How to Create Seasonal Bookings

Seasonal bookings allow campgrounds to offer extended stays throughout an entire camping season, typically appealing to snowbirds, seasonal workers, or guests who want to establish a summer base. This guide will walk you through creating and managing seasonal bookings in your campground management system.

Prerequisites

Enable Seasonal Site Settings

Before you can create seasonal bookings, you must:

1. Configure seasonal site settings in your system
2. Define your camping season (dates when seasonal bookings are available)
3. Set up seasonal pricing models and policies
4. Enable seasonal booking features in your system settings

Once these settings are configured, you’ll see a “Seasonal Bookings” tab appear in your main navigation menu.

Accessing Seasonal Bookings

Navigation Steps

1. Look for the “Seasonal Bookings” tab in your main menu
   • This tab only appears after seasonal settings are enabled
2. Click on “Seasonal Bookings” to access the seasonal booking management area
3. Find the “Create Booking” link in the top right corner of the page
4. Click “Create Booking” to start a new seasonal reservation

Creating a Seasonal Booking

Step 1: Initialize the Booking Form

The seasonal booking form is nearly identical to regular booking forms, with one key difference:

Seasonal Booking Flag

• Enabled by default when accessed through Seasonal Bookings section
• Can be disabled if you want to create a regular booking instead
• Leave enabled for true seasonal bookings

Step 2: Set Season Dates

Define Your Season Period

• Enter your season start date (e.g., May 1st)
• Enter your season end date (e.g., October 1st)
• Dates should match your configured seasonal period
• System will calculate total nights automatically

Step 3: Enter Guest and Unit Information

Guest Details

• Number of guests (e.g., “2 seniors”)
• Contact information
• Any special requirements or notes

Unit Information

• Unit type: Select RV
• RV length: Enter specific length (e.g., “30 feet”)
• Unit details: Any special equipment or requirements

Step 4: Select Seasonal Site

Site Selection Options

Option A: Map Selection

• Available seasonal sites will be displayed
• Click directly on the desired site
• Site availability shows only seasonally-enabled sites

Option B: Site List

• Choose from a dropdown or list of available seasonal sites
• All seasonal sites for your specified dates will be shown

Confirm Selection

• Review site choice
• Ensure it meets guest requirements (RV length, utilities, etc.)
• Click “Check Out” to proceed

Completing the Booking Process

Review Booking Details

The checkout process mirrors regular bookings but includes seasonal-specific elements:

Automatic Rate Calculation

• System calculates seasonal rate automatically
• Example: $2,500 for entire season
• Rates based on your seasonal pricing model

Guest Information

• Enter guest email address
• If guest has booked before, information may auto-populate
• Verify all contact details are current

Add-ons and Seasonal Services

Seasonal-Specific Add-ons

• Winter storage for boats, equipment, or extra RVs
• Utility packages for extended stays
• Maintenance services throughout the season
• Special amenities for long-term guests

Regular Add-ons

• Standard campground products and services
• Items available throughout the season

Understanding Seasonal Booking Fees

Different Fee Structure

• Seasonal bookings often have different fee calculations
• Example: $5 for every 30 nights booked
• For a full season: Multiple 30-day periods × $5 per period
• Example calculation: 5 periods × $5 = $25 total booking fee

Fee Responsibility

• You can choose to absorb booking fees for customer service
• Check “Take responsibility for booking fee” if desired
• This removes the fee from the customer’s total

Payment Processing for Seasonal Bookings

Initial Booking Completion

Email Notification System

• Instead of immediate payment processing, seasonal bookings trigger an email
• Guest receives: “Thanks for your seasonal booking, please log in and make your deposit payment”
• Email includes deadline dates for deposits and final payments
• Payment schedule is automatically calculated and communicated

Deposit and Payment Structure

Automated Payment Scheduling

• System calculates deposit amount
• Sets deadline for deposit payment
• Establishes final payment due date
• Sends detailed payment breakdown to guest

Guest Self-Service Options

• Guests can log into their account anytime
• Make payments toward their booking balance
• View payment schedule and remaining balance
• Receive payment confirmations and reminders

Recording Phone Payments

If guests call to make payments by phone:

1. Access the seasonal booking from your bookings list
2. Click “Add Payment” within the booking details
3. Enter payment details:
   • Payment amount (e.g., $500 deposit)
   • Payment method (check, credit card, cash, etc.)
   • Payment date
   • Any reference numbers or notes
4. Save the payment – it will automatically apply to their booking balance

Best Practices for Seasonal Bookings

Pre-Season Planning

Site Preparation

• Ensure seasonal sites have appropriate utilities
• Plan for long-term wear and maintenance needs
• Consider seasonal site improvements or upgrades

Communication Strategy

• Develop welcome packets for seasonal guests
• Create guidelines for seasonal stays
• Establish communication protocols for the season

During the Season

Regular Check-ins

• Maintain contact with seasonal guests
• Address issues promptly to ensure satisfaction
• Monitor site conditions and guest compliance

Payment Management

• Track payment schedules and follow up on overdue amounts
• Provide flexibility for payment arrangements when appropriate
• Maintain clear records of all transactions

End of Season

Departure Coordination

• Plan checkout procedures for end of season
• Coordinate any winter storage arrangements
• Gather feedback for next season improvements

Troubleshooting Common Issues

Seasonal Bookings Tab Not Visible

Possible Causes:

• Seasonal settings not enabled in system configuration
• User permissions don’t include seasonal booking access
• Feature not activated for your account level

Solutions:

• Check system settings for seasonal configuration
• Verify user permissions with administrator
• Contact support to enable seasonal features

Payment Processing Problems

Email Not Received:

• Verify guest email address is correct
• Check spam/junk folders
• Resend booking confirmation if needed

Payment Portal Issues:

• Provide direct assistance with login process
• Offer phone payment options as backup
• Verify guest account is properly set up

Site Availability Issues

No Seasonal Sites Showing:

• Verify dates fall within configured season
• Check that sites are marked as seasonal-enabled
• Confirm pricing models are set up for seasonal rates

Summary

Creating seasonal bookings involves a streamlined process that accommodates the unique needs of long-term guests. The system handles complex seasonal pricing, payment scheduling, and guest communication automatically while providing flexibility for manual payment processing when needed.

Key steps to remember:

1. Ensure seasonal settings are enabled before attempting to create bookings
2. Use the dedicated Seasonal Bookings section for accessing the right booking form
3. Define your complete season dates when creating the booking
4. Select appropriate seasonal sites that meet guest requirements
5. Review seasonal-specific fees and add-ons carefully
6. Understand the email-based payment process for seasonal bookings
7. Be prepared to assist with manual payment recording when guests call

The seasonal booking system provides a comprehensive solution for managing long-term stays while maintaining detailed financial tracking and guest communication throughout the camping season.