Outfitter booking software & CRM Every hunt, every unit, every tag. One screen.
See every hunt for the season on one board: how many openings each one really has, who's on it and who's still waiting on you. HuntingCRM is built with outfitters and powered by Clutch City.
- Built with outfitters, not adapted for them
- From the team behind Hunt Warz (Trent founded it)
Talk to Trent and Jared. Powered by Clutch City.
Season 2027–28
34 hunts 14 with hunters 4 need a decision
Left and right arrows move between the hunts in a row.
| Row | Aug | Sep | Oct | Nov | Dec | Jan | Feb | Mar |
|---|---|---|---|---|---|---|---|---|
| Hunters | 3 | 7 | 14 | 3 | 4 | 1 | – | – |
| Guides | 2 | 3 | 5 | 1 | 2 | 1 | – | – |
| Meals | 60 | 210 | 228 | 48 | 108 | 24 | – | – |
(Hunters + guide) × days × 3 meals. 678 meals planned this season.
Rifle elk · E-27AOct 1–4 · 3 nights · Unit 27
Dates requestedOpenings left0of 2
Smallest limit wins: beds (2).
On it: Mike S., Al S., Ed V.
Over by 1. Flagged, not blocked.
Example data from a made-up business.
What actually limits a hunt.
In buildExampleIt isn't one number. The spots on a hunt are the smallest of three: tags drawn, beds at the property and hunters your guides can run.
E-27A · Oct 1–4
- Tags4
- Beds2
- Guides4
2 spots
The camp sleeps 2, so 4 tags still means 2 spots.
E-27A · Oct 8–11
- Tags4
- Beds4
- Guides3
3 spots
Plenty of tags and beds, but the guides can run 3.
E-41C · Jan 14–17
- Tags–
- Beds3
- Guides–
3 spots
Tags are pending the draw. Blank is unknown, not full, so beds set the number.
Hunters go on as requests.
In buildExampleAdding a hunter doesn't book the hunt. You confirm it, then the deposit. Go over capacity and it warns you instead of stopping you, because sometimes you'll squeeze one more in on purpose.
- Dates requestedThe hunter asks; it lands on the hunt
- ConfirmedYou or your office say yes
- Deposit paidMarked on the booking
Overbooked · E-27A · Oct 1–4
3 hunters on a hunt with 2 spots. Not blocked. Flagged so you can sort the lodging or the tags.
Lodging and meals, night by night.
In buildExampleThe same bookings tell camp how many beds are taken each night and the cook how many plates to plan for.
Beds taken · week of Oct 1
| Camp | Fri | Sat | Sun | Mon | Tue | Wed | Thu |
|---|---|---|---|---|---|---|---|
| Pine FlatSleeps 6 | – | 4 | 4 | 4 | – | 2 | 2 |
| Bear GulchSleeps 2 | 3 | 3 | 3 | – | – | – | – |
| Red MesaSleeps 4 | – | – | – | – | – | – | – |
| Dry ForkSleeps 3 | – | – | – | – | – | – | – |
More hunters than beds is flagged, never blocked.
Meals planned · week of Oct 1
- Fri12
- Sat27
- Sun27
- Mon27
- Tue15
- Wed9
- Thu9
126 meals this week
Hunters plus their guide, three meals a day, for every day they're on a hunt.
Your season sheet, as bookable hunts.
In buildExampleEach season becomes hunts by one rule. Open any hunt and it names the row it came from and the rule that split it. Anything with a question mark on the sheet gets flagged, never quietly fixed.
E-41C 2027: Dec 3 – Mar 27, 2028
Split into Fri–Mon weekends
17 hunts
D-12 2027: Oct 2 – Oct 13
Split into 3 × 4-day hunts
3 hunts
W-41 2027: Dec 17 – Dec 31 (dates marked "?")
One tag: pre- or post-Christmas option
2 hunts, flagged until the dates are confirmed
Agreement, invoice, paid. In that order.
In buildEach booking carries its own agreement and payments, so nobody chases a deposit by memory.
Agreement sent
Dates, unit, guide and terms, sent with the booking.
Signed
Signed on the hunter's phone. Saved to the booking.
Invoice
The deposit invoice goes out on its own.
Simple for hunters. Clear for guides.
In buildNot every hunter likes tech, so what they see is a few big buttons and plain words. Guides see their hunts on the same board.
Hunter request
Pick your hunt
Rifle elkMule deerRequest these datesGuide
Guide: Cody R.
- Unit 12, Unit 27, Unit 41
- Archery elk
- Rifle elk
- Whitetail
This season: 6 hunts, 11 hunters.
Where booked hunts slip away
Common gaps we hear about from outfitters. Most of them happen while you're out with a group.
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Inquiries pile up in the field
A hunter calls or messages while you're guiding. By the time you're back in range, you can't remember who asked about which hunt.
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Bookings live in a notebook
Dates, party size and who is coming sit in a notebook or a spreadsheet, so nobody else can see where a booking stands.
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Payments are hard to track
Deposits and balances get checked against texts and bank statements, and it's easy to lose track of who has paid what.
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Waivers one hunter at a time
Every hunter in the party needs a waiver, and chasing them one by one eats the week before the hunt.
What HuntingCRM sets up for you
Powered by Clutch City. Each piece is set up around how you already take inquiries and book hunts.
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A season board
Every hunt for the season on one screen, August to March, colored by how full it is. Openings come from the smallest of tags drawn, beds at the property and hunters your guides can run.
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Hunter pipelines
Every inquiry lands in one pipeline and moves from first call to booked hunt, so you always know who is waiting on you and who is booked.
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Payments with each booking
Payments are tracked alongside each booking, so you can see who has paid and who still owes without digging through texts.
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Waivers in bulk
Send waivers to the whole group at once instead of chasing every hunter on their own.
A sample outfitter flow
First call to a booked hunt.
The kind of setup we build for outfitters. These steps are a starting point; your stages are set on the first call.
- WhenHunter inquiry
- ThenAdded to pipeline
- ThenHunt booked
- ResultPayment on booking
- ResultWaivers to group
Three steps to HuntingCRM
Most setups go live in about 10 days.
Talk to Trent and Jared
A free 30-min call to map how hunters reach you, how you book hunts and how you handle payments and waivers today.
We set it up around you
Your hunter pipeline, payment tracking on each booking and group waivers, set up and tested before you rely on it.
We run it with you
Training for you and your guides, then tweaks as you see what fits and what does not.
What week one looks like.
Example- MondayThe free 30-min call with Trent and Jared. We go over your units, your season sheet, your camps and your guides.
- TuesdayYour season sheet becomes bookable hunts, one rule per row. Anything with a question mark comes back to you to confirm.
- WednesdayBeds go in for each camp and a limit for each guide. Returning hunters are imported so they are already on file.
- ThursdayRequests, confirmations, deposits and the group waiver are set up and tested end to end.
- FridayA walkthrough with your office and guides. The first inquiries go on the board as requests.
An example first week. Your timeline is set on the call; most setups go live in about 10 days, and the second week is fixes and fine-tuning.
Keep every hunter from first call to booked hunt
See what HuntingCRM would look like for your operation on a free 30-min call with Trent and Jared.
Questions outfitters ask
What is HuntingCRM?
HuntingCRM is our CRM for hunting outfitters and guides, powered by Clutch City. It keeps every hunter in a pipeline from the first call to a booked hunt, tracks payments alongside each booking and sends waivers to the whole group at once.
How does it know when a hunt is full?
Each hunt has up to three limits: tags drawn, beds at the property and how many hunters the guides can run. Openings are the smallest one that's set. A limit you don't know yet, like tags before the draw, stays blank and never counts as full.
Can I see who has paid for a hunt?
Yes. Payments are tracked alongside each booking, so you can see who has paid and who still owes in the same place you see the booking.
How do waivers work for a group?
You send the waiver to everyone in the party at once instead of one hunter at a time.
Do we have to switch software?
Not always. On the call we look at how you book hunts today. If HuntingCRM fits, we set it up and move your hunters over for you; if it doesn't, we'll tell you.
How long does setup take?
Most setups go live in about 10 days, depending on how many hunts, guides and booking steps you have.
What is a tag draw?
In many states, tags for certain units and species are handed out by lottery. Hunters apply, results come out on a set date, and until then an outfitter often doesn't know how many tags a hunt will have. Tag draw planning in HuntingCRM
How does HuntingCRM handle tags before the draw?
The tag count stays blank until you enter it. A blank limit is treated as unknown, never as full, so beds and guides still set how many hunters can go. Once you enter the tags drawn, the openings update.
How are deposits tracked?
Each hunter on a hunt moves from dates requested to confirmed to deposit paid, and payments are tracked on the booking, so you can see who has paid without digging through texts.
Switching from another booking tool?
HuntingCRM was built with outfitters: tag counts stay blank until the draw, beds and guides count as real limits, and hunters go on as requests until you confirm them. How HuntingCRM compares to Mallard Bay