How to Create and Manage Fees

The fees system allows you to automatically apply additional charges to bookings based on specific triggers and conditions. This guide will walk you through creating various types of fees, from pet charges to seasonal surcharges, and configuring them to apply automatically when appropriate conditions are met.

Accessing Fee Management

Current Navigation

From Dashboard:

1. Click on “Settings”
2. Click on “Rules, Products, and Fees”
3. Click “Fees”

Fee Overview Dashboard

The fees section displays:

• All currently created fees with their configurations
• Fee details including triggers and amounts
• Active/inactive status of each fee
• “Create New Fee” option to add additional fees

Creating a New Fee

Step 1: Basic Fee Information

Fee Name

• Enter a clear, descriptive name for your fee
• Guest-facing names that will appear on booking confirmations
• Examples: “Pet Fee”, “Holiday Surcharge”, “Cleaning Fee”, “Environmental Fee”
• Be specific so guests understand what they’re paying for

Fee Amount

• Set the dollar amount for the fee
• Examples: $5.00, $10.00, $25.00
• Consider your market and what’s reasonable for your area
• Amount applies per trigger instance (explained in trigger section)

Step 2: Tax Configuration

Tax Application

• Choose which taxes apply to this fee
• Some fees may be tax-exempt depending on local regulations
• Check with local tax authorities about fee taxation requirements
• Common configurations:
  • Most service fees: Subject to sales tax
  • Environmental or government fees: May be tax-exempt
  • Cleaning fees: Usually taxable

Step 3: Site Application

Site Selection Options

Apply to All Sites (Default)

• Fee applies to every site in your campground
• Use for universal fees like environmental charges or booking fees

Select Specific Sites

• Choose particular sites or site types for targeted fees
• Common use cases:
  • Cabin cleaning fees (apply only to cabins)
  • Premium site surcharges (apply only to waterfront sites)
  • RV-specific fees (apply only to RV sites with hookups)

Strategic Site Selection

• Match fees to appropriate accommodations for fairness
• Consider guest expectations based on site type
• Avoid applying irrelevant fees to wrong site types

Fee Frequency Configuration

Step 4: Choose Fee Frequency

Once Per Booking

• Fee is charged only once regardless of stay length
• Best for:
  • Booking/reservation fees
  • Cleaning fees
  • Environmental impact fees
  • Processing charges

Nightly

• Fee is charged for each night of the stay
• Best for:
  • Pet fees (daily pet accommodation)
  • Extra guest charges (daily occupancy)
  • Utility surcharges (daily usage)
  • Seasonal surcharges (per night during peak times)

Frequency Examples

Pet Fee Example:

• Amount: $5.00
• Frequency: Nightly
• 3-night stay = $15.00 total pet fees

Cleaning Fee Example:

• Amount: $25.00
• Frequency: Once per booking
• Any length stay = $25.00 cleaning fee

Fee Triggers

Step 5: Configure Fee Triggers

Fee triggers determine when the fee is automatically applied to a booking.

Date Range Trigger

• Apply fees during specific date periods
• Perfect for:
  • Holiday surcharges (Memorial Day weekend, July 4th week)
  • Peak season fees (summer months)
  • Special event premiums (local festival weekends)
  • Seasonal adjustments (winter heating costs)

Additional Guest Trigger

• Apply when guests exceed standard occupancy
• Configuration options:
  • Set guest threshold (e.g., charge for 3rd guest and beyond)
  • Useful for sites with base occupancy limits
  • Helps manage overcrowding and utility usage

Additional Camping Unit Trigger

• Apply when multiple RVs, tents, or trailers are on one site
• Common scenarios:
  • Group sites accommodating multiple families
  • Sites where friends bring separate RVs
  • Family reunions with multiple camping units

Pet Trigger

• Apply automatically when guests indicate they’re bringing pets
• Most common fee type for campgrounds
• Covers:
  • Additional cleaning requirements
  • Wear and tear from pets
  • Administrative costs for pet policies

Trigger Examples and Use Cases

Holiday Weekend Surcharge:

• Trigger: Date range (July 2-5)
• Frequency: Nightly
• Amount: $10.00
• Result: $10 extra per night during July 4th weekend

Pet Fee:

• Trigger: Pet added to booking
• Frequency: Nightly
• Amount: $5.00
• Result: $5 per night when guests bring pets

Group Site Extra Unit Fee:

• Trigger: Additional camping unit
• Frequency: Nightly
• Amount: $15.00
• Result: $15 per night for each extra RV beyond the first

Advanced Fee Configuration

Step 6: Refund Policy Settings

Non-Refundable Fees

• Enable for fees that shouldn’t be refunded even if booking is cancelled
• Common non-refundable fees:
  • Booking/reservation fees (administrative costs already incurred)
  • Processing charges (payment processing costs)
  • Some cleaning fees (if advance preparation was done)

Refundable Fees

• Default setting for most fees
• Refunded proportionally when bookings are cancelled
• Better for guest relations and perceived fairness

Step 7: Fee Activation and Testing

Review Configuration

• Double-check all settings before creating the fee
• Verify trigger conditions match your intended use
• Confirm fee amounts are reasonable and competitive

Create and Test

• Click “Create Fee” to save your configuration
• Test with sample bookings to ensure fees apply correctly
• Verify fee appears properly in booking confirmations and invoices

Best Practices for Fee Management

Fair and Transparent Pricing

Clear Communication

• Use descriptive fee names that guests will understand
• Explain fee purposes in your booking policies
• Be transparent about when fees apply

Reasonable Amounts

• Research competitor fees in your market
• Consider actual costs the fee is meant to cover
• Balance revenue needs with guest satisfaction

Strategic Fee Implementation

Gradual Introduction

• Start with essential fees (pets, cleaning) before adding optional ones
• Monitor guest feedback when introducing new fees
• Be prepared to adjust based on market response

Seasonal Considerations

• Use date-range triggers for seasonal adjustments
• Consider peak vs. off-season fee strategies
• Plan holiday and special event surcharges in advance

Operational Efficiency

Automation Benefits

• Reduce manual calculations and billing errors
• Ensure consistent application of fee policies
• Improve staff efficiency at check-in

Record Keeping

• Track fee revenue separately for analysis
• Monitor fee effectiveness and guest acceptance
• Review and adjust annually based on operational costs

Common Fee Types and Configurations

Pet Fees

• Amount: $3-10 per night
• Frequency: Nightly
• Trigger: Pet added to booking
• Refundable: Yes

Cleaning Fees (Cabins)

• Amount: $15-50 per booking
• Frequency: Once per booking
• Trigger: Automatic for cabin sites
• Refundable: Usually non-refundable

Holiday Surcharges

• Amount: $5-25 per night
• Frequency: Nightly
• Trigger: Date range during holidays
• Refundable: Yes

Extra Guest Fees

• Amount: $3-8 per night
• Frequency: Nightly
• Trigger: Additional guest beyond site limit
• Refundable: Yes

Troubleshooting Common Issues

Fees Not Applying

Check Configuration:

• Verify trigger conditions match booking details
• Ensure fee is active and saved properly
• Confirm site selection includes relevant sites

Test Scenarios:

• Create test bookings that should trigger fees
• Verify all trigger conditions are met
• Check date ranges for accuracy

Guest Complaints About Fees

Communication Solutions:

• Add fee information to website booking policies
• Include fee explanations in confirmation emails
• Train staff to explain fee purposes clearly

Policy Review:

• Regularly assess if fees are still appropriate
• Consider market changes and competitor practices
• Be willing to adjust fees based on feedback

Summary

Effective fee management helps campgrounds cover operational costs while maintaining competitive pricing. The key is creating fees that are fair, transparent, and automatically applied based on relevant triggers.

Key points to remember:

1. Use clear, descriptive names that guests will understand
2. Configure appropriate triggers to ensure fees apply when intended
3. Choose frequency settings that match the nature of the fee
4. Be strategic about refund policies based on fee type
5. Test thoroughly before implementing new fees
6. Monitor guest feedback and be prepared to adjust
7. Keep fees reasonable and competitive with your market

Well-configured fees provide additional revenue while covering legitimate operational costs, helping maintain profitability without compromising guest satisfaction.