Tips for the running season: what helps while your camps are under way 2026-07-21
For operators, back office, camp management
In the middle of the season there is rarely time to explore the system. Yet that is exactly when the cases show up that never occur in winter: someone leaves early, a place suddenly frees up, the travel documents need to go out. We have collected the functions that help most while your camps are actually running.
When things do not go to plan
If someone has to end their trip early, record it on the booking via Other actions › Journey abort. The booking gets its own aborted status, and the detail page shows the date and the reason — properly documented, while the full travel price remains chargeable. If someone cancels outright, you can attach a cancellation fee during cancellation, for individual bookings and collective registrations alike. And if that frees up a place, fill it straight from the waiting list; the system remembers when the booking e-mail was sent so it does not go out twice.
Bookings once a session has started
The internal booking form (top of the page, next to the search field, behind + Book) lets you add participants to sessions that have already started or were never published. Because it can override capacities and session settings, this form is meant strictly for your back-office team — the link does not belong in customers' hands.
If someone switches session or location at short notice, remember the service group after rebooking: it stays on the original variant and can be adjusted via Edit booking. Otherwise the person shows up in the wrong programme in the daily occupancy. Answers to free questions — photo consent, permission to travel home alone, swimmer or non-swimmer — can be added at the same place at any time.
Communication and payments
In the booking module, the travel documents filter lists every booking that has not yet received the documents e-mail — tick, send as a batch, done. For short-notice information such as a changed meeting point, send a free e-mail text to the selected bookings and optionally put a colleague in CC.
Under Booking balance › Pending payment you find every booking that has not been paid in full. You can filter by days until the session starts and send payment reminders and dunning letters as a batch from there. If an amount has to go back after the trip, create a voucher code with a fixed or percentage value under Templates › Discounts, mark it as selectable in the back office only and apply it via Edit booking — and do not forget create a new invoice at the bottom of the page.
Keeping an overview on site
Under Locations › Daily Occupancy you see every running session for a location and date: booked services, capacity per accommodation category and the participants with arrival and departure, room number and preferred room-mate — exportable to Excel. For the team on site there are participant lists as Excel and PDF exports; if you have issued a profile login for counselors, your crew can access them straight from their phones. The kitchen plan sits under PMS › Kitchen, including a free note field for special requests that fit no category.
Rooms are assigned in the workload scheduler by drag and drop, and the automatic assignment takes over most of the work on request. For arrival there is a QR-code ticketing system embedded directly on the invoice, and your counselors can mark bookings as checked in or checked out from the profile login. Every booking also holds up to three emergency contacts — it pays to export those lists before the start in case connectivity on site is poor.
The classic: "I cannot log in"
When customers or counselors report that their login does not work, it is almost always because they landed on the sign-in page for back-office users. Customers and counselors have their own access; you find the link for your company at the top right under the globe icon, in Integration. The rule of thumb for support cases: if there is no logo on the sign-in screen, they are at the wrong door.
And if something does go wrong: type @BookacampSupport into the note field of a booking, write your request behind it and save the note — a support ticket is created automatically in the background, including a reference to the record. No more hunting for booking numbers.
Author: Mathias Methner