How to set up camps
Last updated: February 16, 2021
Note: Check out this demo Dashboard and onboarding doc to see the best practice setup in action.
Camps can be built in FareHarbor a few different ways. Below are examples of optimal setups. These options should be discussed with the client to find the best fit for them.
Please also check the FareHarbor Internal Changelog for updated information about optimal setups. For more information about the development and communication of optimal setups related to any features, please see the Best Practice Communications Cheatsheet.
Option One: Manipulate Resources
- One availability for the camp session that is the full duration of the camp.
- The customer books one time for the week-long camp.
- The resources will only be used when the activity is taking place, instead of being used for 7 days straight. This way, the client’s inventory is managed without any manual work.
Setup:
Build your camp item. Be clear on the specifics of the camps. Examples: drop off time, the pick up time, and the total pricing for the camp.
- Add your customer type and corresponding custom fields if needed.
Add resource requirement group.
- Add the first requirement option, this should cover resource usage for the first day of camp, such as from availability start for 6 hours long. We do not set the resource to be used for length of availability. This is because the calendar availabilities will be the length of the full camp session, displaying to customers that they purchased a week long camp.
- Add another requirement for the same customer types used before. This time, the requirement option should cover usage for the second day of the camp. Because the availability starts at 9AM, the second day of camp should begin using resources 24 hours after the availability start time, or 9AM the next day. We can set the requirement option to start -24 hours before availability start. This will tell the system to begin a certain amount of hours after the availability start time. Then, set the resources to be used for the length of the second day of camp. See the example below:
- On the third day, resources should be used 48 hours after the availability start time, thus beginning on 9AM for the third day of camp. Therefore, we enter the resource to begin -48 hours before availability start time to the length of the third day of camp. When created, it should appear to be used from 48 hours after availability start. Continue to follow this format for the amount of days the camp includes.
- Create one availability for the start of each camp session. Duration should be the length of the entire camp session. For instance, if the camp is 9AM to 3PM Monday-Friday, the availability should be 102 hours. This displays in confirmation emails, affirming the customer that the camp runs Monday-Friday. Attach the resource requirement group. Utilize public headlines to provide information to customers on pick up, drop off, etc.
Benefits
With this setup, the customer only books once for the multi-day or multi-week camp, but resources are manipulated to be used throughout the week, only when the camp is taking place.
Option Two: No Resources
- One availability for the camp session that is the entire length of the camp.
- The customer books only once for the multi-day or week camp.
- Has no resources attached, only an availability capacity. The client must keep track of their inventory/capacity across other availabilities or items if they overlap.
Setup:
Build your camp item. Be clear on the specifics of the camps. Examples: drop off time, the pick up time, and the booking price is for the entire camp.
Add your customer type and corresponding custom fields if needed.
Create one availability that is the length of the entire camp duration. For instance, if the camp is 9AM to 3PM Monday-Friday, the availability should be 102 hours. Utilize public headlines to provide information to customers on pick up, drop off, etc.
Benefits
With this setup, the customer only has to book one time for the session and the client does not have to manage a more complicated resource setup. In addition, the calendar shows the entire duration of the camp, which will then display in all customer communication.
Option Three: Add New Bookings
- One availability for the camp session
- The customer books one time for the multi-day or week camp
- After the customer books into one availability, the client adds that customer in new bookings on hidden availabilities for the rest of the camp, in order to pull resources accurately each day.
- Resources are being used for the length of each availability. This way, the customer only has to book once, but as the client books them into the additional days of camp, the resources will be used for the accurate amount of time each day.
- In this setup, the manual work is on the client to add the customers into new bookings on hidden availabilities, instead of on the resource setup being manipulated/used for the accurate amount of time for each day of camp.
Setup:
- Build your camp item. Be clear on the specifics of the camps. Examples: drop off time, the pick up time, and the booking price is for the entire camp.
Add your customer type and corresponding custom fields if needed. Your camper customer type should be added twice. One should be priced for the public availabilities that customers will be booking into, while the other camper customer type should be left unpriced for the client to add the customers into new bookings. In the example below, the unpriced camper CT was given a SKU name to differentiate between the two.
Create a resource requirement group using the resource for the length of availability, the duration will be on the calendar for this setup.
- Create public availabilities for the first day of each camp session. Utilize public headlines to provide information to customers on pick up, drop off, etc.
Create hidden availabilities for the remaining days of the camp. These will be used by the client to add the customers into new bookings after they book the initial day. The calendar should look something like this:
Benefits
With this setup, the resource setup is kept simple & easy. Customers only have to book one time for the full camp duration. Clients are required to add each customer into the hidden availabilities so resources can be used for the remaining days. Note: This setup requires training for the client on adding new bookings.
Option Four: Multiple Bookings
- Multiple availabilities for each camp session
- The customer must book into each camp session that they wish to attend
- Resources are used for the length of each availability.
Setup:
Build your camp item. Be clear on the specifics of the camps. Examples: drop off time, the pick up time, and the booking price is for the entire camp.
Add your customer type and corresponding custom fields if needed.
- Create your resource requirement group, using resources for length of availabilities. If the dashboard doesn’t need resources, skip this step.
Create an availability for each day the camp will be taking place. Duration should be the length camp session. Utilize public headlines to provide information to customers on pick up, drop off, and the booking process.
In addition, this option can be paired with shopping cart/suggested items feature to suggest customers to book more camp sessions. See the help page here to set this up.
Benefits
With this setup, resources can remain simple and be used for length of availability. The customer can also choose what day they will be attending without any manual work from the client.