At campsites, bookings mostly arrive through Instagram messages, phone calls and WhatsApp. When a notebook is the only record of which tent pitch, caravan spot or bungalow is taken on which night, double bookings, forgotten deposits and chaos over bank holiday weekends are unavoidable. In the system we build, the site is defined as a pitch map; guests pick an available tent pitch, caravan spot or glamping unit on the map and pay the deposit online. At check-in, reception adds electricity, vehicle and extra-person charges, and at the end of the day occupancy and revenue sit on one screen.
Problems we see at campsites
- The same pitch given to two guests
- Deposits tracked through DMs and bank transfer receipts
- Electricity, vehicle and extra-person fees forgotten
- Seasonal and weekend rates calculated by hand
What the system includes
Pitch map
Occupancy view of tent pitches, caravan spots, bungalows and glamping units on a map.
Online booking
Booking with deposit payment, by date, party size and unit.
Seasonal pricing
Automatic rates with holiday, weekend and minimum-night rules.
Check-in and guest ID
Guest registration, vehicle plate and extras captured on arrival.
Extras sales
Breakfast, firewood, equipment hire and activities are posted to the guest folio.
Occupancy reports
Occupancy, revenue and channel analysis by unit type.
How it works day to day
- 1
The guest picks dates and a unit on the website.
- 2
They pay the deposit online and the confirmation goes out on WhatsApp.
- 3
At arrival, reception records ID and vehicle plate.
- 4
Extras are added to the folio during the stay.
- 5
At check-out the balance is collected and the invoice issued.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For small sites with a few bungalows, off-the-shelf hotel channel managers can be enough at the start.
When custom software pays off
When you have campsite-specific rules such as a pitch map, caravan electricity charges and extras sales, a custom system noticeably reduces lost revenue.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 18 screens and 10 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €450 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Will Booking.com and Airbnb reservations show up too?
With calendar sync or a channel manager integration, bookings from outside channels land in the same calendar.
How are deposit refunds handled?
Your cancellation rules are defined; the refund amount is calculated automatically by date and the refund is issued through the payment provider.
Can guest registration be handled?
The ID details taken at check-in are prepared in the format local guest-registration rules require and stored in line with GDPR.
Does it work where the internet is weak?
The reception screen keeps working through short outages and data syncs once the connection returns.
