Running at full speed? 4 ways to avoid operational pitfalls

Even the best-run tour and activity businesses hit bumps in the road, which can look like last-minute cancellations, missed calls, overbookings, and that frustrating silence when no new reviews roll in.

But here’s the good news: Most of these issues are fixable with a few smart tweaks! Below, we’re breaking down four common operator challenges and simple solutions to help you get ahead of them fast.

1. Challenge: Frequent cancellations cut into your revenue

No-shows and last-minute cancellations can wreak havoc on your schedule (and your bottom line). If your current policy is too lenient or too strict, you might be unintentionally pushing customers away or leaving money on the table.

Solution: 

Re-evaluate your cancellation policy to find the right balance of guest confidence and protection. 

Better yet, consider offering Trip Protection, a checkout add-on that provides guests cancellation flexibility while helping you retain revenue when plans change.

2. Challenge: You’re still taking bookings over the phone or manually

Manually entering bookings can lead to mistakes, missed opportunities, and a lot of wasted time especially if you’re fielding calls while also running your business.

Solution: 

Set up a professional voicemail that directs customers to your website for instant booking. 

For in-person sales, it might be time to level up with FareHarbor Dock, our booking point of sale that allows guests to book on their own and save time for your staff. Plus, each sale flows right into your Dashboard to keep your bookings on track. 

Pro tip: If you don’t have too many walk-up sales, put up QR codes that take customers right to your Lightframe to reduce lines and empower customers. 

3. Challenge: Overbooking creates operational chaos

Overbooked tours frustrate customers, stress out your staff, and can damage your reputation. It often comes down to how your availability is being tracked across channels.

Solution: 

Avoid overbooking by tightening up your inventory tracking. Make sure your FareHarbor Dashboard accurately reflects capacity across every tour, channel, and resource — and that your employees know how to manage it in real time. 

4. Challenge: You’re not getting enough (positive) online reviews

Reviews build trust and influence future bookings, but if you’re not actively collecting them, you could be missing a huge growth lever.

Solution: 

Make reviews part of your post-tour process. Ask for feedback in your follow-up emails or in-person right after the tour — but always in a way that feels natural. Here’s a few ways to increase your review volume the right way.

Taking action today 

Operational issues don’t have to slow your business down. With a few simple changes (and the right tools in your corner) you can reduce cancellations, simplify bookings, and boost your reputation all at once.

Need help implementing any of these solutions? Reach out to the FareHarbor team or explore our Help Center for step-by-step guidance.