How To: Set up Reservation Fees

Learn how to setup an automatic fee to be applied during the booking process.

Summary:

Setting up reservation fees in Campspot is a critical step to streamline your campground's pricing structure. This guide provides a comprehensive walkthrough, from locating the reservation fee setup to creating new variations. Elevate your reservation process by following these steps.

Uses:

  • Flexible Pricing: Tailor reservation fees based on stay length, surcharge amount, and eligible periods, offering a customized pricing experience for guests.
  • Customer-Facing Details: Provide clear and transparent information by defining rule names, ensuring a customer-friendly approach visible on their invoices.
  • Financial Tracking: Streamline financial reporting by selecting appropriate financial accounts for surcharge reflections on Journal Entry reporting.

Step-by-Step Guide:

1. Locate Reservation Fee Setup:

  • Navigate to the Rules section using the primary navigation button.
  • Click on the Pricing tab on the Rules page.
  • Select Reservation Fees.

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2. Add a New Variation

  • Click the New Variation button to open a blank Reservation Fees rule form.

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Define Rule Details: 

Rule Name

A name is required to create the reservation surcharge rule, noting that this is customer facing and will appear on their invoice.

Site Types & Add-on Types

Either a Site Type or an Add-on type must be selected, but cannot include both within the same rule. Multiple Site Types or Add-on Types can be selected for the same rule. Click within the field for a drop-down of active site types to appear to add to the rule.

If Stay Is

First, select from the drop-down menu one of the below options:

    • Less Than (No Repeat) – the reservation must be for less than the nights entered for the reservation surcharge rule to apply.
    • Greater Than (No Repeat) – the reservation must be for more than the nights entered for the reservation surcharge rule to apply.
    • Equal To (No Repeat) – the reservation must be for the exact number of nights entered for the reservation surcharge rule to apply.
    • Select Any Length if the reservation surcharge rule applies to any length reservation.

Surcharge Amount

Enter the reservation surcharge amount into the field. Select if the reservation surcharge is either a percentage (%) or dollar ($) amount.

Applies

Select one of the below options from the drop-down menu:

    • Flat Rate for Eligible Period - the reservation surcharge rule will apply as a flat charge for the eligible period selected in the next step.
    • Flat Rate for All Days – the reservation surcharge rule will apply as a whole to the entire reservation.
    • Daily Rate for Eligible Period – the reservation surcharge rule will apply to the daily rate for the eligible period selected in the next step.
    • Daily Rate for All Days – the reservation surcharge rule will apply to the daily rate for all days of the reservation.

Eligible Period

If Flat Rate for Eligible Period or Daily Rate for Eligible Period were selected in the previous step, a number of nights needs to be determined to create the eligible period.

Financial Account

Select the financial account from the drop-down menu in which the reservation surcharge will be reflected on the Journal Entry reporting.

Deferred Financial Account (Accrual)

Select the deferred financial account from the drop-down menu in which the reservation surcharge will be reflected on the Journal Entry reporting. Even if running on a cash-based accounting system, this drop-down is still required.

Apply Surcharge

Select one or both options below:

    • Apply to Consumer Site bookings – the surcharge will apply to reservations made on the consumer site.
    • Apply to Admin Site Bookings – the surcharge will apply to reservations made on the consumer site.