What’s new

If your enquiry form turned someone away, for example for a Sunday arrival, it cleared everything except the dates and they had to type it all again. Now their name, email, numbers and answers stay put so they can just change what's needed. The same goes for course enquiries, the mailing list sign-up and the jobs board. Trying again after a refusal no longer fails the "are you a person" check either.

Each booking now folds to a single line with the dates, who, the reference, the status and the field. Click it to open the rest. A red ! on the line shows when something needs dealing with, such as an overdue payment, no agreed total, the group changing their numbers or dates, or damage not yet charged or waived. Hover over it to see what.

Each of your public pages' settings now asks whether you'd like it on your own website, and links to a help article that covers every one of them: your availability calendar and mailing list sign-up form can sit inside a page of your own, and the rest (courses, events, the jobs board, volunteer sign-up and Gift Aid) go on as a link or button, with the code for each.

A new Portals group in the menu goes straight to the settings for each page people outside reach from a link: the enquiry page, the bookers' portal, the courses and events pages, the mailing list sign-up, the jobs board, volunteer sign-up and the Gift Aid form. The trustee board's pages now sit in the same menu too, as their own Trustee board group under the campsite's name, instead of a section with its own buttons. A trustee who isn't on the staff sees just the board's pages.

The row of buttons across the top has become a menu down the side, grouped into Bookings, Programme, The site, People, Money and Messages, with Calendar, On site and Enquiries at the top. Fold a group you rarely use, or hide the whole menu down to a strip of icons for more room; counts still show either way. On a phone it's a single Menu button. Money now has Online payments, which goes straight to connecting GoCardless and Stripe. The calendar and the activity schedule scroll sideways in their own panels with the names pinned, so bookings and sessions have room to show who they're for, and both open at today. The activity schedule now opens on the weekend, Friday to Sunday.

The Board tab now has an Overview: what needs doing, and how the site is doing from the rest of Campsite Manager, as totals any trustee can see. The year turns your year end into dated steps for the accounts, the check they need at your income, the annual report, the AGM and the annual return, depending on whether the site is its own charity, part of a District's or County's, or a small unregistered one. Charity lists what to report and keep, how to register or get HMRC recognition, and where the original deeds and documents are. Documents keeps the board's records privately, with renewal dates, and a meeting's papers can go with its agenda. And each Monday the Chair gets an email of what's overdue or due, if anything is.

The Board tab now runs the board's meetings: schedule one and its agenda drafts itself from what's due, including the every-meeting items, duties falling due, risks to discuss and actions still open. Email it to the trustees, write the minutes against each item, agree actions, and approve the minutes at the next meeting, after which they're locked. The new risk register scores each risk before and after controls, starts from 23 example campsite risks if you like, imports a register you already keep in a spreadsheet, and exports or prints for the AGM pack.

A new Board tab keeps the trustee board's side of running the site: everything a campsite board is responsible for, from the fire risk assessment and legionella checks to the reserves policy and safeguarding, with the dates worked out from your year end; who's on the board, with what's missing for each; and a register of conflicts of interest. Trustees who aren't staff can be invited to sign in and see only the board's pages. Meetings and minutes, the risk register and the board's documents are coming next. Included in every plan.

The five yearly prices are the same, but the bands they cover now match the size Scout campsites really are: under £100,000 of bookings a year is £120, then £220 to £200,000, £380 to £400,000, £580 to £700,000 and £850 above that. If you'd already picked a band, you're on the same price as before. The calculator on the home page now runs from £50,000 to £1,000,000.

A card payment you refund in your Stripe account, in full or in part, now comes off the booking straight away, and so does one the payer's bank charges back, with the same email you already get for Direct Debit. If you win the dispute, it goes back on.

Switch it on under Before they arrive and a group can ask, from their booking page, to move to other dates on the same fields and buildings, within your booking rules. Nothing moves until you say so. You're emailed; the request shows on the booking, with whether the fields are free then and any activities that would be left outside the new dates, and under Enquiries. Accept moves the booking and flags the price to check; decline with a reason. They're emailed either way.

Switch it on under Before they arrive and a group can change how many are coming from their booking page, up to a number of days before they arrive that you choose, and up, down or both as you prefer. Never beyond what their fields and buildings take or your limit on people a night. The agreed price doesn't change by itself: you're emailed, and the booking is flagged until you click Price checked or agree a new total.

A group can now download their stay and activities from their booking page into their own calendar. And if you switch it on under Before they arrive, they can answer any of your enquiry form's questions they haven't answered yet, up to the day they arrive. They can fill in a blank but not change an answer. You're emailed what they say, and their answers now show on the booking, alongside the ones from their enquiry.

A group's booking page now shows the gate code from when the welcome email would go (under the same rules as the welcome email), and a check-in code from the day before they arrive that your staff scan at the gate to land on the booking. On each booking you can open, copy or email the group their page, or make a new link that stops the old one working. The welcome, payment reminder, deposit reminder and feedback emails now carry the link too.

Switch it on under Before they arrive and every provisional or confirmed booking gets a private page for the group that made it: their dates and fields, what's been paid and what's left with a button to pay, invoices and credit notes, and their activities day by day. The link goes in your confirmation and invoice emails, and a group that's lost it can have it emailed again from the Find your booking page, using their email address and booking number. It never shows your notes, your staff, or anything about other bookings.

If somebody's invitation email hasn't turned up, open their row on the Staff page and press Copy invite link. You can send it to them by text, WhatsApp or your own email, and it works just like the button in the email.

Campsite Manager has been updated to the latest version of the framework it's built on, which fixes several security issues reported this month. There was no sign any of them affected us, and nothing changes in how it works.

If you use two-factor sign-in, ticking "Remember this device for 30 days" now also covers the other Tools for Scouting apps on that browser, so moving between them doesn't ask for your code again. Forgetting all your devices, or turning two-factor off, still makes every app ask again.

People marked Here on a course's check-in link now appear on Who's on site and count on the fire register, one row per booking, until they're marked gone home, one at a time or with "Everybody has gone home". Anybody still there the next morning is flagged. Ticking a day that has already passed on the course page doesn't put anyone on the register. For events, the gate list now shows "To pay" with the amount for any order that still owes, so whoever is on the gate can collect it at a pay-later event.

Each course and event can now have a private check-in link that opens on any phone with no login, so you can send it to a volunteer on the gate. For an event, search by name or booking reference and tap Arrived, adjust the number if fewer came, and tap again when they leave, or press "Everybody has gone home" at the end. Everyone checked in now appears on Who's on site and counts on the fire register. For a course, tap Here or Absent for each person: it's the same register as the course page, saved as you tap. Links work only on the day, never show contact details, and can be replaced or turned off. Courses also get a register to print and fill in by hand.

Each course and event page now has a box to email everybody booked: the car park has moved, bring a torch, it starts an hour later. It goes to whoever made each booking holding a place, never the waiting list or a cancelled or released order, and once per address. It comes from your campsite's name and replies come to you. It shows how many people it will reach and how many emails can still go today, and won't send a message that would stop booking confirmations and invoices going out.

Each event now has a door list to print for the gate. It lists everyone booked A to Z, with their reference, tickets, how many people, any note, a phone number and a box to tick as they arrive. Whoever can see money also gets what each person still has to pay. Reports gains an Events section showing orders, tickets, people, and what was booked and paid for every event in the period.

An event can now take payment at the moment tickets are booked. Buyers go straight to paying by card or bank through the Stripe or GoCardless account you've connected, and their places are held for 30 minutes while they do. Once paid, the order is confirmed and they're emailed that they're booked. Unpaid orders are released and their places go back on sale, though never while a bank payment is still going through. Each event chooses this or "reserve, pay later". This also fixes the Pay button in event confirmation emails, which until now opened an empty page.

A new Events tab for open days, bonfire night or a family weekend, with a public events page of its own where people book tickets. You name and price the tickets yourself: Adult, Child, Family, under-5s free, or anything else. Each type says how many places it uses, so a family ticket can count as four and a free under-5 as none. An event can hold the fields and buildings it uses. Buyers get their tickets by email with a link to pay, and each order appears on Owed like any other booking. Each event chooses whether buyers pay when they book or later.

Tick "Count stock" against the shop items worth counting and give each a reorder level. The new Stock page (from the Shop page) records deliveries as they're written on the invoice, for example 3 boxes of 24 at £12 a box. The till takes sales off as you sell, and warns, but still sells, when the books say there are none left. It also does stock takes and write-offs with a reason, and lists what's running low at the top of the Shop page. Whoever can see money gets each item's average cost, what the shelf is worth, and month by month what each item made and what went missing.

A new Incidents tab. Anybody on duty can record an accident, illness or near miss, with the injury, first aid, who dealt with it and what happened next. Owners and leaders see the whole book and record whether it went to HSE under RIDDOR, to the Scouts or to the insurer, and the follow-up. Each record prints on its own, the book downloads as a spreadsheet, and Reports counts incidents for any period. Records are kept until they may be deleted: three years, or until a child involved turns 21.

A new Donations tab for charities: record donations, collect Gift Aid declarations from donors online through a link you share or from paper and verbal ones, and make claims. Each donation says whether Gift Aid can be claimed on it, and why not if it can't. A claim gathers everything claimable, up to HMRC's 1,000 a schedule, and downloads in the column order of HMRC's Gift Aid schedule, ready to copy into their template for Charities Online. Nothing can be claimed twice.

A new Volunteers tab. Plan working parties (a day or a work weekend, where to meet, what to bring, a limit on places if you want one) and share a sign-up link where helpers put their names down without an account. They get the details by email and a reminder the day before, with a link to say they can't come. Afterwards, tick who came: hours fill in from the working party's length, and you can change them for anybody who left early. Log other hours too. Each volunteer's hours this year and ever are totalled, and Reports shows the hours, people and working parties for any period.

When a field or building a group wants is taken, they can now join a waiting list from your public page: particular places, or any field, any building or anywhere. You can add a group yourself when you decline their enquiry. If what they're waiting for comes free, through a cancellation or anything else, the group that has waited longest is emailed first. If it's still free two days later, the next group is. Nothing is held: they enquire as usual. The list is at the bottom of Enquiries, in the order groups will be told.

The On site tab now has a lost property list. Log what was found, when and where, and it suggests whose it probably is: the groups here that day or who left the day before, going by who was actually checked in and out rather than just the booking dates, with the group from that field or building first. Email the group about it in one click, mark it returned or disposed of with a note of how, and see anything a group left behind on their booking. Things held for a month or more are highlighted.

Switch it on under the new Feedback tab and, the day after each group leaves, they get a short email: a rating out of five, whether they'd come back, what was best and what could be better. Answers show on the Feedback page, on the booking and in Reports. If a group agrees, you can put what they liked best on your public page, with the name they chose, and they can take it back from the same link at any time. Only groups leaving after you switch it on are asked, and each is asked once.

There's a new Meter readings check in Maintenance: log a building's electricity, gas and water meters each month, or whenever you read them. Every reading shows how much was used since the last one and how much a day, so a leak, a heater left on or an expensive winter is easy to spot. A reading lower than the last is flagged rather than shown as negative.

Each booking has a Damage panel: say what happened and where, add up to six photos from your phone, and raise a repair job in the same step. Whoever can see money can then charge for it, which puts it on the booking's extras and the itemised invoice, or waive it with a reason. Nothing is lost either way: the record and the photos stay with the booking.

Uploading a picture or file over 1 MB — a site plan, a photo of a field, a picture in a mailshot, a contact list — could fail with an unhelpful error even though it was within the size we said we'd take. Anything up to the stated limit now uploads.

The On site tab has a new Message everybody on site panel. Write a subject and a message and it's emailed to the leader of every group checked in — a storm warning, a fire ban, the water being off — with a box to include the groups due today who haven't arrived. It comes from your campsite's name and replies come to you, and anybody without an email address on file is named so you know who to ring. Also fixed: a cancelled booking dated today no longer shows as expected on the On site tab.

Reports has three new sections. How full, month by month shows each month's field- and building-nights against everything you could have sold, and how weekends compare with weekdays. This year against last puts the year so far beside the same dates last year, and what's booked for the rest of the year beside what had been booked by this date last year. Weekends coming up lists the next twelve weekends and which fields and buildings are still free on each — the quiet ones are worth a mailshot.

A new Shop tab: list what you sell with a price each, then ring it up — on a group's bill, paid there and then by cash or card, or to somebody walking in. Paid now records the payment on the booking at the same moment. What a group buys shows on their booking as Extras, on top of the agreed total, and counts towards what they owe on the booking and the Owed screen. Ask for the extras makes one payment request that itemises every item on the invoice. Owners and leaders keep the item list; anybody who can take bookings can sell, and the takings by day are there for whoever can see money.

Bring an existing list in from a spreadsheet, under Import a list you already have on the Marketing tab. It needs an Email column and a Consent column with Yes for everybody who agreed, and you say where they agreed, which is kept as the record. Check the file first and it tells you exactly how many would be added, updated or left off, before anything is saved. People already on file are updated rather than added twice, and anybody who has ever unsubscribed stays off, whatever the old list says.

Turn on the Sign-up form on the Marketing tab and you get a page where anybody can ask for your news without making an enquiry — link to it, or paste the code it gives you into your own website. People are emailed a link to confirm and only join your list when they click it, so a mistyped address or somebody else's never ends up on it. If they're already a customer, that customer is updated rather than added twice. While it's on, your availability and courses pages link to it too.

Under The look of your emails on the Marketing tab, add your logo to the top of every mailshot and pick a colour for its buttons and links. In the editor, the First name and Group name buttons greet each person by name — "Hi Sarah" — falling back to "Hi there" when there's no contact name on file. Every mailshot also now goes with a plain-text version alongside, which helps it reach inboxes rather than spam folders.

A mailshot can now go to customers by their booking history, not just their type: everybody who came between two dates, or everybody who has never booked, and optionally only those with nothing booked ahead. One click, This time last year, not back yet, picks the groups who came around this date last year and haven't rebooked — the people most worth asking. The editor says in a sentence who it's going to and how many of them have agreed to marketing emails.

A sent mailshot now shows how many it reached, how many people opened it and how many clicked a link, each as a share of those it reached, and the list of who it went to shows the same for each person. Opens are a rough guide, because some mail apps load pictures on their own; clicks are the reliable number. Anybody who marks a mailshot as spam is taken off your marketing list straight away, the same as unsubscribing, so they're never sent another.

A new Marketing tab, for owners and leaders, sends news and offers by email to the customers who have agreed to them. Write it in an editor with headings, lists, links, buttons and pictures, choose which kinds of customer it goes to, and send yourself a test. Then send it now or at a time you choose. It comes from your campsite's name, replies go to you, and every one carries an unsubscribe link that works in one click. You can stop a mailshot part-way, copy an old one to start a new one, and see who each one has gone to. Somebody who unsubscribes is never sent another, even one that was already scheduled.

Ahead of sending news and offers by email, Campsite Manager now records who has agreed to receive them. Your enquiry form and courses page have an unticked box: "Send me news and offers from your campsite by email". Ticking it shows on the enquiry, and accepting the enquiry records their consent on the customer, along with the words they agreed to. If somebody tells you in person, by phone, by email or in writing, record it from the marketing line under the customer's details. Each customer keeps a history of every time consent was given or withdrawn, and the customer list can show just those who've agreed. Nobody is opted in automatically, including the customers you already have.

Courses are no longer listed on your availability page. They have a page of their own, with its own link, which you turn on and give an introduction under Your public courses page at the top of the Courses tab. So you can put your courses in front of people without showing your availability, or the other way round. If both pages are on, each links to the other. List a course on it by publishing it and ticking List on my courses page (previously Advertise on my public page). If you were already advertising a course, your courses page has been switched on for you, and links to a course's old enquiry form still work.

If your campsite joined recently, its activity log stayed empty because nothing was being saved to it. It now records who invited, changed and deleted what, from today — anything before today wasn't kept and can't be recovered.

The link in an invitation email opened a page saying the invite couldn't be found, so the only way in was to create an account and accept it from the dashboard. The link now shows your campsite's name and the access you've been given, with a button to accept. Invitations you've already sent work without being sent again.

If you'd set somebody to Owner before they had a login, Send invite refused with no way forward. Now they're invited as a Leader, and you're told to make them an Owner once they've signed in. Owner is still never given to an email address that nobody has claimed, because an owner can deal with the bill.

If your campsite joined recently, uploading a site plan or a photo could fail with a message about a security policy, and custom questions on your enquiry form couldn't be saved. All three now work. Nothing you'd already uploaded was affected — they were simply refusing new ones.

Each course now has a register: everybody with a place down the side, the course's days across, and a tick for who was there. Days still to come can't be marked, so taking the register halfway through a course never fills the rest with absences. Mark somebody complete and they get a certificate number — issued once, and kept if you change your mind and mark them complete again — and Print certificates gives a landscape certificate for each, ready to print or save as a PDF. Attending every day is pointed out, but completion is always your decision. Reports have a Courses section too, and places on a course are no longer counted as nights on a field in the tables above it.

(Later the same day, courses moved to a public page of their own — see above.) A published course can now go on your public page: tick Advertise on my public page on the course. It's listed above your availability with its days and times, ages, price per person for each kind of customer, the accommodation add-on and how many places are left. Anybody can ask for places through their own short form, and it lands in Enquiries like any other. Accepting gives them a place and sends a confirmation that names the course and its days — or, if it's filled up since they asked, puts them on the waiting list and tells you so. The form asks for no medical details: those come later, through the private link, once somebody has a place.

A course's page now has two more sections. Activities and instructors: add sessions for the course exactly as you would for a booking — the climbing tower for two one-hour sessions on the Saturday is two sessions — and they're checked the same way, so nothing runs twice at once, nobody is in two places, and a session short of instructors or tickets is flagged. They show on the schedule and the rota under the course's name, and instructors get their usual reminders. Sites and buildings: tick what the course needs on each of its days — the Bunkhouse every day, a field only on the first Saturday — and those days are held on the calendar so nobody can book them for anything else. If somebody already has a field on one of those days, the course tells you which rather than refusing the lot. Cancel the course and its sessions, instructors and fields are all freed.

There's a new Courses tab for anything you run on set dates that people sign up to — a first aid day, or instructor training over three weekends. Give it its dates, a number of places, a price per person for each kind of customer and, if you offer it, an accommodation add-on. Each place is an ordinary booking, so deposits, invoices and online payments work exactly as they do for a camp. When a course is full, new people go on a waiting list, and the course tells you who is next when a place frees up. Set a minimum and it warns you in good time if numbers are short. You can type names in yourself or send the booker a private link to fill in their people, dietary needs and medical details. Medical details are seen only by owners and leaders, never asked for on your public page, and deleted automatically 30 days after the course ends.

Connect your own Stripe account on Subscription and every invoice's Pay online button offers a card as well as (or instead of) bank transfer. Same promise as GoCardless: the money goes straight to your own Stripe account, not ours, and we take nothing from it — Stripe charge their own published rate per card, which is theirs, not ours. If you connect both, bank transfer is offered first and card second, since a card costs you roughly double what a bank payment does on anything but a small amount. A card payment confirms in seconds rather than the few working days a bank payment takes to clear, so it appears on the booking straight away. Connecting one doesn't require the other, and if you connect neither, nothing changes.

Your public availability page doesn't have to be a link people click away to — it can sit inside a page of your own website. Most website editors have an Embed, HTML or Custom code block, and there's now a help article with the line of code to paste and a height to start from. It also covers the parts that catch people out: why the enquiry form is better as a link than an embed, why a plain button often works better on a phone, and the fact that replacing your public link breaks the embed along with it.

The calendar now shows a two-week forecast underneath, for whichever address you've put on the Invoices box on the Prices page. It only appears while you're looking at the current month — a forecast for a date months off would just be wrong — and nothing shows at all until an address is on file.

Each field and building on Sites & buildings now has its own page — click its name to see everything from the Kit tab pointed at it, with the same condition and inspection warnings the Kit tab shows. So you can finally answer "what's in the kitchen" without opening every item and checking. Kit already had a way to say it lived in a building; this is the page that shows you.

The Help page used to be a single scroll with an index at the top. It's now a search box, nine categories, and one page per topic — search for "GoCardless" and it finds Letting groups pay online even though the word isn't in the title. Every article is wider and easier to read on its own, with the rest of its category one click away down the side. Nothing about what's covered has changed, just how you find it.

New: a Settings tab that lists every setting in the product with a line on what it does, each one linking to the tab it actually lives on. Along the way, four settings that had ended up at the bottom of the Bookings page moved to where they belong — deposits, booking numbering and the reply-to address are now on Prices, and booking rules (length, notice, day restrictions, seasons, auto-approve) are now on Enquiries, next to the rest of what shapes your public form.

On the Owed page, connect your own Xero or QuickBooks account and every invoice and credit note gets sent across automatically as it's issued — the same documents the CSV export already gave you as a file, sent for you instead. It's one-way: nothing is ever read back, so your balances and payments still live here. A "Sync now" button covers anything issued before you connected, and any document that has a problem is listed with why, rather than silently retried forever.

Under Compliance, a check used to belong to the whole site or to exactly one field or building. Now you can tick several — a fire extinguisher check covering two specific fields but not the rest of the site is one record with one log, rather than two copies drifting apart or an overclaim against the whole site. Leave everything unticked for the whole site, same as before.

Each of these three pages used to carry its own hand-written header, and they'd drifted apart — What's new linked back to Help but not Ideas, Ideas linked to Help but not What's new, and neither offered Sign in. All three now show the same set of links, wherever you start.

Under Enquiries, on the Prices page, add up to six questions of your own to the public enquiry form — which district somebody's from, how they're travelling, anything you always end up chasing by email afterwards. Each one is short text, a number, or a fixed list to choose from — never a box to write at length in — and answers show on the enquiry exactly as given, frozen at the moment it was sent, so changing or retiring a question later never rewrites what an old enquiry appears to have asked. Please don't use this for anything about health, diet or medical needs — that stays in Camp Planner, behind its own access rules, on purpose.

Under Invoices, on the Prices page, there's now a choice of how an invoice is numbered: a separate sequence of its own (the previous behaviour), or the reference a group already has from the booking itself. Choose the reference and a booking billed in one invoice shows the same number they've always quoted you; one billed in more than one — a deposit, then a balance — gets the second suffixed "-2", so two documents are never mistaken for the same one. The sequential number keeps running underneath either way, because it's what makes an invoice unchangeable once issued; this only changes what's printed.

Two things the Account page couldn't do until now. Changing your password asks for the current one first, and signs every remembered device out of two-factor when it's done. Deleting your account schedules it for thirty days' time rather than doing it immediately, so a change of mind is never final by itself — and if you're the sole owner of a campsite that still has staff, bookings or customer records, it's refused until you hand it over, so closing your account can never take a campsite's customer list down with it by accident.

Two additions to Prices. First, a minimum charge — a floor under a small booking's total, one number for the whole site rather than per band. It shows up as its own line on the quote, "minimum charge, £29 added", so the breakdown still adds up rather than a total that silently jumps. Second, activities can now charge per person as well as per session — tick a box under an activity's price and set a rate, and it's charged against however many you've put down as attending that session. Neither is compulsory: leave the minimum charge empty and nothing changes, and an activity that has never used per-person pricing is never nagged about a missing rate for it.

Under Rules about a booking, on the Bookings tab, there's now a box for booking an enquiry in with nobody looking at it first — but only when it breaks none of your rules and its price is complete. Anything short of that is left waiting for you exactly as it is today: a missing rate, a clash with something already booked, or no site or building named. Off until you turn it on. If you ask for a deposit before confirming, this never fires, because nobody has paid one in the seconds since the form was submitted — those still wait for you too.

“Where it lives” on a piece of kit used to offer only your sites and buildings — fine when the tool shed is one of them, and no help at all when it isn’t, because plenty of storage is somewhere you’d never book a group into. There is now a Storage box above the Kit list where you name those places yourself — a shed, a container, a lock-up — and they join your sites and buildings in the same picker from then on. Removing one loses nothing: any kit pointed at it just goes back to having nowhere structured recorded, and keeps whatever you’d typed in Whereabouts.

When you record a payment, the “Against” box lists what it belongs to. It was listing only requests with money still owed on them — which is right for money coming in and wrong for money going out, because a deposit you are refunding part of is settled by definition. So a £5 refund of a paid deposit could only be attached to the balance, the one request it had nothing to do with. The box now offers anything a payment could belong to: still due, already paid, or withdrawn after the group had paid it — which is the most urgent refund there is. Each line says which of those it is, so a settled deposit no longer reads as “£0.00 due”. What it still won’t offer is a request you withdrew that nobody ever paid, because paying something you took back is never what was meant.

You can now record the account a group should pay into — account name, sort code, account number, and a spare line for a roll number or an IBAN — in the Invoices box on the Prices page. From then on they are printed on every invoice you issue, included in the invoice email, and shown on the page a group opens from the payment link. The booking reference sits in the same little table, as a row rather than a footnote, because a transfer that arrives with no reference is money you can’t match to a booking. Before this, the invoice email offered to let people “pay by transfer using the details below” and there were no details below, and the payment page told a group the details were on the invoice — which didn’t have them either. Two documents politely pointing at each other. IT IS ALL THREE OR NONE: a sort code with no account number is an instruction nobody can follow, so a half-filled form prints nothing. You don’t have to fill it in at all — if you take a cheque or a card at the gate, leave it empty and nothing changes. Invoices you have already issued are unchanged, on purpose: an invoice is a record of what you sent, not a page that quietly rewrites itself.

If you opened a booking and pressed Agree next to the total, nothing happened — no figure, no error, no complaint. The quoted total was being shown as grey hint text inside an empty box, and an empty box means “no total agreed”, so the button dutifully agreed nothing and said nothing about it. The quote is now really in the box, ready to accept or type over, and the form tells you what it did. While fixing it we also added a “View invoice” link next to Email on each payment request, because the only way to reach an invoice — and the link to send the group — was to click the small grey invoice number, which nobody did.

Two things. First, the booking diary is now a calendar you subscribe to once — the link is on the Staff tab beside each person’s rota link, and it works in Outlook, Google, Apple Calendar, anything. It shows who is coming, when, and which field; no contact details, no money, no notes, because a calendar link ends up in more places than anybody intends. Enquiries are left out, since an enquiry doesn’t hold the dates. Replacing somebody’s link replaces BOTH of their feeds, and making somebody inactive kills both — which is why it uses their own token rather than one for the whole campsite. Second, a Reports tab: who came, which fields and buildings were used, what activities ran, and what was invoiced and received. Pick any period, print it, or take each table as a spreadsheet. THE NIGHTS ARE COUNTED IN THE PERIOD THEY FALL IN — a camp arriving 30 August and leaving 3 September is two nights in August and two in September, so two reports side by side add up to the year. “Person-nights” is the busyness number: one group of sixty for a night and six groups of ten for a night are the same load on your water and your toilets.

Two things that were missing. At the bottom of the Help page there is now a contact form — something broken, something confusing, or something you can’t find. It reaches a person and we reply to the address you give, usually within a day or two. YOU DON’T HAVE TO BE SIGNED IN, deliberately: the people most likely to need it are the ones who can’t get in. Your message is stored as well as emailed, so it can’t vanish because a mail server had a bad minute. And there is an Ideas board, linked from the top of every page when you’re signed in. Post what you’d like the product to do, vote for what other campsites have asked for, and say why underneath. Votes are ups minus downs — an idea eight people want and six don’t is not more popular than one two people want and nobody objects to. Each idea says where it stands: not looked at yet, being thought about, built, or not going to happen. That last one is deliberately blunt. A bug shouldn’t have to win a vote, so anything broken goes through the contact form instead.

Under Changeover days on the Bookings tab you can add a season — “the summer holidays” — between two dates, and force arrivals, departures or both onto one day of the week. The rest of the year is untouched. The name you give it is what a group is told, so write it the way you would say it: the enquiry form turns somebody away with “in the summer holidays we take arrivals on Saturdays. 10 August is a Tuesday.” Each end is judged on its own, so a booking arriving before a season starts and leaving inside it is only asked about the leaving. Inside the app it warns and lets you take it anyway. Two things worth knowing: seasons DON’T repeat next year, deliberately — a rule still applying in 2031 because you set it up in 2026 would be worse than one you renew, so the panel tells you how far yours reach. And if a season would force arrivals onto a day you don’t take arrivals on, it is refused with the reason, because that combination would leave nothing bookable for those weeks and neither rule looks wrong on its own.

The last box under Rules about a booking, and the only one about the whole site rather than one booking — the toilets-and-water question rather than the pitch-space one, which per-field capacity already handles. Counted per night across every provisional and confirmed booking, so the Saturday with three groups on it and the Sunday with one are answered separately. The booking screen names the WORST night and both numbers — “that would be 118 sleeping here on Saturday 3 October, and you take 100” — and then lets you take it anyway, because you are allowed to make an exception. The enquiry form turns a stranger away using your limit but never tells them how full you are. Day visitors and evening visits count as nought, because they have gone home: an evening visit holds its field for the night so nobody else gets it, but nobody sleeps there. Enquiries count as nought too, since two groups can have one in for the same weekend. Editing a booking never counts it against itself. No limit until you set one.

On a building you can now say it is only on offer to certain kinds of group: “the Bunkhouse is for local Scout and Guide groups”. It appears on your public page beside the building, and the enquiry form turns anybody else away by name — which is the point, because a school that reads it there never ticks the box and never gets a turned-down enquiry. Inside the app it only warns: the booking screen says the customer’s kind doesn’t match and then lets you take it anyway, because you are allowed to make an exception and a stranger isn’t. The quieter half is probably the one you will notice. The prices badge used to count a school rate for the Bunkhouse as a gap even though you would never let a school have it, and nagged about it on every screen for ever — it could not tell “not got round to it” from “not on offer”. Now it can, and a rate that will never exist is no longer counted. Nothing is restricted until you say so, and ticking every kind is the same as ticking none.

A new Kit tab. Everything the campsite owns — what there is, how many, which building it lives in, what state it is in, when it was last inspected — counted in quantities, because forty chairs is one line and not forty. It adds up what it is all worth for the insurance form, and counts anything unpriced SEPARATELY rather than as nothing. On each activity you can now say what it can’t run without: a harness each, one tent between four, two ropes however many turn up. The schedule then warns when a session hasn’t got enough — AND IT COUNTS EVERYTHING RUNNING AT THE SAME HOUR, which is the point: six on abseiling and six on climbing are each fine alone and between them want twelve harnesses that don’t exist, and nobody notices until the second group is standing there. It warns rather than refuses, because the visiting school may be bringing its own and only you know that. Kit can go out on loan against a booking or to a name, with a date back and a list of what’s late; anything out is not counted as available, so a Saturday session can’t be equipped with the chairs that went to the fête on Friday. There are stock takes that save as you go and say how much of the job is done, and kit lists — “the standard weekend” — checked against what is actually on the shelf rather than what you own on paper. Every item prints a QR label for its crate, which opens with any phone camera.

At the foot of the Bookings tab: a shortest and longest stay, how much notice you need, how far ahead you take bookings, and days you don’t take arrivals or departures. All of them start unset. THEY REFUSE ON YOUR WEBSITE AND ONLY WARN IN HERE, which is the point — a stranger asking for one night in the middle of your two-night minimum is turned away with a reason, and you are not: the booking form shows an amber note saying which rule it breaks and that the website would have refused it, then lets you take it anyway. The District Commissioner’s brother wants one night and the answer is yes. The rules are also printed on your public pages above the calendar and above the enquiry form, in the same words, because being told “no arrivals on Sundays” while you are choosing dates is worth far more than being told it afterwards — and the panel shows you those sentences as you type. Notice is counted from when the booking was taken, not from today, so one made in good time never starts complaining as its dates come round. An evening visit is not caught by the length rules: it holds one night on the calendar so nobody else gets that field, but nobody sleeps there. Two years stays the furthest anybody can book whatever you put in the box — prices don’t exist beyond that, so such a booking would never have a total.

If your code changes every week, it has until now been a thing you had to remember to retype into the welcome email every week — and the week you forget, the email goes out looking perfectly normal with last week’s number in it. Under the message on the Welcome tab there is now a list: 1 to 6 January is 1234, 7 to 13 January is 5678. Both days count, and two codes can never cover the same day — if they would, you are told which one is in the way. Today’s code sits at the top of the page, which on its own is worth having when you are standing in the yard with a phone. Press Put it in the email and each group gets the code covering their stay. A group whose stay crosses a change gets BOTH codes, dated — sending only the one for the arrival day is how somebody ends up locked out on the Wednesday holding an email from you with the wrong number in it — and the departure day counts too, because they need the gate to get out on the last morning. If no code covers their dates the email simply doesn’t mention the gate: it never sends a label with nothing after it and never reaches for the nearest code instead. So the panel tells you how far your codes run and how many groups are booked past the end of them. It all starts off.

In nineteen places across the app two words were rendering stuck together — “This is paid in full.Nothing more to do” on the payment page, “£120a year” on the plan page, an amount and the words after it on the bookings screen, and others on the staff, rota, jobs and check-in screens. They are all fixed. The check that is supposed to catch this had a blind spot: it was skipping any text inside an if-this-then-that, which is where most of the wording in this app lives, so it had been quietly passing over them.

Two new prices on the Prices tab, both alongside camping. A day visitor charge, per person per day — and the day count is how many days THEY came, not how long the camp is, so six people joining a three-night camp for the Saturday are charged for one day and not three. It appears as its own line on the quote directly under camping. An evening visit is different: it is a booking in its own right, for a section who come for the evening and go home, and it is charged one flat rate for the group however many turn up. Pick An evening visit when you take the booking and it asks for the evening rather than two dates. They get a field to base themselves on like anybody else — and because the evening is held on the calendar, nobody else can be given that field at the same time. Neither rate is set for anybody: until you set one, a booking that needs it says so rather than quietly charging nothing.

On the Bookings tab, under Deposits. First, set a percentage you usually ask for and the deposit box fills itself in — 20% of £660 offers £132, which you can overtype. It only ever suggests: the deposit is still stored in pounds, so re-pricing a booking never moves a deposit somebody already agreed, which is exactly what would happen if we kept the percentage instead. Second, you can make confirming wait for the money — a booking with an unpaid deposit stays provisional, and the refusal tells you how much is short. That one binds you as well as the website, deliberately: you asked for it, so it would be no use as a warning you click past. Third, and think about this one before you switch it on: a provisional booking whose deposit goes unpaid can be cancelled automatically. The group is emailed first, roughly halfway through, and nothing is ever cancelled without that email having actually gone. Confirmed bookings are never touched, seven days is the shortest fuse we allow, and every automatic cancellation is recorded. All three start off, and an overdue deposit still sits on the Owed tab where you can see it, which is where we would rather you dealt with it.

Until now the only answer to “who is on site tonight” was a guess from booking dates. There is now a Check in button on each booking and an On site tab that lists everyone checked in and not yet checked out. Two things make it worth having. First, it asks how many actually turned up — a booking says 24 in March and 22 walk through the gate, and the second number is the one that matters. The register says which of the two it is showing. Second, nothing checks anybody out automatically. A group that stays an extra night would vanish from a date-based register at midnight with nobody told, and a register that leaves people off is far worse than one that lists somebody who has gone. So a group past its departure date stays on the list, marked, until a person says otherwise. Anyone who can see the site can open it, including somebody who cannot see your customer list — a phone number withheld from the warden standing in a field at 2am would be no use to anybody. Groups due today that nobody has checked in are shown underneath, deliberately not on the register itself.

A sixty-strong school arriving in four groups of fifteen, each doing four activities, was sixteen sessions typed by hand — with nothing recording which fifteen were where. On a booking you can now split into named groups with their own numbers and ages, and then build the rotation: pick the groups, pick the activities in order, say when it starts and how long each turn is, and it makes the lot. Everybody takes a turn at everything, nobody ends up in two places and nothing runs twice at once. It tells you what it is about to do — sixteen sessions, four rounds, finishing at quarter past two — before you press the button. Anything clashing with what is already on is reported rather than forced, so you get the fourteen that fit and a note about the two that didn’t. More groups than activities is fine: the spare groups get a free slot each round and still meet everything. The group shows on the schedule beside the booking, so a rotation day reads as Red, Blue, Green and Yellow rather than the same name sixteen times. Deleting a group never deletes its sessions.

On the Owed tab, For the books gives you every invoice and credit note in a period as a spreadsheet file — for Xero, QuickBooks, or an accountant who just wants a list. Pick the dates, press Show and it tells you what the file will contain before you download it — always for the same dates the download carries — so you can tell at a glance whether the import worked. Documents are counted by when they were issued rather than when the group camped, which is what an accountant expects: a March invoice for an August camp belongs to March. Credit notes come out as their own rows with positive amounts and a column saying what they are, which is what both Xero and QuickBooks want — a negative invoice imports as a mess in either. Everything in the file is exactly as it was on the document you sent: renaming a customer, moving premises or registering for VAT never rewrites what has already gone out.

If you bring in freelance instructors, there is now a link you can put on a Facebook group or send round a mailing list. It shows what is short over the next four months — the date, the activity, how many instructors are needed and what ticket is wanted — and somebody can say they could do it, leaving their name, how to reach them and what they hold. It shows nothing else: not who the booking is for, not the group’s name, nothing about the people coming. An offer changes nothing on its own; when you accept one, they go on your staff list marked as coming from outside, and onto that session. What they typed about their qualifications is shown as their words, never as a ticket — recording the real one, with an expiry, is still something you do afterwards. The board is off until you turn it on, the link can be replaced at any time (the old one stops working immediately), and declining somebody emails them nothing, because a form letter about work they didn’t get is worse than a line from you.

The rota has been yours alone since it was built: you pick people, you do the chasing. There is now a Needs somebody list at the top of the Rota tab showing every session short of instructors, counted by the ratio and by any minimum you have set. Whether anybody can take one is entirely your choice, and it starts at Only the warden — nothing changes until you say so. The other two settings are Ticketed staff, or alongside somebody ticketed, and Anybody on the staff list. The middle one is the one most campsites will want: somebody can put themselves on a session they hold the ticket for, and can also join a session where a ticketed person is already on, which is how a second pair of hands gets there without needing the qualification themselves. Whichever you pick, it never changes what you can do — you can still put anybody on anything. People can also take themselves off, right up to the day, and the session reappears in the list the moment they do. Somebody dropping out and telling nobody is the thing worth avoiding; an empty slot you can see is not.

Until now a qualification was one flat thing: an outside body awards it, it expires, we record the dates. That describes an NGB ticket or a first aid certificate exactly, and it describes nothing about how a centre decides somebody may run its own archery range. You can now add a permit you issue yourself — “may run our tower” — say which outside tickets it rests on, and sign it off with a name and a date. The part worth having: when one of those tickets lapses, the permit stops covering a session, even though nobody touched the permit. That is the thing a list of certificates cannot notice, and the schedule now says which ticket it was rather than just calling the permit invalid. Log the training, the supervised sessions and the assessment as they happen — anybody who can run a session can log one, not just an administrator — and say how many supervised sessions a permit asks for. You can still sign somebody off early; it shows what the evidence was either way. A permit nobody has signed reads as exactly that, never as “not held”, and the evidence pack prints it in red rather than leaving it blank. If you only use outside tickets, nothing changes and none of this appears.

A ratio only ever answered one question — how many instructors for this many children — and for a small group the honest answer was always one. Six at 1 per 6 is one adult; three at 1 per 6 is one adult. For most activities that is right. For some it never was, and the reason is safeguarding rather than staffing. Each activity now has a Never fewer than box beside the ratio: set it to two and a session with one instructor is flagged however few children are on it, and no number of children makes it go away. Leave it blank and nothing changes, which is where every activity starts — nobody has been given a rule they did not set. It works on its own as well, so an activity needing no instructor per head can still say two people have to be there. The flag names the rule that bit, so you are never told three children need two instructors at 1 per 6. It shows on the activity, on the session, and in the evidence pack — an inspector reading your ratio now reads your floor with it.

On the Owed tab you can now write a reminder for an invoice that has gone past its due date, and it goes out in your name and your words. Writing the words is the switch — leave it blank and nothing is ever sent, which is how every campsite starts. It goes once per invoice and never twice: a second automatic email isn’t a reminder, it’s chasing, and a group that books with you every summer is worth more than one invoice. You choose how long to wait, and a week after the due date is the default because somebody three days late is usually somebody who hasn’t opened the post. We add what it’s for, how much is left and which booking underneath your paragraph, plus a Pay button if you take payments online.

A new Compliance tab tracks anything with a recurring due date — gas and electrical safety, fire alarm and emergency lighting, legionella and water temperatures, PAT, tree surveys, play equipment, insurance renewal. Start from the standard list, built from The Scout Association’s Safe Scouting Premises Audit; tick what applies and say whether it belongs to one building or to the whole site. The suggested intervals are a starting point and each one says where it comes from — required by law, a British standard, guidance, or ordinary practice — because for several of these the law fixes no interval at all. Log each check as you do it rather than just marking it done: for a weekly tap flush the run of dated entries is the record, and some checks ask for a reading so a slow drift shows up. A check that found a problem stays due until a clear one is recorded. Evidence pack for an audit prints the lot in one document, with no phone numbers, no email addresses and nothing about anybody under 18.

The rota has been on screen since the activities went in and told nobody anything — fine for the warden who wrote it, useless for the volunteer expected to turn up. Instructors with a login now get an email a week before a session and again the day before: one message however many sessions, naming the group and how many of them. You can also give anybody a calendar link on the Staff page, which they subscribe to once and their sessions appear in their own calendar. Replacing that link is how you revoke it — the old one stops working immediately.

Nothing warned you. Now you get an email a week out and again two days before, with the price for the band you told us you were in — not a nudge to go and find out. If you haven’t picked a band it asks for that instead of guessing. Nothing is taken automatically and nothing is deleted when a trial ends; your bookings, customers and prices stay exactly where they are.

The Owed tab used to sort purely by arrival date, which was the only date there was when it was built. Payment requests have their own due dates, so it now sorts by whichever comes first — a deposit due a fortnight after booking is chased a fortnight after booking, not in eight months when the group finally turns up. The old “Already arrived” section is now “Late”, because a payment date that has passed is just as late as a group standing in the field, and the number on the tab counts the same thing so the two always agree. Where a booking is near the top because of a payment date rather than an arrival date, the row says so.

A chargeback used to put a booking quietly back into debt, and you would find out next time you happened to open Owed. Now you get an email — one message however many came back, to whoever can see money, naming the group and the amount. It says what happened and where to look, and nothing about what to think: a chargeback is occasionally fraud and far more often a closed account or somebody querying a charge they did not recognise.

The figure on What you pay used to measure one thing: totals you had agreed on confirmed bookings. That only tells you anything if you price your bookings in here, so a busy site that invoices elsewhere looked like a small one. It now shows money that has actually reached you alongside it, which needs no bookkeeping at all — a payment collected through your own GoCardless records itself. The two are shown separately and never averaged, because a site that agreed £40,000 and has been paid £6,000 of it is a normal site in March. Anything charged back stops counting on its own.

Connect your own GoCardless account on What you pay, and every invoice you email carries a Pay online button. The money goes straight to your bank — we never hold it, and we charge no commission on anything a group pays you. GoCardless charge you 1% + 20p per payment, capped at £4; that is theirs, not ours, and it is the only per-payment cost anywhere in this. A deposit sets up a Direct Debit at the same time so the balance can be collected later without the group doing it all again; a balance does not, because leaving a standing authorisation nobody will use just gives them something to cancel. Bank payments take a few working days to clear, so one appears against the booking when it actually arrives rather than when they press the button — and you do not have to do anything for it to be recorded. If you do not connect an account, nothing changes.

If a group’s bank charges back a payment, or you refund one, a matching negative entry now appears against the booking and what they owe goes back up. The original stays where it was, because the money did arrive on that day and your bank statement will say so — the same way the Reverse button has always worked for a payment you recorded by hand. Partial refunds come through as their own entries for their own amounts, and we email you when it happens.

One fee a year, set by how much you take in bookings, and you tell us which band you’re in. There is no commission and there never will be — groups pay you by bank transfer or through your own Direct Debit account, and we never sit in the middle of it. The front page shows the bands and lets you put your own turnover in to see what you’d pay against what a commission-based system would take on the same bookings. It works it out in your browser and sends nothing anywhere. Where a percentage would genuinely be cheaper — a very small site, where 2% of a small number is a small number — it says so rather than quietly hoping you don’t check.

Until now anybody you gave a login to could read everything: what every group still owes, every customer's phone number, and your whole rate card. Roles only ever decided what somebody could CHANGE. Four things can now be hidden from somebody who can still see the site — prices, money owed, customer contact details, and your settings — and each one starts wherever their role normally puts it, so most people need no decision at all. A Helper now sees your prices, because they have to quote one to take a booking, but not who is in arrears. A Viewer — a weekend warden, an instructor — sees the diary and the rota and neither. Any of it can be switched for one person: your bookkeeper can be a Viewer who sees the money and nothing else. The diary itself is never hidden, because knowing who is arriving on Friday is the thing everybody on site needs.

Staff and Members were two tabs holding the same people, so they are now one. Everybody who works here is on the Staff page, with two separate things against their name: what they do — instructor, warden, groundsman — and what they can see if they sign in. The bigger change is underneath. Until now somebody could only be put on a session, or given a job, if they had already signed in — which meant the instructor you booked for Saturday and the groundsman you wanted to fix the gate were the two people you could not actually put down for it. Anybody on your staff list can now be rostered or assigned, whether or not they have ever logged in. Inviting somebody to sign in is a separate button, so you can plan a season's rota without emailing anyone. Marking somebody as left now also ends their access, which it never used to — and their record stays, so last season's rota still says who ran the archery.

Write the things only you know — the gate code, which track to take, that the water is off on the top field — under the new Welcome tab, and it goes out on its own a few days before each group arrives. Writing something switches it on and clearing it switches it off; there is no separate toggle, because a toggle and a message can disagree. The page tells you which state you are in as you type, and how many groups are inside the window right now. It goes to confirmed bookings only, never provisional ones — deliberately, because this email usually carries your gate code and a gate code is how somebody gets in. One per booking ever, nothing to a group already on site, and their dates are added underneath so you never repeat them.

As well as the link. The copy is what your customer received and can keep whatever happens to us; the link still produces the exact version years later. Both sit at the end of the email, after the dates and the booking number, because an email that opens with two pages of conditions is one nobody reads to the end of. The copy is always the version that booking accepted rather than your current one — sending the latest would be exactly the substitution that numbering the versions exists to prevent. A booking you took by hand accepted nothing, so it gets your current terms introduced as "our terms" rather than "the terms you accepted": useful to send, dishonest to claim.

Write your terms in the new Terms tab and anyone enquiring through your availability page is shown them and asked to tick. Every version is kept, and that is the entire point: a booking made in January points at the terms that were current in January, so publishing new ones in March cannot rewrite what somebody already agreed to. A version freezes the moment the first person accepts it — after that, editing publishes a new version and everyone who accepted the old one keeps it; before anybody has, you can still fix a typo in place. Each version has a permanent web address, which goes in the confirmation email and keeps working even if you change your public link. A booking you take by hand has accepted nothing, and says so rather than implying the current terms.

Somebody spots a broken gate latch on a Saturday; the person who fixes it turns up on Tuesday. That handover is what the new Jobs tab is for, and it is the bit a whiteboard in the warden's hut does worst. Anyone who can see the site can report a job — including a Viewer, who can write nothing else anywhere in the product. That is deliberate: the weekend warden who only needs to know who is arriving on Friday is exactly the person who walks past the broken gate, and if reporting needed a bigger role you would either lose the report or end up promoting everybody. Prioritising, assigning and closing still need a Helper or above. The list puts what must happen first at the top, and within that the job that has waited longest — the opposite of most lists, because a job reported three months ago is the one most likely to be forgotten. Four states only: reported, in progress, done, and won't do, which needs a reason so it stops coming back without being quietly deleted.

The staff page has always listed what needs renewing, and the schedule has always flagged a session relying on an expired ticket — but only if somebody went and looked. Now the campsite's owners and leaders get an email six weeks before a qualification expires, again a week out, and on the day. Six weeks because renewing an NGB ticket or a first-aid certificate means finding a course and a free weekend. It goes to the people who can act on it rather than to the instructor, it is one message however many are due, and each reminder is sent once — no daily nagging. Renewing a qualification resets it, so the new date gets its own three reminders. A qualification with no expiry date is never chased, which stays different from one whose expiry nobody knows.

Invoices can now be emailed to the customer. The document goes in the body of the email rather than behind a link, so it survives being forwarded to a treasurer and there is nothing to click through to; sending it also marks the request sent, because that is the same thing happening. And an invoice that has gone out can now be corrected properly, with a credit note — a second document crediting the first, both standing on the record, numbered in their own sequence. A reason is required, you cannot credit more than the invoice was for, and you can credit the same invoice more than once. A credit note reduces what is owed WITHOUT changing what was paid or what was agreed: it is not a refund, so it never appears in your payments, and the agreed total keeps saying what was agreed. The booking shows the lower figure with "after £110.00 credited" beside it, so it is never a mystery.

A payment request becomes an invoice when you issue it — a number and a printable document, with no separate invoice list to keep in step with your requests, because they are the same thing. Everything on it is frozen when it is issued: your name, address and VAT number, the customer's details, the amount and the VAT split are captured at that moment and never worked out again, so renaming your campsite or correcting a price afterwards cannot rewrite a document somebody is already holding. Numbers run in an unbroken sequence separate from your booking references, and can only ever go up. You need your address on file first — checked before a number is handed out, because issuing a broken invoice and deleting it would leave a gap somebody has to explain. An unregistered campsite's invoice shows a total and nothing else; a registered one says VAT invoice, carries the registration number, and splits net from VAT.

On the Prices page you can now say whether you are registered for VAT, with your registration number and rate. Nothing about VAT appears until you turn it on. The important part: turning it on changes none of your prices. What changes is how a total is described — if you are registered, VAT is treated as part of the price rather than added to it, so £660 can be shown as £550 plus £110 VAT. If you are not registered there is no VAT in your prices at all. The trade is that a registered campsite thinking in prices plus VAT types the figure with it in, because adding VAT on top would have made every campsite 20% dearer the day they ticked the box, on bookings already quoted. Your registration number is checked as you save it: a UK number carries a checksum, so a transposed digit is caught here rather than by your customer's accountant months later.

A booking is rarely paid in one go, so you can now ask for a deposit to hold the dates, a balance before arrival, and an adjustment if the booking changes — each with its own amount, due date, and whether it has been met. You cannot ask for more than the booking is for: two live requests adding up to more than the agreed total is money taken twice, so it is refused as you add one, and again if you later lower the total underneath requests already sent. Whether a request is paid is worked out from the payments rather than ticked off by hand, and when you record money you say which request it answers — the box offers the oldest thing still owed. Money that answers nothing in particular is said so rather than quietly spread across whatever is open, because filling the oldest first would guess wrong exactly where it matters. Withdrawing a request keeps it, struck through, and frees the amount to be asked for again.

Prices can now change from a date. Put next year's rates in during January and they apply only to bookings arriving on or after the date you choose — every quote for the season still running keeps the price it already had. A booking is priced on the day it arrives, not the day you look at it, so a quote gives the same answer today and next month; a stay straddling a rise is charged at its arrival rate throughout rather than split across two prices, because a total that matches nothing on your price list is one you cannot explain to a group. On a dated list an empty box means no change, and shows you in grey what it will go on charging, so you fill in only what actually moves. Totals you have already agreed stay frozen either way.

The Prices page has always counted the prices you have not set for the kinds of customer you have, and said they were marked below. They were not: the highlight was being cancelled out, so the count pointed at nothing. The boxes are now genuinely marked.

A new tab answers the question the booking list could not: who owes you money, and how soon do they turn up. Already arrived comes first, because that is the money that gets written off. Still to come can be chased normally. No total agreed lists the bookings nobody has priced — not a debt, but not nothing either, and shown rather than quietly left out. You owe them catches anybody who has paid too much. The count on the tab is groups who have already arrived and still owe, so it means the same thing every time you look at it.

How much of a booking is wanted up front, set on the booking itself. A deposit is part of the total and never on top of it — £100 on a £500 booking means £100 now and £400 later — and you never have to say which payment is the deposit, because the first money in counts towards it. That also means a refund reopens one, which is right: money that has come back is owed again. A deposit can be set before anything has been priced, so "£100 to hold the dates" is chaseable straight away.

A box above the list finds a booking by customer, by booking number, by the field or building it uses, by your own notes, or by date. A booking number matches however you punctuate it — HB-1042, hb1042 and 1042 all find the same booking, which matters when you are copying one off a bank statement. Searching deliberately ignores the show past and show cancelled tick boxes and looks at everything you have: the usual reasons to go hunting for a booking by name are that it has already happened or that it was called off, and a search that hid those would fail at exactly the moment you needed it. When a result is one of them, the line under the box says so.

Until now, accepting an enquiry changed a row on your screen and told nobody — you still had to write the email yourself, which was most of the work the public availability page was meant to save you. It now sends a confirmation with the booking number, the dates, which fields or buildings they have, and what is still to pay. It goes out in your campsite's name and replies come back to you, not to us — by default to the contact address on your availability page, or to a different one if you set Replies to your email under the bookings list. Bookings you take by hand have a Send confirmation button instead. Everything sent is listed on the booking along with whether it arrived, which matters most when it didn't: a bounced confirmation means the group never got it and doesn't know.

Bookings now carry a list of payments — bank transfer, card, cash, cheque — each with the date it arrived and the payer's own reference off your statement, so a line on a bank statement can be matched to a booking. What is still owed is the agreed total minus what has come in, shown on the booking. Payments are never edited or deleted: if one is wrong, Reverse records the opposite entry beside it so both stay visible, and a refund is recorded the same way as a negative amount. If somebody pays too much the booking says overpaid and by how much, rather than rounding it away to settled. A booking with no agreed total shows what has been paid but does not guess at a balance.

A booking's quote is worked out from your rate card every time you look at it, so it changes when your prices do. That is right for a quote and wrong for a debt. Bookings now also carry an agreed total: the figure somebody actually said yes to, which does not move. Confirming a booking agrees the quoted figure for you — but only when it can genuinely be worked out, so a booking with a price missing, or with nobody recorded as coming, is left un-agreed and says so rather than quietly settling on nothing. You can type your own figure whenever you like, and if your prices change later the booking keeps what was agreed and tells you the two no longer match.

Bookings have a reference a customer can quote — 1042, 1043 — unique to your campsite rather than shared with everyone else using Campsite Manager. Your existing bookings have been numbered in the order you took them, so nothing is left blank. Under the bookings list there is now Booking numbering, where you can add a prefix (HB-1042) and set where the numbering carries on from, which matters if you are moving over from a spreadsheet that already reached 900. You can move that forwards but not back onto a number already used. Gaps are normal: a deleted booking takes its number with it and it is never reissued, and a number never changes once given out — somebody may have written it on a bank transfer.

The Rota tab now has the same Day, Weekend and Week buttons as the activity schedule, and they mean the same thing on both: a weekend is Friday to Sunday, and a week runs Monday to Sunday. Week is still what you get by default, and any link you had saved to a particular week still works.

On the Customers page the line that says how many bookings somebody has now opens when you click it. It splits into what they have still to come and what they have been before, newest first, with the dates, how many nights, the status and which fields or buildings they had. Cancelled bookings stay in the list rather than disappearing — that they booked and pulled out is worth knowing when they ask again. Each one links through to the booking itself.

The activity schedule has Day, Weekend and Week buttons. A weekend runs Friday to Sunday, not Saturday to Sunday, because the group that arrives on Friday evening is the one you are planning around. Days with nothing on show as a single line rather than an empty grid, so a quiet week still fits on a screen. Every day in a view shares the same hours across the top, so two o'clock on Saturday sits directly under two o'clock on Friday and you can compare them by eye. The arrows move a day at a time in Day view and a week at a time in the other two.

The whole site has a new look: cooler off-white paper instead of the old cream, a serif for headings instead of a generic sans everywhere, and three sizes of rounded corner instead of one stamped on everything — pill-shaped buttons, softer panels, and calendar cells left almost square so the grid still reads as a grid. Booking status now shows in the shape as well as the colour — confirmed is solid, provisional is outlined, an enquiry is dashed, cancelled is struck through — so the difference holds even if two colours look alike to you. Nothing about where anything lives or how it works has changed.

The Prices tab now carries a count of prices you haven't set, and the boxes themselves are marked. It only counts the kinds of customer you actually have — a site that has never taken a school isn't asked for school prices — so the number reaches zero and stays there instead of nagging forever. Adding a new building or activity makes its row appear straight away with the count going up, which is the moment it starts to matter rather than when somebody books it.

There's a Prices tab now. Camping is per person per night, one price for the whole site; buildings are per building per night; activities are per session — and every one of them can differ for a local group, a visiting group, a school, the general public or your own use. Every booking then shows what it comes to, with the arithmetic spelled out line by line, so when a total looks wrong you can see which number caused it. One thing worth knowing: an empty price box means no price set, not free. If a school books the barn and you've never set a school rate for it, the booking says the total is short and names what's missing rather than quietly leaving it off the bill. If something really is free for a band, type 0. And if a group sleeps partly indoors — 55 booked with 24 in the bunkhouse — put 31 in "of whom, camping" and only those are charged per person.

Upload a map of your site and it appears on your public availability page and on Sites & buildings, so people can see where a field actually is before they ask about it. PNG, JPEG, WebP or SVG. It isn't shrunk on the way in — a plan needs its detail, unlike a photo — so upload it at the size you want people to read. One thing to know: an uploaded plan is publicly readable by anyone who has its address, even if your public page is switched off, so removing it here is what actually takes it down. Don't put anything on it you wouldn't put on a signpost.

You can now publish a link showing which fields and buildings are free, night by night — and it never says who has booked anything. You choose what appears on it; nothing is public until you tick it. Turn on enquiries as well and people can ask about dates straight from that page: those land under Enquiries for you to accept or decline. Accepting one makes them a customer if they're new and books the dates in a single step, running the same check any booking of yours runs — so if somebody else took those nights while the enquiry sat there, it says so rather than double-booking you. Nothing is held until you accept. If the link ever ends up somewhere you didn't want it, you can generate a new one and the old stops working immediately.

There's now a staff list: who works on the site, what they do, and what they're qualified to run — with the expiry date on each ticket. It opens with what needs renewing, because that's the question a Monday morning actually asks. An activity can require a qualification, and then the schedule checks it: you'll see "Danny isn't ticketed for Abseiling" or "Sarah's first aid expired in June" on the session itself, judged against the date of the session rather than today. You can record when people are away, and the new Rota tab shows the week — who's on, who isn't, and anything running with nobody on it. Somebody under 18 is marked on the roster, so whoever's running the day can see it; the date of birth behind that marker, along with home addresses and emergency contacts, is visible to owners and leaders only.

List what you offer — abseiling, archery, the climbing tower — with who it's suitable for, how many at a time, how many instructors it takes and how long a session runs. Then book groups onto it. The schedule puts one row per activity and one column per hour, so you read straight across to see whether the tower is free at two. You can't double-book an activity or put one instructor in two places at once; those are refused outright. Everything else is flagged rather than blocked: too few instructors, a group outside the age range, an activity on a day the group isn't even on site. You can still save it, and it stays flagged until it's sorted, because you know your own site better than a number typed in two years ago.

Add pictures to each field and building — the thing that actually sells a pitch. Photos are shrunk in your browser before they upload, so a five-megabyte phone photo becomes about three hundred kilobytes without you doing anything. That also means it works from a field on a bad signal, which is where most of these photos get taken.

You can now turn on two-factor authentication from your account page, using an authenticator app. Worth doing: this account can see every customer's name, address, phone number and email.

The first release. Your fields and buildings with their size, capacity and facilities; the groups, schools and families who book with you; and bookings against them. One row per field and one column per night, so a stay that runs over a Sunday stays in one piece instead of being chopped in half. Two groups can have an enquiry in for the same weekend, but a provisional hold blocks the dates exactly as firmly as a confirmed booking — and you cannot double-book a field at all. A booking occupies the night it arrives but not the day it leaves, so changeover weekends don't look like clashes.