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Qvian for Dive Centres & Water Sports

How Qvian works for a dive centre: vessels and departures, offerings and pricing, manifests, diver check-in, equipment and staff — with what to set up first.

For a dive centre, Qvian schedules the boats and sells onto them. A departure is the physical fact — this boat leaves at this time — and offerings are the products sellable on that trip. Seats pool at the hull, so a scuba dive and a free dive on the same 08:00 draw from the same fourteen seats rather than each holding a private pool that oversells the boat.

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The model, and the mistake it prevents

Most systems attach a schedule to a product. Run two dive products off the same boats and you are forced to give each its own 08:00 slot — at which point each has its own seat pool, and the boat is sold twice.

Qvian attaches the schedule to the vessel:

  • The departure is the boat leaving. It exists whether or not anything is sold on it.
  • The offering is a product sellable on that trip, at its own price. A sunset premium is a price on the offering, not a separate trip.
  • Seats pool at the hull — the only real constraint — so there are no per-product caps to keep in step.

One trip, one departure

If a boat shows as full while it visibly has empty seats, the same trip has almost certainly been modelled twice. Consolidate to one departure with two offerings. See Dive Scheduler.

Setting up, in order

How to Set Up a Dive Centre in Qvian (dive centre setup, dive shop setup, getting started diving)

Boats and products first, then the timetable that connects them.

Required permission: Organization administrator or owner for the first steps

  1. Create the business unit and enable Dive Operations and Reservations. See Business Units
  2. Set up roles and people for desk staff, instructors and managers. See Roles & Permissions
  3. Add your vessels as resources, each with its real seat capacity
  4. Create the dive products you sell as services, with their prices. See Service Management
  5. Build the departure timetable — times, days of the week, and when each boat is back. See Dive Scheduler
  6. Add an offering to each departure for every product sellable on it, with a price override where it differs
  7. Register your equipment and its service intervals. See Dive Equipment
  8. Add your instructors and dive bosses with their certifications. See Dive Staff

Result: Guests can book onto real trips, the board shows who is on each boat, and capacity is bounded by the hull.

Note: Give every departure a return time. Without it the vessel looks free the moment it leaves and can be scheduled twice.

How a Dive Day Runs (dive centre daily routine, running the dive day)

The rhythm once the timetable is built.

  1. Assign the dive boss for the day
  2. Check divers in at the desk, capturing certification. See Dive Check-In
  3. Open the Dive Board and set the dive site for each departure
  4. Add any walk-ins to departures with room
  5. Reallocate guests between departures by dragging their manifest row if plans change
  6. Print the manifest once the list is final
  7. Mark each departure departed when the boat leaves
  8. On return, mark each diver served, or no-show if they did not appear

Result: Every trip has an accurate manifest, and fulfilment is recorded — which is what drives billing and revenue recognition.

Note: Complete the manifest before the day closes. An allocation left unfulfilled is, as far as the system knows, a service not delivered.

What a dive centre uses

Dive SchedulerThe recurring departure timetable, and per-date changes for weather and charters.
Dive BoardThe day — departures, manifests, walk-ins, dive sites, fulfilment.
Dive Check-InThe desk — arrivals, active divers, departures, certification, dive boss.
Vessel AllocationsCapacity across vessels and dates at a glance.
Dive EquipmentKit, service intervals and maintenance.
Dive StaffInstructors and dive bosses, certification and assignment load.
ReservationsBookings, guests, itineraries and payments.
Service ManagementThe dive products you sell and the resources they need.
Package DesignDive packages, including ones spanning a hotel and a dive centre.
Public Booking APIAvailability and bookings from your own website.

A dive centre inside a resort should also read Qvian for Hotels & Resorts — diving charged to a guest's room settles through their folio.

Guides by role

Common questions

A dive product cannot be booked even though the boat is sailing

Cause: The product is not offered on that departure.

Fix: Open the departure in the Dive Scheduler and add the product as an offering. A departure with no matching offering has nothing to sell.

How do I handle a weather delay?

Cause: Changing one day should not change the pattern.

Fix: Navigate to the date in the Dive Scheduler and change the time for that date only — the confirmation should say for this date. Editing the base schedule would change every future occurrence.

Can two products sell at different prices on the same trip?

Cause: Price comes from the offering, not the departure.

Fix: Yes — add both as offerings on the same departure, each with its own price. One trip, two prices, one seat pool.

Where do walk-ins fit?

Cause: Capacity is the hull, regardless of how a diver arrived.

Fix: Add them to a departure from the Dive Board. They take a seat from the same pool as pre-booked guests, so a full departure is full.

Can guests book from our own website?

Cause: Availability and booking are exposed through an API.

Fix: Yes. The Public Booking API serves availability, services, packages and bookings with API key authentication.