Front Desk: Get Started

How To: Check In a Reservation

Learn the process of checking in a reservation in Campspot.

Summary:

Learn how to check in single and multiple reservations efficiently, ensuring your guests start their stay smoothly. This guide includes step-by-step instructions, tips, and an overview of the Express Check-In feature to help streamline your workflow.

Completing Check Ins

Checking in a reservation is an essential step to kick off a guest's stay and set a positive tone for their experience. Whether you're assisting a single guest or managing multiple arrivals during busy times, this guide provides clear steps to ensure an accurate and seamless Check-In process.

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Check In - Single Reservation

There are two primary methods to check in a single reservation: through the Reservation Summary or directly from the Arrivals list.

Method 1: Using the Reservation Summary

Step 1: Locate the Reservation

  1. Navigate to the Front Desk tab and select the Arrivals list.
  2. Use search or filter options to locate the reservation.
  3. Click on the Reservation Confirmation # to open the Reservation Summary.

Single Res - Step 1

Step 2: Verify Reservation Details

  1. Review the guest’s reservation, ensuring accuracy for dates, site assignment, and any add-ons.
  2. Address any outstanding balances or updates.

Step 3: Check In the Guest

  1. Under Reservation Items, check the box in front of the site(s) to be checked in.
  2. Click the Check-In button at the top.

Step 4: Finalize the Check-In

  1. Confirm that the reservation status changes to Checked In.
  2. Once a reservation is Checked In, the reservation will now move to the "Who's in the Park" list.
  3. Provide guests with any required materials, such as maps or Check-In packets, and address any questions.

Please Note: The features and actions demonstrated in the example below may differ from what you see in your Admin Site. Each park customizes its features and processes, meaning some steps may not apply to your setup. This is especially true for how Terms & Conditions (T&C) are handled, as these can significantly impact your Check-In process. Later in this article, we’ll review how T&C policies are defined and their role in Check-Ins.

Single Res - Step 4

Method 2: Using the Arrivals List

Step 1: Locate the Reservation

  1. Navigate to the Arrivals list under the Front Desk tab.
  2. Find the reservation and check the box next to it.

Step 2: Check In the Guest

  1. Click the Check-In button at the top of the list.

Step 3: Finalize the Check-In

  1. Confirm the status updates to Checked In and complete any additional Check-In tasks.
  2. Once a reservation is Checked In, the reservation will now move to the "Who's in the Park" list.

Single Res - FD List



Check In - Multiple Reservations

Your Admin Site allows multiple reservations to be checked in simultaneously from the Arrivals list, streamlining busy arrival periods.

Steps for Checking In Multiple Reservations

  1. Navigate to the Arrivals list.
  2. Select the checkbox next to each reservation you want to check in.
    • Pro Tip: Use the checkbox at the top-left to select all reservations in the list.
  3. Click the Check-In button at the top.
  4. All selected reservations will update to Checked In and move to the Who’s in the Park list.

Tips for Multiple Check-Ins

  • Double-check your selections to avoid accidentally checking in the wrong reservations.
  • If applicable, sort the Arrivals list by T&C status to prioritize reservations that are ready for Check-In.
  • Even when checking in multiple reservations, consider how to still offer personalized attention to each guest when possible.

Multiple Res - FD List

Special Note: Reservation Balances

The Admin Site allows reservations to be checked in regardless of an outstanding balance. However, it is up to each park to define how balances should be managed prior to or during arrival.

Key Points to Remember:

  • A reservation cannot be checked out unless all balances are reconciled, as the Check-Out feature will not function with an outstanding balance.
  • Best Practice: To streamline the Check-Out process and reduce delays for guests, we recommend reconciling all reservation balances during the Check-In process.

By addressing balances upfront, you ensure a smoother departure experience for both the guest and your Front Desk team.

The Admin Site highlights reservations with outstanding balances in red, making them easy to identify.


Understanding Terms & Conditions

Terms & Conditions (T&C) are the purchase agreements that outline a park’s policies. This policy is created to ensure clarity regarding rules, payments, cancellations, and more.

Key Points to Know About T&C:

  • Defined by the Park: Each park customizes its T&C based on its specific policies and operations. These can include requirements for electronic acceptance, manual signatures, or external agreements.
  • Impact on the Check-In Process: Depending on your park's setup, T&C acceptance may be required before a reservation can be checked in. The Admin Site will prompt you to address T&C acceptance when necessary.
  • Best Practices for You:
    • Familiarize yourself with your park’s T&C policies by reviewing them with your park administrator.
    • Know how to handle situations where T&C have not been accepted prior to arrival, as this can delay the Check-In process.

By understanding the role of T&C, you can efficiently navigate the Check-In process and ensure compliance with your park’s requirements.


Express Check In: Elevate Your Guest's Check In Experience

One of Campspot's Guest Self-Service features, Express Check-In allows guests to complete most of the Check-In process online up to 24 hours before arrival. Guests can pay outstanding balances, sign and review Terms & Conditions (if applicable), and confirm their reservation details.

Reservations marked as Checked In (Online) in the Arrivals list indicate that the guest has completed Express Check-In. These guests will still need to finalize any in-person steps, such as receiving materials or confirming site assignments.

Learn more about Express Check-In here.