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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Please contact us today to schedule a 15-minute free online demo of a live camp. Let us show you how we can support your camps and events.

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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."

Facility Reports

Under the Facility

I'll first review the reports that are available under individual facilities. Please let us know if there are other reports that would be helpful for your events! We can easily add more data to the Excel (CSV) exports. Also, if there is a report you'd want to print on a regular basis, we can add a PDF export so that you can print it with one click.

To start, use the Facilities tab to go to a specific facility. Then, click on the Reservation tab.

Then, choose a Start Date and the number of days to display. The system will refresh the listing of reservations when the Refresh button is clicked. The grid of reservations shows the start and end dates and times, the group who reserved the facility, the total amount of the reservation and any balance unpaid by the group.

Any reservation can be opened by clicking on the row for the reservation, then on the Open Trip In Group button. This button will switch to the Groups/Units tab, load the correct group if they're not yet open, load the trip corresponding to this reservation, then switch to the Reservations tab under the trip.

By switching between the Group/Units tab and the Facilities tab it's easy to view more details about each reservation and make changes or apply payments as necessary.

This report is not printable but it does show the reservations for a specific facility. Only reservations that have been finalized will be listed. Up to 700 days worth of reservations can be shown at a time.

General View-Only Reports

More reports for facilities are located under the main Reports tab. To get started, click on the main Reports tab (not under the event), then choose the Facility Availabilities, Trips, Reservations tab. This tab contains three sections for viewing facility availabilities, group trips and group reservations.

The first tab, Availabilities, shows availabilities for all facilities or excursions of a specific type at a specific camp location. This can be viewed for all facilities of that type at once, for up to 22 days, starting on any date. You can enter any Start Date to start the report at. This is useful to get an overall feel for what's available and when. This screen is very similar to the screen that groups can see when they're checking for available facilities.

The next tab is Trips, which shows a list of all groups with reservations for up to 700 days at a time.

The start and end date for each trip is displayed along with the total amount of all reservations in the trip and any balance unpaid by the group.

The last tab is Reservations, which is similar to Trips but shows the full breakdown of individual reservations and their balances.

This tab is similar to the Reservations tab under a specific facility except that reservations for all facilities of the selected type are included in the list. The grid of reservations shows the start and end dates and times, the group who reserved the facility, the total amount of the reservation and any balance unpaid by the group.

Both the Trips and Reservations tabs have an Open Trip In Group button which allows users to jump quickly to the Reservations tab under the correct group and trip to view more information or make changes. To view more information about the trip and/or reservation, click on the row for the trip or reservation, then click on the Open Trip In Group button. This button will switch to the Groups/Units tab, load the correct group if they're not yet open, load the trip corresponding to this reservation, then switch to the Reservations tab under the trip.

General Exportable Reports

Several PDF and Excel reports for facilities are also located under the main Reports tab. To get started, click on the main Reports tab (not under the event), then choose the Facility & Excursion Reports tab.

Several reports are available here to manage reservations. Before generating a report, you'll want to first choose some report options. The options at the top of the screen are shared between all of the reports. First, choose the Location. Then, choose a Start Date and End Date for the report. Keep in mind that the reports will include trips or reservations that overlap with any portion of this date range. So, if you choose a start date of 5/1/13, reservations that are checking out that morning will be included.

Finally, select the Include Blackout Dates option to include blackout dates in the generated report. This option only applies to the Group Trips and Group Reservations reports. If this option is selected, the Group Trips report will include one row for each blackout date range. If this option is selected, the Group Reservations report will include one row for each selected facility.

Once you've chosen a Location, Start Date and End Date, click on the Export PDF button next to Trip Itinerary to generate a PDF of itineraries for all matching trips.

Group trips that overlap with the specified date range will be included. To print a specific group trip, search the PDF for the group or trip name, then print that page. Alternatively, just go to the Reservations tab under the group's trip and use the Itinerary button there to generate the itinerary for that specific trip.

The itinerary displays the name and start date of the trip, the number of youth and adults attending as set at the trip level (on the Home tab under the group's trip), as well as the group contact for the trip. The contact information displayed here for the group may be different than the group's profile since a different contact may be specified as the trip contact. Also, if any notes are entered for the trip they will be displayed here. Only notes that are visible to the group are shown, admin-only notes are not included.

Next, there's a breakdown of all reservations, the number of youth/adults for each, start and end dates and times, amounts and balances.

The intinerary then totals the amounts and any balances. Please keep in mind that this report ONLY includes finalized reservations and payments. If there are changes to a reservation's dates or if there is a payment in the cart, none of that will be displayed on this report until the cart is checked out. When you check-in a group at camp, you'll want to verify that they don't have anything in their cart. Then, if they have a payment due you can accept their payment for any balance.

The next report is Group Trips. Click on the Export Excel button next to Group Trips.

Fields: Trip Name, Trip Start Date, Trip End Date, # Youth, # Adults, Amount, Amount Paid, Balance, Available Credit, Changes In Cart?, Group Notes, Admin Notes, Group Name, Council, District, Group Contact Name, Trip Contact Name, Trip Contact Phone, Trip Contact E-mail, Trip Contact 2 Name, Trip Contact 2 Phone, Trip Contact 2 E-mail, Group Address

This report shows a listing of all group trips that overap with the specified date range for the report. The overall trip dates, youth/adult numbers, amounts and balances are shown. These fields are similar to the information shown in the itinerary. There are a few extra columns that the itinerary doesn't include: the Available Credit column shows any credit that the group has on their account and the Changes In Cart column shows whether or not any of the reservations in the trip have unsaved changes or payments in the cart. A full set of contact information fields for the group are also include. Keep in mind that the contact name, phone and e-mail listed here for the group might not match the group's profile if the group used a different contact for the trip.

Next, let's look at a Group Reservations report.

Fields: Trip Name, Trip Start Date, Facility, Facility Type, Reservation Start Date, Reservation End Date, # Youth, # Adults, Amount, Amount Paid, Balance, Group Name, Council, District, Group Contact Name, Trip Contact Name, Trip Contact Phone, Trip Contact E-mail, Trip Contact 2 Name, Trip Contact 2 Phone, Trip Contact 2 E-mail, Group Address

This report shows a breakdown of reservations in each trip. It is possible that some of the reservations in a trip, or even an entire trip will be missing when compared to a Group Trips report of the same date range. The Group Trips report includes entire trips when any portion of the trip overlaps with the report date range, while in this report only reservations that overlap the date range are included. If you want to be sure to get all reservations from a certain trip, adjust the start and end dates of the report to include the full date range of the trip.

In addition to information about the group and the trip, this report includes the reservation start date/time and end date/time, the number of youth/adults who are specifically associated with the reservation, the corresponding facility, and the amounts and balances for the reservation.