Outfitter Guide
Everything you need to know to get started and grow your hunting business on Hunting Safari.
Getting Started
Getting Started
Welcome to Hunting Safari. As an outfitter, you can list your hunting packages, receive enquiries from hunters worldwide, and manage bookings — all from one platform.
Step 1 — Complete Your Account Profile
Go to My Account → Profile and fill in your details:
- Company name — your business name as hunters will see it
- Profile photo — a professional photo builds trust
- Bio — describe your experience, qualifications, and what makes your hunts special
- Location — your primary operating country
- Contact details — phone number and business email
Step 2 — Set Up Your Outfitter Profile
Your Outfitter Profile is separate from your account profile and controls how the matching system connects you with hunters. Go to My Account → Outfitter Settings and configure:
- Countries operated — the ISO country codes where you operate (e.g. ZA, NA, BW)
- Species offered — the animals hunters can hunt with you
- Hunting styles — rifle, bow, safari, walk-and-stalk, etc.
- Maximum group size — largest group you can accommodate
- Minimum advance booking — how many days ahead a hunt must be booked
- Typical price range — minimum and maximum for budget matching
Step 3 — Create Your Listings
Create a listing for each hunting package you offer. A good listing includes:
- Clear title and detailed description
- High-quality photos of the area, accommodation, and game
- Species available and hunting methods
- Price per person and what is included
- Duration and available dates
Go to My Listings → Create Listing to get started.
How the Enquiry System Works
How the Enquiry System Works
Hunters can submit general hunt enquiries — a purchasing request describing what they are looking for. The system automatically matches these to outfitters who can fulfil them.
1. Hunter Submits
A hunter submits an enquiry with their country, target species, dates, group size, and budget. It expires after 30 days.
2. Automatic Matching
The system scores outfitters based on country, species overlap, group size, and budget fit. Top matches receive a notification immediately.
3. Outfitter Responds
You review the enquiry and respond with your availability, pricing, and package details. The hunter compares all responses and starts a conversation.
The Matching Score
The system scores how well each enquiry fits your profile. Higher scores mean higher priority. Scores are based on:
| Factor | Points |
|---|---|
| Country match | 30 |
| Species overlap | 25 |
| Group size within your capacity | 15 |
| Budget compatibility | 15 |
| Experience level match | 5 |
| Response rate bonus | 3 |
Keep your Outfitter Profile accurate and respond quickly to maintain a high score.
Responding to Enquiries
Responding to Enquiries
When you receive an enquiry, respond quickly. Outfitters who respond within 4 hours close significantly more bookings.
How to Respond
- Go to Enquiry Dashboard and open the enquiry
- Review the hunter's requirements carefully — country, species, dates, group size, budget
- Click Respond to Enquiry and fill in your response:
- Can accommodate? — confirm you can meet their requirements
- Your message — introduce your operation, highlight relevant experience
- Available dates — specific dates you can offer
- Suggested price — your price for this group and hunt
- Price includes — accommodation, trophy fees, transfers, meals, etc.
- Package details — full itinerary and what to expect
- Alternative species — if their target species isn't available, suggest alternatives
- Preferred contact — platform messaging, email, phone, or WhatsApp
- Be specific about pricing — vague quotes lose bookings
- Include what's not covered (e.g. international flights, gratuity)
- Mention your licences, permits, and conservation credentials
- Add photos of your camp or previous hunts in your message if possible
- Reference the hunter's specific requirements to show you read their enquiry
After Responding
The hunter receives a notification that you responded. They can then:
- View your response alongside others
- Start a conversation with you through the platform messaging system
- Contact you directly if you provided contact details
Once a conversation starts, the enquiry status changes to In Progress.
Managing Listings and Bookings
Managing Listings & Bookings
Listings
Listings are your public-facing hunting packages. A hunter can book directly through a listing, or find you via the enquiry system.
- Go to My Listings to see all your packages
- Set status to Active for listings you are currently selling
- Mark a listing as Featured to have it displayed on the home page
- Upload multiple photos — listings with 5+ photos receive more enquiries
- Keep pricing and availability up to date
Bookings
When a hunter books one of your listings:
- You receive a booking notification
- Review the booking details (dates, group size, special requirements)
- Confirm or decline the booking within 48 hours
- Once confirmed, payment is processed through the platform
- Communicate with the hunter via the messaging system to arrange details
Booking Statuses
| Status | Meaning |
|---|---|
| Pending | Hunter has requested — awaiting your confirmation |
| Confirmed | You have accepted — hunt is scheduled |
| Completed | Hunt has taken place |
| Cancelled | Booking was cancelled by either party |
Messaging
Messaging
All communication with hunters happens through the platform messaging system. This keeps everything in one place and protects both parties.
How Conversations Start
- A hunter reads your enquiry response and clicks Start Conversation
- Or a hunter books a listing and a conversation is created automatically
Using the Inbox
- Go to Messages in the navigation to see all conversations
- Reply directly in the thread — the hunter receives a notification
- Use messaging to share detailed itineraries, packing lists, and logistics
- Keep all booking-related discussion on the platform for your protection
Notification Settings
Notification Settings
Control how and when you receive notifications about new enquiries and activity.
Outfitter Profile Settings
In your Outfitter Profile you can configure:
| Setting | Options | Description |
|---|---|---|
| Accept Enquiries | On / Off | Turn off to pause receiving new enquiry matches (e.g. fully booked season) |
| Notification Frequency | Immediate / Hourly / Daily | How often you receive email notifications about new enquiries |
| Notification Email | Email address | Use a different email for enquiry notifications (e.g. operations team inbox) |
| Auto Response | On / Off | Automatically send a holding message to hunters when you are matched |
| Auto Response Message | Text | The message sent automatically — e.g. "Thank you for your enquiry, we will respond within 24 hours." |
Tips for Success
Follow these best practices to maximise bookings on Hunting Safari.
Respond Fast
Reply to enquiries within 4 hours. Hunters compare outfitters — first to respond often wins.
Great Photos
Upload professional photos of your camp, animals, and landscape. Listings with photos get 3x more views.
Collect Reviews
After each successful hunt, ask your hunter to leave a review. Reviews build credibility.
Keep Profiles Current
Update your species, countries, and pricing regularly so the matching system is accurate.
Ready to Get Started?
Complete your profile and create your first listing today.
Go to My Listings Enquiry Dashboard