and special requirementsShow stepHide step⌄
Important arrivals, accessibility needs, catering notes or unusual setup requirements are surfaced to relevant teams.
- VIP flag
- Department-specific notes
- Clear arrival responsibilities
VIPYes
SetupPrivate area
ReceptionMeet on arrival
05Notify the responsible teamsShow stepHide step⌄
Reception, activity leaders, catering or other selected departments receive the information relevant to their role.
- Targeted team visibility
- Updates when details change
- Named responsibilities
ReceptionNotified
LifeguardsNotified
Kitchen2 tasks
06Complete the day with a recordShow stepHide step⌄
Managers can retain attendance, notes and follow-up information for reporting, invoicing and future visits.
- Actual attendance
- Operational notes
- Follow-up status
Attended40
NotesSaved
Follow-upComplete
Your venue, your rulesBooking types Activities Visibility VIP flags Notifications Calendar fields
Configure it around the way your team operates.
Connect the booking to operational areas and departments.
Choose what staff, managers and admins can see.
Highlight high-priority arrivals and special requirements.
Target the departments responsible for preparation.
Choose the information shown before the record is expanded.
Clear by roleAdmin Manager Operational Team
Everyone sees what they need to act.
Admin view
Creates booking structures and controls sensitive-data permissions.
Manager view
Adds and updates bookings, assigns responsibilities and records follow-up.
Operational Team view
Sees the arrival, activity and preparation details needed for the day.
Frequently asked
Useful answers before the demo.
Does AquaTrak replace the customer booking system?
This feature is designed for internal group and operational visibility. Customer booking-system integrations can be handled separately.
Can ordinary staff see customer contact details?
Not unless their role is given permission. The team can see operational information without exposing sensitive data.
Can group bookings appear on mobile?
Yes. The calendar and expanded booking details are designed to be available to authorised mobile users.
See it with your operation
Walk through group bookings & daily visibility with AquaTrak.
Tell us how your venue works and we’ll show the parts that would make the biggest difference.
Google Calendar
Connect the company calendar.
An admin signs in with the company’s Google account and chooses a writable calendar. AquaTrak mirrors confirmed, completed and cancelled group events and can sync existing events, including future bookings.
AquaTrak remains the master record. Changes made in Google Calendar are not imported into AquaTrak, and staff rota sync is not included in this integration.