What PineRoster handles during the season.

Your property drawn to scale, not a list pretending to be one. Click a numbered site to see the seasonal guest, rig, agreement, and payment history behind it. Overflow and winter storage spaces sit on the same map as your seasonal sites, with their own paid-through dates, so the storage side of the season lands in the same place as the site side.

The map colors sites by payment status, using paid-through dates or balances and installment status. Wire a card form to your own Stripe account and a payment can move that date on its own. On standard paid-through billing it must match one rig on an exact email or phone and cover whole months at that rig’s rate; anything else waits for you, two rigs on one contact included. Ledger billing works differently: a match pays down that contact’s open balances oldest due first, across all their rigs. Checks and installments go in by hand; a missed installment turns the site amber without moving the date. The payment screen takes cash, a check, a card you took by hand or another method, shows the new paid-through date before you save, and asks you to confirm a custom amount or a possible duplicate; a stack of checks goes in as one batch. That screen is on the demo now, ahead of the next numbered release. Card-on-file autopay exists now too, and it ships switched off: you turn it on deliberately, after your Stripe account is wired and you have written the authorization terms a camper agrees to. A setup check lists anything still missing before autopay can be turned on, and it charges no one. Eligible campers enroll from their own balance page. A camper can cancel future charges from the same link, and a declined card or a bank confirmation request never triggers a fresh automatic charge. A direct-billed rig is charged its exact monthly rate; a ledger-billed camper is charged only the due installment on the authorized plan. Accounts mixing both billing modes stay manual.

On direct billing, the statement counts missed months from each site’s paid-through date, including active add-ons, and lists each site separately. Applied payments retire the oldest months first. Self-service quotes stop at twenty-four months; older amounts need your review. Eligible direct autopay collects one month per run, so a balance may remain. With online checkout configured, a direct-billed camper who owes nothing can instead choose one to twenty-four months ahead. Arrears and ledger balances do not get that pay-ahead option. This pays rent on an existing site; it does not reserve another one.

Someone switches sites mid-season, or slides down a row in the overflow area. Drag the rig where it belongs and their record opens pointed at the new spot. A move to a different site asks you to confirm the date and the rate; a nudge within the same area just asks you to save it. Nothing changes until you press Save, an occupied numbered site refuses the drop, and the site they left keeps its history.

Set it to run once a day and PineRoster emails a guest before their paid-through date passes, and again once it has, on the lead time set for your property. Anyone without an email address, or who asked not to be emailed, lands on the call list instead. Successful-send history controls repeat reminders, with a fourteen-day default interval. Mail is off by default and needs delivery setup before any reminder can leave.

Keep inquiries and a waiting list in one queue you rank yourself. If a phone number needs correction, the queue and conversion form flag it before you create the guest record. Each person can be waiting for any site, one exact site, or a type of site, and PineRoster shows you who matches a site that is genuinely open and not already held for next season. It suggests; it never reserves a site for anybody. Requests reach the queue from the request form that comes with PineRoster, or from the form already on your website through a signed connection.

When last spring’s camper returns, pick them off the returning-guest list instead of typing a second person with the same name. Contact details, rig, and record are already filled in, and their history carries forward. Move someone to a different site and that history moves with them; nothing gets overwritten. Agreement status, seasonal rates, due dates, and notes are tracked for the current season. The signed paperwork can sit on the record too: scan the rental agreement or an exemption certificate and attach it as a PDF, JPG, or PNG, up to 10 MiB or your host’s lower upload limit, tagged with the term it covers, who signed, and when. Removing one hides it and keeps the file, because a signed agreement is evidence and evidence should not be deletable by a misclick.

Where your layout defines seasons, PineRoster tracks who is renewing, who has not answered, and which next-season deposits are still outstanding, kept separate from this season’s payment status, so a guest who is paid up today still shows as owing a deposit for next year.

A second vehicle, a boat slip, a shed, a deck, winter service. Add any of them to a site as named recurring line items with their own amounts. Base rate plus active add-ons then becomes that site’s real monthly figure everywhere it matters at once: the roster, the CSV export, reminders, and payment matching. Switch one off and it stops affecting future periods without rewriting what was already paid. The base rate itself sits on one Rates page: each area’s monthly rate per length tier, set without editing the layout, and current guests keep their rate. The Rates page sets monthly rates only, with no date pricing. It is on the demo now (Rates in the top bar), ahead of the next numbered release. Where you meter electric, record the readings and post usage charges on ledger accounts.

Store contact information, mailing address, rig details, and the site assignment in one place, plus optional lists of household members, pets, and extra vehicles that turn up in search. They are memory aids for the office, not billing rules.

Generate a private link for any renter and send it however you already talk to them. They open their own account: the site they are on, what they are paid through, how many months it is behind and what those months come to, an installment schedule if they have one, and a dated history of the charges and payments on the account. Once you have switched card payments on, that page also carries a button through to your payment form with the amount already filled in, paid by card, or by bank transfer where your Stripe account offers it. A paid-up camper on direct billing sees the other side of that page instead: next month’s figure and a count of one to twenty-four months, so the guest who would rather settle the season in one go can. The camper chooses the number of months. PineRoster calculates the amount from the account and shows it before payment. When statement email is configured and enabled, the message tells an eligible paid-up direct-billing camper about pay-ahead. When you enable autopay after its separate setup, eligible campers can enroll from this page. The link lasts: it still opens months later, and handing out a second one leaves the first one working, so the text you sent in May is not dead in September. No account to create, no app, no password for them to lose, because the link itself is the key, and one action cancels every link an account has whenever you want that. Keep the link private: anyone holding it can read the statement. It shows a first name, a site, and money. Not a phone number, address, or your notes. You can also link the statement to your published current agreement. The link needs configuration; private signed uploads stay private, and an unposted agreement tells the camper to ask you for a copy. The statement does not reserve a site; payment happens on a separate secure page.

The account activity history helps answer who changed a record when a named staff login was used. Bill a one-time charge without billing it twice, and reverse a payment with a reason. Your records live as ordinary files: export the roster to CSV, export payments for a date range, and keep a separate full backup. Guests, rigs, current sites and site history also export to a CSV you can edit and import again, and the whole file is checked before anything is saved. The import takes only a CSV that PineRoster exported. A CSV is not the whole installation. The private-data protections and server access rules need to stay in place when the installation moves. If a record file is ever damaged, an administrator can restore a verified saved copy from inside PineRoster, and damaged reservation history has an assisted repair.