Instructor management software for outdoor activity businesses.
Manage instructor profiles, assign the right guide to every session, track certifications, and give your team a clean mobile view of the day. BaseCamp OS replaces scattered staff management with one organised system.
The problem
Instructor scheduling managed over WhatsApp and guesswork.
When instructor assignments are arranged by message and tracked in a spreadsheet, it's easy to double-book, leave a session without a guide, or discover on the day that someone's first aid has lapsed.
Guides operating without a clear brief for the day — who's booked in, who's signed a waiver, what kit is assigned — are working blind. That creates unnecessary stress and a less professional experience for your customers.
What BaseCamp OS gives you
Instructor management that connects to your whole operation.
Staff profiles
Create a profile for every instructor and guide with their role, contact details, and the qualifications they hold. Invite them to access the platform with their own login.
Session assignment
Assign one or more instructors to each session. See who is allocated, who is available, and whether each guide holds the right qualifications for the activity.
Certification tracking
Log every certification for each staff member — paddlesport awards, first aid, climbing instructor grades, safeguarding, and anything else relevant to your business.
Expiry alerts
BaseCamp OS tracks expiry dates and surfaces upcoming renewals. Know before a qualification lapses rather than finding out when you need to assign someone.
Guide mobile view
Instructors assigned to a session can open their session manifest from any phone or tablet. See the participant list, waiver status, kit assigned, and session notes — no paper needed.
Role-based access
Set roles per staff member: owner, admin, office manager, guide, or maintenance. Each role sees only what's relevant to them, keeping sensitive data controlled.
How it works
From staff profile to session brief in four steps.
Create staff profiles
Add each instructor with their role and invite them to log in. Their profile is the hub for all their session assignments and qualifications.
Add certifications
Log every qualification — award name, issuing body, and expiry date. BaseCamp OS tracks what needs renewing and when.
Assign to sessions
When building a session, select the lead guide and any support instructors. Their qualifications are visible alongside the assignment.
Guides access the manifest
On the day, assigned instructors open the session manifest from their phone. Participant list, waivers, notes, and kit — all in one place.
Part of a complete system
Instructors are one part of a well-prepared session.
BaseCamp OS connects instructor assignments directly to bookings, waivers, kit, and manifests. Everything a guide needs to run their session is already there when they open the app.
See the full platformBookings & sessions
Manage capacity, create bookings, and track customers.
Equipment inspection
Track kit maintenance and session assignment.
Digital waivers
Collect signed waivers before arrival.
Trip manifests
Live session view for guides on any device.
Compliance & safety
Store business and activity-level compliance documents.
Who uses it
Any activity business with a team of instructors or guides.
Get started today
Get your instructor team organised.
Try BaseCamp OS free for 14 days. No credit card required.