Glamping Booking System: How to Take Bookings and Payments
A glamping booking system is the software a site uses to sell each pod, yurt, bell tent or shepherd hut and take payment at booking. It also keeps every channel in sync. The right setup also holds damage deposits and gets guests checked in before they reach the field.
This guide explains what to look for and how deposits and card payments should work under UK rules. It also shows how to automate check-in on an unstaffed site. If you are still planning, read our guide to starting a glamping business first.
Key Takeaways
A glamping site needs software that gives every unit its own calendar, syncs Airbnb, Booking.com and Hipcamp, and takes payment at booking.
Hipcamp tells UK hosts it charges 12.5% commission on confirmed bookings, plus a card processing fee that is typically less than 1.5%.
UK online card payments are subject to Strong Customer Authentication rules, which began to apply on 14 September 2019 with a phased FCA plan.
Airbnb tells hosts to collect optional extras through its Resolution Center, and most hosts are not allowed to charge a security deposit on Airbnb stays.
ChargeAutomation can pre-authorise glamping damage deposits with a 30-day authorisation window and run online check-in, which may save up to 30 minutes per booking.
What Glamping Booking System Should a Site Use?
A glamping site should use a system that sells each unit separately, syncs every channel and takes payment at booking. Whether you run two bell tents or twenty pods, each unit needs its own calendar, prices and rules. Hipcamp names Bedful, Cloudbeds, Newbook, ResNexus and RMS among the PMS platforms it connects to. ResNexus also lists glamping as one of its property types.
Channels come next. Glamping guests book through Airbnb, Booking.com and outdoor sites such as Hipcamp, Pitchup and Campsites-UK. A channel manager or calendar sync stops the same shepherd hut being sold twice. Hipcamp says hosts can connect multiple calendars to avoid double bookings.
Commission shapes the setup too. Hipcamp tells UK hosts it charges 12.5% commission on confirmed bookings, plus a card fee that is typically under 1.5%. A booking page on your own website carries no OTA commission, so good glamping booking software should include one.
Guest details finish the job. Glamping guests need directions to their unit, parking details and an arrival window. A digital guide sent before arrival cuts down on phone calls during a busy weekend. It also helps guests who arrive after dark find the right unit first time.
A complete glamping setup should cover:
separate calendars for pods, yurts, bell tents and shepherd huts
channel sync with Airbnb, Booking.com and Hipcamp
direct booking page on your own website
deposits taken at the moment of booking
refundable damage holds
online check-in before arrival
directions and access details sent automatically
seasonal prices and minimum stays
How a Glamping Booking System Should Handle Deposits and Payments
A glamping site should take a deposit or full payment upfront, charge any balance on a set date and hold a separate damage deposit. Clear rules protect the site from late cancellations in peak season. They also cover damage to canvas, furniture and hot tubs.
UK card rules affect how you take payment. Online card payments are subject to Strong Customer Authentication, which began to apply on 14 September 2019. The FCA also agreed an 18-month phased plan for e-commerce. A system that supports 3D Secure lets the guest approve the payment with their bank.
Airbnb bookings follow Airbnb rules. Airbnb says hosts may not ask guests to pay outside Airbnb, and most hosts are not allowed to charge security deposits. Keep deposits and paid extras for direct bookings and for channels that allow them.
Damage holds work best as a pre-authorisation. The amount is reserved on the card without being taken, then released after checkout. Guests see a hold rather than a charge, which feels fairer on a short break. A damage waiver gives guests a small non-refundable fee instead of a hold.
A clear glamping site deposit policy sets out:
booking deposit or full prepayment amount
balance due date before arrival
cancellation terms for peak and off-peak dates
damage hold amount per unit
when the hold is released after checkout
which channels the deposit applies to
optional damage waiver fee
How ChargeAutomation Automates Glamping Deposits and Check-In
ChargeAutomation automates payments, damage deposits and check-in for glamping sites alongside their PMS or channel manager. It connects with 50+ PMS platforms, including Cloudbeds, Beds24 and Smoobu. It also works with 130+ payment gateways such as Stripe, PayPal and Worldpay.
ChargeAutomation can schedule deposits and balances, retry failed payments and charge fees based on your cancellation policy. Damage deposits are pre-authorised with a 30-day authorisation window and released automatically after checkout. Guests who prefer no hold can choose the Damage Waiver, and payments support 3D Secure, PSD2, Apple Pay and Google Pay.
Guests complete online check-in through one link, upload ID and sign your site rules before they set off. ChargeAutomation integrates with 40+ smart lock providers and with KeyNest for key handover. A digital guidebook can hold directions, parking and Wi-Fi details, and direct guests can buy extras such as early check-in or late checkout.
Sites that automate these steps can save up to 30 minutes per booking. Set up automated deposits at chargeautomation.com.
ChargeAutomation features that suit glamping sites include:
scheduled deposits and balance payments
damage deposit pre-authorisation with automatic release
Damage Waiver as a no-hold choice
3D Secure payments that support SCA
online check-in with ID upload and e-signature
smart lock codes and KeyNest key handover
digital guidebook with directions and parking
extras such as early check-in and late checkout
Frequently Asked Questions
What booking system should a glamping site use?
A glamping site should use a system that gives each unit its own calendar, syncs Airbnb, Booking.com and Hipcamp, and takes payment at booking. Hipcamp lists Bedful, Cloudbeds, Newbook, ResNexus and RMS among the PMS platforms it connects to. A payment tool such as ChargeAutomation can then automate deposits and check-in.
How much commission does Hipcamp charge UK glamping hosts?
Hipcamp tells UK hosts it charges 12.5% commission on confirmed bookings, plus a card processing fee that is typically less than 1.5%. Creating a listing is free. Terms can change, so check the current rate when you sign up.
Can a glamping site take a damage deposit from guests?
Yes, on direct bookings and channels that allow it. A pre-authorisation reserves the amount on the guest's card and releases it after checkout if there is no damage. On Airbnb, most hosts are not allowed to charge security deposits, so rely on Airbnb's own process there.
Can I charge Airbnb guests for extras at my shepherd hut?
Only through Airbnb. Airbnb says hosts must collect optional fees through its Resolution Center unless the property is a hotel. Hosts may not ask guests to pay outside Airbnb. Keep payment links for extras to your direct shepherd hut bookings.
Do glamping guests need to check in at a reception?
No, not if the site uses online check-in. With ChargeAutomation, guests upload ID, sign site rules and pay before arrival, then receive directions and access details automatically. That suits small sites with no staffed reception.
