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      Reservation Fees: Rule Setup

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

      Attention: As of July 2024, the Reservation Fee rule now has a new look and enhanced functionality, including the ability to configure occupancy fees based to charge on a recurring monthly frequency.

      Summary:

      Campspot's Reservation Fees Rule allows users to automatically apply percentage-based or flat-rate service charges to reservations based on specific parameters. This versatile tool empowers campgrounds to add fees such as reservation processing fees to bookings made online or for special events, holidays, extended stay recurring fees, or any scenario where an automated fee is warranted.

      Uses:

      • Online Booking Fee: Apply a fee to all reservations made on the Consumer Site, encouraging alternative booking methods.

      • Special Events and Holidays: Implement a flat-rate or percentage-based fee for reservations during specific events or holiday periods.

      • Automated Fee Application: Utilize the rule for any scenario where an automated fee should be applied, streamlining the booking process and ensuring accurate financial reporting.

      • Extended Stay Fees: Apply automated fees to extended stay bookings that recur on a specified frequency; like a monthly fee.

      This flexible rule enhances revenue generation strategies while providing campground operators with the autonomy to tailor fees based on their unique business needs.

      Step-by-Step Guide:

      Step 1: Find the Rule on the Pricing page

      1. Navigate to the Rules page
      2. Click on the Pricing tab
      3. Select the Reservation Fees Rule

      Step 2: Complete New Variation Form

      1. On the rule page, click New Variation.
      2. Complete the form.

      Reservation Fees

      Rule Details
      Rule Name

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

      Expiration Date

      Specify when the rule should expire.

      Reservation Criteria
      Site Types or Add-on Types

      Define which site types or add-ons the rule applies to.

      Note: You can only select either Site Types or Add On Types for a single rule.
      Active Date Groups

      Assigning a Date Group to Active Dates allows you define when a rule should apply.

      Note: If left blank, rule will apply to ALL days. If selected, reservation start and end date must be between dates of range for it to apply.
      If reservation stay length is

      Select one of the following options:

      • Any Length - Select Any Length if the reservation fee rule applies to any length reservation.
      • Less Than / Equal To / Greater Than – The reservation fee rule applies based on the nights entered— "Less Than" for reservations with fewer nights, "Equal To" for reservations with the exact number of nights, and "Greater Than" for reservations with more nights.
      • Between - The reservation fee rule applies to reservations with a number of nights that falls within the specified range.
      Fee Details
      Fee Amount Enter the reservation fee amount into the field. Select if the reservation fee is either a percentage (%) or dollar ($) amount.

      Charge Frequency

      Select one of the below options:

      • Charge once for the entire stay (flat rate) - the reservation fee rule will apply as a flat charge for the eligible period.

      • Charge every: Define if the rule should apply a set number of days, weeks, or months.

      Note: If "Months" is selected, you will be prompted to define how the charge should align with reservation recurring billing as either "Start of calendar month" or "Start of Reservation" as well as if the fee should be Prorated. (see note below)
      Maximum Frequency Define if the Reservation Fee should have a maximum limit to be charged based on number of nights per stay.
      Distribution

      Tailor fee to either be:

      • Charged 1 time per frequency period
      • Distributed equally across all days within frequency period 
      Application

      Select one or both options below:

      • Apply to Consumer Site bookings – the fee will apply to reservations made on the consumer site.
      • Apply to Admin Site Bookings – the fee will apply to reservations made on the consumer site.
      Accounts
      Financial Account Select the financial account from the drop-down menu in which the reservation fee 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 fee will be reflected on the Journal Entry reporting. Even if running on a cash-based accounting system, this drop-down is still required.

      **Charge Frequency by Months**

      If you are using this rule to apply reservation fees to extended stay reservations by selecting the "Months" Charge Frequency, the rule should mirror the Recurring Billing set up as part of the Reservation. Click here to learn more about Recurring Billing.

      Most Common FAQ:

      Q: What types of fees can be applied using the Reservation Fees Rule?

      The Reservation Fees Rule allows users to apply a variety of fees, such as reservation processing fees, online booking fees, fees for special events and holidays, or recurring fees for extended stay bookings.

      Q: Can I apply different fees for reservations made on the Consumer Site and Admin Site?

      Yes, the rule provides the option to apply fees separately to reservations made on the Consumer Site and Admin Site, offering flexibility in fee application.

      Q: Is there a limit to the number of Site Types or Add-on Types that can be selected for the same rule?

      No, users can select multiple Site Types or Add-on Types for the same rule, providing the ability to apply fees across various accommodation options or additional services.

      Q: Can I set different fee amounts based on the length of stay?

      Yes, the rule allows users to set different fee amounts based on the length of stay, providing flexibility in fee structures for various reservation durations.

      Q: Is the fee applied as a one-time fee or on a daily basis?

      The fee can be applied as a one-time fee for the entire reservation or on a daily basis, allowing users to choose the most suitable application method.

      Q: Can I exclude certain reservations from the fee?

      While the rule offers flexibility, it doesn't provide an exclusion option. However, users can tailor the rule parameters to minimize unnecessary fee application based on specific booking criteria.

      Q: Can I configure the Reservation Fees Rule to only apply during specific seasons or booking windows?

      Yes, users can define Active Date Groups and Booking Window parameters within the rule setup to ensure the fee is applied only during specific seasons or booking periods.