How do I take over a campground’s reservation system and camper list?

The day after a campground sale closes, campers will still be calling to book. If you cannot see the calendar, you cannot answer them. Taking over the reservation system and the contact list is one of the first real jobs, and it is easier when it was planned in the purchase agreement. Treat it as a checklist with one owner on each side.

The reservation software

Find out whose account the software sits in and whether the licence can be transferred or must be started fresh. Ask the provider what it needs to move the data, and request a full export as a backup. Then compare the calendar with your own list of booked sites before the seller leaves.

Booked sites and deposits

Confirm every reservation for the coming season, the rate agreed and the amount already paid. Settle in the agreement who holds those payments. Our page on what questions to ask the owner when buying a campground helps you gather what you need before closing.

The camper contact list

The list of past and current campers holds personal information, so ask your lawyer what can be shared and how. Ask your lawyer how it may be shared and used by a new owner. Plan a friendly first message from both of you introducing the change, and invite campers to reply with any questions.

Website and booking-site logins

List every online account: the website and its domain, third-party booking sites, the payment processor, social pages and email. Move each one to your name, change the passwords and turn on extra sign-in protection. A forgotten login can leave you locked out of the very place campers find you.