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Setting Product Lead Time

Configure how much advance notice you need for bookings

Hayden Zammit Meaney avatar
Written by Hayden Zammit Meaney
Updated today

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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