Frequently Asked Questions


Contents

Load Existing Bookings
How to Process a Booking

Set-up Prices
Set-up Deposits

Payments
Payments - PayPal SetUp
Payments - Stripe SetUp

Calendar
Calendar - Set up a Calendar Feed
Calendar - Set up your Calendar on IOS / iPhone
Calendar - Set up your Calendar on Google Calendar

Owners Portal
Owner Portal - How to amend Guest Email Content
Owner Portal - Check who is Onsite (arriving, staying, leaving)
Owner Portal - Check Pitch Availability
Owner Portal - How to Amend Prices
Owner Portal - How to adjust Seasonal Prices
Owner Portal - How to Adjust Deposit Amount
Owner Portal - How to set Winter Closure Period
Owner Portal - How to adjust minimum booking over Bank Holiday
Owner Portal - How to export bookings


Find Out about SiteBooking

We have recorded a 4 minute YouTube video to show you how SiteBooking works: Video Overview

Load existing bookings

If you have a few bookings, it is best to enter them on the system just as your guest would. However, you should enter your own email address (to avoid the guest getting a confusing email).

If you have a lot of bookings, we can load them through the back end. You will need to send us the start date, end date and guest name for each booking. You can also add customer contact details, but this is optional. It is best to put the details in a spreadsheet, but we can accept them in most formats.
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How to Process a Booking

When a guest makes a booking, you will receive a new booking email from the system (and your guest will receive a provisional booking email).

We recommend that you check that the guest's CAMC membership number is valid using the CAMC text service.

If you require a deposit to confirm a booking, please wait until the deposit has been received.

When you have validated the membership number and received the deposit, click the Update Booking link in the new booking email. This will allow you to confirm the booking and then send a confirmation email to your guest.


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Prices

Most CLs charge a fixed rate per night. We fully support this, but can also a number of alternative options for pricing:
Standard Price: The same price per night applies to all bookings.
Seasonal Prices: You can define different prices for summer and winter, or you could use seasonal rates to apply higher rates on Bank Holidays or School Holidays.
Vary Price by Day of Week: You can set different charges for each day of the week. You could use this to set higher rates for weekends.

Deposits

We support a number of options for deposits:
Fixed Amount: A fixed amount for any booking (e.g. £15) see note below
Percentage Amount: A percentage of the total booking price (e.g. 20% of booking price)
Nights: A fixed amount based on the average price per night (e.g. 1 night) see note below
Fixed amount per full week: A deposit will only be collected for bookings of 7 nights or more (e.g. £50 per week)
Fixed amount per part week: A deposit will always be collected for bookings (e.g. £50 per week) see note below
Full Payment for late bookings (e.g. full payment will be collected for bookings that start within x days).
Note: The deposit will never exceed the total booking price

Payments

Online payments are optional. You can take online bookings and still collect payments in the same way that you do now (cash, cheque, bank transfer etc).

Alternatively, if you prefer, we can set up SiteBooking to collect online payments.

We currently support online payments using Paypal or Stripe. Customers will be able to pay using a credit or debit card, or using a PayPal account if they have one.

You will need to set up a PayPal or Stripe account for online payments, and the payments will go straight to your account when the customer makes a booking.

Paypal is easier to set up, but charge 2.9% - 3.4% plus 20p for each payment (e.g. typical cost of 71p for a £15 deposit).
Stripe is slightly more complex to set up, but they only charge 1.4% plus 20p for each payment (e.g. typical cost of 41p for a £15 deposit).


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PayPal SetUp

If you want to receive deposit payments through PayPal, you will first need to set up a PayPal account: https://www.paypal.com/uk/webapps/mpp/merchant

When the PayPal Account has been set up, and PayPal has confirmed that you can withdraw funds, send the email address associated with your PayPal account to PayPal@SiteBooking.co.uk. We will set up SiteBooking to enable PayPal payments for your CL.

Although many customers will pay using PayPal, some will prefer to use "off-line" payments, so we recommend that you allow cash/cheque and/or bank transfers as an alternative to PayPal. We can set up these details on SiteBooking and in the provisional booking email that we send to your guest.

When PayPal is set up on SiteBooking, we recommend that you make a test booking and test payment to check that it is received in your PayPal account correctly.

When a customer books and pays by PayPal, you will receive 2 emails - one from SiteBooking with details of the new booking, and one from PayPal with details of the payment. When you have received the deposit payment (either via PayPal or any other method), click on the Update Link in the SiteBooking email, confirm the booking, and send a confirmation email to your customer.
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Stripe SetUp

If you want to receive deposit payments through Stripe, you will first need to set up a Stripe account:

https://stripe.com/gb
Create Account
Enter details
How do you want to get started with Stripe? Select Skip for now
Activate your Stripe account
Get your test API keys

When the Stripe Account has been set up, you will get a public and private key for your Stripe Account. Send a mail to Stripe@SiteBooking.co.uk and we will set up SiteBooking to enable Stripe payments for your CL.

The next step is to log on to the SiteBooking Owner Portal, click Properties, Calendar, Deposits and Payments, enter the Stripe test API keys, and click Save.

Stripe is now set up on SiteBooking, so we recommend that you make a test booking and test payment to check that it is received in your Stripe account correctly.

Once you have tested a payment successfully, you can get your live APIs from Stripe and load them on SiteBooking.

When a customer books and pays by Stripe, you will receive 2 emails - one from SiteBooking with details of the new booking, and one from Stripe with details of the payment. When the payment is processed successfully, SiteBooking will automatically confirm the booking, and send a confirmation email to your guest.
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Calendar

SiteBooking can sync your bookings to an online calendar. This is often the most convenient way to see what bookings you have. You can have the calendar on your phone or computer, and (after the initial setup) the bookings will appear in it automatically. However, please note that the calendar syncs up periodically, so it can take up to 24 hours until new bookings or amendments appear.

Shared or Dedicated Calendar?

Some owners use the same calendar for personal appointments and CL bookings. Others choose to set up a new calendar for the CL. Both options are supported.

How to set up your Calendar?

If you want to receive bookings in your calendar, you first need to set up a feed to your calendar (see below), then set up your calendar to receive the feed. Follow the steps below.


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Calendar: Set up a feed to Your Calendar

If you want to receive bookings in your calendar,

Log on to Owner Portal,
Select Export Reservations from the Dashboard.
Select Format = iCal,
Type = Feed,
Input a password,
Select All Reservations,
Click Get Feed URL.
Copy the URL & then follow instructions to set up Calendar on iPhone/IOS or Google Calendar:
Set up your Calendar on IOS / iPhone
Set up your Calendar on Google Calendar

Set Up Calendar on iPhone/IOS:

IOS - Step 1

Step 1

Open Settings & choose Passwords and Accounts

IOS - Step 2

Step 2

Select Add Account

IOS - Step 3

Step 3

Select Other

IOS - Step 4

Step 4

Select Add Subscribed Calendar

IOS - Step 6

Step 6

Select Amend Description

Set Up Calendar on Google Calendar:

Google - Step 1

Step 1

Add Other Calendars

Google - Step 2

Step 2

Select From URL

Google - Step 3

Step 3

Paste URL & select Add Calendar

Google - Step 4

Step 4

Update Settings

Google - Step 6

Step 6

Exit Settings

Owner Portal

The owner portal provides the following functionality:

Dashboard showing number of bookings, who is onsite (arriving, staying or leaving) on any day & how many pitches are booked on each date

Properties for setting up site, pitches. and booking details

Calendars for showing availability and bookings

Prices for adjusting prices by day or by season

Deposits and Payments for setting deposit amount and payment details

Limits for setting periods where site is closed, or for varying minimum booking periods

Confirmations for amending the wording of confirmation emails

Terms for adjusting site specific terms and conditions
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Owner Portal - How To:

Amend Content of guest emails:

click Properties, Calendar, Confirmations

Check Who is Onsite (arriving, staying or leaving on any date):

click Dashboard, or check your calendar (if you have synched bookings to your calendar).

Check Pitch Availability:

click Dashboard, or check your calendar (if you have synched bookings to your calendar).

Amend Prices:

click Properties, Calendar, Prices.

Set Seasonal Prices:

Click Properties, Calendar, Prices.
Click Add Seasonal Price & follow instructions.

Adjust Deposit Payment:

Click Properties, Calendar, Deposit and Payments
Note: If you want to set up a new payment method, contact admin@sitebooking.co.uk

Set Period when site is closed:

Click Properties, Calendar, Limits, Add a Limit
Enter Dates & Select Block

Set minimum booking over Bank Holiday:

Click Properties, Calendar, Limits, Add a Limit
Enter Dates & Select Min Length

Export Bookings:

Click Dashboard, Export Bookings Step by Step Instructions
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