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."

Reserving Facilities

Finding Availabilities

When reserving a facility, the first step is to check when the various facilities are available. This can be done in two main spots - under a group on the Home tab or in the main Reports tab under the Facility Availabilities, Trips, Reservations tab.

This is what the section looks like under the main Reports tab:

The first tab, Availabilities, shows availabilities for 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. This is useful to get an overall feel for what's available and when. The next tab is Trips, which shows a list of all groups with reservations for up to 700 days at a time. The last tab is Reservations, which is similar to Trips but shows the full breakdown of individual reservations and their balances. 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.

For the purposes of this manual we'll focus on how a group would find available facilities since new trips are added in the same spot and this method will work for both groups and camp or council users.

First, let's go to a group in the system. Then click on one of the camp locations with facilities available for reservation.

You'll see that the Home tab now shows specific information to facilities that are available at this location. There are two main options for each location - adding a new trip and finding available facilities. Without knowing what's available, you might not know when you want to come to camp. So the first step is to click on the Find Available Facilities button.

The screen showed here is similar to the screen we saw under Reports in that we can see at a glance what facilities are available of each facility type. The Type (facility or excursion type) can be changed to any facility type with available facilities and the Start Date can be changed to any date to view a different range of dates.

Next, you can click on one of the facilities for more information.

Days that aren't available will be in grey and if you hover over a date it will tell you why it's not available. Available days are in green and if you hover over a date there will be a message regarding the minimum number of days to reserve and any other rules for a reservation.

You can also scroll using the arrow on the calendar control between months to view. The system allows users to scroll as far as you want, easily viewing exactly what's available.

You can then look through the photos, pricing, features, map, etc. to decide if this is a facility you want to reserve. The grid on the left makes it simple to click on other facilities to switch to them.

To switch to a facility of a different type, click Back To All Campsites. Of course, this button will be named differently depending on the type of facilities being viewed.

Here we switched to Demo Cabins. When you're done and you know when you want to come to camp, it's time to close out of this window and add a Trip.

Adding A Trip

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.

To start, go back to the Home tab and click on Add Trip.

Fill in the name of the trip. This can be anything you want, it's just a word or short phrase to identify this trip to camp. Choose the arrival and departure dates. All reservations must fit within these dates. Enter the number of youth and adults. All reservations must have this number of participants, or less. You can always change this later if you need to.

Next, enter the contacts for the group for this trip. Tentaroo will copy the contact information from the primary contact under the group profile but you can edit this to be anyone you want.

Finally, add any relevant notes. The Admin Notes are only visible to camp and council staff.

When you're done, save the new trip. When a group adds a trip, the system will make sure that the trip is not too close to the current date and not too far in advance.

Once the trip is saved, it's added as a sub option below the camp location and the system will switch to viewing the new trip automatically. This trip will now stay in the system so you can always click on the option to view/change reservations, add payments, print itineraries and more.

Adding A Reservation

Make sure you click on the trip to load it, then verify that the trip information on the Home tab looks correct. Then, click the Add/View Reservations button at the bottom or the Reservations tab at the top to start viewing and changing reservations.

This screen shows a breakdown of all reservations in the current trip. Buttons to add/change reservations are on the right, as well as a breakdown of fees and payments due and contact information for facilities at the current camp location.

Let's add a new reservation by clicking on the Add Reservation button. You can choose the facility type now or after the pop-up has opened.

Now we can view availabilities again. The only difference is that this time you can select the start and end date of your reservation. Also, the visible date range can't be changed since your reservations fall within the date range of your trip.

You can now switch between facility and excursion types and click on specific facilities to view more information, as before. In this example, we'll click on the Test 2 Campsite. Then, click on the start date and end date that you want.

If you're logged in as a group, the system will make sure that the start and end dates you choose meet the reservation requirements. For example, some facilities might require that the entire weekend be booked if any weekend dates are booked. You can view the requirements for this reservation by hovering over an available date. Any minimum or maximum requirements will be displayed in a tooltip.

When clicking on a start date, the system will automatically select the first end date that meets the rules for the minimum reservation length. You can then use the second calendar control to pick a different end date. If the end date is on the next month, use the toggle buttons on the second calendar control to view the next month.

Slashes indicate that a day is available for check-out, but not for check-in. For facilities that use overnight reservations (check-out is on the next day), it's possible that one day will be available for check-out but not check-in, while the next day is available for check-in but not check-out. Without the slash, it would look like both days are available so the slash shows that there's a discontinuity.

In this example, the reservation will begin at 1pm on Tuesday and end at 11am on Thursday. This is a two night reservation. This facility looks a little different than the others we looked at because it has no photos and no cost.

Under the # Of Participants section you'll want to set how many youth and adults this reservation is for. These numbers will default to the numbers you set for the trip. If you need to, you can reduce these numbers as much as you want. However, they can not be increased past the trip totals.

The Change Pricing button is only visible to camp and council users. Using this button you can change the pricing for a specific reservation, overriding what would normally be charged (or in this case, not charged). Pricing can be changed either before or after a reservation is finalized. Of course, it's better to change a reservation before it's finalized so that the correct payment is made. If the pricing is changed later, the system will adjust the way the funds are applied or billed appropriately.

Let's decide to charge for this reservation even though we apparently don't normally charge for reservations at this facility. Click on the Change Pricing button.

You can now enter the appropriate rates into the fields. The system will also show you what those rates will multiply out to given the number of youth and adults in the reservation and the number of days being reserved.

In this case, let's change the flat rate and upfront flat rate so there's a $10.00 total flat fee with $2.00 of that due upfront to save the reservation. I set the minimum number of per person fees to 5, but that minimum won't be used because we currently have 22 youth and adults in the reservation. The Per Person Rate is set to $1.0227 so that when multiplied by the number of youth and adults and the number of days there's a total per person fee of $45. Per person fees are also due upfront to finalize a reservation.

When you're done setting the rates, click Override Pricing to save and close the pop-up.

The facility pop-up now reflects the new pricing. You can now adjust the start and end date but if you go to a different facility, close the window without saving, or don't checkout the pricing changes will be lost. In order to save this new pricing, the reservation must be added to the cart, then finalized by checking out.

NOTE: Even once a reservation has been finalized, pricing changes do not take effect immediately. Any changes to an existing reservation, including pricing changes, are added as a change item to the cart. If the cart is emptied or this item is removed, the reservation will reset back to where it was last finalized - the previously finalized start and end dates, pricing, number of youth and adults, etc.

Next, click the Save Reservation button to save this reservation and add it to the cart.

The grid of reservations in the trip now has one reservation. The amount in the cart is the minimum amount due to add the reservation. The Payment Status on the right shows the total amount in the cart, while the reservation row in the grid shows how much of that is going towards each reservation. Since the In Cart column of the grid has a shopping cart, we know that something about this reservation is in the cart. If this reservation was previously finalized, there could just be some changes in the cart. If this is a new reservation, the entire reservation is in the cart.

The cart symbols here are similar to the ones that are shown for participants in an event. If there's some change, an orange cart icon is shown. If a previously finalized reservation is being removed, a black cart with a red x and a negative amount is shown to show that the reservation is being deleted and any funds already paid will be credited.

The amount in the cart can be changed between the amount due to save any new reservations and the total amount due. The minimum amount in the cart might be negative if finalized reservations are being removed. Click on the Change Amount In Cart button to pay for more of this reservation. Then, change the amount of payment to $50. The amount can be typed into the New Payment field or the slider can be used. The slider only stops at increments of $5 so if you want to enter some other payment amount you'll need to type it in.

Then click Change Amount In Cart. The pop-up will save the new payment amount to the cart and close, making the new balance $5. Next, to finalize this reservation, click on the Cart tab.

Two items are in the cart. The first is a change that we made elsewhere in this manual, adding an unscheduled class to a camper's schedule in a week of summer camp. The second item is the new Trip Payment / Update. Checking out with this item in the cart will add the payment and finalize the reservation. Clicking on the edit button next to this item will bring you to the reservations tab automatically, even if you currently have an event open in the group. Clicking on the red x will remove this item from the cart, which will also remove all pending changes from the trip including the pending reservation. In this case, choose a payment method and checkout. Upon checking out, up to three contacts set for the camp/council will receive a notification as well as the group. Both the camp and group will also receive a copy of the invoice.

Here's the notification:

The notification will contain all additions to the reservations, all removals of reservations, and all changes to the dates or number of participants for existing reservations. These notifications are sent to the contact for facilities at the camp location, as well as any contacts set for facility types associated with reservations in the list of changes, as well as the group contact(s) for the trip.

Once you've paid, click back on the Reservations tab. You'll see that the reservation is no longer in the cart. The reservation has now been finalized and the dates have been reserved. An error message will be shown if, when checking out, some of the dates are not available. Even if the reservation has been finalized, it's possible that some of the dates in a date change are not available. You can then remove the dates that aren't available anymore and try again.

You'll that there's an Itinerary button below the grid of reservations. This button will generate the itinerary for this trip. Only finalized changes are included, so be sure to checkout before attempting to print the itinerary. For more information about the itinerary report, see Facility Reports.

Changing Reservations

To change or remove a reservation, click on the reservation then on the Open Reservation button. You can then make any changes that are allowed to dates, participants or pricing. To remove the reservation, click the Remove Reservation button. For this example, I'll remove the reservation. Since this reservation has already been paid for and finalized, the system will mark the reservation as pending removal with the removal cart icon. I'll then add another reservation to the cart, resulting in the following screen.

Again, you can change the amount in the cart because the new reservation costs more than the reservation being removed and there's a difference between the minimum due upfront and the total amount of the reservation.

As you can see, there can be many changes happening at once between adding new reservations, removing reservations, making payments towards existing reservations and changing their pricing or date ranges or participants.

There are a lot of possible combinations of changes but there is a consistent way of working with these changes. ALL changes get added to the cart. If this trip item is removed from the cart, all pending changes including pricing changes are reset. If you made lots of changes and want to undo one of them, just open the specific reservation and change it back. If you want to undelete for example, you can open the reservation that is pending removal and click the Restore Reservation button. Don't remove the item in the cart or empty the cart to reset as that would reset ALL of the pending changes you've made.

Based on the additions, removals and changes in the cart as well as any payments you've already made, the Change Amount In Cart feature will show a range of amounts that can be in the cart. Sometimes if there are credits coming from reservations being removed and fees coming from new reservations being added there can be a range going from negative numbers to positive numbers. Any of these options are fine to choose. Choosing the negative numbers will give as many refunds as possible while only applying credits to the minimum amounts due to add reservations. Choosing zero would balance this out, while a positive number would apply the full credits from removed reservations and also add additional payments.

It's also possible to have more than one trip in the cart at a time, or a trip and class changes for summer camp. If a credit is being made from a trip change, it can be applied seamlessly to other items in the cart. The Tentaroo accounting system tracks any changes in the way that payments are applied so that the GL Accounts are kept up to date as money moves from one GL Account to another.

When a group comes to camp, you'll want to finalize any pending changes and enter a payment for any remaining balances. You'll then be able to print their itinerary and show them their campsite.