Switching to PineRoster

Bring the records.
Keep the season straight.

Start with a few sample records, not a moving date. I will look at how your campground works, what you need to keep and what would need to be entered by hand before I scope the setup.

Talk through the move with Ben Get the printable checklist

The usual starting point

A notebook, a spreadsheet, or some of each.

You do not need to clean up years of records before we talk. Start with the current season and a few examples that show how you keep track of sites, guests and payments.

Make a working copy.

Keep the original notebook and spreadsheet unchanged. For paper records, make a small typed sample. For a spreadsheet, save a separate copy or CSV if your program offers it. Replace personal details in the first sample and leave out card numbers, bank details and passwords.

Check what each column means.

Include sample site labels, guest references, season dates, rates and how you record what is owed or paid ahead. Note when one household uses more than one site. Tell me whether a date means the last paid day, the last night or the day someone leaves.

Agree on the work before moving it.

A spreadsheet is not a ready-made PineRoster import. I will review a sample and separate any proposed record conversion from manual entry, property layout, rates and payment setup. Historical payments and signed agreements need their own retention plan.

Then use the first-month comparison and guest handover plan below, keeping your original records available.

Coming from Campspot

Ask for the right reports first.

Campspot documents downloadable CSV reporting. That is a starting point for reviewing records, not proof that every part of a park can move in one file.

Source: Campspot data and reporting. Checked September 18, 2026.

Export and verify.

Ask your Campspot administrator or support contact which reports cover your current seasonal guests, future stays and financial balances. Ask them to confirm the current export steps. Keep each report name, date range and filter with the downloaded file, then compare it with the records you see in Campspot.

Review the sample and the gaps.

Send a small sample with personal details removed after we agree how to share it. A Campspot CSV is not a drop-in PineRoster import. I need to check the fields and relationships before proposing conversion or manual entry. Layout, rates, payment setup and any workflow you depend on need a separate review.

Check access before choosing a date.

Read your own agreement and confirm the notice process and how long you can retrieve your records. Campspot’s published service agreement describes conditional access after termination, not a guaranteed archive. Do not close access before the export and retained-record plan are settled.

Source: Campspot Service Agreement, section 13. Checked September 18, 2026. Your agreement and order form need their own review.

Use the shared first-month comparison, guest message and retained-record steps before a handover. Saved cards and recurring payment permissions are separate questions; their transfer has not been verified.

Coming from Campground Master

Export the view.
Check what it leaves out.

Campground Master’s version 10 help documents CSV export of the displayed report, including its headers. A filtered view is still a filtered view.

Source: Campground Master export instructions. Checked September 18, 2026; verify your installed version.

Export with an authorized operator.

For a tab report, the documented route is File > Export Current View. A supported dialog grid has Export List; choose a filename and folder, then save the CSV. Check the displayed columns and filters first.

The version 10 guide says export normally requires Manager access or higher. Ask your operator to confirm their access and version.

Source: Campground Master import/export overview. Checked September 18, 2026.

Keep the relationships understandable.

Ask for a sample that lets you identify the guest, site, stay dates and relevant balance. Compare it with the source view and identify any missing columns or records. Keep the original files and ask about separate historical records rather than assuming one report contains everything.

Scope the conversion and manual work.

This CSV is not a drop-in PineRoster import either. I will review what can be mapped and what needs manual entry before agreeing the work. Property layout, rates and payment settings are separate setup tasks; saved cards and recurring authorizations have no verified transfer path here.

Review your existing service agreements, then follow the first-month comparison, guest communication and archive plan. A source export alone does not establish a safe cutover date.

For all three starting points

Check the move before you depend on it.

This is a proposed handover process. The sample and your daily work decide the scope.

01 / Records

Separate conversion from setup.

PineRoster’s migration CSV importer expects its own versioned format. It does not accept an ordinary competitor export or roster spreadsheet as-is. A reviewed conversion may be part of a separately agreed scope. No complete payment ledger or history import is promised.

Review the site layout, rates, billing rules, balance starting point and payment setup individually. Keep a list of essential workflows and unresolved gaps.

02 / Reconciliation

Agree on a starting point.

Choose a cutoff date together. Compare occupants, site assignments, dates and account totals. Check deposits, prepaid rent and outstanding balances individually. Write down each difference and have the operator approve the corrected starting records.

03 / First month

Compare two records. Bill from one.

Keep the old records available during the first month and compare them with the proposed PineRoster records. Name one system to issue real bills and collect payments. Do not let both systems send reminders or run automatic charges.

Check new payments and changes against the agreed starting totals. Resolve differences before ending the comparison; a month passing does not prove the records match.

04 / Payment permissions

Treat payment setup separately.

A payment history export does not establish that saved cards, processor tokens or automatic-payment permissions can move. Confirm the options with the existing provider and the new payment setup. Any required guest enrollment or consent needs its own reviewed process before charges begin.

05 / Guest communication

Send one clear set of instructions.

After the plan is agreed, tell guests what changes, what stays the same, where to ask questions and which payment instructions to use. Check dates and private links before sending. Keep the old instructions in force until you have confirmed the new ones are ready.

06 / Retained records

Keep what is not moving.

Agree how the owner will retain original exports, signed agreements, historical statements and payment records. Check who can retrieve them after the old service ends. A working roster is not a full archive, and PineRoster’s migration CSV is not a full backup.

PineRoster / Switching checklist

Take this to the office.

Check each item with the person who keeps your records. These checks record a review; they do not start a migration.

Or use your browser’s Print command. Checked boxes are not saved when you leave this page.

Property: ____________________   Reviewed by: ____________________   Date: ______________

Guide: pineroster.com/switching · Prepared September 18, 2026. A checklist is not a migration approval or a promised cutover date.

Start small

Tell me how you keep the records today.

A rough site count, the tools you use and the part you want to make easier are enough for a first conversation. Please do not put guest records or payment details in the contact form. I will arrange a sample review if it looks like a fit.

Talk to Ben