Extended Stay: Reservation Management

Discover what features to leverage in Campspot to manage your long-term stay offerings.

Extended Stay Overview

Managing extended stay reservations can be time-consuming and manual. This guide provides a comprehensive overview of the features available within Campspot to streamline these processes. By leveraging these tools, you can efficiently manage pricing, billing, utility tracking, and more for long-term reservations, reducing manual work and enhancing operational efficiency.

Key Features for Managing Extended Stay Reservations:

In this article you will find the following features highlighted:

• Site Rates & Fees
• Reservation Billing / Invoicing
• Utility Metering
• Booking Rules

Site Rates & Fees

There are many features in Campspot you can leverage to manage the pricing of your long-term stay offerings. From monthly and seasonal pricing to applying fees, you have a lot of opportunity to compliment your extended stay strategy.

For your extended stay site rates, you have the following features at your fingertips:

1. Fixed Rate Package Pricing

To apply recurring fees, leverage the following features:

1. Manual Recurring Miscellaneous Charges
2. Refundable Deposits
3. Recurring Reservation Fees (Coming Soon!)
4. Recurring Occupancy-based Fees (Coming Soon!)

Fixed Rate Package Pricing

Use Fixed Rate Package Types to set your site pricing for extended stays, offering stable rates with the flexibility of Rate Overrides for precise control. This feature allows you to tailor pricing based on duration and demand.

Manual Recurring Miscellaneous Charges

For extended stay reservations that qualify for a miscellaneous charge (pet fees, extra vehicle charges, garbage fees, etc.), you can easily add these charges into your recurring invoices. These charges are automatically applied, enhancing accuracy and convenience, saving time, and ensuring all charges are captured without manual effort.

Using this feature you can:

• Add charges
• Automate billing
• Save time 

Refundable Deposits

Reservation payments (discussed later in this article) assist you in defining the deposit requirements of making a reservation, but what about deposits that are refundable like utility deposits, equipment rental deposits, refundable cleaning charges, etc.? Use these features to automate these processes as much as possible while applying a one-time fee to a reservation:

1. Reservation Fees
2. Miscellaneous Charges

Recurring Reservation Fees (Coming in 2024)

If you have fees that apply to all your extended stay reservations, you can use the Reservation Fee rule to automatically add those fees to the reservations. This feature saves time and ensures all fees are captured without manual effort, as charges are applied at the time of the reservation.

Use the Reservation Fee rule to define how fees should be automatically added to extended stay bookings, recurring at a specified frequency.

Within the rule setup, leverage the "Charge Frequency" section, found under Fee Details, to define how the fee should apply to the invoice on a weekly or monthly basis.

Recurring Occupancy-based Fees (Coming in 2024)

If your long-term or extended stay strategy includes different Occupancy fees than those for your transient guests, you can use the Occupancy-based Fees rule to complement your strategy. Let Campspot manage the people fees for you, removing the manual component.

Use the Occupancy-based Fees rule to implement the rules that best complement your additional people revenue strategy.

Within the rule setup, leverage the "Charge Frequency" section, found under Fee Details, to define how the fee should apply to the invoice on a weekly or monthly basis.

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Reservation Billing / Invoicing

Use Reservation Billing Settings to set up recurring billing for extended stay reservations, allowing you to define billing intervals and streamline periodic invoicing. This feature supports efficient long-term reservation management by automating the billing process and empowering your guests to pay their bills online saving you time to focus on other operational needs.

Using this feature you can:

• Define the billing interval.
• Align the billing date with your payment strategy.
• Set an automatic or manual payment.
• Assign Recurring Miscellaneous Charges.
• Select when the guest should be notified via email prior to the due date.

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Utility Metering

Campspot's native Utility Metering feature allows you to track, manage, and charge for utilities like electricity, water, and gas, enhancing billing efficiency and accuracy. This feature supports setting up meters, recording readings, applying charges, creating tiered rates, and defining additional fees and taxes.

Using this feature you can:

• Activate and manage utility meters
• Record and track utility meter readings
• Apply and edit utility charges on invoices
• Set tiered rates for utility usage
• Define additional utility fees
• Configure taxes for utility charges

For advanced utility reading and billing capabilities, consider integrating with Wild Energy, which offers enhanced tools and features.

Wild Energy Integration

Dive into the Wild Energy Wireless Meter Reading Integration Setup Guide to seamlessly integrate Wild Energy with Campspot. This powerful feature optimizes energy management by providing real-time insights into consumption patterns, enabling cost savings and reducing environmental impact. Take control of your energy usage, make informed decisions, and enhance the sustainability and efficiency of your operations.

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Booking Rules

Campspot offers a range of rules empowering you to define how your Admin Site manages bookings to align with your strategy. While these rules are not exclusive to extended stay bookings, they can significantly enhance your overall strategy.