Providers & organisers

How to create an organiser account

Choose Offer activities or services when you sign up. Complete organiser onboarding, then add your organisation details. You can manage activities, vendor services, and reusable venue records from one dashboard.

How to add a service on Holstime

Services are supplier-style listings (entertainment, catering, photography, and similar) on the Holstime services marketplace. Follow these steps to add one:

1. Sign in or create an account and choose Offer activities or services.
2. If Holstime prompts you, complete provider onboarding (your business name is required; other organisation details are optional).
3. Open your dashboard and go to My services.
4. Click New service (or open New service directly).
5. Add the details Holstime needs when you submit for review:
   • Title — how families will recognise your service
   • Description — what you offer and how to book
   • Category — pick the closest match (if you choose Other, describe your category for our review team)
   • Pricing model — for example quote only, fixed price, from price, hourly, per person, or deposit to reserve
   • Price details — enter amounts where your pricing model requires them
   • Cancellation policy — use your organisation default or set a custom policy for this listing
6. Optionally add:
   • Images — up to five photos; the first is shown as the main image
   • Service area — where you travel or operate
   • Delivery & venue options — for example at-home visits, venue required, indoor or outdoor
   • Audience tags — who the service is for (you can change these later)
   • Offers and promotions — optional marketing offers (checkout still uses your main listing prices)
7. If you are not ready to publish, click Save as draft. Your listing stays private while you finish it.
8. When the listing is complete, click Submit for review. Holstime reviews new services before they appear publicly — submitting does not make your service live immediately.

After approval, your service appears on the public services marketplace. You can edit an approved service from My services.

How to create an activity or event on Holstime

Activities are classes, events, and sessions families can discover and book. Here is how to create one:

1. Sign in or create an account and choose Offer activities or services.
2. If prompted, complete provider onboarding.
3. Open your dashboard and go to My activities.
4. Click New activity (or open New activity directly).
5. Work through the form and add the details needed for review:
   • Title and description — what happens, what to bring, how to book
   • Categories — up to three; the first is your primary category on listings
   • Audience — who the activity is for (for example kids, family, parents only)
   • Date and time — when the activity runs; you can add optional start and end times
   • Venue — search your venues or create one inline (name required)
   • How customers book — on your website, free reservation on Holstime, or paid checkout where enabled for your account
   • Price or free reservation — paid amounts or mark the activity as free, depending on your booking choice
   • Sessions — if you use Holstime reservations or paid checkout, add session dates and times or set an overall capacity
   • Cover image or flyer — required when you submit for review (upload or paste a direct image link)
   • Cancellation policy — inherit your organisation default, set a custom policy, or use organiser-managed policy when booking is on your website
   • Terms and accuracy — confirm you agree to Holstime's terms and that your listing is accurate before submitting
6. Optional extras you can add:
   • Age suitability — minimum and maximum age if helpful
   • Short description — a brief summary for listings
   • Gallery images — extra photos on your activity page
   • Offers and promotions — marketing offers separate from checkout tickets
   • Guest questions — for free reservations on Holstime, optional questions for bookers
   • Booking options (tickets) — for paid checkout on Holstime, ticket tiers and packages where available for your account
7. Click Save draft (or Save draft — finish later during onboarding) if you want to save privately and come back later. Drafts can stay minimal — for example just a title — until you are ready.
8. When ready, click Submit for review. Holstime reviews activities before they go public. Submitting does not publish your activity straight away.

After approval, your activity appears on the public activities marketplace. Manage listings from My activities. Reusable venues live under My venues.

Drafts, review and publishing

Both services and activities follow the same review process. Your listing status tells you where things stand:

• Draft — saved privately on your dashboard. Not visible on the public marketplace. Use drafts to build your listing over time.
• Pending review — you submitted for review and Holstime is checking your listing. Still not public.
• Approved — your listing is live on Holstime and families can find it on the marketplace.
• Rejected — changes are needed before you can resubmit. Edit your listing, then use Submit for review again.

Submitting for review is not the same as publishing. When you submit, your listing goes to Holstime for approval. Only an approved listing appears on the public browse pages. You will be notified when a listing is approved or if we need changes.

From My activities or My services, you can submit for review, move a pending listing back to draft, or delete drafts and rejected listings where the dashboard allows it.

Tips for getting approved quickly

Accurate, complete listings are reviewed faster. Before you submit:

• Use a clear title that says what you offer or what the event is
• Write a helpful description — what happens, what to bring, and how to book
• Choose the correct category and audience so families can find you
• Add accurate dates, times, location, and pricing
• Upload a good cover image or flyer for activities (required on submit)
• Double-check booking details — booking link, capacity, sessions, or ticket options
• Make it obvious who the service or activity is for

How approvals work

New and updated listings are reviewed before they appear publicly. Drafts stay private until you submit for review. Only approved listings are visible on the marketplace browse pages.

You receive notification when a listing is approved or if changes are needed. Keep descriptions, imagery, pricing, and venue details accurate to speed review.

How bookings work

Choose how customers book each activity: external website link, free reservation on Holstime, or paid checkout where enabled. Bookings appear in Bookings in your dashboard with customer contact details and ticket counts.

You are responsible for delivering the activity and for communications with customers, except where Holstime explicitly facilitates a channel (such as initial contact forms).

Verifying booking passes and checking people in

Go to Dashboard → Bookings → Verify booking pass.

Enter the booking reference manually, or scan the customer's QR code to open the same verify flow.

Only the provider for that activity can verify and check in that booking. Cancelled or refunded bookings cannot be checked in.

Once checked in, the booking is marked as used. If it is scanned again, you will see that it has already been checked in.

Check-in status is also visible in your roster and bookings views.

How payouts work

For paid bookings through Holstime, payments are processed by our payment provider. Eligible organiser payouts are released according to Holstime payout rules and your connected account status. Track releases in Payments & payouts.

Platform fees and payout timing are separate from the customer-facing service fee — see your dashboard and organiser settings for your commercial terms.

How cancellations affect bookings

Set a cancellation policy on each listing. When a customer cancels, Holstime evaluates the request against that policy and processes refunds where applicable. You are notified of new bookings, cancellations, and customer cancellation requests.

Ticket refunds follow your published policy. Holstime service fees paid by customers are generally non-refundable except where required by law.

Activities, services, and venues

• Activities — timed classes, events and sessions people can discover and book. Managed under My activities. See how to create an activity.
• Services — supplier-style listings (entertainment, catering, packages) on the services marketplace. Managed under My services. See how to add a service.
• Venues — reusable place records you attach to activities. Managed under My venues.

Using the planner as an organiser

Organisers can use My plan for personal week planning — the same planner members use to map activities, services and venues. It is separate from listing management: planning does not publish or book on behalf of customers.