Set up and configure pricing for your experiences

CaptainBook pricing is built from three main elements:

Other pricing features, such as slot-level prices, channel rules, discounts, extras, and fees, are applied on top of these.

Tiered pricing is available on Starter, Extended, Ultra, Legacy, and Corporate.

Prices are configured on the experience. Prices set for individual departures are overrides of the experience price.

You can find the main settings here:

Experiences → select an experience → Pricing

The pricing model itself is configured under:

Experiences → select an experience → Edit → Pricing

There are four pricing models.

Each guest is charged the rate of their pricing category.

For example:

Total: €130

This is the default model.

The price per person changes depending on party size.

For example:

Five adults would pay €45 each.

Available for Private experiences.

One price applies to the whole booking regardless of party size.

For example, a private boat priced at €900 costs €900 whether two or eight people book.

Also available for Private experiences.

The total booking price changes based on the total number of guests.

For example:

A group of three pays €800 in total.

Group experiences can only use per-person pricing. If you change a Private experience to Group, CaptainBook switches it back to per-person pricing.

A pricing category is one option shown in the guest picker.

Examples include:

Go to:

Experiences → select an experience → Pricing

Each category can contain:

A new pricing category starts with one pricing tier.

An experience must have at least one non-internal pricing category with a valid tier before it can be sold.

Every pricing category has at least one tier, even when you are using a simple flat price.

For a normal per-person experience, this may simply be:

Adult → €50

With tiered pricing enabled, the same category can contain several price bands:

Click Add another tier to extend the ladder.

CaptainBook automatically keeps the ladder continuous:

New tiers are initially suggested at 90% of the previous tier’s price, but you can change the amount.

This is important because the calculation changes depending on the pricing model.

By default, the tier is selected using the number of guests inside that pricing category.

For example:

Even though four people are traveling, the Adult category sees 2 and the Child category also sees 2.

Both therefore use their 1–3 guest tier.
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For tiered per-person pricing, you can enable Use alternate tier pricing.

This makes CaptainBook use the total party size instead.

The same 2 Adults + 2 Children booking now uses the 4-person tier for both categories.

When using this option, keep the tier structure consistent between categories so the resulting price remains predictable.

Tiered per-group pricing always uses the total party size.

For per-group pricing, one category acts as the primary category.

The group price is stored only on that category.

Other pricing categories are still used to record the guest mix, but they do not carry an additional price.

For example, a private charter can have:

while the full group price is stored only on the primary category.

This prevents the group total from being charged more than once.

If the primary category is deleted, CaptainBook automatically promotes another category.

Enable This fare is only used internally for pricing categories that should only be available to your staff.

For example:

Internal fares:

Internal categories already used on an existing booking remain visible when that booking is edited.

Age restriction and Type serve different purposes.

Defines the actual age rule.

For example:

Child: 3 to 11 years old

Defines the standardized category used when communicating with distribution channels.

Available types include:

If you distribute through OTAs, setting the correct type is important because CaptainBook uses it to match your pricing categories to the channel’s passenger categories.

New categories default to Traveler.

If you use channels such as GetYourGuide or Viator, set an appropriate type on each category instead of leaving everything as Traveler.

Use Must travel with when a pricing category should only be bookable together with another category.

For example:

Children must travel with at least 2 Adults

Configure the rule on the restricted category.

You can create several possible companion rules.

For example:

The booking is valid if either condition is satisfied.

The quantities are not added together.

A companion category must:

CaptainBook also prevents circular rules that would make both categories impossible to book.

Staff can still create a back-office booking that breaks a companion rule. CaptainBook shows a warning instead of blocking the save.

You can override the experience price for one departure or a range of dates.

Go to:

Experiences → select an experience → Schedules → select a schedule → Mass update availabilities

Select the date range, then open Pricing.

You will see two pricing strategies.

Shows the pricing inherited from the experience.

Changing a price here writes that price as an override on all selected availabilities.

Shows pricing overrides that already exist on the selected departures.

Use this when you want to adjust a special price that has already been applied.

Only the tiers you change receive an override. Any tiers you leave untouched continue following the normal experience price.

When CaptainBook calculates a booking price, the following takes priority:

After the base fare is determined:

A price already stored on an existing booking is not changed when you later edit the experience price.

Discounts can be:

They can apply to a specific product option or across your catalog.

Discount percentages are added together before being applied.

For example:

results in 35% off, not two discounts applied one after the other.

Fixed discounts are applied after percentage discounts.

Mandatory extras are added afterwards and are not reduced by discounts.

Extras can use:

They can also be:

and either:

Mandatory extras are added after discounts and are not discounted.

CaptainBook uses the cheapest price a customer can actually reach when displaying a From price.

This can take into account:

Zero-priced categories are ignored.

For per-group experiences, the From price comes from the primary pricing category.

You can also manually configure the experience’s From price / From price label.

For tiered pricing, you can enable Use the most expensive tier as starting price if you want the higher small-party rate displayed instead.

Your CaptainBook widget, embedded pages, website, back office, and reseller marketplace support all four pricing models.

External channels have their own limitations.
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For tiered per-person pricing, GetYourGuide receives only the first pricing tier.

For tiered per-group pricing, CaptainBook converts your group totals into per-person prices for each supported party size.
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Tiered per-person pricing can be published as a ladder.

Tiered per-group pricing is currently flattened to a single retail price based on the smallest group-size tier.

Pricing categories and tier bands can be published natively.
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The single-traveler price is published.

Child, Infant, Youth, Student, and internal categories are excluded from the advertised price.

Be careful when changing the pricing model after prices have already been configured.

CaptainBook warns you that existing prices will be lost.

Categories are collapsed into the new group-pricing structure and secondary category prices are removed.
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Each pricing ladder is reduced to its first tier.

The remaining tiers and their slot-level overrides are deleted.
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CaptainBook switches the experience back to per-person pricing.

For this reason, it is best to decide the pricing model before building a detailed price structure.

For tiered per-person pricing, the tier is normally selected using the number of guests in that specific category.

Enable Use alternate tier pricing if you want the total party size to determine the tier.
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On a per-group experience, only the primary pricing category carries the group price.

Secondary categories are used for headcount only.
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Check the category Type.

If the type is still TRAVELER, or the channel does not support the selected type, it may fall back to Adult.
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GetYourGuide receives only the first band of a tiered per-person price ladder.
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This is expected.

GetYourGuide requires participant pricing, so CaptainBook converts your group total into per-person amounts that reproduce the same group total.
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Check whether you were using:

Check:

Both can prevent the customer from completing the booking.