How to Set Up Seasonal Site Settings for Your Campground

Managing seasonal sites requires specific settings to handle deposits, payment schedules, contracts, and site designations. This guide walks you through configuring your campground management system to handle seasonal bookings effectively.

Prerequisites

You must have administrator privileges to access and modify seasonal site settings. Only admin users will see the Settings menu required for this configuration.

Part 1: Enable and Configure Seasonal Settings

Step 1: Access Seasonal Site Settings

1. Start from your Dashboard
2. Click on the Settings menu (admin users only)
3. Navigate to Site Settings
4. Select “Seasonal Site Settings”

Step 2: Enable Seasonal Functionality

1. Turn on your seasonal settings to activate seasonal site management
2. This enables all seasonal booking features within your system

Step 3: Configure Payment Schedule

Deposit Settings

• Deposit Amount: Enter how much you want to collect as an initial deposit for seasonal bookings
• Deposit Deadline: Set when customers must pay their deposit (commonly January 1st)

Final Payment Settings

• Final Payment Deadline: Specify the last date customers must pay their remaining balance (e.g., May 1st)

Example Payment Schedule:

• Deposit due: January 1st
• Final payment due: May 1st
• This gives customers several months to complete their payment

Step 4: Set Up Payment Reminders

Configure automatic email reminders to ensure customers don’t miss payment deadlines:

Reminder Schedule Example:

• 60 days before final payment deadline
• 30 days before final payment deadline
• 7 days before final payment deadline

Important Notes:

• Reminders only send to customers who haven’t paid in full
• The system automatically tracks payment status
• Multiple reminder emails help ensure timely payments

Step 5: Add Seasonal Contract Content

Contract Setup:

1. Copy and paste your seasonal contract terms into the designated text area
2. This contract will display when customers log in to make payments
3. Customers must agree to terms before making deposit or final payments

System Tracking:

• Records who agreed to the contract
• Timestamps when agreement was made
• Maintains legal documentation within your system

Contract Content Tips:

• Include all seasonal site rules and regulations
• Specify payment terms and cancellation policies
• Add any specific campground policies for seasonal guests

Step 6: Save Your Settings

Click Save to activate all seasonal site settings and make them available throughout your system.

Part 2: Designate Seasonal Sites

Step 7: Configure Individual Sites

1. Navigate to Site Settings → Sites
2. Search for and select sites you want to designate as seasonal
3. Click Edit on each seasonal site

Step 8: Enable Seasonal Booking Option

1. Look for the new checkbox: “Available to seasonal bookings only”
2. Check this box for each site that should be seasonal-only
3. Important: Once checked, these sites can only accept seasonal bookings, not nightly reservations

Step 9: Save Site Configurations

Save each site after enabling the seasonal booking option to apply the changes.

Understanding the Complete Seasonal System

Payment Management

• Seasonal pricing is managed under Price Models and Seasons and Pricing sections
• The seasonal site settings focus on payment timing and contract management
• System automatically calculates remaining balances after deposits

Site Availability

• Sites marked as “seasonal only” won’t appear for nightly bookings
• This prevents conflicts between seasonal and transient guests
• Helps maintain dedicated seasonal areas in your campground

Customer Experience

• Seasonal customers receive clear payment schedules
• Contract acceptance is required before payments
• Automatic reminders help ensure timely payments
• Customers can log in to make payments at their convenience

Best Practices

Payment Scheduling

• Set deposit deadlines early enough to gauge seasonal demand
• Allow reasonable time between deposit and final payment
• Consider your cash flow needs when setting payment deadlines

Reminder Timing

• Use multiple reminders to accommodate different customer preferences
• Start reminders far enough in advance to allow payment processing
• Include contact information for customers with payment questions

Contract Management

• Keep contracts clear and comprehensive
• Update annually to reflect any policy changes
• Include emergency contact procedures and seasonal-specific rules

Site Organization

• Group seasonal sites together when possible
• Consider utilities and maintenance access for seasonal areas
• Plan seasonal site locations for community building among long-term guests

Next Steps

Once your seasonal site settings are configured:

1. Test the system with a sample seasonal booking
2. Review customer payment portal functionality
3. Verify reminder email content and timing
4. Train staff on seasonal booking procedures
5. Communicate seasonal availability and pricing to potential customers

Troubleshooting Tips

Common Issues:

• Ensure admin privileges before attempting configuration
• Verify all required fields are completed before saving
• Check that seasonal sites don’t conflict with existing reservations
• Test email reminders to ensure proper delivery

This seasonal site setup provides the foundation for managing long-term campground guests efficiently while maintaining clear payment schedules and legal documentation.