Registration, rooms, waivers, staff, guest communication and the money, from the first deposit to what the retreat made, in the same system that runs your sessions, memberships and courses between retreats. Built for hosts who run a few retreats a year and a whole practice in between.
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 |
|---|---|---|
| Registration with deposits and scheduled balances | Guests rarely pay in full at booking; the tool has to collect the rest without you chasing it. | Serve |
| Capacity, waitlist and automatic refills | A retreat is either full or it is not; a cancellation should go to the next name on its own. | Gather |
| Rooms and facilities assigned per guest | Room type is part of the price and the guest list; a separate spreadsheet drifts. | Serve |
| Intake forms and waivers before arrival | Dietary needs, medical notes and consent belong on the record, not in an email thread. | Serve |
| Staff and co-facilitators on the calendar | Helpers need to see the same schedule and the same guest list you do. | Gather |
| Timed guest communication and check-in | The packing list a week before, the address the day before, the follow-up after, and a phone at the door. | Gather |
| Guests in your own contact list | This year's guests are next year's retreat; they should be your contacts, not a marketplace's. | Serve |
| Bookkeeping that closes the retreat | Venue, chef, supplies and flights against deposits and balances is the number that decides whether you run another. | Serve |
The retreat is an event on your own site with a real capacity. Guests register, pay a deposit and the balance on your schedule, sign the waiver and complete the intake form before they arrive. When the last spot goes, the waitlist takes over, and a cancellation is offered to the next name automatically. Registration is the easy half; it is where most tools stop.
Set up rooms and facilities once and assign guests as they register, with shared and private options priced as add-ons. Co-facilitators and helpers are staff members on the calendar. Session emails go out before and after the retreat in your own words: the packing list, the address, the follow-up with photos. On the day, check people in from your phone.
Everyone who registers is a contact you own, tagged with the retreat, with their intake answers and payment history on their record. After the retreat, the same list gets your newsletter, your next date and your 1:1 offer. Retreats are the best marketing a practice has, if the guests stay yours.
Deposits and balances are income the day they land. Connect your bank and the venue deposit, the chef, the supplies and the flights arrive as expenses, categorized the way an accountant thinks; mileage is tracked at the official IRS rate. What the retreat made is a report you open, not a spreadsheet you build. A tax-ready year-end report covers the retreats and everything else you sold.
No. If you run a center with dozens of rooms, outside groups renting the property and housekeeping to schedule, you want a property management system built for that. ColibriOS is for the host who runs a few retreats a year at a venue and a full practice in between.
Gather, at $297 a month: multi-day events with capacity, waitlists, deposits and balances, attendee portals, staff scheduling and check-in, on top of everything in Serve (booking, website, CRM, email, courses and the books).
Yes. Set a deposit on the retreat and the balance is collected on the schedule you choose, through your own Stripe or PayPal at your processor's standard rate. ColibriOS adds nothing per registration.
Yes. Rooms and facilities are set up once and assigned per guest, and room choices can be sold as add-ons at registration with their own prices.
Yes. Each attendee has a portal with their registration, payments, forms and the retreat details, and gets your reminders on the schedule you set.
No. ColibriOS gives you the website, the sign-up forms and the email and text tools to fill a retreat from your own audience. A listing site can sit alongside it if you rely on one for first-time guests.
No. ColibriOS is a flat monthly subscription; payments go straight to your own Stripe or PayPal.
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