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Cinchio POS Integration: Setup Guide

This article equips users with the knowledge needed to integrate and utilize Cinchio within the Campspot system, covering common questions, setup tips, and troubleshooting guidance. 

Overview:

Campspot's integration with Cinchio POS enhances guest experiences and operational efficiency related to POS. The integration connects transactions directly to reservations using either a scannable wristband or the Charge to Site feature in the POS system. Cinchio supports both F&B and Retail POS needs, allowing charges to be posted directly to a guest’s site for a streamlined experience.

Important: With this integration, campgrounds must choose one method — either the POS Charge to Site feature or Wristband Payments. Both options cannot be enabled at the same time.

This article equips users with the knowledge needed to integrate and utilize Cinchio within the Campspot system, covering common questions, setup tips, and troubleshooting guidance.

Cinchio POS

This guide walks you through the seamless process of integrating Campspot with Cinchio, streamlining your POS and wristband payment operations for a more efficient and connected experience.

Get Started Today!

Campspot is here to help you successfully set up your integration with Cinchio. To learn more about this integration and the steps required to get started, complete this form:

To get additional information about this integration, email us: customersuccess@campspot.com.

Here's what you'll find in this article

Most Common FAQ

The content is organized into key sections. Click below to skip ahead to the content liste:

WRISTBAND PAYMENTS

Along with Cinchio offering a wide range of solutions for your POS needs, it also enables the use of wristbands. This will empower your guests to effortlessly pay for POS transactions by simply scanning a wristband that is tied to their Campspot Reservation. Wristbands can also be used on Cinchio's mobile ordering or kiosks if you have chosen to enable those channels. 

Important: With this integration, campgrounds must choose one method — either the POS Charge to Site feature or Wristband Payments. Both options cannot be enabled at the same time.

Please Note: As part of your ongoing setup with this integration, you'll manually provide arrival information to Cinchio using information available on your park's Admin Site Arrivals Report.

POS Charge To Site 

For campgrounds using Cinchio POS, the Charge to Site feature allows staff to search for a checked-in guest directly within the integration and charge food, beverage, or retail purchases to their Campspot reservation. This is different from wristband payments, which rely on scanning a linked wristband. Only one payment method can be used with this integration. If you enable the POS Charge to Site feature, Wristband Payments cannot be enabled.

Integration setup Instructions:

Step 1: Verify User Permission in your Campspot Admin Site

Before initiating the integration setup, ensure the user(s) completing setup in Campspot has the necessary permissions to view and edit integrations. Follow these steps in Campspot:

  1. Navigate to User Management.
  2. Click on Roles in the top right corner.
  3. Find and click on the User Role assigned to the User requiring access to Integrations.
  4. Click on Customize permissions under Campground Setup.
  5. Verify the "View and Edit Integrations" permission is checked.
  6. Click Save Changes if changes were made.

Step 2: Campspot to enable the integration

Once Campspot has received a completed Signup form, an action will be triggered to also configure the integrations page within the Admin Site setup so you can continue to Step 3 once you have completed your agreement with Cinchio.

Click here if you haven't submitted the Signup form:

Step 3: Set Up the Integration in Cinchio

Work with a Cinchio representative to complete the integration within Cinchio.

Step 4: Register Wristbands

With the integration setup complete, you will now be able to register wristbands to be tied to reservations. Using the Cinchio portal, you will input data for your upcoming arrivals directly in their system.

The best report to use from Campspot will be the Arrivals Report. Click here for more details on that report.

Most Common FAQ

Getting Started:

Q: Are there any costs to use this integration?

Campspot fees:

Campspot charges a $10 per month per park fee to access select integrations. If you are already taking advantage of another integration for your park, there will be no added setup costs.

Cinchio Fees: 

Any fees associated to the cost of the integration are discussed with Cinchio directly. 

Configuration:

Q: Can I integrate with multiple cinchio locations at my campground?

Yes, during the integration setup in Campspot's Admin Site, you can select the POS location(s)for the Cinchio integration. This provides flexibility in managing multiple locations seamlessly. 

 

Security Measures:

Q: What security measures are in place for this integration?

The integration adheres to industry-standard security protocols, ensuring the safety of shared information. Encrypted connections and user credentials are required for authorization, creating a secure environment for data exchange. 

Transaction History:

Q: Can I track and manage transaction history through the cinchio integration?

Yes, the integration allows tracking transaction history within Cinchio. Comprehensive reports and analytics related to food and beverage purchases can be accessed, providing valuable insights for financial management and decision-making. 

 

Managing Refunds & Voids:

Q: HOW SHOULD I PROCESS REFUNDS OR CORRECTIONS FOR cinchio CHARGES?

Refunds or corrections should be processed directly in Cinchio, as this ensures accurate financial reporting within their native reporting tools. Once completed in Cinchio, the refund or correction will automatically reflect on the guest's invoice in Campspot.

Note: Although there is a Void button in Campspot for Charge to Site transactions, using this does not void the charge in Cinchio. The Void button will eventually be gated by a permission, but this permission will not be available at launch. As a best practice, avoid voiding Cinchio charges in Campspot unless specifically instructed by Support.

Campspot Accounting:

Q: Which reports include Cinchio (CTS) activity for accounting?

  • Accounting reports: All accrual journal entries, Audit Trail, Trial Balance, Aging Report, and Liability Report, all cash journal entries, journal entry construction, journal entry detail by invoice and account.
  • Payments reports: All payment reports reflecting payments/refunds made in Campspot via the Cinvhio charge to site integration.

Q: How is cinchio charge to site activity reflected for accounting purposes?

  • Guest Invoice: Transactions appear on the guest's invoice in Campspot as a lump sum Cinchio Revenue charge, combining all item(s), tax, and gratuity.
  • Financial Account: Cinchio Revenue charges default to a non-customizable financial account, requiring adjustment in the accounting software or journal entry before importing.
  • Payments in Admin Site: Payments are processed through the Admin Site Reservations - Credit Card payment method, attributed to the configured financial account.

Q: How can I avoid an unpaid charge to the site, and what steps should I take if a balance remains unpaid?

An unpaid charge to the site occurs when there's an issue processing the credit card on file—common reasons include an expired card, declined payment, or a failure in the payment processor.

To prevent this, make sure to capture a guest's credit card during the check-in process.

If you encounter an unpaid balance, simply reprocess the payment on the reservation using a valid payment method.

Best Practice:

For parks utilizing Charge to Site, it's crucial to collect an updated credit card at check-in. Add the card to the Guest Profile as the preferred payment method to ensure smooth transactions.

Q: Why do balances paid after the application date sometimes result in daily reconciliation discrepancies?

Balances paid after the application date are recognized on the payment day, which can potentially cause daily reconciliation discrepancies.

Q: How should I validate Charge to Site (CTS) charges and payments in Campspot to ensure accurate accounting?

  • The best way to validate CTS charges and payments in Campspot is by utilizing the Journal Entry or Audit Trail report for accrual.
  • Additionally, you can refer to the journal entry cash, journal entry detail by invoice, and account for cash.
  • All CTS charges will be consolidated in a default account called POS Revenue.
  • To reconcile, compare the total Cinchio Revenue reported in these reports against the total revenue charged to the site in Cinchio. 

Q: Which reports do not include cinchio charge to site activity?

  • POS reports: Cinchio Revenue is excluded; detailed transaction history can be accessed in Cinchio. 
  • Rent Roll (Reporting Service): Cinchio revenue is not reflected in the reservation total or POS charges and other charges categories.
  • Campspot Analytics: Cinchio revenue is not included.
  • Any other reports involving reservation or POS charges not mentioned in the list of included reports.