Deposits and balances, rooms, waivers, waitlists and check-in for a multi-day retreat, on a website you own, in the same system that books your sessions, runs your memberships and keeps your books. Built for the host who does more than retreats.
Whatever you choose, these are the things that decide whether the software carries the work or you do. The last column is the lowest ColibriOS plan that includes it; every plan contains the one before it.
| Look for | Why it matters | In ColibriOS |
|---|---|---|
| Deposits with the balance due later | Retreat guests rarely pay in full at booking; the tool has to collect the rest without you chasing it. | Serve |
| Rooms and facilities on the booking | Room type is part of the price and the guest list; a separate spreadsheet drifts. | Serve |
| Capacity, waitlist and door check-in | A retreat is sold out or it is not; a waitlist turns cancellations into fills. | Gather |
| Intake forms and waivers before arrival | Dietary needs, medical notes and signed waivers should be on the record, not in email. | Serve |
| Reminders and portals for attendees | Guests need the packing list and the address in the week before, without you sending forty emails. | Gather |
| Event pages on your own website and domain | A page on someone else's marketplace is their traffic and their brand. | Serve |
| A contact list you own, with email and text | The people who came this year are next year's retreat; they should be your contacts. | Serve |
| Bookkeeping and a tax-ready report | Retreats have real costs; knowing the margin is the difference between a hobby and a business. | Serve |
A retreat is an event on your own site with a real capacity. Guests pay a deposit and the balance later, sign the waiver and fill in the intake form before they arrive, and get reminders on your schedule. When the last spot goes, the waitlist takes over. On the day, you check people in from your phone.
Set up your rooms and facilities once and assign guests as they book. Attach per-offering add-ons to the retreat itself, a private session, an airport pickup, a shared room versus a single, and let guests choose at checkout. Every add-on is a line in your books, not a note in your inbox.
Everyone who books lands in your CRM, tagged with the retreat, with their intake answers and payment history on their record. Session emails go out before and after in your own words. When the retreat is over, the same list gets your newsletter and your next invitation. It is your list, exportable any time.
Deposits and balances are income the day they land. Connect your bank and the venue deposit, the chef and the supplies arrive as expenses, categorized the way an accountant thinks; mileage is tracked at the official IRS rate. What the retreat made is a report, not a reconstruction. That is the part retreat platforms leave to you.
Gather, at $297 a month. It adds multi-day events with capacity, waitlists, deposits and balances, attendee portals and check-in to everything in Serve: booking, website, CRM, email, courses and the books.
Yes. Set a deposit on the retreat and the balance is collected later through your own Stripe or PayPal account, at your processor's standard rate. ColibriOS adds nothing per booking.
Yes. Rooms and facilities are set up once and assigned as guests book, and room choices can be offered as add-ons at checkout with their own prices.
That is the point. The same calendar, client records, website and books run 1:1 sessions, classes, memberships and courses alongside the retreat. You are not paying for a second system that sits idle between retreats.
No. ColibriOS gives you the website, the sign-up forms and the email and text tools to fill a retreat from your own audience. If you rely on a directory to find first-time guests, a listing site can sit alongside it.
No. ColibriOS is a flat monthly subscription. Payments go straight to your own Stripe or PayPal.
You decide the refund and the record shows it. If the retreat is full, the next person on the waitlist is offered the spot. The cancellation and any refund are reflected in your books the same day, so the retreat's numbers stay true.
Yes. Attach an intake form to the retreat and guests complete it after booking; answers sit on their contact record where you and your co-facilitators can see them. Waivers work the same way and are signed before arrival.
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