Managing bookings

Every stay in Campiamo is a booking: a guest, a pitch type, dates, a price, and a record of what has been paid. This guide follows one from arrival to check-out — where it comes from, what you can change, how the money works, and which emails the guest gets along the way.

How bookings arrive

Online — through your Campiamo website or a booking widget on your own site. With Stripe or PayPal connected, the guest pays their deposit (or the full amount, per your payment settings) as part of booking, and the booking is only created once the payment goes through — someone who abandons at the payment step never becomes a booking. They get a recovery email with a link to finish, and you get an alert, but your calendar stays clean. Without a payment provider, the booking is created immediately and the guest pays you on arrival.

By hand — Bookings → New Booking in the dashboard, for anything that arrives by phone or email. You pick the pitch type and dates (the form shows availability and prices as you go), enter the guest's details, add extras and any discount or voucher code, then choose how they'll pay: send a payment link (the guest is emailed a secure link to pay their deposit or full amount online) or pay on arrival.

At the desk — the POS till at /pos can take a quick booking for a guest standing in front of you and check them in at the same time. It's built for reception speed and has its own guide.

A stay sold on Booking.com or another calendar-synced channel is not a booking in Campiamo — it appears as blocked dates, because calendar feeds carry no guest details. See how channel sync works.

Booking statuses

A booking is always in exactly one of these states:

• Pending — held, but not yet confirmed. A booking is pending while it waits for an online payment (a payment link you sent, or a website booking mid-checkout), or if you've chosen to hold unpaid website bookings for manual confirmation (Settings → Payments; by default unpaid online bookings confirm immediately).
• Confirmed — a real, upcoming stay.
• Checked in — the guest is on site.
• Checked out — the stay is over.
• Cancelled — the dates are released.

Pending and confirmed bookings both count against availability — a pending booking holds its dates so nobody else can take them.

Two transitions happen automatically:

• Pending → Confirmed when an online payment completes. You can also confirm a pending booking yourself with the Confirm button.
• Checked in → Checked out each hour after your check-out time on the departure day, if auto check-out is enabled (Settings → Property, on by default). Only checked-in guests are checked out this way — nobody is ever checked in automatically.

Everything else — check-in, cancellation — is a button you press on the booking.

The booking page

Open any booking from the Bookings list (searchable by guest name or the BK- reference) and you get the whole record: guest contact details, dates, pitch type, party size, extras, the payment history, and the answers to any custom booking fields the guest filled in.

From here you can:

• Edit the booking — change dates, pitch type, party size or extras. Edits are validated exactly like a new booking (availability, season, minimum stay) and the price is recalculated with the same rules, including re-applying any discount. If the guest has already paid and the new price is higher, the page shows the balance due and offers to email them a payment request.
• Assign a pitch number — a text label for which specific pitch the guest is on. It's for your team's reference and appears on the calendar.
• Add comments — internal notes for your team, with author and time. Guests never see them.
• View or send the invoice — a full statement of the stay, extras, and payments, emailed to the guest on request.
• Change the status — confirm, check in, check out, or cancel.

Editing a booking does not email the guest by itself. If they need to know about a change, send the invoice or a balance request from the same page.

Money on a booking

The total is the pitch type's price for the dates, plus per-guest charges and extras, minus any discount. When the booking is created, Campiamo builds a payment schedule from your settings (Settings → Payments):

• a deposit due immediately — a percentage or fixed amount, your choice — and the balance, due a set number of days before check-in; or
• the full amount up front, if you require full payment, or for late bookings inside the balance window if you've set that.

Each scheduled amount is a row in the booking's payment history with its own status, so you can always see what was paid, when, and by which method.

What you can do from the booking page:

• Mark as paid — for pay-on-arrival bookings, one click records the money as received when the guest settles up.
• Collect balance — emails the guest a secure link to pay their outstanding balance online by card (Stripe or PayPal, whichever you've connected).
• Request balance after an edit — if an edit raised the price of a paid booking, this creates the balance and emails the guest a payment link together with an updated invoice.
• Refund — full or partial, per payment. This is a real refund through Stripe or PayPal back to the guest's card; it is never automatic (see cancellation below). Cash taken at the till is handed back and reversed through the POS instead.

If the balance is still unpaid on the morning of check-in, Campiamo stops chasing it online and marks it as due on arrival, so it shows up as money to collect at the desk. Partial cash and card payments at the desk are recorded through the POS, and the booking shows as partially paid until it's settled.

Balance reminder emails are on by default: guests with an unpaid balance get a reminder with a payment link at 14, 7 and 3 days before check-in (the days are configurable in Settings → Emails).

The emails guests get

Along the way, a guest will see some or all of these — every one of them appears in your email log:

• Booking confirmation when the booking confirms — or a booking received email first, if it's pending your confirmation.
• Payment link emails when you choose "send payment link", collect a balance, or request one after an edit.
• Balance reminders before check-in (on by default, above).
• Pre-arrival reminder a few days before check-in — opt-in, off by default (Settings → Emails).
• Change and cancellation notices — sent when the guest edits their own booking or when you cancel one.
• Post-stay thank-you and a review invitation after check-out — both opt-in, off by default.

You get your own email for every new booking (you can turn that off), and always one when a guest changes their own booking.

Letting guests edit their own bookings

On the Professional plan and above, guests can change their own booking through a secure link included in their confirmation email — no account or password, just a link unique to that booking. You can also copy the link from the booking page and send it yourself.

Guests can change their dates, party size and extras — never the pitch type, and they cannot cancel; the same availability and minimum-stay rules apply as for a new booking. If their changes increase the price, the difference becomes a balance they can pay straight away, and both of you are emailed a summary of what changed.

It's controlled per property in Settings → Payments: a toggle (on by default where the plan includes it) and a cut-off — by default guests can edit until 2 days before check-in, and never once they've checked in.

Cancelling a booking

Press Cancel on the booking. The dates are released immediately — your website, widgets and synced channels can sell them again on their next update — and the guest is emailed a cancellation notice.

Cancelling does not refund anything. Any money already taken stays exactly where it is until you refund it yourself from the payment history — deliberately, so your cancellation policy is yours to apply, not ours to guess.

Only your team can cancel; guests have to contact you, even where self-service editing is switched on.

Check-in and check-out

The Bookings list opens with a today board: who's arriving, who's leaving, and who's currently on site. Check a guest in or out from there or from the booking page — one press either way. If the guest still owes money, the check-in button says so, and reminds you to collect it.

Check-out is the only status change Campiamo will do for you: with auto check-out enabled, checked-in guests are checked out automatically once your check-out time passes on their departure day. Everything after that — the thank-you email, the review invitation — keys off the check-out, so it's worth letting it run.