About Tentaroo

Tentaroo is the industry leading camp and event management system designed from the ground up for Boy Scout camps. Tentaroo currently supports events and facilities and we're working on adding websites for 2014.

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Easy Friendly Interface

Tentaroo is easy to navigate and use for camps, councils and units. Our goal is to understand you and your camp even better than you do, so we can provide a cohesive, intelligent solution that will just make sense for you and all of your users.

Facilities Management

Tentaroo now includes a brand new module for facility reservations! This module includes industry leading tools to find and reserve available facilities. Pricing is $2 or 2% per reservation, whichever is less.

Blue Cards

You can now print your own blue cards using Tentaroo! All you'll need is some blue paper. Tentaroo is great for tracking requirements completed and storing them for future reference.

Customer Service

Customer service is a priority at Tentaroo. Our clients gave us a 9.2/10 rating! Clients who had a previous vendor gave it a 4/10 rating on customer service.

Customer Service

"Great customer service, prompt responses to concerns and ease of working with you. Never made to feel "stupid" when asking questions that had a simple response/fix."

Adding New Facilities

Getting Started

In this guide, we'll cover the full process of adding a new facility - from adding a camp location and facility type, to adding the facility itself.

Facility reservations are bundled into what we call Trips. Trips in Tentaroo refer to a range of dates when a group will be coming to camp and may contain many reservations. Each reservation in a trip is limited to the overall date range of the trip and the overall number of participants of the trip. By grouping reservations into a trip, it becomes easier to print an itinerary and manage billing.

NOTE: In order for groups to have access to a facility for new reservations online, online booking must be enabled under the camp location (Allow Online Booking), the specific facility (Allow Online Booking), and the group profile (Allow Facility Reservations).

Camp Locations

The Locations tab allows you to configure each of your camp properties. You can also configure the different kinds of events that you offer and the different kinds of facilities that you offer.

The first sub-tab under the Locations tab is also called Locations. This is where you can setup each camp property or location. When adding a new facility, you'll want to verify that the location is in the system and up to date.

Once you've configured the contact information for the camp location on the first tab, go to the second tab called Facilities / Excursions. This is where some camp wide settings are made for facility reservations at this property.

The Allow Online Booking checkbox allows groups to see facilities that are available and make reservations for this location. If you're just starting, you might want to leave this unchecked for now so that the facilities aren't available to groups for reservations until you're ready to launch. Camp and council users will still be able to make reservations, regardless of this setting.

The contact information on this tab should be specifically for facility reservations, while the contact information on the first tab of the camp location is a general contact for the location. This contact is required if you've enabled online booking so that groups know who to contact if they have questions about their reservation. When groups login, they'll see both the general camp and the facility reservations contacts. This contact is also one of the contacts that will receive copies of the notifications that are sent when reservations are added or changed.

Next there are four numbers you can set to tell the system when groups are allowed to sign themselves up for a facility and when they can make changes.

Allow Booking, Maximum # Months Ahead - This sets the number of months from the current date that groups are allowed to make reservations. When a group creates a new trip, the end date of the new trip must be within this timeframe.

Allow Booking, Minimum # Days Prior - This would be the other end of the date range where groups are allowed to make their own reservations. When a group creates a new trip, the start date of the trip most be at least this number of days from today.

Allow Automatic Credit, # Days Prior - This setting and the next are related to groups making changes to their reservations. With this setting, when should groups be allowed to make changes that will result in a reduction of reservation fees? These changes may result in a credit being added to their account if they've already made payments.

Allow Changes By Group, # Days Prior - This sets the number of days prior to a trip when changes are still allowed. This only refers to changes that will not result in a reduction of fees. How close to a reservation should groups be allowed to add another day?

NOTE: If this is a new location, you might also want to setup its campsites on the Campsites tab. We won't cover campsites in more detail here because the Campsites tab is only used for events. Facility reservations do NOT use the campsites setup in this tab.

Facility Types

Facility types are like a template for the different kinds of facilities that you offer. Each facility type contains general information for a group of facilities so that you can manage the settings in one spot. Settings include the check in / out times, additional contacts to notify of reservations, options for attributes, an overall description and more.

Facility types, unlike event types, are shared by all camp locations. This means that if you have more than one location but your cabins have all of the same settings at the facility type level then you can just make one facility type. If they need to have different settings, make a type for each one and name them differently.

First, go to the Facility Type tab under the main Locations tab.

Set whether or not this is a facility type or an excursion type. Facilities are things like campsites and buildings while excursions are events during the day such as a climbing wall or day hike.

Check the Allow Overlapping Groups checkbox if you want the system to allow more than one reservation at a time. This might be useful for something like an activity where more than one group can sign up and attend together.

The name for a facility type should be plural, such as Cabins. You'll also need to type in the singular form, Cabin. This allows the system to refer to facilities of this type in a way that makes sense.

Enter a check-in time and check-out time. If you've selected that this is an excursion, these fields will be called the start time and end time. You'll also want to choose whether or not the check-out or end time is on the next day. Usually the check-out/end time should be on the next day for facilities and on the same day for excursions.

The description will be shown when making reservations right before any specific description that you've entered for the specific facility/excursion. If you have general information that you need to show for all facilities or excursions of this type, enter it here.

If you have a map that's online, you can enter the address to it in the Facility Map field. A button will then be shown when viewing facilities to show where the different facilities are.

There are two additional optional contacts here where you can enter additional e-mail addresses that should receive relevant notifications. Both contacts entered here and the general camp facility contact (under the location) will receive notifications of new reservations or changes to reservations. The only difference is that contacts entered here will only receive notifications if at least one of the reservations being added or changed is associated with this facility / excursion type. For example, if a group's trip includes a cabin reservation and a campsite, the contacts for cabins will not be notified when changes are made just to the campsite reservation.

The last option here is the Default GL Account. Each facility and excursion in Tentaroo can be associated with a different GL Account but most facilities or excursions of the same type will probably be in the same GL Account. You'll want to set the default here, then verify and change as necessary when adding individual facilities/excursions.

When you're done, click save. This is an example of what your facility type could look like.

Once you've saved your facility type for the first time you'll have access to the second tab, Attribute Options.

Within facilities of this type, you may have some with different features or attributes than others. If you want to be able to specify different attributes for your facilities, start by setting up the list of different options here. Then, when you add your facility you'll be able to check and un-check these options as appropriate.

Adding the Facility

Once your location and facility type are setup the next step is to go to the Facilities tab and start making a new event. To do this, hover over the Facilities tab and choose the Location and Facility Type. Then click New Facility.

A blank form is then shown with fields for the basic facility information. The other tabs under the facility (Pricing, Photos) will be disabled until the facility is added.

First, enter the name for this facility and whether or not you want to Allow Online Booking. In order for groups to have access to a facility for new reservations online, online booking must be enabled under the camp location (Allow Online Booking), the specific facility (Allow Online Booking), and the group profile (Allow Facility Reservations).

Any attribute options you've added under the facility type are displayed here on the right for you to check/uncheck as appropriate. Both checked and unchecked options are displayed when a facility is viewed so choose your options carefully. For example, if you uncheck Heating it will still be displayed but with a red X symbol.

Now let's go through the Facility Options on the lower half of the screen. The first option is the GL Account. This will default to the Default GL Account set under the facility type. You can override it here if you need to. Please remember that if you change the Default GL Account under the facility type the system will NOT change the GL Account on any facilities already added. You'll need to go through the facilities manually at that point to update as necessary.

The next setting is Maximum Accommodation. You may leave this blank or set this to the maximum number of campers and leaders who may book this facility. Keep in mind that this maximum is currently only checked on a per-reservation basis. If you are allowing overlapping booking, this maximum will only be checked against individual reservations, not the overall total.

The Minimum # Of Per Person Fees is the minimum number of campers and leaders that the system will bill for, regardless of the number of campers and leaders on the reservation. For example, if your minimum is 10 but the group is bringing only 5, the group will be billed for 10. If the group is bringing 12, they'll be billed for 12. This will also affect the upfront fees due in order to finalize a reservation as the per person fees are always billed upfront.

Next, set the Minimum Booking Length (# of days), Maximum Booking Length (# of days) and whether or not you want to Require Entire Weekend (requires Friday through Sunday if overnight or Friday and Saturday if day based) or Require Start On Sunday (requires that reservations start on Sunday).

The system will automatically override the Minimum Booking Length, Require Entire Weekend and Require Start On Sunday rules if they aren't possible on a given day. For example, if the minimum booking length is 7 days but there's a section of 4 days that are available the system will override that minimum just for those 4 days. Camp and council users are always able to override the rules so it's possible that the dates left over from overriding aren't possible to book while meeting the rules. Another example of this is a camp or council user overriding the rules and booking just part of the weekend for a group. The system will override the require entire weekend rule automatically for the other part of that weekend so that another group can reserve it. This allows you to maximize reservations while requiring groups to reserve within the rules where possible.

When you're done with these settings on the first tab, save your facility/excursion. Once you've saved your facility, the other tabs will become available.

The next tab is Facility Pricing. Then click on the Default / In-Council pricing type to edit it first.

Pricing types for facilities work in the same way as pricing types for events. If you're already familiar with pricing types, just skip the next screenshot. All pricing options are grouped into pricing types, or tiers. Pricing types should be used when an entire group should always get a different price for at least some events or facilities. Pricing types are most commonly used to give units different pricing based on whether or not the unit is in the council. By using pricing types, it becomes possible to override the pricing that a given group should have. For example, if you want to give one of your out of council groups in council pricing, you would go to their profile and choose the Default / In Council pricing type.

When editing the group profile, the pricing type should automatically change between In Council and Out of Council based on the council that is selected for this group. After changing a group's council, please verify that the pricing type is correct for the unit. In some Tentaroo systems, this might not change automatically if you don't have any events with different pricing for out of council groups. If you'd like to change the behavior for your system, please contact us. In either case, you'll still want to verify which pricing type the group has when adding a group or changing its council.

Coming back to this Facility Pricing tab, you'll want to set the pricing for each pricing type. After setting up the pricing for the Default / In-Council type, please remember to also setup the pricing for the Out of Council type! Please do not forget to do this as some groups may be in this type. It's better to set this, even if you don't think it is used anywhere, just in case one of your groups is using this type. If you Out of Council type should have the same pricing, just click the Copy From Default button. The Copy From Default button will copy the prices from the Default / In-Council type and save the changes.

If you're changing the pricing for the Default / In-Council type, or any type where you're not copying from the default, you'll want to set three rates: Flat Rate, Upfront Flat Rate and Per Person Rate.

Each of these rates accepts up to four decimal places. When these rates are actually used, these amounts are always rounded to two decimal places. The system allows four decimals when the rates are set so that your weekend booking or minimum booking length can multiply out to the overall price that you want to charge.

The flat rate is the rate that is billed on a daily basis. The flat rate is multiplied by the number of days to calculate the total amount of flat fees that are due. The upfront flat rate is the portion of the flat rate that must be paid upfront to make the reservation. If you want to allow groups to make their own reservations and pay online via eCheck or credit card, this is the portion of the flat fees that the group must pay to checkout and finalize their reservation. The upfront flat rate is also multiplied by the number of days to calculate the total portion of the flat fees that are due upfront.

The per person rate is used to calculate an additional fee, the per person fee. Facilities can have flat fees and/or per person fees. The per person fees are multiplied by both the number of days and the number of campers and leaders on the reservation. The per person fees are always billed upfront. Keep in mind that if you set a minimum number of per person fees, the number of person fees that are billed for is the maximum of the minimum to be billed and the number of campers and leaders on the reservation.

In this example, the minimum booking length is 7 days. The system will show in the two columns next to the rate what the multiplied fee will be for a booking with the minimum length and a weekend booking. This way you can verify how your rates will multiply and round for typical booking lengths. A minimum of 4 per person fees was set in this example so the pricing grid also shows that multiplies out to be for both booking lengths.

A group making a weekend booking in this example will need to pay $2 for the upfront flat fee plus $16 (or more, depending on the entered numbers) for the per person fee for a total of $18 due upfront to save the reservation.

Once you've set your pricing, remember to save the pricing type then either set up the other pricing types or copy them from the default type.

The last tab to setup a facility is the Facility Photos tab.

This tab allows you to upload any number of photos for a facility. You can also set a name and description for each photo but neither is required. To add one new photo, click the Cancel button or the New button. This will clear the form at the bottom of the page so you can browse to the photo you want to upload and start uploading it.

If you have more than one photo to upload, it will be much easier and faster to do a Mass Upload. To start, click on the Mass Upload button near the bottom of the screen.

This will bring up a pop-up that allows you to choose a zip file with the photos for this facility. You'll want to make the zip file on your computer then click the Choose Zip File to Upload button to send that zip file to Tentaroo. The system will then extract the photos and add them all into the photos for this facility. This can be especially handy if you have a series of photos that you want to use for several facilities. Instead of uploading the images one by one for each facility, you can simply upload the zip file once per facility and all of the photos will be done. You can then customize the photos in each facility by removing some of them or adding more.

To delete a photo, click on it to start editing it then click the Delete checkbox and save.

Once your photos are all in the system, you can drag and drop the thumbnails to change their order. If you've changed the order of the photos, click Save Order Changes just below the thumbnails to save that order to the system.

Your facility is now setup and ready for reservations.

Blackout Dates

Once your facilities are setup, you might find that you want to make certain dates unavailable so that reservations don't overlap with camp maintenance or events that may be using some or all of the facilities. The tool called Blackout Dates is used to make certain dates unavailable.

To start, go to the main Locations tab, then the Facility Blackout Dates sub-tab.

When you go to this tab, only blackout date ranges that have not expired are shown. If you want to view your previous blackout dates, click the Display Expired? checkbox in the upper left. This will cause blackout dates with a end date and time that's in the past to also be shown.

To add a new blackout date, choose the camp location that you want to work with. Fill out a reason for the blackout and the start and end dates and times.

If the start and end dates and times overlap at all with the check-in/check-out times of a facility, then that facility won't be available. You might want to look through your check-in/check-out times for your facilities and start/end times for your excursions to make sure that they overlap properly with the dates that you want to make unavailable. For example, if the check-out time for a facility is 1pm then starting a blackout at 12pm noon will make the previous day of that facility unavailable for check-in. If the blackout is set to start at 1:30pm, then the facility will be available on the previous day for check-in.

Next, go through each facility type and drag and drop the facilities and/or excursions that should be affected. If you want to select just some of the facilities of the current type you can click on them individually and use Shift or Control keys on your keyboard to select more than one at a time. If you want to select all of the facilities of the current type, just click the Add All button. If you've filtered the list of facilities being shown, on the facilities matching the filter will be added with the Add All button. So if there's a common part of the name just filter on that, then Add All. You can also select one or more facilities and drag them the other way (to the grid on the right) to remove them from the blackout.

Do this for Campsites, then for Cabins, etc, until all of the affected facilities of each type are in the selected list on the left. When you're done selecting facilities and excursions, click Save Blackout. All of the selected facilities and excursions are now unavailable.

If a group already has a reservation in their cart that overlaps with a new blackout, they won't be able to checkout without revising their reservation so that it doesn't conflict with the blackout. This is the same way the system works if another group reserves a facility on dates that overlap with another group that still has the reservation in the cart. The group with the reservation in the cart has to revise the unfinalized portion of their reservation so that it doesn't conflict with new reservations or blackout dates.

If a group already has a reservation that has been finalized, their reservation will still be active. After adding a blackout date you'll want to run a report of all reservations within that date and time range to make sure that any reservations listed are still valid. You can then follow up with the corresponding groups and remove reservations as necessary.