Late Arrival Workflow
- 1Guest reservation is flagged for arrival after office hours
- 2System sends SMS with site map and gate access code at 4 PM
- 3Digital waiver is signed via mobile link
- 4Site status updates to occupied in the dashboard
Systems for RV Parks
Modern Guest Management for Campsites and RV Parks
Campgrounds generate revenue through site fees, hookup utility surcharges, and retail amenities. Revenue leaks occur when back-to-back site transitions are missed or when phone inquiries for site availability go unanswered during peak arrivals.
Hospitality & Travel
- Missed Call Text Back
- Automated Check-in Portals
- Utility Billing Follow-up
- Site Readiness Alerts
- Seasonal Reactivation
Also for: RV Parks
How the business actually works
How the work flows, start to finish.
- 01
Inquiry
Prospective campers reach out to verify site dimensions, amperage, and available dates for their rigs.
- 02
Reservation
The guest secures a specific site or site type for their stay through a digital booking workflow.
- 03
Pre-Arrival
Automated messages provide park rules, gate codes, and directions to their assigned pad.
- 04
Check-In
Guests arrive and confirm their presence, often through a self-service digital portal or office kiosk.
- 05
Occupancy
The operational phase where park staff manage utility usage, facility maintenance, and guest requests.
- 06
Check-Out
Guests vacate the site, triggering an inspection for site cleanliness and utility meter readings.
- 07
Reactivation
Seasonal guests are invited back for the following year before public booking opens.
Where it leaks
Common problems for campgrounds.
01
Double Bookings
Conflicting reservations for the same pull-through site lead to frustrated travelers and lost revenue. Manual site tracking often fails during the high season when turnover is rapid.
02
Unanswered Queries
Travelers frequently call while on the road to check for last-minute vacancy. If the office is busy with check-ins, these potential guests drive past to a competitor.
03
Utility Disputes
Lack of clear documentation regarding utility meter readings at check-in and check-out leads to billing friction. Inefficient systems fail to capture these add-on costs accurately.
04
Communication Gaps
Updating guests on park-wide issues like water shut-offs or weather alerts is difficult without a centralized broadcast system. Physical signs are often missed by guests located in remote loops.
05
Lost Seasonal Renewals
Forgetting to follow up with long-term residents regarding their intent to return leaves prime sites unallocated. This uncertainty makes financial planning for the off-season difficult.
What LATTICE can build
Systems built around how you work.
Missed Call Text Back
Instantly send a text to callers when the office is busy, providing a link to current site availability and booking.
Automated Check-in Portals
Allow guests to complete paperwork and receive gate codes via SMS before they even put their rig in park.
Utility Billing Follow-up
Automatically send final invoices for metered electric or propane usage immediately upon site inspection.
Site Readiness Alerts
Notify waiting guests via text as soon as the previous occupant departs and the site is cleared by maintenance.
Seasonal Reactivation
Send automated email and SMS campaigns to last year’s guests to secure early bird deposits for the upcoming season.
Park-Wide Broadcasts
Deploy emergency or operational updates to all checked-in guests simultaneously through a central dashboard.
Review Generation
Trigger a feedback request the morning after check-out to capture positive experiences on travel sites.
Example systems
What it looks like in practice.
Site Turnover Automation
- 1Guest checks out via mobile portal
- 2Maintenance receives an automated task to inspect the pad and hookups
- 3Staff marks site as clean in the mobile app
- 4System notifies the next arriving guest that their site is ready early
Seasonal Lead Nurture
- 1Former guest segment is identified based on previous stay dates
- 2Automated email offers a loyalty discount for booking before January
- 3Reservation deposit is collected via secure payment link
- 4Site is locked in the calendar for the upcoming season
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from campgrounds
How does this handle guests who arrive with larger rigs than booked?
The system can include mandatory fields for rig length and slide-out requirements during the booking process. If a guest arrives and needs a change, the dashboard allows staff to quickly view all available pads that meet the new dimensions.
Can we send different instructions for RV sites versus tent sites?
Yes. Workflows are segmented by site type, ensuring that RV guests get hookup instructions and gate codes while tent campers receive information about bathhouse locations and fire ring rules.
What happens if a guest wants to extend their stay?
The guest can request an extension through the portal. The system checks future availability for that specific site and either processes the payment or notifies the guest if a site move is required.
Can this help manage our park store or propane sales?
The system focuses on the communication and billing aspect of these services. You can send payment links for retail items or add propane charges directly to the guest's digital folio for automated collection.
How do we handle quiet hour enforcement?
You can schedule automated reminders to be sent to all active guests at a specific time each evening. This ensures everyone is aware of the rules without requiring staff to patrol every loop manually.