Creating a Reservation
Reservations within CampgroundBooking can be added from the Reservations tab in your Manager account or from the dashboard. This will be the process that you will use if you're taking over the phone or in person bookings.
Step 1: Dates & Equipment
At this step of the reservation, you will enter in the requested dates in which the camper is wanting to book a site.
*Note: You do not have to enter in the adults, children and vehicle at this step. However, if you set vehicle or person limits on individual sites, gathering this information will allow you to filter which sites are available for your potential guest. Example: If a guest has a party of 5 and you've set a particular site to limit 4 guests, that site will not show up in your search query.
Step 2: Select a Site
Step two in the reservation process will allow you to select from a list of all sites that are currently available for the date range and RV length you selected.
*Note: If your site length is 35 ft and you entered in a 40 ft RV, this site will not show as available to book. Similarly, if the guest has requested a site with Passenger Side and Driver Side Slides, only sites that can accommodate BOTH slides will appear.
In order to move to step three, you will click on "select" for the site you'd like to book. If you have group bookings enabled, you can add multiple sites onto one reservation. See a full demonstration of how to make group bookings here.
Step 3: Camper Information
In step 3, you will collect more information about the guest.
Within your settings under "Reservations", you have the option to enable "Lite Reservations" which will only make the name of the guest a required field. Some campgrounds prefer to make all of the camper information mandatory (Name, Phone Number, Email Address, & Billing Address), but other parks like to be able to make reservations quickly and without having to collect info from every field. We also have the ability to add additional fields to this view, such as a license plate field.
After you've entered the camper information, you will have option to add-in any private or public notes to the reservation. Public notes will be printed on guests' invoices and emails, while private notes are viewable only to campground employees.
Once you click "Save & Continue" on this page, this will create a reservation hold (meaning the reservation is now on the calendar, but the guest has not been emailed and no payment has been collected.) By exiting out of this view prior to selecting "save and continue", your reservation will not be saved.
Step 4: Payment
In step 4 of the reservation flow, you will have the ability to accept payment, apply any relevant discount options or inventory items, and send a confirmation email to the guest. To send a confirmation to the guest, click the orange "Finalize & Send Confirmation(s)" button at the bottom of the Reservation Summary.
*Note: If you click "Finalize & Send Confirmation" before settling the payment, the system will complete this reservation and assume you are collecting payment upon arrival. If you want to send a confirmation, but settle the payment now you will continue to the invoice, settle the payment, then return and click "Finalize & Send Confirmation".
Below the Reservation Summary will be the full invoice - this is where you will add any extra inventory items or discounts.
To add an Inventory Item to a reservation, click "Add An Item", and type in the search box the desired add-on. All inventory items must be previously entered into the "Inventory" to be selected here - for information on how to create an inventory item, click here.
To add a discount, you will need to have previously entered in your discounts under settings. You can then select any of your pre-entered discounts by clicking the "add discount" in the lower right hand corner. For information about how to create a discount, click here.
Within the payment tab, you will be able to charge the full amount (or deposit) in whatever payment type you prefer.
*Note: The "Credit Card" payment type refers to Stripe, while "Taken Off-Line" will be used for any non-Stripe, physical card terminal the campground may have on hand.
What happens next:
After a reservation is entered into CampgroundBooking, we immediately log the reservation and contact the Camper via Email with their confirmation details: The camper will receive a confirmation number unique to them as well as the details of the site they booked, dates of arrival and departure, as well as their invoice or receipt.
Every reservation can be viewed on the dashboard as well as the reservation tab. When a reservation is made, the email associated with that booking is used to also create an account for your guest. You will be able to add future reservations onto that existing account.