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Setting Product Lead Time

Configure how much advance notice you need for bookings

Written by Hayden Zammit Meaney
Updated over 2 months ago

Setting Product Lead Time

Lead time is the minimum notice you need before a booking. It gives you time to prepare, confirm availability, and deliver a quality experience.

What is lead time?

Lead time is the gap between when a booking is made and when the experience starts:

  • 24 hours lead time — bookings must be made at least a day ahead

  • 48 hours lead time — bookings close 2 days before

  • 1 week lead time — advance planning required

Why lead time matters

Appropriate lead time helps you:

  • Prepare properly — arrange staff, equipment, and supplies

  • Confirm bookings — verify availability and send details

  • Manage operations — plan your schedule efficiently

  • Maintain quality — never be caught unprepared

Factors to consider

Staffing needs

  • Do you need to roster additional staff?

  • Are guides available on short notice?

  • What's your minimum scheduling window?

Preparation requirements

  • Food ordering and preparation

  • Equipment checks and setup

  • Vehicle or venue preparation

  • Permits or access arrangements

Communication needs

  • Time to send joining instructions

  • Confirming pickup details

  • Answering pre-trip questions

  • Processing special requests

Customer expectations

  • What do competitors offer?

  • What do customers expect in your market?

  • Are last-minute bookings common?

How to set lead time

  • Go to Products from the main menu

  • Click on the product you want to configure

  • Click Edit to enter edit mode

  • Find the Lead Time or Booking Notice field

  • Set your required notice period

  • Click Save

Choosing the right lead time

Short lead time (same day to 24 hours)

Best for:

  • Walk-up attractions

  • Self-guided experiences

  • Products with constant availability

  • Digital or automated delivery

Requires:

  • Staff always available

  • No preparation needed

  • Automated confirmation systems

Medium lead time (24-72 hours)

Best for:

  • Standard tours and experiences

  • Restaurant bookings

  • Most accommodation

  • Activities with light preparation

Allows:

  • Staff rostering

  • Basic preparation

  • Customer communication

  • Dietary requirement collection

Long lead time (1 week+)

Best for:

  • Custom or bespoke experiences

  • Large group bookings

  • Remote location activities

  • Products requiring permits

  • Catering-heavy experiences

Provides time for:

  • Detailed planning

  • Special arrangements

  • Equipment sourcing

  • Permit applications

Lead time by product type

Tours

Typical lead times:

Tour Type

Recommended Lead Time

City walking tour

24 hours

Day tour

24-48 hours

Multi-day tour

1-2 weeks

Custom private tour

1 week+

Adventure activity

24-48 hours

Accommodation

Typical lead times:

Property Type

Recommended Lead Time

Hotel

Same day - 24 hours

B&B

24-48 hours

Holiday rental

48 hours - 1 week

Remote/unique property

1 week

Experiences

Typical lead times:

Experience Type

Recommended Lead Time

Attraction entry

Same day

Cooking class

48-72 hours

Spa treatment

24-48 hours

Private event

1-2 weeks

Communicating lead time

In your listing

Make requirements clear:

  • "Book at least 24 hours in advance"

  • "Reservations close 48 hours before departure"

  • "Advance booking required — minimum 1 week notice"

During booking

Show cutoff times:

  • Display which dates are still available

  • Indicate booking deadlines

  • Explain why notice is needed

For last-minute enquiries

Have a policy ready:

  • Can you accommodate urgent requests?

  • Is there a last-minute booking fee?

  • Who can approve exceptions?

Handling last-minute bookings

Even with lead times set, you may receive last-minute requests:

Option 1: Firm policy

  • Maintain your stated lead time

  • Offer next available date

  • Be consistent

Option 2: Flexible when possible

  • Accept if you can accommodate

  • Charge a rush fee if appropriate

  • Note the exception

Option 3: Conditional acceptance

  • Confirm if space allows

  • Can't guarantee specific requests

  • Customer accepts as-is

Seasonal adjustments

Lead times might vary by season:

Peak season:

  • Longer lead times may be needed

  • More bookings to manage

  • Higher preparation demands

Off-peak:

  • Shorter lead times possible

  • More flexibility to accommodate

  • Opportunity to capture spontaneous bookings

Best practices

Be realistic

Set lead times you can actually meet:

  • Don't set too short and compromise quality

  • Don't set too long and lose bookings

  • Match your operational reality

Be consistent

Apply lead times fairly:

  • Same rules for all customers

  • Clear exceptions policy

  • Staff understand the rules

Review periodically

Check if your lead times are working:

  • Are you turning away bookings unnecessarily?

  • Are you scrambling to prepare?

  • What's the feedback from customers?

Appropriate lead time balances customer convenience with your ability to deliver an excellent experience.

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