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

Login to your RoverPass Owner Portal.
Navigate to 'Create New Reservation'.
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'.

Guest information filled out for a flexible check-out reservation

6. Select a Billing Start Date and Billing Day

Recurring invoice setup showing billing start date

7. Click 'Add Line Item'

Recurring invoice section prompting user to add a 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.

Line item entry for a recurring invoice showing 'Monthly Site Cost'

9. Click 'Proceed to First Payment'

Recurring invoice schedule setup showing monthly billing start date

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 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.

Autopay: Please refer to the following help articles for instructions on setting up automatic payments

How to Set Up Automatic Payments for Reservations

How to Set Automatic Payments on a Recurring Invoice

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.