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      Severe Weather Preparedness Checklist

      In the event of severe weather, ensuring you are adequately prepared is top priority. Firefly offers several features and reports that can help you to prepare for, manage, and recover from these events.

      Quick Links:

      Overview

      Preparing for Severe Weather

      • Exporting and Printing Reservation Information
      • Exporting and Printing Guest Information

      During Severe Weather

      • Block Sites / Temporarily Disable Reservation Portal
      • Updating Reservation Portal Messaging

      Post Severe Weather

      • Cancellations and Refunds
      • Sending Out Communications to Guests

       

      Overview

      This is a guide to helping park managers and owners prepare for outages and other damage due to severe weather. 

      Preparing for Severe Weather

      Export and Print Reservation/Arrival Information


      Keeping an offline copy of reservation information can be most helpful in case of power or internet outages. Pull a list of all guests expected to be in the park/arrive during the date range selected.
        1. Navigate to Reports -> Select the Reservations report.
        2. Select the desired date range and filter the report by "completed" reservations and "any part of stay range".

        Review and Print Guest Contact Information

      Export/Print the contact information for the guests you have in park during the same date range.
        1. Navigate to Reports -> Select the Reservations Guests report
        2. Run the report for the same date range as the Reservations report.

      During Severe Weather

      Block Sites/Temporarily Disable Online Booking

      In the event you need to temporarily stop additional bookings you can close out a group of sites and/or turn off online booking altogether.

        1. How to Block a Single or Group of Units
        2. How to Turn Off Reservation Portal

      Custom Reservation Portal Message

      Consider posting a custom message on your reservation portal to provide guests with important information and/or booking instructions if you have turned off online booking temporarily. 

        1. Navigate to Settings -> Property -> Reservations tab -> Scroll down to the bottom of the screen to find the "Reservation Portal Instructions".

      Post Severe Weather

      Perform any Cancellations and Refunds

      If you are needing to cancel/refund guests who reservations were affected by the weather, here are a few helpful items.

        1. Cancellation Rules setup and User Guide - Speed up your cancellation procedures by setting up the new cancellation rules feature ahead of time
        2. Cancel a Reservation - In a pinch, you can always continue to cancel a reservation manually
        3. Refund a Payment - Helpful information if you will be issuing refunds to your guests.
        4. Reservation Credits - Helpful information if you will be issuing reservation credits to your guests. 

      Reassess Reservations and Custom Messaging

        1. Release any blocked units
        2. Enable online reservations
        3. Update custom portal messaging
        4. Consider sending out a post weather follow-up email/SMS to guests

       

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