Meet Kurt, the proud owner of Kinda Great Campground. Kurt’s park is thriving—families return every year, weekends are packed, and work-of-mouth has done wonders for his business. But lately, he’s been feeling the pinch of managing everything from bookings to guest requests to daily operations. After a particularly chaotic week—overbooked sites, lost deposit records, and a guest who was pretty sure they reserved a yurt that doesn’t exist—Kurt knew something had to change. 

“So, what do I need? Just something to handle reservations, right?” he thought. But after chatting with other park owners, he realized there were more options than he expected. Now he’s not sure if he needs reservation software or a property management system.

What’s the Difference?

As Kurt dug into the options, it became clear that reservation software focused mainly on—you guessed it—reservations. A reservation system would certainly handle the basics: 

• Accepting and managing bookings online
• Displaying availability in real-time
• Sending out confirmation emails or reminders to guests

That sounded good, but Kurt kept coming back to the other tasks he dealt with daily, like juggling payments, tracking guest preferences, managing maintenance, and trying to organize activities for his guests. Basic reservation software didn’t really offer solutions for any of that.

Beyond Reservations: Property Management Systems

A property management system (PMS) offers everything a reservation software does, but with extra tools to manage the day-to-day operations of a campground. Kurt discovered that a PMS could help with things he hadn’t even considered, such as:

• SMS Texting: Kurt found out he could send texts to his guests about check-ins, events, or even weather warnings, making sure his campers stayed informed and happy.
• Reporting: With customizable reports, he could track occupancy trends and revenue, helping him make better business decisions.
• Dynamic Pricing: Instead of sticking to static rates, dynamic pricing adjusts rates based on demand, season, or site popularity. Kurt liked the idea of getting more for prime holiday weekends without the hassle of manually adjusting rates.
• Business Rules: A PMS could set specific rules for reservations, such as minimum stays or blocking certain dates for the off-season, automating the process and customizing the system to his park’s unique needs.
• Point of Sale (POS): Kurt’s camp store was growing, and with a PMS he could manage all his store sales in one place—even track inventory and ensure the right products were available for campers.
• Gate Entry: Security at the campground was a priority, and Kurt realized that a PMS could automate gate entry, allowing guests to enter with unique codes tied to their reservations.

But the surprises didn’t stop there. As Kurt explored his options, he realized some systems include features like:

• Advanced Accounting: Kurt was relieved to see that the PMS offered a powerful accounting system to simplify his financial management by generating journal entries for payments, revenue, and taxes collected.
• Meter Entry/Reading: Kurt’s campground had a few long-term RVers who required utility tracking. A PMS could handle meter readings, track electricity and water usage, and even add those fees to the bill.
• Sign+Store: Kurt could also gather e-signatures and take advantage of document storage with a Sign+Store feature, streamlining check-ins and reducing paperwork.
• Events + Activities: Those horseshoe tournaments won’t promote themselves! Kurt was happy to find some PMSs offer tools to manage campground events, organizing activities into an event calendar and even allowing him to include links to these activities in his online storefront. 

Making the Decision

As Kurt looked through the list of features, it became clear: reservation software would be a step up, but it wouldn’t solve his biggest challenges. He needed more than just a booking tool—he needed a system that could help him run every aspect of his park.

The reporting tools would give him insight into what was working, dynamic pricing would help him maximize revenue, and the business rules would simplify operations. And with point-of-sale, gate entry, and meter reading all handled in one place, Kurt knew a PMS was the right choice.

Ready to Take the Next Step?

If you’re like Kurt, realizing that reservation software won’t cover everything your campground needs, it might be time to explore a solution that does it all. CampLife functions as both reservation software—handling bookings, availability, and guest communications—and as a campground management system with features like dynamic pricing, reporting, point of sale, gate entry, and meter reading. Whether your needs are simple or more complex, CampLife has the flexibility to grow with your park.

Best of all, it’s backed by an award-winning Customer Success team ready to support you every step of the way. Whether you need help getting started or optimizing your park’s operations, our team is here to ensure you’re set up for success.

Want to learn more? Reach out today to schedule a demo or speak with someone about how CampLife can support your park.