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Set Up a Campground

  • Updated:

The campground features in Recreation Management (Formerly CivicRec) provide several options for reserving sites at facilities throughout the year. In this article we will discuss how to:

  • Set up a campsite
  • Create a facility map for the campground
  • Register for a campsite on the Catalog
  • Check-in/check-out a camper
  • Report on campsite reservations

 

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Step 1: Create a Campground Location 

  1. Log In to your Recreation Management System. 
  2. Navigate to Facilities, then to Facility List. 
    A list of sections with facilities and facility list highlighted.
  3. Select Create Location.
    The Create Location button with a location marker.
  4. Fill in the following fields:
    • Information
      Create Location's information tab with input fields.
      • Name: Enter a name for your campground
      • Default Color: If desired, select a color to represent the location on the Catalog
      • Receipt Template: Choose to apply a template to receipts that come from this location
      • Address: The address information allows your customers to know where the Campground is located and will appear on the Catalog
    • Description
      Create Location's description tab with input fields.
      • Add a description of the Campground. This is also a great place to upload an image or a bird’s eye view of your facility
        Note: If you have someone in your department who knows HTML, they can use the “<>” button in the formatting tools to enter source code.
    • Settings
      Create location's settings tab with input fields.
        • Operated By: Select who the location is operated by
        • Parent Location: Choose if the location you are creating is a child of another location
        • Revenue Reporting: Select if this location reports its own revenue or is part of another
        • Cost Center: Set the default cost center to use for facilities at this location.
        • Default GL Code: Auto-populates a General Ledger (GL) entry for new facilities, but will not impact existing facilities with no GL code
        • Collects Revenue: Enable the location to be available for close-out
        • Facility Display Mode: Choose between normal and grid view

          • Normal: Will present a list of facilities associated with this location, where the customer will click on each individual facility to display the availability

          • Grid: Will give a view that allows the customer to see availability within a date range (or hour range depending on the setup), which gives more visibility into when the campsite is available

  5. Click Save New Location.
    Create location's settings tab save location button.

 

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Step 2: Create Campsite Facilities

  1. Select Create Facility.
    The Create Facility button with a bulding icon.
  2. Fill out the following information on each tab:
    • Basics
      Basics tab with input fields and description text editor.

      • Facility Name: Add a name for the campground, this will be the individual names of the sites such as Blue Lake Campsite A, Blue Lake Campsite B. 

      • Location: Select the name of the Campground created above

    • Rental Options
      Rental Options tab with input fields.
      Note: The options on this tab allow you to determine how this campsite can be rented on the Catalog. View the Create a Facility article for more information on all the options available.
      • Allow Public Cancellations: Check to allow customers to cancel their reservation as of a specific timeframe (number of days within the start date of a reservation).
      • Allow Public Rental Adjustments: Select to allow customers to change/adjust their reservation as of a specific timeframe (number of days within the start date of a reservation). 
    • Prompts
      Prompts tab withdrop-down menu options.
      • Tags: Select relevant tags 
      • Prompts: Choose prompts from the dropdown
      • Waivers: Add any necessary waivers
        Note: If applicable, create a waiver for max stays.
      • Attachments: Select attachments
    • Access
      Access tab with an assign admin button.
      • Assign Admin: You can add Admins who should receive an email notification when a customer reserves the campsite
    • Receipt
      Receipt tab with a text editor for notes.
    • GL Codes
      General Ledge (GL) Codes tab with an assign GL Code button.
    • Addons/Discounts
      Addons and Discounts tab with add add-on and add discount buttons.
  3. Click Save Facility.
    The Addons and Discounts tab's save new facility button.
  4. Once you have saved the facility, navigate to the Rate Types tab and click Add Rate.
    Rate Types tab with the Add Rate button highlighted.
    Note: This tab gives you the ability to determine when the facility is available for rental and how much you’re charging. If a Rate Type is not created, the facility will not appear on the Catalog.
  5. Fill out the Rate Settings fields.
    Rate settings tab's input fields.

    • Label: This will appear on the Catalog and will help determine the different options available for rental

    • Base Fee: Determines the amount to be charged and how it will be charged. For a Campground setup, use the Day type. When the Day type is used, the Facility will present a different Catalog View, allowing customers to choose a Check-In and Check-Out Date.

    • Open Hours: The From and To times will now become Check-In Time and Check-Out Time, respectively, due to the Day Type being selected

  6. Click Save New Rate.
    Rate settings tab's save new rate button.
  7. If your organization charges a fee to cancel or adjust a reservation on the Public Page, navigate to the Cancellation Fees tab and Create a Public Cancellation Fee.
    Cancellation fees tab with the create public adjustment or cancellation fee button.
  8. Repeat this process for each campsite in the campground.

 

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Step 3: Create a Facility Map for the Campground

 

Follow these instructions to Create a Facility map for your campground. 

 

Facility Maps give a bird’s eye view of a campground, which allows users to choose a site suited to their preference. If the Campground is large, it may be best to create a map for different sections of your campground for visibility.

 

Note: The Facility Map does not have the ability to zoom in or out on a specific area.

 

campground facility map

 

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Step 4: Make a Campground Reservation on the Catalog

  1. Ensure the appropriate Location is selected in the top right corner.
    Selected location drop-down menu for AG Wright Middle School Front Desk Check-In.
  2. Navigate to the Catalog.
    The Catalog button with a shopping cart icon.
  3. Search for and select the desired Account.
    Account search field and option selection.
  4. Select the Catalog tab that contains your campsite.
    Facility rentals tab in the catalog.
  5. Open your campground location and view the campsite.
    Timber Campground campsite rental schedule.
    Note: You may choose to view the facility in Grid, List, or Map view, depending on your facility setup. 
  6. Select the campsite and date of the reservation.
    map of the timber campground campsites.
  7. On the pop-up, select the check-in and check-out date, and then click Apply.
    date selection calendar for reservations and apply button.
  8. Select Add to Cart.
    add to cart button.
  9. The reservation will be added to the cart where the user will be able to complete the transaction.
    Note: Facilities are held for 15 minutes during the checkout process. If the reservation takes more than 15 minutes to complete, the facility will be released and the transaction cannot be completed. Ensure that the reservation process is straightforward and easy for the Public User to complete on the Public Page.

Note: Facilities are held for 15 minutes during the checkout process. If the reservation takes more than 15 minutes to complete, the facility will be released and the transaction cannot be completed. Ensure that the reservation process is straightforward and easy for the Public User to complete on the Public Page.

 

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Step 5: Use the Facility Check-In Feature for Campgrounds

  1. To check in a user at a Campground, make sure you have the Campground location selected in the top right corner.
    facility location selection drop-down menu.
  2. Navigate to Facilities, then to Check-In.
    Check In option for Facilities.
  3. The current date will populate in the Date field.
    date input field.
  4. All reservations Due In on the current date will be shown.
    The Due In tab of reservations.
  5. Select Check-In under the Action column when the customer arrives.
    the reservation's check in button.
  6. The On Property tab will display who is currently on the facility property and give you the ability to Check Out when the customer departs.
    the On Property Tab and check out button.

 

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