Best Campground Management Software

Camping is one of the most popular outdoor and recreational activities in the world. Whether it is about camping in a traditional tent or enjoying the comforts of RVs, connecting to nature in a unique way is one of the most refreshing activities that people long to experience. In a bid to embrace nature, campers visit the campgrounds where they can spend time in leisure activities such as hiking, fishing, canoeing, outdoor cooking, etc. Campground businesses around the world provide the modern campers space, facilities, equipment, and services the campers need to enjoy the camping activity. However, managing bookings, space allotment, amenities, staff scheduling, billing, on-site activities, regulatory requirements, etc., single-handedly can be exhilarating for the campground owners. This is where technologies such as campground software that serve the outdoor recreation businesses such as campgrounds can be deployed to connect all camping business functions into an organized whole. 

Campground management software provides a unified set of tools that bring efficiency, productivity, performance, and transparency to campground businesses. It mitigates all challenges that campground businesses face and provides them a single platform to run, automate, and optimize and manage their core activities. With several campground solutions offering promising campground operations and workflows through their services, picking the most suitable and cost-efficient candidate is a challenging task. This buyer's guide, therefore, aims to assist campground owners in selecting the most suited, trustworthy, and affordable campground software solution for their businesses. This guide details all essential aspects, elements, and criteria that are of paramount importance to select the best campground management solution. 

Campgrounds are public-owned or private areas designated for camping, recreation activities, or boondocking. Usually, campers stay overnight at these camps. It is a real-estate property meant for temporary occupancy by campers. Campers build tents, park their recreational vehicles (RVs), or make cabins for a short stay. The campground owners also provide campers with sanitary facilities. Sometimes, the campers who are on impromptu camping may build camps on either side of the road. These areas may be illegal to camp and devoid of any facilities. Such campsites are not campgrounds. Campgrounds are necessarily established and maintained sites for camping. 

Parks/campgrounds with full hookup campsites (campsites providing sewer, electric, and water facilities) reported an average occupancy rate of 69% for these sites during the past 12 months. The occupancy rate for rustic/tent campsites was the lowest at 25%. 

Campgrounds usually have the following amenities:

• Places to build a campfire
• Road access for Recreational vehicles
• Picnic tables, chairs, tents, electric connection
• Potable water, sanitation facilities, and garbage disposal bins
• Camping beds, batteries, torches, first aid kits 
• Safety Lighting, Food availability, 
• Equipment for recreational activities

Managing Online Bookings: Managing bookings from multiple channels, slot management, cancellations, calendar bookings, payments, etc., is challenging, especially in the vacation season. 

Ensuring Glitch-free amenities: Campground owners need to constantly monitor services such as electricity, sanitation, sewer connection, bathroom, and kitchen facilities, TV connection, Wifi-connectivity, etc. Any halt in the continuity of these services can cause inconvenience to the campers and may result in negative reviews. Monitoring each of these services for every allotted camp space can be overwhelming. 

Managing Space Optimally: Without efficient management of campground space, there can be complaints from campground visitors regarding tight spaces. There can also be friction between two different camping groups stationed near each other in the absence of adequate space. 

Confused Staff and Poor Communication: Without complete visibility of the campground bookings, guests, assets, and amenities, the ground staff or back-office staff may not be able to address any concerns raised by the campers. Poor communication may escalate issues and may cause service deficiencies. 

Improper Parking of RVs: Many times, campers park on the grass or undesignated parking spaces, causing traffic blockage or ruining of grass space. 

Organizing Activities: As an added service, campers appreciate it if the campground owners have planned adventurous activities, games, or other entertaining events for the campers. Campground owners have to take the age and generation factors into account before planning any on-site recreational activity. Hiking/backpacking and fishing activities are the most participated recreational activities. Organizing and managing these activities can be a bit of a struggle. 

Ensuring Internet and WiFi Facilities: Campers who rely on cell phones or WiFi service while camping tend to camp longer, up to nine extra days each year.

Campground software is an application that provides features and tools to manage campground business-related workflows such as reservations and related operations. A properly deployed campground software expedites business operations, increases profits, and enhances customer satisfaction. It organizes workflows, centralizes data, and brings transparency to the business. A campground management software reports daily occupancy, revenue, booked to capacity ratio, guests checking in and out, and many more critical metrics that help campground owners to scale their business in the right direction.

On-Premise Campground Software

These types of campground software solutions are licensed, and campground owners can install them within their IT infrastructure. On-Premise campground solutions are mostly deployed by campgrounds that have poor internet connectivity and therefore need all data on their own local servers.

Web-based Campground Software

These types of online campground software solutions are hosted by third-party solution providers. Web-based online campsite software can be accessed from anywhere with a user login ID, password, and 2-factor authentication. 

Cloud-based Campground Software

These types of campground software are hosted through cloud solution providers. These are popular with large campground establishments that require extensive solutions and features, massive data storage capacities, and extreme flexibility. The cloud-based campsite software solution is a SaaS (Software as a Service) product that allows campground owners to access the services through internet-enabled devices. 

Open Source Campground Management Software

The open source campground management software allows users to customize source code for more features, modify inbuilt settings to suit internal needs, and add extra plugins to enhance the capabilities, usability, and functionality of the software. When campgrounds need to accommodate specific features in their campsite solutions that are unavailable with any vendor, then open source campground software is the most feasible solution. 

The Campground and RV Parks industry revenue will equate to $6.8 billion by 2023. The application of campground software can improve the efficiency of any campground business. The requirements for campground management tools may vary from campsite to campsite. However, the crucial need is to make sure that better management of bookings and daily business operations. Campground recreation software simplifies campground management services. 

Campground owners need campground management software for: 

Booking 24/7

A Campground software makes your business available to your clients 24/7 for 365 days. 

Efficiently Managing multiple bookings, and peak times

Handling simultaneous bookings from customers in peak times, responding to every client's query regarding the vacant spots, amenities, prices, etc., is practically unrealistic. Campground software can take control of everything by showing available assets, timings, prices, amenities, etc., to numerous customers simultaneously. 

Getting real-time insights about business

Comparing key performance indicators with yearly, monthly, and weekly insights gives you a complete visual picture of your business's performance. Campground management software enables you to easily track metrics such as the number of online inquiries, percentage of inquiries getting converted into actual bookings, booked to capacity ratio, profit and loss bars, revenue reports, etc. 

Beating competitors 

You are competing with thousands of campgrounds, their lucrative pricing, and efficiency. In a highly competitive market, you need extra efforts, technological exuberance, and distinct capabilities to stay ahead of your peers. Campground software tools put the scale in your favor by providing you with an analysis of your target market, marketing plan, industry analysis, competitor insights, etc.

Camping Cabins

Camping cabins are wooden built cabins that come with ultra-modern amenities and are built at campgrounds where normal tents are not feasible due to weather conditions, wildlife threats, or topography. Campground owners rent these cabins to campers. More categories in this section include camper cabins, treehouse cabins, camping pads, park models, etc. 

RV Parks

A recreational vehicle park (RV Park) or caravan park allows campers to bring their RVs to the camping sites. RVs have all the facilities of a tent along with other amenities in a sophisticated build-up. Campers can stay inside the RVs overnight. The number of RV shipments rose from 406 thousand in 2019 to 430.41 thousand in 2020. Campground software can manage all workflows associated with RV parks. 

Holiday parks or Caravan parks

Holiday parks, also known as vacation parks or caravan parks, are types of campgrounds that are leased for a longer stay. Holiday parks are equipped with amenities such as swimming pools, general stores, restaurants, small theatres, etc. 

Glamping

Glamping or glamorous camping refers to campgrounds that provide luxurious tents with amenities at par with hotels. Mostly these camps are set up near lakes that provide a panoramic view in eco-friendly tents. Further categories in this section include safari camps, yurts, tipis, Conestoga wagons, etc. 

Tent Site campground

A tent site campground provides campers spots to build tents or occupy pre-built tents available for rent. 

Other Camping Sites:

Other types of camping sites include campgrounds designed for cyclists, motorists, historical camping, survival camping, adventure camping, trailer camping, and many more. A campground management tool can help campground owners handle all these types of camping sites efficiently. 

• Earn More Revenues by Managing More Services: Campground owners can utilize campground management software to manage extra revenue-generating services under one head, such as equipment rental, boat services, extended stays, general store, firewood, etc.
• Manage All Expenses on a Single Platform: You can manage your campground business-related expenses such as employee wages, utility costs, maintenance costs, license fees, taxes, amenities costs, etc., on a single online platform. This provides you more visibility and insights over your expenses and helps you in optimizing costs. 
• Provide the convenience of online booking to your customers: Deploy a campground management software to let your campers book camp spots from anywhere and anytime. 
• Keeps your booking data safe from cyber attacks: With adequate cybersecurity protocols, an encrypted booking system, and backup features, campground management software keeps your customer data and booking information safe and secure. 
• Eases your Workload: Manual entry of booking information is prone to errors and can cause chaos if you double book a spot, make errors in timing or prices, enter wrong payment information, etc.  
• Better customer experience: Campers that book with you online can be rewarded with attractive discounts, deals, freebies, loyalty benefits, etc. It creates a better customer relationship and experience. Some campground management software tools allow the campground owners to chat with the campers. Campers may seek road directions, additional information about amenities, timings, etc., and campground owners can stay connected and follow up with the campers easily. 
• Upselling opportunities: On your campground booking page, you can list other products such as camping beds, paid recreational activities, optional services, and cross-sale for your business tie-ups also through advertisements.  
• Highlight reviews: Campground management software sends emails to your visitors prompting them to submit testimonials and reviews that can be projected on the booking page.
• Controlled Occupancy: With campground management software, you can manage no-shows cancellations, walkins, overstays, understays, etc., to keep the occupancy rate high. 
• Social Media Branding: With social media integrations, you can post happy snaps of the campers and gain popularity for your campground. 
• Increases Transparency: Campground software increases transparency by showing the real-time status of your campsite to campers. Campers can choose their favorite spot from the available options. 
• Increases Footfalls: Campground management software's mobile-friendly interface makes it easy to navigate and see real-time site availability. With detailed descriptions and images of the campsite along with all essential information on the page, making a decision gets easy for the campers. 
• Avoid Errors: You won't miss charging for late check-outs, additional vehicles, extra members, amenities used, etc., as these are automatically added to the invoice based on information updated on the dashboard. 
• Real-time monitoring: With campground tools, you can achieve real-time monitoring of your campground events, get updates about campsite visitors, and know the status of campground inventory.

Online Reservations: Campground management software sets up an online booking engine embedded with your website to allow you to accept hassle-free online bookings.  

Set Reservation Rules: You can set customizable rates, configure pricing rules (add dynamic pricing based on demand), and implement predetermined booking rules. The system will only book if all criteria set by you are met. 

Customer Portal: Customers can see information such as reservation information, past trips, current booking data, and can also update contact information, email address, etc. 

Omnichannel Bookings: Campground software allows you to accept bookings via your website or extensive marketplaces such as third-party booking platforms, social media networks, advertisement pages, promotional emails, etc. 

Automated Payment and Billing: It takes into account multiple factors such as season, length of stay, number of campers, site size, type and location, membership discounts, coupons, pets, parking charges, etc., and automatically calculates the charges. 

Cabin-wise/Customer-wise Payment History: The software provides you with the cabin-wise or customer-wise payment history of the campers. 

Invoicing: It creates and sends invoices automatically to the customers. Charges for amenities, gas, electricity, camp beds, etc., are automatically calculated, and the amount is added to the invoice. 

Point-of-sale integration: You can integrate POS with campground management software for accepting at the counter billing amount with credit card or debit card. 

Comprehensive Reporting: The software provides you with full information, data analytics, key metrics, and reports regarding the performance of your business. It provides you with customer-wise reports about the booking preferences, favorite spots, special needs (pet, kids, etc.) 

Front Desk Features: Features such as calendar, email confirmation, guest ledger, check-in, check-out, staff scheduling, etc. 

Real-time Data Synchronization: The software updates availability data, reports, customer data, payment info, etc., in real-time.  

Emails and Notifications: It sends automated emails for booking confirmation, processed payment, feedback, etc. 

Website Integration: Campground software integrates with your website and allows users to book from the website. You can also add widgets for interactive campground map, calendar, contact form, Book Now button, etc. 

Waiting Lists: It shows the waiting list number and estimated time for free spaces in case your camp is witnessing peak occupancy. 

Parking:  With features to optimize parking areas, the software helps campground managers in allotting parking space for RVs, Cars, bicycles, motorcycles, etc. 

Marketing Automation: It streamlines your marketing efforts, sets up the lead generation funnel, and automates your digital and social media marketing campaigns.  

Customization: The best campground management software solutions allow users to modify settings, customize forms, reports, email formats, receipts, etc. Users can set configurations to match their business needs. 

Other Features:

• Works on all devices
• Compatible with multiple operating systems and versions
• Native Mobile Application
• Chatbots
• Ability to set dynamic pricing strategy
• Self-service Module

Accommodation Time: 

It is a critical factor to determine the type of campground software your business needs. For example, if you offer long-term camp rentals, then you might need software that allows your customers to pay fortnightly or monthly rentals. However, if you offer shorter stays, then you have to provide the convenience of online booking, payments, and other options to your campers. 

Internet Connectivity: 

Most campgrounds are situated miles away from the main city. Internet connectivity can be a grey area.  Even if you have wifi-connectivity, it can be an unstable connection. While using campground management software, you need to ensure that the software can work with poor internet connectivity and also in the absence of a stable connection.  A campground system that fails to work successfully with lower internet connectivity can be avoided.

Adequate functionality: 

Before you purchase campground management software, make sure it has all the functions your campground business needs. Consider the most critical requirements that you need before initiating a purchase and confirm that your selected software fulfills those requirements.

Customization: Customization is a significant feature for any campground management tool. Before buying, ask the vendor if you can customize the software for your purpose or whether it provides flexible options and configurations?

Deployment: 

The type of deployment is one of the most important factors that campground businesses should consider before investing in it. Check if the software is cloud-based, web-based, on-premise, or open source. 

User-friendliness

Campground management software may be easy to use for you. You and your employees may also get all the training and support from the vendor. However, Your customers also operate it for booking only.  You must know that all customers are not tech-savvy, and hence, it is crucial that the software is easy to navigate, self-guiding, and anyone can use it comfortably.  

Privacy Protection and Security

You need to give access to the customers of your empty spots, schedule, charges, amenities, etc., but your campground management system should clearly define that apart from the customers, who else can access your sensitive information. Also, it should come with at least 256-bit encryption for all communication between you and your visitors. 

Also, consider the following points about the campground software you are planning to purchase:

• Is it an effective booking system that works 24/7?
• Does it help reduce no-shows/cancellations by automated reminders, notifications, emails, SMS, etc.?
• Is the system scalable to accommodate more campgrounds, spots, assets?
• Does it come for free or provide a free trial, or if it comes in the freemium or the paid version?
• Are there any hidden costs, hardware requirements, installation charges, and training charges? 
• Whether the software provides a safe payment mode, customer data protection, and industry-grade encryption while the booking is processed?

Websites, Facebook, and brochures are among the most common marketing channels used by reported parks/campgrounds. In a recent survey, 88% of campground owners admittedly marketed via the website, and 81% used Facebook. Campground owners can initiate targeted marketing campaigns based on divisions such as Family RV owners, Nature lovers, kids free campers, etc. Project the facilities, beauty, and types of camps by posting photos on social media. Campground management software offers multiple ways to engage visitors in marketing efforts by sending targeted emails, triggered messages, feedback requests, etc. With the help of campground software's marketing features, you can set up digital ads, banners, USP highlights, etc., on your website and social channels. 

Some of the best practices for campground owners are: 

Automate: Campground owners should automate as many tasks as they can, such as bookings, payments, reporting, etc. 

Set up Cancellation Policies: Last-minute cancellations can cause revenue loss for your business. It is advisable to set up time limits for cancellations along with non-refundable receipts or cancellation fees. 

Ensure Reliable Internet Connection: Campground owners should not have any reservations about spending some money in this particular area. Robust internet connectivity is a must for ensuring interruption-free 24/7 bookings. 

Creating an appealing Campsite Environment: The campers need visual privacy from fellow campers. Building accommodation units or camps at a distance, using vegetation to fence the camp, and better organization of campsites with the help of technology ensures sustainable business. 

Tools Checklist: Campgrounds need multiple tools to fix problems such as plumbing issues, firewood collection, electric items, fountains, showers, tents, etc. You cannot always call the services to come and repair at distant locations. Keeping the records of these items, tools, and assets with campground management software is a good practice. 

Campgrounds exert a significant point of attraction in the tourism industry. The growing popularity of ecotourism, open-air tourism, and contact with nature trend in the tourism sector has increased the demand for campgrounds, particularly for those offering accommodation structures. Another significant trend is the growth of elitist tourists and campers. These campers demand a standard supply of amenities, well-designed itineraries, affordable packages, hygienic landscape, and online facilities to book and pay for. Social Media worthy destinations appeal to modern campers more. Even when camping is a journey towards nature, campers want to stay plugged into technology and prefer campsites that provide WiFi facilities so that they can click their photos and post on social media sites.

The cost of the best campground management system depends on a large number of factors such as:

• Features
• Type of software framework and installation
• Quality of the software and customer experience
• The number of users, bookings, campsites, and members it can manage
• Types of integrations it provides

These variations decide the pricing estimations of the campground management software. 

Campground management software such as  Bonfire will cost $150 per month for its standard plan. CampgroundBooking will cost you $99 per month. Campspot offers its services for $2 per online reservation. It does not come in the monthly pricing system. If you are looking for free campground software, check out the free version of Bookfull campground software. If you need free and open source campground software, then go for Open Campground. For other campground management software such as RoverPass, Astra, RMS Campground and Park, Campground Master, Camp Manager, and many others, you need to contact the campground software vendor for detailed pricing information. Get the updated list of campground software solutions from the GoodFirms campground management software page.

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