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Creating and Managing Reservations

How to create, edit, confirm, cancel, and manage reservations from the office.

Prerequisites

  • Cashier, Manager, or Owner role
  • At least one active site with a price tier and a rate

Creating a reservation (office)

  1. Click Reservations in the left sidebar.
  2. Click New reservation (top-right).
  3. Fill in the required fields:
    • Camper — search for an existing camper profile or type a new name
    • Site — select from the available sites
    • Arrival and Departure dates
  4. Optionally add rig type, number of adults/children, and special requests.
  5. Click Save. The reservation starts in Draft status.
  6. To collect a payment, click Add payment in the reservation detail.
  7. Click Confirm to move the reservation to Confirmed status.

Approving a portal booking

When a guest books online, the reservation arrives as Unconfirmed.

  1. Click Reservations → filter by Unconfirmed (or look for the orange status chip).
  2. Open the reservation and review the details.
  3. Click Approve to confirm, or Reject to decline (a reason is required for rejection).

Editing a reservation

Open the reservation and click any editable field. Changes save immediately for most fields. To change the site or dates, use the relevant dropdowns — the system checks for conflicts before saving.

Moving a reservation to a different site

Open the reservation and change the Site field. If the new site is already occupied on those dates, you will see a conflict warning.

Adding extras and charges

From the reservation detail:

  • Add extra — attaches a pre-configured extra item (e.g. firewood bundle). The extra must be defined in Extras first.
  • Add charge — adds a one-off custom charge.
  • Add variable charge — adds a charge where the amount is entered at the time of attachment (e.g. propane by weight).

All charges roll into the reservation total.

Cancelling a reservation

  1. Open the reservation.
  2. Click Cancel. A reason is required.
  3. The reservation moves to Cancelled status.
  4. To refund a payment, click Refund payment and enter the amount.
  5. To void a payment that has not been captured, click Void payment.

Marking a no-show

  1. Open the reservation (must be Confirmed status).
  2. Click No-show. A reason is required.
  3. The reservation moves to No-show status and the site is freed.
  4. To reverse this, click Restore.

Extending a stay

  1. Open the reservation (must be Checked in status).
  2. Click Extend stay.
  3. Enter the new departure date.
  4. The system adds the extra nights to the reservation balance.

Archiving a reservation

Archiving moves a completed or cancelled reservation out of the default view. It does not delete the record.

  1. Open a reservation with status Checked out, Cancelled, or No-show.
  2. Click Archive.

To find archived reservations, use the Archive filter in the reservation list.

Reservation status flow

Draft
  ├─► Waitlisted   (site occupied; guest queued)
  ├─► Unconfirmed  (portal booking awaiting approval)
  └─► Confirmed    (confirmed office or approved portal booking)
        ├─► Checked in
        │     ├─► Checked out ─► Archived
        │     └─► (Undo check-in → back to Confirmed)
        ├─► No-show ─► Archived
        └─► Cancelled ─► Archived

Troubleshooting

“Site is not available for these dates” — the site is already booked or has a blackout covering those dates. Check Availability to see what is blocking it.

Cannot confirm — payment required — your park settings may require a deposit before a reservation can be confirmed. Add a payment first.

Cannot check in — vetting pending — if ID verification is enabled, the camper’s licence must be approved in Campers → (name) → Vetting before check-in is allowed.

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