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Campsite Setup

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Last Update: March 15th, 2024

Many departments have parks that offer a handful of campsites to the public. You can use MyRec.com to simplify your paper and pen site rentals and create a functional, public-side, online campsite reservation process that is appropriate for these smaller campsite setups.  

You will use both the Facility feature and the Facility Reservation feature to create your campsite reservation system. If you do not have Facility Reservations turned on for your department, please contact Support for assistance.

There are several campsite setups that you can create depending on your unique situation. This is a sample of just one set of those setup options.

View the public side sample campground here.

Creating the Campground Facility

Common practice for many campgrounds is a set check-in time, with check-out expected by a set time on the date of departure. For this sample, the Camp Foley Campground is set up to allow reservations of campsite for the number of nights a user will be staying. Check-in time is 12pm the date of arrival, check-out time is by 11am the date of departure. Users will not book the date of departure, which enables another guest the ability to book that date for their arrival.

  • i.e. If I am arriving Friday, July 2nd and leaving Monday, July 5th, I will book July 2, July 3, and July 4 since I will be departing my campsite by 11am on Monday, July 5. Another camper can reserve July 5 as their arrival date (12pm) and not conflict with my booking because the campsite check-out time is by 11am.

Best Practices Suggestion

Setting up your campground reservations based on the number of nights is the recommended setup using MyRec.com.

 

How a Campground Facility Looks to the Management and Public

  1. In the View/Edit Facility list on the management side, you can a detailed and organized list of your campsite facility areas nested under the campground parent facility
    1. “Camp Foley Campground” is the name of the parent facility in the example below
    2. “Site1 - Primitive”, “Site 2 - Primitive”, “Site 3 - 30 amp”, etc…are the names of the facility areas within the parent facility that are available for reservation
      1. You can also set the parent facility to be available for rental to allow all sites to be reserved by one party, if desired 
        1. This “entire campground rental” is set up as a Reservation Request on the parent facility most commonly instead of a direct public reservation
    3. Each facility area in the example below includes the site number and the type of site (primitive, 30-amp, 50-amp, cabin, etc…) in the title and also indicates other amenities or restrictions in the Status Notes field for quick reference by your public user
  1. On the public side, you can see the Check In/Check Out Information and a campsite map in the Location Notes section of the parent facility setup
  1.   Within the Fee Schedule field, you can add the site pricing details in addition to a helpful site-amenity chart
  1. The Additional Files field is an appropriate location to add another link to the Campground Map or other documents for the public
  2. The Facility Areas list that is viewable on the public side within a parent facility will show the site number in addition to the type of site you included in the facility area title
  3. Public users can view bookings that are already made for the dates they want to reserve, if there are any in the system, by using the Reservations and Activities section
 
 

Setup

  1. Add a new parent facility for the campground 

How to Add a New Facility/Facility Area

Other helpful articles and videos

 
 
  1. Use the following settings as a template for the campground setup

Settings for the Campground/Parent Facility

These settings will create a parent facility campground that is available to rent by reservation request per staff approval only. Once created, you can continue to the next section to create individual campsite facility areas. View the public side sample campground here.

Facility Info Tab

  1. Set your parent facility to Active
  2. Enter the physical address for the campground and the contact person in charge of reservations
  3. Turn on the Display Map to show the public a map of the physical location (Google Map)
  4. Set the Status to Open
  5. Add the check-in/check-out times to the Status Notes
  6. Include a photo of your campground area
  7. Turn on your Location View Permissions
  8. Add a Facility Type as “campground” to keep your facility and facility areas organized for the public to view
  9. Add Exclusion Dates like major holidays or park shutdowns to make the campsites unavailable for reservation
  10. Submit the settings
 
 

Rental Info Tab

  1. Check the box to Allow Rental
  2. You can check the box to Allow Overbooking if you plan to allow two reservations on the same facility
    1. This is useful in this sample because the entire campground is available for private rental by request only (think group excursions), and you would have the ability to require that individual families still complete their own request to obtain their disclaimer acceptance
    2. You can uncheck this box if you don't ever anticipate needing to double book this facility
  3. For the parent facility (the entire campground), we suggest that you uncheck the Allow Public Reservation box so it is only available by request
  4. Check the box to Allow Public Requests for this parent facility
  5. Check the box to Allow Staff Requests for this parent facility
    1. These settings will allow the public/staff to make a request for the full campground, which your department can then approve or decline instead of allowing a direct reservation for the entire campground from the public without your approval
  6. Add an email address for the Campground director/manager
  7. Be sure to add the check-in/check-out verbiage and example to the Request Info Pop-up Notes
  8. Choose the Budget Group for campground rental fees
  9. Choose the Budget Group for campground deposit fees
  10. You can set a required deposit or leave this blank
  11. Set your facility availability to 12:00pm (check-in) to 11:59pm (MyRec.com doesn't support overnight reservations, but your pop-up notes and status notes for the facility explain the number of nights rental process)
    1. Click Apply to All for each
  1. Select Set Blocks from the dropdown
    1. You will create the blocks on the next screen
  2. Check the box to Apply Blocks to Reservation
  3. Add the Invoice Notes reiterating the check-in/check-out policy and example
  4. Add the Permit Note verbiage
  5. Include the pricing for sites in your Fee Schedule
    1. You can add a table created in a word processor to detail the site, amenities, accommodations, size, occupancy, pet policy, etc… which will allow your public user to choose from your campsites based on their needs
  1. Add your campground facility disclaimer and don't check the box below
  2. Click Submit 
  3. Set the block start time to 12pm (check-in)
  4. Set the block end time to 11:59pm
  5. Set the Time Display Text to "Overnight Camping 12pm-11am
  6. Enter the Resident Fee
  7. Enter the Non-Resident Fee
    1. If you enter 0, the non-resident will be charged $0 for the reservation
    2. If you leave it blank, the non-resident will not be able to make the reservation
  8. Select the days of the week the campground is available
  9. Click Update
 
 

Membership Access Tab

  1. If you require a recreation membership of some sort to be able to reserve a campsite, you can add that on this tab
  2. Check the required membership from the list (membership must be set to Allow Facility Access in the membership settings (See Add Additional Types in Create a Membership)
  3. Click Update
 
 

Continue to the next section to set up your individual campsites at this campground.

 
 
  1.  Create the facility areas for each campsite at the campground

How to Add a New Facility/Facility Area

Other helpful articles and videos

 
 
  1. Use the following settings as a template for the campsite setup

Settings for the Campsites/Facility Areas

These settings will create the individual campsites as facility areas within the parent facility campground. You will add a facility area for each campsite, cabin, or rental location in your campground. Additionally, labelling the facility title with specifics will help your customers choose the correct campsite for their equipment and needs, while adding Status Notes allows you to specify details of what each campsite can accommodate.

Facility Info Tab

  1. Label the Area Name with the campsite number and and descriptors
  2. Set your facility area to Active
  3. Set the Status to Open
  4. Add accommodation details like pets, equipment size, number of people, amenities, etc…to the Status Notes
  5. Include a photo of the campsite
  6. Turn on your Area View Permissions
  7. Add a Facility Type as “campsite” to keep your facility and facility areas organized for the public to view
  8. Add Exclusion Dates like major holidays or park shutdowns to make the campsites unavailable for reservation
  9. Submit the settings
 
 

Rental Info Tab

  1. Check the box to Allow Rental
  2. You can check the box to Allow Overbooking if you plan to allow two reservations on the same campsite
    1. This is useful in this sample if you want to allow two families who are together to book a large site and have each party accept the disclaimer
    2. You can uncheck this box if you don't ever anticipate needing to double book this facility
  3. For the campsite setup, we suggest that you check Allow Public Reservations and not requests so the public can book directly online
  4. Don't check the box to Allow Public Requests for this parent facility
  5. Don't check the box to Allow Staff Requests for this parent facility
  6. You can leave the email address blank for the campsites
  7. Be sure to add the check-in/check-out verbiage and example to the Request Info Pop-up Notes
  8. Choose the Budget Group for campground rental fees
  9. Choose the Budget Group for campground deposit fees
  10. You can set a required deposit or leave this blank
  11. Set your facility availability to 12:00pm (check-in) to 11:59pm (MyRec.com doesn't support overnight reservations, but your pop-up notes and status notes for the facility explain the number of nights rental process)
    1. Click Apply to All for each
  1. Select Set Blocks from the dropdown
    1. You will create the blocks on the next screen
  2. Check the box to Apply Blocks to Reservation
  3. Add the Invoice Notes reiterating the check-in/check-out policy and example
  4. Add the Permit Notes verbiage
    1. You can find our suggested verbiage for both sample Invoice notes and Permit Notes on the Demo management site for Camp Foley
  5. Include the pricing for this campsite in your Fee Schedule
    1.  You could also include the table you created for the campground fee schedule if you want
    2.  We recommend repeating the check in/out information for your customers (see example below)
  1. Add your campground facility disclaimer 
  2. Click Submit 
  3. Set the block start time to 12pm (check-in)
  4. Set the block end time to 11:59pm
  5. Set the Time Display Text to "Overnight Camping 12pm-11am
  6. Enter the Resident Fee
  7. Enter the Non-Resident Fee
    1. If you enter 0, the non-resident will be charged $0 for the reservation
    2. If you leave it blank, the non-resident will not be able to make the reservation
  8. Select the days of the week the campsite is available
  9. Click Update
 
 

Membership Access Tab

  1. If you require a recreation membership of some sort to be able to reserve a campsite, you can add that on this tab
  2. Check the  from the list (membership must be set to Allow Facility Access in the membership settings (See Add Additional Types in Create a Membership)
  3. Click Update
 
 
 
 

 

 

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