We Are Adventurers integrates Pebble booking software into new website

Outdoor adventure club integrates Pebble booking software into new website

Paul Wilcox, founder of children’s club We are Adventurers, spent his childhood climbing trees and building dens in the woods behind his house. His passion for the outdoors never waned and, in 2013, he launched his first We Are Adventurers session to a group of five children. Just over a decade later, more than 10,000 children a year attend sessions run by Paul and his carefully selected team. To reduce the burden of administration, and to ensure compliance with Ofsted requirements, Paul has recently signed up with Pebble, a software provider focused on simplifying the process of booking activities for children.

The start of a new adventure 

“I’ve always had a love for the outdoors,” explains Paul. “Whether playing in the woods from dawn ‘til dusk, or going camping with the Scouts and the Duke of Edinburgh, I spent lots of my life under canvas!” 

Paul’s sense of adventure led him to join the army at the age of 17, a career which he enjoyed for 12 years. After a two year stint working for a logistics company, he was desperate to return to doing something that he would love. 

When Paul spotted a den-building workshop at a festival, the seed was planted. He studied the Forest School movement, and went on to develop a child led learning programme. The aim was to inspire children of all ages - from toddlers to teens - to make lifelong connections to the outdoor world. Just ten days after his daughter was born, and with a small toddler at home, Paul launched the business - and word quickly spread. 

Covid fuels demand 

“I’m lucky”, Paul explains, “My wife runs a PR agency, which has been a great help. But word of mouth has also played a huge part. Children who start as toddlers or attend the holiday club often book parties, which introduces us to more families. Word soon spreads. Pre-covid, I used to have to sell the idea to head teachers, but there’s been a huge shift. Parents and teachers are actively seeking opportunities for children to engage with the outdoors.”

We Are Adventurers quickly expanded to meet the growing demand for outdoor activities that nurture resilience, build skills and foster a love of nature - from after-school and holiday clubs, in-school activities such as trips and residential stays, to birthday parties and even team-building days. Working with schools and nurseries, Paul and his team provide everything from 1-2-1 sessions for SEN children to whole-class activities. 

Reducing the administrative burden

With classes, groups and school-based activities taking place across Manchester, Cheshire and Blackpool, Paul needed to find software that would reduce the administrative burden of admissions and paperwork. 

In the early days, Paul worked with a series of Excel spreadsheets. As the business grew, he signed up for a US-based software - but its inability to handle the administration of the UK’s tax-free childcare vouchers was a major shortcoming. Much of the process remained manual, and the cost couldn’t be fully justified. Paul set about looking for a UK alternative, before signing up with Pebble earlier this year. 

Pebble - tech that simplifies admin for parents and providers 

Launched in 2021, Pebble is a market-leading online system that provides children’s activity providers with a simple way to manage bookings and reduce administration. With over 55,000 parents and guardians signed up, and a team intent on building subscribers and functionality, it also offers activity providers the opportunity to grow revenue and reach new prospects. 

“Pebble offers us everything that we need to run the business, and is simple to use - both for the parents and providers”, Paul explains. “The system integrates with our website, allowing us to take bookings, payments and register new starters online. It also gives us a way to store details about all our adventurers - including things like any SEN support requirements, medical needs and allergies, and photo consent forms. It simplifies compliance too - it helps us to meet Ofsted requirements such as time-stamped registers, and all of the information is stored in line with data protection and safeguarding rules.”

Pebble can be used to set up and take payments for online or in-person classes, including block bookings, subscriptions and discounts. Providers can also use the system as a customer relationship management tool (CRM) - proven to support marketing and encourage repeat bookings. Users can communicate directly with parents, issue confirmations, track attendance and securely store responses to customer questions. For providers like Paul, who have invested in websites that reflect their business offering and ethos, Pebble offers full website integration - allowing people to book directly, within the provider’s own website. The result is reduced administration and a better customer experience. 

A responsive team that cares 

“It is early days”, Paul admits, having signed up to the system in February this year. “But the thing that has impressed me the most about Pebble is the responsiveness of the team. Even in the time I have been with them, new functionality has been added which is making it more intuitive and easier to use. I can use the system to analyse bookings way into the future, which helps me to forecast, add resources if we’re selling well, or plan marketing activity if there are gaps. The team has also been incredibly responsive to any queries we’ve had whilst we’ve been in the onboarding phase. When implementing any new software into an established business, having a team that cares makes a huge difference.”

To find out more about the benefits of Pebble’s online booking system, visit https://bookpebble.co.uk/solutions/activity-suppliers