Dashboard- Reservation Snapshot

Watch the video below or read the following article with screenshots to learn about the actions you can perform using the reservation snapshot on the dashboard.

CLICK HERE TO WATCH Dashboard- Reservation Snapshot (10:09)

Dashboard- Reservation Snapshot

How to View the Reservation Snapshot

To view the reservation snapshot, either click on the customer's name at the beginning of the reservation or hover over the "i" icon at the end of the reservation. The snapshot will show some basic information about the guest coming into the site; at the bottom of the box, there are a number of icons that you can select to perform certain actions right from the dashboard.

Checking a Guest In or Out

If a guest can be checked in or checked out, a green icon will appear on the left. Click once to check the guest in, then click once again to check them out. Once you check them out, this icon will disappear entirely. You can still access the check in/check out function from the pencil "Edit Reservation" icon, which we'll be exploring in the next section. 

Note that once you check out a guest, the system will recognize that the guest has left the site and will automatically shorten a reservation if their end date does not coincide with the date you checked them out on. Below is an example of what this scenario looks like:

Edit Reservation

Clicking on the pencil "Edit Reservation" icon will take you into that guest's reservation in the "Reservations" tab. 

The icons at the top bar allow for you to make some quick selections, such as undoing a check in or check out if it was made in error. 

The first tab that you'll see on this page is the "Reservation Tab," which shows the details of the reservation, including the confirmation status and a history of changes made to that reservation at the bottom of the page. The reservation history can be useful if you would like to review who made changes to a reservation and when the changes were made.

The next tab is the "Camper Information" tab. Note that the changes you make to this tab will only apply to this reservation. If you would like to update a customer's account so that the same information can be used for future reservations, use the accounts tab on the far left side of the page to either update an existing customer's account or create a new customer. Make sure to save at the bottom if you do make changes to this tab. 

Next, the "Edit Stay" tab is useful for making a drastic change to someone's reservation. For example, let's say that a customer had an emergency and needs to push their reservation months into the future. Start by selecting the dates that the customer would like to change their reservation to, then press the "Search Sites" button at the bottom of the box to see if the same site they've been assigned will be available in the new date range. You can note which site they've been assigned under the site information on the righthand side of the page. Finally, press the "Select" button for the site that you would like them to have during the new date range. 

The last tab in the pencil "Edit Reservation" icon is the payment tab. Click on the edit button at the top to make any changes to the customer's invoice. You can choose a specific due date for the invoice, edit the customer's account by clicking on their name, or choose a different customer. Choosing a different customer is helpful if you accidentally made a reservation for the wrong person and need to switch to another customer, but note that you will need to make a new account for the customer in the accounts tab if they haven't stayed with you before. 

If you have the tax exemption feature turned on in your settings, you'll be able to click the crossed-out coins icon to make that item tax free. You can also delete a property fee from a customer's bill if needed. Click on the plus "Add an Item" icon to add on any additional items that you've set up in your inventory. You can scroll through the options shown in the list or type in the item you're looking for. You can change the units in the quantity box as needed. You can also add discounts that you've configured by clicking where it says "Add Discount" in blue. Select the discount that applies, and then the discount will appear underneath the total on the invoice. Once you're happy with the changes, click on the green save button at the bottom. 

Finally, you can use this tab to process payments by clicking on the green "Settle" button. You'll start by selecting the appropriate payment type. Credit Card refers to a Stripe transaction. Once you've used Stripe to take a payment with a customer, their credit card will remain on file and will appear at the bottom of the list, so if the customer would like to reuse the same card, you can select it again without having to put in the credit card number each time. After you input the appropriate payment type, select whether you'd like to settle the remaining balance, take a deposit, or a partial payment of your choosing. If you're using Stripe, you'll then put in the credit card information and select "Make Payment." 

Settle Remaining Balance

A yellow dollar bill icon will appear to the righthand side of the pencil icon if a customer has a remaining balance on their bill. By hovering over the bill, you can see the amount that they have left to pay. To take a payment, click on the icon to open up the same payment screen that we saw in the pencil edit reservation icon.

Set Meters

If you use metering at your campground, a meter icon will appear next. Click on the meter icon to update a meter reading for a reservation. 

Once you type in the amount, you can either update the reading, which will not add the amount to the customers bill, or you can click the green button to add the changes to the customer's invoice. Press "Done" at the bottom after you've made the changes.

View/Print Parking Permit

If you click on the car icon, you will be able to access a system-automated parking permit that you can print out for the customer.

View/Print Receipt with Terms

If you use a waiver at your campground, click on the icon that looks like a receipt and says "View/Print Receipt with Terms" to open the waiver. 

Guests can sign electronically at the bottom of the waiver when they arrive at the park or you can choose to print out the waiver and have them sign a hard copy.

Toggle Lock/Unlock

The lock icon allows you to lock down someone's reservation so that it can no longer be moved around on the dashboard. 

Once you press the lock, you'll notice the 4 arrows on the lefthand side of the reservation disappear and are replaced with the lock, preventing the dragging and dropping function from being used. This feature is helpful if you offer site locks for customers or if you have multiple users working in the dashboard and want to communicate when a customer's reservation should not be moved. You can always click on the lock icon again to unlock the site.

Cancel Reservation

The slashed out circle icon is for cancellations. Note that all cancellations must be done through you, meaning that the customer cannot cancel their reservation on their own, but rather must call into your campground. This gives you the power of choosing how you would like to issue a refund, if any. 

If you have configured a cancellation fee in the platform, this option will appear at the top of the list. Below, you'll always have the option to issue a full refund, no refund, or a custom refund. After making your selection, you can also choose if you'd like to send out an email confirmation to the customer confirming their cancellation. Then, press the "Cancel Reservation" button. 

You'll notice that once you process a cancellation, that reservation will disappear from the dashboard. You still have a record of that reservation that you can access either by searching for the customer under the "Reservations" tab on the lefthand side of your screen or looking up the customer in the accounts tab. Once in the "Reservations" tab, make sure that the date range you are searching in is appropriate for the reservation you are looking for. Then type in the customer's name to find their reservation. The status of their reservation is viewable under the "Paid" column; in the case of a cancellation, this will read "Cancel."

One final item to note about cancellations is that the system assumes you are issuing the refund in the same amount and order that you took the payments. What this means is that if a customer paid using Stripe, their refund will be issued through Stripe; however, if a customer paid in cash, the system will assume that you provided them a refund in cash. Always note the payment method used so that you don't accidentally provide a refund twice!

Add Note

Our final icon is the note. Click on the note to add in any public or private notes for the reservation. 

Be mindful of which box you are writing into, as the public notes will appear on any confirmation email that you send out to the customer.

Congratulations! You have now learned how to use all of the icons on the reservation snapshot.