Overview of Ongoing Reservations

Creating and Managing ongoing (long term) reservations in Firefly.

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Overview

Set Up Ongoing Reservations

Creating an Ongoing Reservation

Charges for Ongoing Reservations

Utilities for Ongoing Reservations

Overview

In Firefly, many of the tasks associated with ongoing (also known as long term) reservations can be automated. This includes monthly charges, payments and notification emails that can all be done by Firefly, rather than manually by your staff. 

Set Up Ongoing Reservations for the Reservation Portal

To allow guests to book ongoing (or long term) reservations from your reservation portal, you will want to make sure you have this setting enabled. 

1. Click Settings
2. Click Property
3. Click on the Reservations Tab
4. Update the "Reservation Types Accepted (From the Reservation Portal)" setting to "All" 
   
   
   

Creating a New Ongoing Reservation in Firefly

To create an ongoing reservation in Firefly you will create a reservation as you typically would. However, there is one difference - No Departure Date is needed to be entered. This is going to block out that unit for the entire future (or as far out as Firefly goes) so that you don't run into any double bookings down the road. 

To book a new reservation internally, we have a help article here.

Recurring Charges for Ongoing Reservations

Once the long term reservation is created, click the Charges tab on the reservation detail page.

You will see a new charge for the first month (in the Charges section), and also a recurring charge that will create a new charge for future months (in the recurring charges section). The new charge is ready for a payment to be added, and may already have a payment if the reservation was made from the reservation portal and a deposit was required.

To Edit the Recurring Charge:

Click the recurring charge edit icon (circle with 3 dots) next the the recurring charge

You will see the recurring charge edit dialog.

If you want to edit the recurring charge amount, update the price. To end a recurring charge, enter the end date. No end date means the recurring charge will continue indefinitely.

In the Options section at the bottom, check Send email notification for every new charge created checkbox to send the guest an email every time a new charge is created. Check the Auto process payment checkbox for the payment to automatically process each month. Check the Send email notification of upcoming payment and process in x days checkbox to send an email to the guest letting them know their payment will automatically process in x days.

Check each one of these options to completely automate monthly rent payments for your long term guests. Each month, they will automatically be notified of new rent payment that is due, notify them the payment is scheduled, and will automatically process the payment.

That is 100% automated which means ZERO work is required by you!

You can read more on charges and payments here.

Utilities

Lastly, many campgrounds charge electricity on top of the monthly rent, which mean utilities have to be recorded once a month. Firefly makes recording utility payment extremely easy.

First, select Reservations > Record Utilities. Select the Utility and Read date.

Next, if you would like to create automatic scheduled payments for each utility reading you record, specify the payment options that should be used for all payments.

Finally, go down the list of units and record the utility meter reading.

Record utility readings and schedule payments for each

On the left, choose which guest is responsible for the utility usage and should receive the charge. If you only want to record the reading without making anybody pay, choose Do not charge.

On the right, enter the current reading in the Current box. Check the checkbox next the the predefined payment options if you want to schedule a payment. Click Save to complete the utility recording and the schedule the payment.

Charge and schedule payment created from utility recording

If you navigate to the Charges section of the reservation detail page for a reservation that you just recorded a utility and scheduled a payment for, you will see a new charge created and a payment scheduled.

🙋‍♀️ Still need help? Email: support@fireflyreservations.com and one of our technicians can help answer your questions.

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