The campground features in Recreation Management let you reserve sites at different facilities year-round. This article will show you how to do that.
Set up a campsite
Create a facility map for the campground
Register for a campsite in the Catalog
Check in/check out a camper
Report on campsite reservations
Step 1: Create a Campground Location
Navigate to Facilities, then to Facility List
Select Create Location
Fill in the following fields:
Information
Name: Enter a name for your campground
Default Color: If desired, select a color to represent the location on the Catalog
Receipt Template: Choose to apply a template to receipts that come from this location
Address: The address information helps customers easily locate the Campground. It will also appear in the Catalog, making it more convenient for users to find and identify the site
Description: Add a description of the Campground. This is also a great place to upload an image or a bird's-eye view of your facility.
Note:
If someone in your department is familiar with HTML, they can click the "< >" button in the formatting toolbar to enter source code directly.
Settings
Operated By: Select who the location is operated by
Parent Location: Choose if the location you are creating is a child of another location
Revenue Reporting: Select if this location reports its own revenue or is part of another
Cost Center: Set the default cost center to use for facilities at this location.
Default GL Code: Automatically populates a General Ledger entry for new facilities. Existing facilities without a GL code will not be affected
Collects Revenue: Enable the location to be available for close-out
Facility Display Mode: Choose between normal and grid view
Normal: Displays a list of facilities linked to this location. Customers can click on each facility to view its availability
Grid: Provides a view that lets customers see availability within a selected date or hour range, depending on how the system is set up. This gives better visibility into when the campsite is available
Click Save New Location
Step 2: Create Campsite Facilities
Navigate to Facilities, then to Facility List
Select Create Facility
Fill out the following information on each tab:
Basics
Facility Name: Add a name for the campground. These should be the individual site names, such as Blue Lake Campsite A or Blue Lake Campsite B.
Location: Select the name of the Campground created above
Rental Options
Note:
The options on this tab allow you to determine how this campsite can be rented on the Catalog. View the Create a Facility article for more information on all the options available.
Allow Public Cancellations: Turn this on to let customers cancel their reservation a certain number of days before it starts.
Allow Public Rental Adjustments: Turn this on to let customers change their reservation a certain number of days before it starts.
Prompts
Tags: Select relevant tags
Prompts: Choose prompts from the dropdown
Waivers: Add any necessary waivers
Notes:
If applicable, create a waiver for max stays.
Attachments: Select attachments
Access
Assign Admin: You can add Admins who should receive email notifications when a customer reserves a campsite. The list of added Admins will stay the same unless updated manually.
Receipt
Notes to Appear on Receipt: Add any special notes you want to appear on the receipts
GL Codes
Assign GL Codes: If desired, assign one or more revenue (general ledger) codes to the rental fee
Addons/Discounts
Add Add-On/Discount: Select any addons or discounts you want to apply
Click Save New Facility
Once you have saved the facility, navigate to the Rate Types tab and click Add Rate.
Note:
This tab gives you the ability to determine when the facility is available for rental and how much you're charging. If a Rate Type is not created, the facility will not appear on the Catalog.
Fill out the Rate Settings fields
Label: This will appear on the Catalog and will help determine the different options available for rental
Base Fee: Determines the amount to be charged and how it will be charged. For a Campground setup, use the Day type. When the Day type is selected, the Facility will display a different view in the Catalog. This allows customers to choose both a Check-In and Check-Out date.
Open Hours: When a Day Type is selected, the From and To times will automatically change to Check-In Time and Check-Out Time.
Click Save New Rate
If your organization charges a fee to cancel or adjust a reservation on the Public Page, navigate to the Cancellation Fees tab and Create a Public Cancellation Fee.
Repeat this process for each campsite in the campground.
Step 3: Create a Facility Map for the Campground
Follow these instructions to create a facility map for your campground.
Facility Maps provide a bird’s-eye view of the campground, helping users choose a site that fits their preferences. For larger campgrounds, it’s often helpful to create separate maps for different sections to improve visibility and make site selection easier.
Note:
The Facility Map does not have the ability to zoom in or out on a specific area.
Step 4: Make a Campground Reservation on the Catalog
Ensure the appropriate location is selected in the dropdown menu in the top right corner
Navigate to the Catalog
Search for and select the desired Account.
Select the Catalog tab that contains your campsite
Open your campground location and view the campsite
Note:
You may choose to view the facility in Grid, List, or Map view, depending on your facility setup.
Select the campsite and date of the reservation
On the pop-up, select the check-in and check-out dates, and then click Apply
Select Add to Cart
The reservation will be added to the cart where the user will be able to complete the transaction.
Note:
Facilities are held for 15 minutes during the checkout process. If the reservation takes more than 15 minutes to complete, the facility will be released and the transaction cannot be completed. Ensure that the reservation process is straightforward and easy for the Public User to complete on the Public Page.
Step 5: Use the Facility Check-In Feature for Campgrounds
To check in a user at a Campground, make sure you have the Campground location selected in the dropdown menu in the top right corner
Navigate to Facilities, then to Check-In
The current date will populate in the Date field
All reservations Due In on the current date will be shown
Select Check-In under the Action column when the customer arrives
The On Property tab will display who is currently on the facility property and give you the ability to Check Out when the customer departs
