Managing Your Reservations
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      Creating and Managing Long Term Reservations with Flexible Check-Out and Recurring Payments

      This guide will help you navigate the new functionalities including Flexible Check-Out Reservations, Recurring Invoice Schedules, and Automatic Payments!*.

      What is a Flexible Reservation?

      A Flexible Reservation allows for an open-ended stay with a "To Be Determined" (TBD) check-out date, ideal for guests unsure about the length of their stay. These reservations require setting up a Recurring Invoice Schedule to ensure seamless monthly billing.

      Creating a Flexible Reservation

      1. Login to your RoverPass Owner Portal.
      2. Navigate to 'Reservation Setup' and select 'Create New Reservation'.
      3. Choose the 'Flexible Check-Out' option.
      4. Select your check-in date. and site
      5. Enter all customer information and click 'Proceed to Payment Schedule'.
      6. Select a Billing Start Date and Billing Day
      7. Click 'Add Line Item'
      8. Enter your monthly price, and tax rate.  Here you can also add any other items or fees that will be included on every invoice, such as a monthly electric deposit or internet bill. 
      9. Click 'Proceed to First Payment'
      10. Choose if you will take payment for the first invoice now, or click 'Pay Later' and send the first invoice to the guest.
      11. Select either 'Pay & Complete' or 'Complete Reservation'.
      12. Flexible Reservations will automatically block the site on the calendar until a check-out date is specified, or by default until the year 2099 (😮)

      Editing and Stopping a Recurring Invoice Schedule

      • To Edit: Navigate to the 'Payments' tab  on the full reservations detail page and click 'Edit Template' on the Recurring Invoice bar.
      • To Stop: Go to the 'Reservation Overview', and click 'Stop Recurring Invoice Schedule'. This will set the end date for the reservation and create the final invoice.

      Automatic Payments on Recurring Invoices. ***Coming Soon***

      Setting Up Automatic Payments

      1. Campers can set up their payment method via their camper account portal.
      2. Once a payment method is added, campers can opt to enable Autopay for automatic monthly payments.
      3. Campgrounds will see an 'Autopay Enabled' indicator in the reservation overview and invoice details.

      ACH Payments

      • Setup: Campers must authorize ACH as a payment method through their account portal.
      • Payment Processing: Payments via ACH will be processed on the specified billing day each month.

      FAQs

      • Can I switch a standard reservation to a Flexible reservation? No, you must cancel the standard reservation and recreate it as a Flexible reservation.
      • Can a campground create a Flexible Reservation without a Recurring Invoice? No, a Recurring Invoice Schedule is necessary for a Flexible Reservation.
      • What if the billing day falls on a date not present in the month? The payment will be processed on the last day of that month.
      • Can campgrounds set up Autopay or ACH for a camper? No, campers must set these up themselves for security reasons.

      Upcoming Features

      Please note that ACH payments and enhanced Autopay functionalities will be available soon! This will allow further automation and convenience for long-term and flexible reservations.

      This guide will help you leverage these new features to provide a seamless and efficient reservation management experience at your campground. For any questions or additional support, please contact Customer Support.