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Learn the step-by-step process of creating a new Pencil-in Hold.
Summary:
Pencil-In Holds in Campspot let you temporarily reserve a campsite for a guest when their payment information isn't immediately available or they're not ready to commit to a booking. This feature empowers guests to finalize their reservations within a specified time frame, ensuring a smooth and flexible booking process. In this article, you will find detailed steps on how to create and manage Pencil-In Holds effectively.
Uses:
Pencil-In Holds are beneficial for:
- Temporarily Securing a Campsite: Hold a site when payment information is unavailable or the guest is not ready to commit immediately.
- Facilitating Online Completion: Allow guests to finalize their reservations online within a designated timeframe, improving their booking experience.
New to Pencil-In Holds? Click below to learn more:
Step-by-Step Instructions:
Follow these steps to create Pencil-In Holds effectively.
Step 1: Create a New Reservation
Complete a New Reservation from the Booking Grid.
- Navigate to the Booking page.
- From the Reservation Grid page, click the green New Reservation button on the right side of the screen.
- Select the Check In and Check Out dates.
- Click the green magnifying glass button to search for available sites.
- Choose an available site and add it to your cart.
- Enter any RV equipment information (if required).
- Select whether you are locking the site.
- Click Add to Cart.
- Click the Shopping Cart button on the Site Summary window.
- Click Proceed To Checkout.
- On the first check out page, complete the Guest Information by "Select Existing Guest" or fill out the required fields.
- After entering all of the required information click the green Continue to Pencil-in Hold button at the bottom of the screen.
Please Note: It is crucial to capture the guest's data accurately during this process. The system will use this information to automatically send an email to the guest, outlining the booking and providing a link to complete the reservation online.
Ensure that all required fields on the first Checkout page are completed to successfully create a Pencil-In Hold.
Step 2: Define Pencil-In Hold
In this step, you will set the parameters for the Pencil-In Hold. Your Admin Site includes a predefined default expiration period for holds, but you can adjust this date and time if needed. Once the specified expiration date and time have passed, the system will automatically release the site for other bookings.
- Set the "Unclaimed Site Release" date and time.
- Add relevant reservation notes.
- Select whether the guest should receive a confirmation email.
- This email will enable the guest to view the quote and to also complete the process by applying a payment online.
- Click Confirm Pencil-In Reservation.
The clip below shows the process of adding all the required information to continue to the next step.
What communication is shared with the guest?
Campspot will automatically send an email to your guest once a Pencil-In Hold is completed. Below is an example of what your guest will see:
Can my guest complete the process online?
By clicking on the link found in the Pencil-In Reservation confirmation email, your guest will be able to complete a few tasks to either make changes to the booking or complete the booking by applying any applicable payments. Take a look at the example below:
