How to Automate Campspot

Campspot is both the park's reservation grid and the marketplace campers search

Campspot is reservation and management software for campgrounds and RV parks, made by Rezplot Systems in Grand Rapids, and every park on it also gets a free listing on campspot.com, the marketplace where campers find a site and book it without calling the office.

In the office, the grid holds every site and every stay. Guests add firewood or golf cart rentals while they book, can pay a lock fee to keep a specific site, and can cancel or change dates online where the park allows it. Long-stay guests get recurring bills, and the cleaning crew works from a housekeeping dashboard. The office manager keeps that grid open all day, and so does whoever answers the phone.

A sold-out Fourth of July weekend keeps the phone ringing anyway

The Fourth of July weekend sold out in February, and the phone still rings every day with campers asking to be called if anything opens. The office manager keeps their names, rig lengths and numbers on a legal pad or a spreadsheet, and when a family cancels on a Tuesday, working out who gets the site takes most of an afternoon.

Three days before arrival, a few balances are still open: an expired card, or a reservation made before the park set up automatic charging. Each family needs an email with the amount and a way to pay before they pull in.

The activities director plans a hayride, a craft hour and a Saturday movie, and plenty of families on site never hear about them. A reservation the front desk takes over the phone gets its confirmation when someone remembers to send it, with directions to the park and the firewood they ordered.

Campspot confirms online bookings and charges balances before arrival

Campspot's automated messages start with the Confirmation Email, sent on its own when a camper books on the consumer site, and continue with a pre-arrival email, pre-departure and post-departure emails and online check-in. Express Check-in collects e-signatures and contactless payment while sharing automated guest messages, and the office can text guests from Campspot or hold two-way conversations through SimpleTexting.

The Auto-Charge Balance rule collects outstanding balances 72 hours or more before arrival, and the guest gets an email with the amount first. Parks that turn on Dynamic Pricing let a business rules engine set rates, Automatic Grid Optimization shifts reservations in real time to fit more stays, and Campspot Analytics sends scheduled CSV reports to an inbox. Campspot has also added AI occupancy prediction and pricing recommendations, and parks that use Insider Perks on a Campspot plan with API access can take bookings by AI chat and phone around the clock.

Those tools all work on reservations. The waitlist of callers lives wherever the office keeps it, the activities schedule wherever the director writes it, and a balance the Auto-Charge rule could not collect sits on the reservation until somebody writes to the guest.

Last night's cancellations arrive in Slack with the campers who fit them

The office manager's Slack summary lists every cancellation since yesterday with the waiting camper it fits best, matched on dates and site type and then on how long they have waited, with peak-season sites at the top. Each offer is a Gmail draft naming the site, the dates and the nightly rate, with a date by which to book.

The front desk sends a draft to each guest whose balance is still open three days before arrival, with the amount, the arrival date and the Campspot payment link, and Slack shows the total outstanding. New reservations that never received Campspot's confirmation get one drafted too, with the site number, check-in time, directions and any firewood or golf cart add-ons.

Each morning the activities director's drafts match the next 24 hours of events to the guests who will be in the park when they run, so a family with the hayride and the movie on the same day gets one email covering both.

Offers and balance notes reach campers from the office's own Gmail

All four jobs run each morning, three at seven and the balance check at eight. WebRun is an AI agent that works a real Chrome browser, signed in as you. Reservations, balances, cancellations and the activities schedule are what it reads, and its output is Gmail drafts and a Slack summary.

The office manager picks the camper for each cancelled site and books them in Campspot; the agent's part ends at the draft. The confirmation check skips any reservation Campspot has already emailed, and the balance check only sees arrivals within three days, after the Auto-Charge rule has already tried the card on file.