Seasonal campground management software
Open PineRoster and see the property the way you already think about it: site by site, guest by guest, payment by payment.
The working view
No enterprise maze. No reservation calendar pretending every guest checks out Sunday morning.
FEATURE PLAT / SITE INDEX 01–12
PROPERTY MAP
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.
PAYMENTS
The map colors every site from its paid-through date: paid, due soon, overdue, or not set. 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. 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. Eligible campers enroll from their own balance page. 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.
MONTHS BEHIND
On paid-through billing, when a site’s date has slipped into the past PineRoster counts the missed months from that site’s own paid-through date and asks for every one of them, at that site’s real monthly figure with its active add-ons included. A guest on two sites sees each site’s months and amount named separately, then one total. Money then lands where the calendar says it should: a payment retires the oldest month owed and walks the paid-through date forward from where it actually stood, rather than jumping to a month from the day the money arrived. Paying catches somebody up instead of quietly forgiving the gap. Autopay follows the same rule, so a camper who fell behind is caught up a month at a time by the monthly run rather than paying this month forever while the hole stays open. Self-service catch-up reaches back two years; anything older than that is a conversation with you, not a button. The same two years runs the other way for the camper who is current: with nothing owed, they can pick anything from one month to twenty-four on their own page and pay that far forward. The order is fixed, though. A statement with anything still outstanding refuses a pay-ahead outright, so nobody buys next summer while this spring is open. And what it buys is months of rent on the site they are already on, not a hold on anything.
MOVES
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.
REMINDERS
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. A send log holds each guest to one due-soon and one overdue email per paid-through date, and nothing goes out at all until email delivery is connected and switched on.
INQUIRIES
Keep inquiries and a waiting list in one queue you rank yourself. 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.
AGREEMENTS
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 or photo, up to 10 MB, 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.
SEASON TURN
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.
RECURRING EXTRAS
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.
GUEST RECORDS
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.
GUEST STATEMENTS
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 camper who is already paid up 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. Their browser sends the number of months and nothing else; the amount is worked out on your side at that site’s real monthly figure, and the secure payment page confirms it before anything is charged. Turn autopay on as well and this same page is where a camper sets that up. 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. It shows a first name, a site, and money. Not a phone number, address, or your notes. And it cannot reserve anything: the page reports what is owed, and paying, where you offer it, happens on its own secure page.
EXPORTS
Every change is logged against the staff member who made it, so a question in August about who moved a rate has a name attached to the answer. Your records live as ordinary files under your own domain: export the roster to CSV whenever you want, pull a payments CSV for any date range at tax time, and keep ordinary file backups. Each stored file is also written so that a web server hands back nothing if a stranger requests it by name, which holds even on hosting that ignores the usual configuration rules. Nothing here is trapped behind a vendor subscription.
Public website, when you need one
In most cases your PineRoster project builds you a clean, mobile-friendly public website for directions, amenities, seasonal policies, photos, and contact details. If you already have a site worth keeping, it stays where it is and the management area runs on a subdomain of your domain instead.
Either way the guest-facing side and the private management area belong together, and campground records stay behind a password.
An important boundary
| PineRoster handles | Deliberately left out |
|---|---|
| Seasonal site assignments | Night-by-night availability calendars |
| Guest, rig, agreement, and payment records | Online transient reservations |
| Inquiries and waiting lists | Channel management for travel marketplaces |
| Your public campground website | A percentage of every reservation |
The public demo is a fictional campground called Whispering Pines, and it resets itself back to its seed data every few hours, so click anything. Payment processing and email delivery are switched off, which is also how a fresh install ships: online payments and autopay are switches an owner turns on deliberately, and in the demo you can see both waiting in the settings page.