RetreatSeats: beds, deposits and waivers on one roster · Updated September 8, 2026

What it actually does, in four boring moves

The site lays the product out in four steps, all of them refreshingly boring. Build the house: enter rooms and beds once as a reusable floor plan, so next season starts from a map instead of a memory. Take registrations: a guest lands on a named bed in a named room. Stage payments: deposit now, balance later, with reminders that go out without you. Collect paperwork: one signing link carrying the waiver, the health questionnaire and the photo consent.

The detail that gives away software written by someone who has actually run a house is that anything unsigned stays flagged red on the roster until it is done. There is also a printable dietary sheet grouped by meal service for the cook, and an arrival day key sheet. Nobody builds a key sheet unless they have once stood in a driveway holding the wrong keys.

Reconciliation runs against the card processor and bank feed you already use, and records export as CSV or PDF. Guest facing emails, forms and confirmation pages carry your retreat name, your wording and your sending domain, so the software stays invisible to the people actually sleeping in the beds.

Pricing, in dollars, with the structure that matters

Three plans, billed monthly in US dollars. One Retreat is $49 a month: one active retreat, up to thirty beds, bed map, deposit schedule, waivers and dietary sheet, email support. Season is $129 a month: up to eight retreats open at once, unlimited beds, multi stage payments, a waiting list, two assistant logins, branded emails. Retreat Business is $259 a month: unlimited retreats, ten staff logins, co host splits, season reporting, waiver archive export, an onboarding call.

The structure matters more than the tiers. There is no per guest fee, no annual lock in, and no cut of the money guests pay you: the site is explicit that guest payments move through your own payment account rather than theirs, which makes this a roster with a payment schedule attached, not a payment processor. Billing is monthly and stops at the end of the current period, aimed at hosts who run a handful of sessions a year and go quiet in between.

The site also publishes its own outcome figures for occupancy, admin hours saved and money recovered. Those are the vendor's numbers, gathered by the vendor, and they deserve the treatment every vendor's numbers deserve: marketing until your own season says otherwise.

Waivers and health forms: what it touches, and what it does not

This is the part to read carefully, because it involves other people's medical information. RetreatSeats collects, timestamps, stores and flags. It sends your liability waiver, your medical questionnaire and your photo consent as one link, keeps signed copies downloadable as a single file for your insurer, and turns declared allergies, intolerances and preferences into a printable sheet for the kitchen.

What it does not do is read any of it. The software makes no clinical claim, offers no view on whether a guest should attend, and is not medical or legal advice. A health questionnaire sitting inside a roster is a form, not a screening. The waiver is yours as well: the site says you send your own, so its legal weight is a question for your insurer and your lawyer, not for a bed map.

On storage, the site states that guest records, signed waivers and health questionnaires are held encrypted at rest in United States data centers, that access is limited by role (assistants see check in details only), that hosts own their records and can export or delete them, and that retention is host controlled from ninety days up to seven years. If you are collecting medical notes from guests who live somewhere with its own data rules, that retention setting is the thing to think about before the first signing link goes out.

Who it fits, and who will find it too small

The stated shape is small houses: roughly eight to forty beds, one person holding the list, yoga weeks, writing weeks, culinary and wellness gatherings, a few sessions a year. If that is you, the appeal is obvious, because the alternative is a spreadsheet plus a payment app plus an email folder plus your own memory of who is vegetarian.

If you run a hotel, sell general admission tickets, need a channel manager or want inventory synced to online travel agents, this is not built for that, and the site does not pretend otherwise. It is also monthly software with a bed cap on the entry plan, so a host running one large retreat a year pays for months of a quiet roster unless they cancel and restart between seasons, which the site says is fine.