Requirements checklist
What to ask for when choosing software for campgrounds and RV parks.
A checklist built from how campgrounds and RV parks work, to print or save as a PDF and bring to any supplier meeting.
What the software should cover
Tick each one that matters to your business.
- Pitch calendar and bookings
- Rate plans and deposits
- Arrivals and gate list
- Seasonal accounts and meter readings
- Camp store and stock
- Cleaning and grounds tasks
- Guest notices and incident log
Roles that need their own access
Who logs in, and what each person may see or change.
- For owners and park managers
- For the office
- For gate and reception staff
- For grounds and cleaning crews
Reports to ask for
Ask to see each one with your own sample data.
- Occupancy by pitch type and night
- Arrivals and departures for the day and the week
- Deposits held and balances due
- Seasonal accounts with pedestal units used
- Store sales and stock by line
- Cleaning and grounds tasks completed
- Cancellations and no-shows by month
Systems it may need to connect to
Note which ones you already run.
- SMS and messaging
- Card payment gateway
- Accounting export
- Website booking page
Questions for any vendor
Put these to every supplier you are comparing.
- Can it stop us booking a large rig into a short bay?
- How are seasonal guests billed?
- Can guests book from our own website?
- Does it handle cancellation terms?
- Can the camp store use it as a till?
- Do cleaners and grounds staff need a login?
- Can open bookings and seasonal accounts be moved over?
- Does it work when mobile signal is poor?
- What happens to our records if we stop using it?
- How do we find out what it costs?
Where the work usually breaks today
Circle the ones you recognise. They set the order of the project.
- Pitches are sold twice
- Hookup and length limits are not checked
- Seasonal bills depend on a meter reading
- Deposits and cancellations are unclear
- Store stock runs out unnoticed
Prefer to talk it through? See the campgrounds and RV parks page.