Development Agency
Contact Sign in Get a project quote

Service

Campsite booking software development

For owners and managers of campsites, glamping sites and caravan and motorhome parks who need bookings that understand pitch types, hook-ups, party sizes, vehicles, a seasonal opening and groups who want to camp next to each other.

Get a project quote See the software package

The problem

What goes wrong today

Where it usually starts

A site with a hundred and twenty pitches, twelve glamping pods and a shower block runs on a pitch map pinned in the reception hut, a diary, and a booking form on the website that asks for dates and a telephone number.

  • The price of a night depends on the pitch type, how many adults and children are in the party, whether there is a car and a trailer, whether an electric hook-up is wanted and whether the dog is coming, so the warden works it out on a calculator when the guest arrives and the website quotes something else.
  • Guests who booked "a pitch" discover on arrival that the only ones left are on the slope by the road.

Where it gets harder

Groups are the hard case.

  • A scout troop or three families want adjacent pitches on a bank holiday; the warden pencils them onto the map, then a walk-in is given one of the pitches because the pencil mark was not obvious.
  • Seasonal opening means the site closes in November and reopens at Easter, but the website form takes bookings for February anyway.
  • Arrival after the gate closes and departure after noon are rules that exist on a laminated sign, not in the booking.
  • Motorhome guests want to know the pitch length and whether it is hardstanding before they commit, and have to telephone to ask.
  • The site is not a hotel; it sells ground, services and a view, and the software needs to understand that.

Scope of the service

What the build covers

A custom campsite build normally covers:

  • Pitch types such as grass tent Hardstanding, serviced caravan, motorhome and glamping unit, each with attributes like size, electric hook-up, water and whether dogs are allowed
  • A pitch map on Which the guest can choose a specific pitch for a supplement or take "any pitch" of the type and let the warden allocate
  • Pricing built from the pitch The party (adults, children, infants), vehicles and extras such as hook-up, awnings and dogs
  • Date-range availability With minimum stays on bank holidays and seasonal pricing from the shared stay capability set
  • A seasonal opening calendar that stops bookings outside it
  • Arrival and departure time rules shown at booking and enforced in the confirmation
  • Facility add-ons such as firewood Bike hire or a hot tub slot for a pod
  • Group bookings That hold adjacent pitches under one organiser with one bill or split bills
  • Deposits Balance and cancellation policy
  • Turnaround blocks for glamping units
  • Guest messaging before arrival with the gate code and site rules
  • A review request after departure

How discovery works

Discovery walks the site with the manager and a warden: which pitch types exist and how they differ, how the map is used at the hut, how groups are placed, what the price is made of, when the site opens and closes and what the glamping units need between guests. Each becomes a named stage in the scope document: choose pitch type and dates, party and vehicle details, specific or any pitch, add-ons, payment, arrival, departure.

Deliberately out of scope

  • The site shop till, seasonal pitch licences for static caravans owned by their occupants, accounting and payroll. Those stay in the tools that own them and are connected where it earns its place

When the scope grows

Scoping scenario

A park with two fields of grass pitches, forty hardstanding pitches with hook-ups, a glamping meadow of ten pods with hot tubs, and a rally field hired to clubs for a weekend.

That needs

  • Pitch-level attributes
  • A map that allocates by type, per-person and per-vehicle pricing, pod turnaround blocks
  • A group tool that holds a whole field for one organiser

That is a different build from a farm field with twenty tent pitches, and the scope document says so plainly.

Deliverables

What you receive

  • Discovery notes from a site walk and a bank-holiday changeover, including the pitch map and the current price sheet
  • A written scope document naming each stage from choosing a pitch type to departure, with what is out of scope
  • Design of the guest booking flow with the pitch map, the warden's arrivals board and the price builder, checked on the reception tablet and phones in the field
  • The build, deployed to your hosting or ours
  • Migration of pitches, seasons, future bookings and guest records from the diary or current system, where relevant
  • Training for the manager, wardens and seasonal reception staff, with a short written guide
  • Handover material and full ownership of the source code and your data

Process

How a project runs

Each stage maps onto the project view in your client panel. Durations are set in your proposal, never on this page.

  1. Onboarding

    Access, contacts and a look at the pitch map, diary, price sheet, opening dates and any booking form already on the website.

    Project stage: Onboarding

  2. Planning

    Discovery with the manager and a warden on site; pitch types, pricing components, group rules and the scope document are agreed with a milestone plan.

    Project stage: Planning

  3. Design

    Clickable designs of the pitch map booking flow, the price builder and the arrivals board, tested on the reception tablet and a phone in poor signal.

    Project stage: Design

  4. Development

    Built in stages: pitch types, attributes and the map first, then party and vehicle pricing and payments, then groups, add-ons, seasonal opening and messaging.

    Project stage: Development

  5. Client review

    The team runs a test bank holiday on real demand, including a group over adjacent pitches and a motorhome with a trailer, and tells us where it does not match the field.

    Project stage: Client review

  6. Revisions

    Pricing components, map behaviour, group rules and board layout are adjusted from the review and re-checked against the scope document.

    Project stage: Revisions

  7. Ready for launch

    Pitches and bookings migrated, opening calendar set, payments and arrival messages tested, the map verified against the ground, checklist signed off.

    Project stage: Ready for launch

  8. Delivered

    The site takes bookings on the new system through the season; optional maintenance and hosting continue under their own agreement.

    Project stage: Delivered

Integrations

Commonly integrated

Systems this kind of business usually asks us to connect. Each integration is confirmed during discovery; none is assumed.

  • Card payment providers for deposits, balances and add-ons
  • Email and SMS providers for confirmations, gate codes and arrival information
  • Calendar feed import and export for glamping units listed on third-party sites
  • Barrier and gate code systems for arrival access
  • Electricity metering for serviced pitches where usage is billed
  • Accounting software for takings and seasonal reconciliation
  • Weather and local information feeds on the arrival page

How we would approach it

Worked example

Concept demo

A park with grass fields, serviced hardstandings, hot-tub pods and a rally field

The situation

A park with two grass fields, forty hardstanding pitches with hook-ups, ten glamping pods with hot tubs and a rally field hired to caravan clubs quoted every booking by hand because the price depended on the pitch, the party, the vehicles and the hook-up. Groups were pencilled onto a paper map and lost to walk-ins.

Why it is a custom build

This needs a custom build because the price and the map are driven by the ground itself, which room-based booking software does not model.

The scope we would propose

  • Pitch types with attributes such as length, hardstanding and hook-up so a motorhome guest can filter before booking
  • A pitch map offering a chosen pitch for a supplement or allocation by type
  • A price built from pitch, adults, children, vehicles, hook-up and dogs
  • Pod turnaround blocks with a hot-tub cleaning task
  • A group tool that holds adjacent pitches or a whole field under one organiser with split bills
  • A seasonal opening calendar
  • Arrival messages with the gate code sent the day before

Concept demo: a scoping scenario written to show how we would approach the work. It is not a delivered client project.

Pricing

What affects the price

Every proposal is priced on scope. These are the factors that move it most for this kind of build.

  • Number of pitches, pitch types and attributes to model
  • Whether guests choose a specific pitch on a map or are allocated by type
  • Pricing components: per pitch, per person, per vehicle, hook-up and extras
  • Group bookings across adjacent pitches and whole-field hires
  • Glamping units with turnaround tasks and third-party listing calendars
  • Seasonal opening, arrival and departure rules and gate or barrier integration
  • Volume of bookings and guest records to migrate
  • Hosting choice: your own hosting or ours

Start from a package

Campsite booking package

Pitch types, a pitch map, per-person and per-vehicle pricing, seasonal opening, add-ons and group bookings for campsites and holiday parks.

Custom build
View the package

FAQ

Frequently asked questions

When is the package enough and when do we need a custom build?

The campsite booking package covers pitch types, a pitch map, party and vehicle pricing, seasonal opening, add-ons and groups with configuration. A custom build is the honest answer for rally field hires, metered electricity billing, barrier integration or several sites run from one office. Discovery tells you which before anything is quoted.

Can guests pick their exact pitch?

That is your choice per pitch type. Many sites offer "any pitch" of the type at the standard price and a chosen pitch on the map for a supplement, with the warden allocating the rest on arrival. The map shows attributes such as hook-up and size so guests choose knowingly.

How is the price worked out?

From the components you define: the pitch type and season, the number of adults, children and infants, vehicles and trailers, hook-up, awnings, dogs and any add-ons. The guest sees the breakdown before paying and the warden sees the same figure at the hut, so nobody uses a calculator.

Who owns the system afterwards?

You do. Source code and data are handed over at delivery; hosting and maintenance are optional and separately agreed, and the system can move to another provider.

Get a project quote for campsite software

Answer a few questions about your business, your current systems and what should change. We reply with a clear, competitive proposal.

Get a project quote Discuss a partnership
Get a project quote

Cookies on this site. Strictly necessary cookies keep the site working. Allow first-party analytics so we can see which pages lead to enquiries. No advertising, no third-party trackers, no personal data; you can change this at any time on the cookies page.

Manage preferences