Creating an experience in Brindlechute lets you define exactly how your trips run—from pricing and group size to timing, documents, and checklists. Once set up, your experience becomes the foundation for bookings, making everything faster and more consistent.
How to Create a New Experience
1. Go to the Experiences Section
From your dashboard, go to Products → Experiences.
Click the black “+ Add Experience” button in the top right.
The page opens on Step 1: Experience basic. Once you have filled this out, Save & Next takes you to Step 2: Checklist template.
2. Configure Experience Setup
Experience setup is the first section on the page. Start by answering Who is running the experience?
Outfitter-run experience – The trips created will be assigned to your guides
Partner-linked experience – The experience is tied to a specific partner, and trips created will be “Partner type”
Then set the Number of clients per guide using the − and + stepper.
This helps Brindlechute manage guide assignments and capacity correctly.
3. Fill in Experience Info
Under Experience Info, enter:
Experience name (e.g., “Full Day Fishing on the Bitterroot”)
Trip type – Float, Wade, Hunt, or Ice Fishing
Description – what the trip covers, written for your booking clients
Color – appears below Description only if Color Coding is turned on for your organization. When it appears, a color is required before you can save. See Use Experience Colors for Faster Calendar Scheduling
Image & Video – click Add image (PNG or JPG, max 20MB) and Insert video link to add a video
Attachments in client portal – click Add document to upload gear lists or in-house documents (PNG, JPG, or PDF, max 20MB)
Learn more: How to Edit Experience Images and Videos and How to Upload Files to an Experience Itinerary
4. Set Online Availability
Online clients can create instant bookings on open window dates, and outfitters can create bookings at any time.
Turn on the Override toggle to set availability for this experience instead of using your system-wide settings. You can then adjust:
Availability settings – which guides this experience draws from, plus any additional slots
Allow instant online booking – set the instant booking cutoff time in days before the start date
Set off-season range – define online availability by date range, with a yearly preview showing fully blocked, request-to-book, and instant booking dates
5. Set Experience Time Configuration
Choose a Duration mode:
All day block – The trip blocks a guide for the entire day. You can customize the experience title to specify a full day or half day.
Scheduled times – Set start times and durations, with guide availability blocked at the hourly level. Recommended for half days or shorter, where guides may serve multiple trips in a day.
The Daily start time preview below shows how activity time, buffer, available, and blocked hours will look.
6. Add Meetup Details
Set where and when clients should meet:
Default meetup time
Default meetup location
Allow guide to edit meetup details – turn this on if guides can adjust the meetup for individual trips
Learn more: Assigning Meetup Locations to Experiences
7. Configure Itinerary Settings
Choose how the trip duration works:
Flexible days – Trips can span any number of days, and pricing is on a per-day basis
Fixed days – Trips run across multiple, predetermined days, and pricing is for the entire trip duration
8. Set Price Settings
Turn on Time-aware settings if you want pricing to vary by date range. Left off, all bookings apply the same fee settings across all time.
Then choose a pricing model:
Per person – Pricing is determined on a per-guest basis
Flat group price – A fixed price applies to the entire group, regardless of headcount
Price differs by group size – Set a different price for each group size
Quoted by outfitter – No price is set up front; you quote each booking and set the price on the line item before confirming
Enter your price, then set the Gross revenue amount per unit, which is used to calculate permit revenue reported to agencies. Check Amount differs by group size if that figure changes with headcount.
9. Add Trip Details
Clearly outline expectations for your clients. Click + Add new item under each list:
What is included (e.g., gear, lunch)
What is not included (e.g., license, gratuity)
What to bring
10. Set Pre-confirmation Questionnaires
In the Pre-confirmation questionnaires section, select the questionnaires booking clients are required to answer before they can pay:
Trip questions – questionnaires about the trip itself
Waivers – questionnaires with health disclosures or liability acknowledgments
Use Preview next to either field to check a questionnaire before selecting it.
Learn more: How to require clients to complete questionnaires before paying (pre-confirmation tasks)
11. Attach Documents, Waivers, and Questionnaires
In the Documents section, you can set each item as required or optional:
Required documents and optional documents for clients
Required waivers and optional waivers for clients
Required questionnaires and optional questionnaires for clients
This helps you collect important details before the trip.
If you use age groups, the View pre-trip tasks by age group panel below these selectors shows which items are required or optional for adults and for each of your minor age groups. See How to Allow Minors as Trip Participants.
12. Complete the Checklist Step
Click Save & Next at the top of the page to move to Step 2: Checklist template and set up your automated checklist:
Add pre-trip, day-of, and post-trip tasks
Set timing (e.g., “3 days before trip”)
This keeps your team organized and consistent.
13. Save Your Experience
Click Create Experience at the top right to publish your experience.
You can always come back later to edit or duplicate it.
Build, Edit, and Organize Your Experiences
How to Create a New Experience – Build a new trip offering from scratch.
How to Edit an Existing Experience – Make changes to an experience’s details or availability.
Duplicating an Experience – Quickly spin up a similar trip with copied settings.
How to Add Your Experience to a Group – Keep related experiences grouped and tidy.