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How To: Prepare Your Admin Site for Future Reservations - A Comprehensive Guide

Use this comprehensive checklist to understand Best Practices to prepare for opening your calendar for new reservations with confidence.

Summary:

This guide provides a comprehensive checklist to ensure your Admin Site is ready for future reservations. Follow these best practices to optimize your setup for a seamless booking experience.

Key Benefits:

  • Improved Guest Experience: Accurate site details and pricing.
  • Revenue Optimization: Strategic rules and pricing adjustments.
  • Operational Readiness: Proactive preparation for the upcoming season.

Quick Links to Sections:

  1. Review Unit Setup
  2. Review Rules
  3. Update Base Pricing
  4. Review Guest Tools & Communication
  5. Update Add-ons setup
  6. Review Properties tab
  7. Review Consumer Site Admin

For a quick reference, you can also Downloaded as a PDF Version of this content.

Along with these comprehensive resources, you can also review this webinar:

Step 1: Review Unit Setup

Overview:

Begin by reviewing and updating your Unit Setup to ensure all site types, individual sites, and related amenities are accurate. This step is crucial for providing your guests with accurate booking options and ensuring operational efficiency.

To streamline this process, download the Campsite Details Report, which provides a comprehensive overview of each campsite's details, such as amenities, site length, RV max length, and more. Use this report as a worksheet to assist in auditing your sites and making necessary updates.

Tasks to Accomplish:

  1. Audit Site Types:

  2. Verify Individual Sites:

    • Double-check RV site measurements and allowed equipment.

    • Ensure individual site amenities are accurate and updated.

  3. Update Booking Layout Map:

Additional Resources:

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Step 2: Audit Rules

Overview:

Campspot's Rules page offers essential tools to manage reservations efficiently. By reviewing key rules, you can ensure your campground operates smoothly while maximizing revenue opportunities.

Accurate rule setup is critical, as the majority of Admin Site errors, including messages like 'no sites available,' are often caused by incorrect or incomplete rule configurations.

Top Rules to Review:

  1. Date Groups: Where Date Groups are not a rule, This feature is assigned to most rules in your system to define when a rule applies, ensuring accurate application of stay date parameters and seamless reservation processes.

  2. Occupancy Rules: Adjust surcharges or restrictions based on site capacity to match your park's goals.

  3. Package Pricing: Verify bundled offerings, such as weekly or monthly rates, are accurate. Update expiration dates or create new rules if pricing changes are planned.

  4. Minimum & Maximum Length of Stay (LOS): Confirm restrictions align with your seasonal or operational policies.

  5. Fees: Review other fees managed by rules to ensure they are still relevant and active including:

  6. Resort Closed: Define dates when reservations are restricted or unavailable to guests.

Additional Resources:

Find more resources here! To review all of the rules available in your Admin Site, click here.

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Step 3: Update Base Pricing

Overview:

Campspot's Base Pricing feature allows you to set nightly rates for your Site Types, aligning with your park's revenue strategy. Ensuring your Base Pricing is up-to-date is critical for maintaining accurate reservation availability and preventing errors like "No Sites Available."

Tasks to Accomplish:

  1. Review Current Pricing:

    • Download the Base Prices for Campsites report to review your existing rates.
    • Save the file with a clear name for future reference.

  2. Update Nightly Rates:

  3. Upload Updated Pricing:

    • Once changes are complete, upload the revised Base Prices for Campsites CSV file in the Admin Site.

  4. Verify Accuracy:

    • Double-check for consistent formatting (e.g., no symbols, correct abbreviations, and properly formatted dates).
    • Confirm new rates apply accurately across Site Types.

Additional Tips:

  • Keep past reports organized to track pricing strategy changes over time.
  • Avoid using the Base Price Template for Campsites report for updates, as it has a specific purpose not suited for regular pricing changes.

Additional Resources:

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Step 4: Review Guest Tools & Communication

Overview:

Ensure your Admin Site is configured to provide guests with a seamless booking experience by enabling Guest Self Service features, auditing automated messaging, and reviewing guest-facing policies. These elements are critical for maintaining transparency, efficiency, and guest satisfaction.

Tasks to Accomplish:

  1. Guest Self Service features:

    • Enable features like Online Express Check-In, Online Cancellations, Online Reservation Changes, and Electronic Signatures to empower guests and reduce staff workload.
    • Verify settings in the Properties tab to ensure these features are activated and aligned with your park's needs.

  2. Audit Messaging:

    • Review and customize autogenerated emails for each reservation stage, including Confirmation, Pre-Arrival, and Post-Departure messages.
    • Ensure emails are branded, informative, and personalized with tags such as guest names and reservation details.

  3. Audit Policies:

    • Update guest-facing policies like Terms & Conditions, Cancelation, and Refund Policies to reflect current park rules.
    • Ensure policies are accessible on the Consumer Site and linked in guest communications, such as confirmation emails.

Additional Resources:

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Step 5: Repeat Process for Add-Ons

Overview:

Daily Add-Ons allow campgrounds to enhance guest experiences while creating additional revenue streams. From golf carts to event passes, these features can be seamlessly integrated into the booking process, giving guests more ways to customize their stay.

Tasks to Accomplish:

  1. Review Current Add-Ons:

    • Verify the accuracy of available Add-Ons, including descriptions, photos, pricing, and applicable rules (e.g., taxes, dynamic pricing, or reservation minimums).
    • Ensure inventory is sufficient to meet guest demand.

  2. Update Add-On Pricing:

    • Download the Base Prices for Add-Ons report, adjust rates as needed, and upload the updated file to the Admin Site.
    • Confirm proper formatting and inclusion of all active Add-Ons.

  3. Audit Add-On Rules:

    • Review and update rules applied to Add-Ons, such as payment policies, dynamic pricing, and date-based restrictions.

  4. Test Functionality:

    • Simulate the booking process to confirm Add-Ons are visible, selectable, and priced accurately on both the Consumer Site and Admin Site.

Additional Resources:

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Step 6: Review the Properties tab

Overview:

The Properties tab centralizes key operational settings for your park. Take time to review these details to ensure they align with your strategy for next year and operational goals. This step focuses on features beyond those previously addressed, offering opportunities to refine guest-facing communication and operational settings.

Tasks to Accomplish:

  1. General Tab:

    • Verify your park’s contact details and address.

    • Review Default Time Periods, including Pencil-In Hold expiration times and group reservation minimum campsite requirements.

    • Configure Order Details, such as whether site numbers are visible to guests.

  2. Check-In/Out Tab (New for 2024):

    • Use this feature to define your park's Check-In and Check-Out times.
    • These settings serve to educate guests about your park’s policies while supporting integration functionality.
  3. Payment Methods Tab:
    • Review available payment options for Consumer Site Reservations, Admin Site Reservations, and Point of Sale transactions.
    • By deactivating unused methods you will declutter the interface when users select payment method types.
  4. Forms List:
    • Update fields such as Reason for Visit and Cancellation Reasons to ensure accuracy and relevance for the upcoming season.

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Step 7: Review & Update Consumer Site Admin 

Overview:

The Consumer Site Admin page is your hub for personalizing your campground's online booking presence and optimizing guest engagement. Note: These settings only apply to the Consumer Admin Site within Campspot and do not impact your park’s primary website. Use this page to ensure your booking site reflects your park’s identity and enhances the guest experience.

Tasks to Accomplish:

  1. Branding:

    • Update your park’s logo to maintain consistency and enhance brand recognition.
    • Confirm that visual elements align with your park’s identity on the booking site.

  2. Analytics:

    • Verify integrations with tracking tools like Google Analytics, Facebook Pixel, and AdWords.
    • Ensure data is being collected accurately to support marketing efforts.

  3. Social Media:

    • Update or add links to your park's active social media platforms, such as Instagram, Facebook, or Twitter.
    • Engage guests by connecting them to your park’s social presence.

  4. Events:

    • Review and update your park’s event calendar to reflect upcoming activities or special weekends.
    • Remove outdated events to keep your Consumer Admin Site relevant and engaging.

  5. Membership (If Applicable):

    • For Camp Jellystone parks, verify that membership linking is active and functioning correctly.

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