One system that answers the phone, chases the paperwork, and shows you the season.
HuntingCRM is booking and paperwork software built for hunting outfitters and guides. Here's what it does, in the order a hunter moves through your operation, and what you see on your phone while it happens.
Same Friday. Two outfitters.
A hunter calls about archery elk while you're glassing a ridge with no service. Here's how the next hour goes with and without the system.
Without it
- 5:15 PMMissed call.
Goes to voicemail. You won't hear it until Sunday night.
- 5:17 PMHe texts.
"Still have September openings?" Nothing comes back.
- 5:22 PMHe calls the next outfitter.
Somebody answered. Somebody sent a deposit link.
- SundayYou call back.
"Appreciate it, I'm already booked." You never learn what he was worth.
With HuntingCRM
- 5:15 PMMissed call.
The system logs it and texts him back in under two minutes, in your voice.
- 5:17 PMHe answers the text.
Species, dates, group size. It asks the questions you'd ask. He answers them.
- 5:30 PMDeposit link sent.
Dates confirmed, link out. He books from his truck.
- SundayYou call back.
He's already on your season board with a paid deposit. You're calling to say welcome to camp.
Three things you can't do from a ridge.
Every hunter gets a text back in two minutes.
Calls, texts, your website form, Facebook and Instagram messages all land in one inbox on your phone. When you don't pick up, the system replies in your words, asks the questions you'd ask, and logs everything. When you're back in service, you call a hunter who already told you what he wants.
- Missed call → text back, automatically
- Website form → text back, automatically
- Facebook message → same inbox, same reply
- You write the words. Nothing goes out you didn't approve.
Waivers, licenses, and tags come in before camp.
The minute a deposit clears, the hunter's checklist starts. He gets the waiver, the license upload, the tag confirmation, the medical form, whatever your operation needs. He gets reminded on a schedule you set. You see exactly who's missing what, and you never send another "hey, did you get that waiver?" text.
- Deposit paid → checklist fires on its own
- Hunters sign on their phone. No printing, no scanning.
- Reminders go out until it's done, then stop
- One glance shows who's cleared for camp
Who's booked, who paid, who needs a call. One board.
The season board lives on your phone. Every hunt, every deposit, every guide assignment, every open date. Your fill rate. The three hunters who need a call back. The guide gets his roster by text the night before, without a login. QuickBooks stays QuickBooks.
- Booked, paid, missing docs, needs a call — at a glance
- Guides get their roster by text. No app, no password.
- Open dates you can fill with one text to your list
- Deposits and balances flow to your books
Seven stages. Here's what the hunter sees and what you see.
Every hunter on your board sits in one of these. Blue is tracked. Green means money or paperwork is in. Orange is the only time it needs you.
A text back within two minutes asking what he's after and when.
A new name on the board with species, dates, and group size already filled in.
Your call, when you're back in service. He doesn't have to repeat himself.
His whole conversation with the system before you dial.
A hunt sheet with dates, price, what's included, and a deposit link.
Whether he opened it. A nudge goes out if he didn't.
A receipt and his first paperwork request, same minute.
The tag turns green. Deposit total ticks up. Checklist starts.
Reminders for anything still missing, then a "you're cleared for camp" text.
Orange on anyone still missing a doc. That's the only thing that needs you.
Meet time, location, what to bring. Sent the night before.
Guide rosters out, calendar full, nothing to chase.
A thank-you, a review request, and first shot at next season's dates.
Reviews coming in and next year's board filling while this year's photos are still going around.
It runs on what you already have.
Hunters call and text the number they already know. We don't make you change it.
One line of code on your contact form and inquiries land on the board. If you don't have a site, we'll talk about it on the call.
Messages come into the same inbox and get the same two-minute reply.
Keep it. Deposits, balances, and guide payouts flow through. Verified in your setup call before we promise anything specific to your books.
Send it over. We load every hunter before your first login.
They get rosters and checklists by text. No app to install, no login to forget.
What outfitters ask on the call.
If you can read a text, you can use it. Most of the day-to-day happens on your phone, and we set the whole thing up for you.
It only says what you approved. You write the replies, or you tell us how you talk and we write them for your sign-off.
Fine. Some do, some don't. The board handles scheduled hunts and open-window hunts side by side.
We built the guide side for outfitters running big seasonal crews. Rosters go out by text, credentials get collected once, and you see who's cleared.
Only if you want them to. Most outfitters want the call. The system gets the hunter ready for it and holds the spot with a deposit link when you say so.
We're in beta with a founding group of outfitters. Pricing depends on how you run, and it's a five-minute part of the call. Read how the founding group works.
See it running on your hunts.
Thirty minutes. You tell us your species, units, deposits, and paperwork. We show you your season on a board.
Book a 30-minute callRather text? Send us a message and we'll get right back to you.