Recurring reservations provide options for billing your long-term guests. Watch the video below for an overview of the different recurring options, and instructions on how to enter long-term reservations.
How to Create Recurring Reservations for Long-Term Guests
If you have long-term guests at your campground or RV park, you can easily create recurring reservations in your Park system. Recurring reservations help you automate monthly or seasonal billing, making it simple to manage extended stays without manual invoicing every month.
This guide will show you step-by-step how to set up different types of recurring reservations, including rent-only, rent + electric, seasonal, and more.
Step 1: Start a New Reservation
To get started:
- Click Create Reservation in the top right corner of your dashboard.
Or click and drag on your calendar to select the reservation dates.
- At the top of the reservation window, select Recurring as the reservation type.
- The system will automatically extend the departure date to one month, but you can extend this further to cover multiple months or even an entire season.
Step 2: Enter Guest Information
- Enter the guest details manually, or select an existing guest profile.
- Click Next to continue.
Step 3: Choose the Type of Recurring Reservation
There are four types of recurring reservations to choose from:
1. Rent + Electric Reservation
- Best for guests who pay both rent and monthly utilities.
- The system will:
- Generate monthly invoices.
- Combine rent and last month's utility charges into a single invoice.
Example:
If you set up a 3-month stay, the system creates 3 invoices, each including the rent and electric bill.
You can edit these invoices anytime by clicking Edit Invoice from the reservation or by going to the Invoices tab.
2. Rent-Only Reservation
- Perfect for guests who pay monthly rent but do not have metered utilities.
- The system:
- Breaks the stay into monthly invoices.
- Does not include utility charges by default.
This option keeps things simple if your park doesn't track electricity usage for every guest.
3. Seasonal + Electric Reservation
- Ideal for seasonal guests who pay a one-time seasonal rent upfront, but still pay monthly utility bills.
- The system creates:
- A single invoice for the seasonal rent.
- Separate monthly invoices for utility bills.
You'll see this reservation type visually represented in your calendar as:
- A thin top bar for the seasonal rent.
- Thicker bars below for each monthly utility bill.
You can collect payment for the seasonal rent upfront (e.g., via offline payment), and then bill utilities as you record meter readings each month.
4. Seasonal Reservation (Rent Only)
- Used when a guest pays a single bill for their entire seasonal stay, with no utility bills.
- This is like creating a standard reservation but designed for long-term stays.
- The system will generate just one invoice for the whole reservation period.
Step 4: Customize Invoices and Take Payment
No matter which reservation type you choose, you can:
- Add or edit line items (e.g., additional fees).
- Adjust totals or apply discounts.
- Add deposits or toggle taxes.
- Send confirmation messages to your guest.
- Take payment immediately or send invoices for later payment.
Note:
If you're creating a monthly recurring reservation (Rent + Electric or Rent Only), payment collection will apply to the first month's invoice by default.
For seasonal reservations, it will apply to the full-season invoice.
Step 5: Finalize the Reservation
Once you're ready:
- Review your reservation details.
- Select your payment method (offline payment, credit card, etc.).
- Click Create Reservation.
The system will create the reservation and generate the invoices based on your selections. Paid invoices will appear in dark green, and pending invoices will remain open until payment is collected.
That's it!
You've successfully set up a recurring reservation for your long-term guest. 🎉
Managing long-term guests is now simpler than ever! If you need to adjust invoices or add meter readings later, you can do so from the Invoices tab or directly from the reservation.