From Manual to Modern: One RV Park’s Journey to Automation

For decades, RV parks and campgrounds across the country have operated on paper-based systems, phone call reservations, and guesswork-driven decisions. But as the hospitality industry evolves and traveler expectations shift toward digital convenience, the pressure is on: RV park owners must modernize or risk falling behind.

Here we will explore the transformation of the RV park Whispering Pines Campground. We will watch as it transitions from outdated manual processes to a fully automated, tech-driven operation using modern campground management tools. While the story is based on common trends and real scenarios, it highlights the broader journey many parks are on today.

Like many family-run RV parks, Whispering Pines was rooted in tradition. Located near a scenic state forest, it offered rustic charm, loyal repeat visitors, and a steady seasonal crowd. But behind the scenes, the day-to-day operations were increasingly unsustainable.

Reservations were taken by phone and jotted into a spiral-bound notebook. Check-ins involved clipboards, carbon copies, and long lines at the office. Payments were cash or checks, with credit card processing handled off-site or via a phone swiper. Reporting was non-existent beyond manually counting occupied sites and estimating revenue.

Every task, from answering guest questions to managing cancellations, required a phone call or in-person interaction. During peak weekends, it was complete chaos.

“We were spending more time on logistics than guest experience,” said Jenna, the second-generation manager of Whispering Pines. “My staff was buried in paperwork, and we couldn’t track anything accurately.”

That chaos created real business consequences. Double-bookings were frequent which led to guest dissatisfaction. Revenue was inconsistent and unpredictable, creating an unstabilizing force for the park. Returning guests had no formal record or profile which made them feel as though they did not matter to the park. Marketing was limited to road signs and a Facebook page. Seasonal employees needed constant retraining on the manual process which took undue time and resources.

Something had to change.

The tipping point came during a particularly busy holiday weekend. With over 50 check-ins scheduled and phone lines ringing nonstop, the staff was overwhelmed. One long-time guest who couldn’t get through on the phone left a frustrated review online. Another mentioned, “It’s easier to book a flight than reserve a campsite here.”

Jenna realized that the very guests who once embraced the park’s rustic approach were now expecting digital ease with online booking, email confirmations, mobile-friendly websites and contactless check-in.

The old-school charm was no longer an excuse for inefficiency. If anything, it was holding the business back.

That weekend, Jenna made the decision to modernize.

The first step was research. Jenna explored several campground management platforms, looking for something that was easy to use,  didn’t require expensive IT infrastructure, offered online booking, included automated guest communication, handled payments and reporting and was built specifically for RV parks and campgrounds

After comparing systems and checking reviews, she chose ResortForward, a cloud-based platform designed for modern outdoor hospitality.

“We liked that it was built for campgrounds, not hotels,” Jenna said. “The features fit exactly what we needed—and what our guests wanted.”

Transitioning to automation can feel daunting, especially for small businesses. But the onboarding process made it manageable.

Initial Setup

Initial setup included mapping each campsite with interactive visuals. Then came inputting site types, pricing, and rules. They were able to customize the booking engine to match Whispering Pines’ branding. They could also enable online payments and guest messages.

Training the Staff

Rather than replacing people, the system empowered them. Seasonal staff quickly learned the dashboard, and the automated features reduced the pressure on phone support.

“Instead of spending 20 minutes per reservation on the phone, we now direct people to the website. Most guests complete everything themselves, including signing policies and paying in advance,” said Jenna.

Within a few weeks, Whispering Pines launched its online reservation system. Here’s what changed almost immediately:

Online Bookings 24/7

Guests could now browse availability, select a site, pay, and receive an email confirmation—all without calling the office.

Automated Communications

The system sent automatic confirmation emails, check-in instructions, and reminders. Post-stay thank-you notes and review requests were also triggered automatically.

Integrated Payments

Guests paid upfront with credit cards. No more chasing payments or handling cash. Deposits, cancellations, and refunds were all processed in one system.

Live Dashboard & Reports

Jenna and her team could see real-time occupancy, revenue trends, average length of stay and the most-booked site types.

It gave them business intelligence they never had before.

Within one operating season, Whispering Pines saw dramatic improvements across the board.

Increased Bookings

Online accessibility led to a 35% increase in reservations, especially from younger campers and first-timers who found them via Google.

Higher Revenue

With dynamic pricing and add-ons (like firewood bundles or late check-out), they grew their average booking value by 22%.

Reduced Administrative Work

Phone calls dropped by more than half. Staff spent more time helping guests on-site rather than answering repetitive questions.

Improved Guest Experience

Check-in was smoother. Repeat guests appreciated the personalized notes and seamless experience. Reviews mentioned “professionalism” and “effortless booking.”

Scalable Operations

Jenna realized she could grow the business—expand to more sites or host events—without being buried in logistics.

Like many small business owners, Jenna had concerns at the start:

“Will it be too expensive?”
The cost was offset by increased bookings and reduced labor needs.

“Will guests resist the change?”
Most guests embraced it. The few who preferred phone booking still had that option.

“Will the system be too hard to learn?”
The intuitive interface meant even non-tech-savvy staff adapted quickly.

“What if we lose our personal touch?”
Automation freed up time, allowing staff to engage more meaningfully with guests in person.

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Today, Whispering Pines is more than just a campground. It’s a smart outdoor resort with efficient operations, a growing digital presence, and loyal customers who return year after year.

Automation didn’t replace hospitality, it enhanced it.

“We didn’t lose our identity. We just made it easier for people to find us, book us, and love their stay,” Jenna reflected. “It’s the same family-run campground, but now we have the tools to grow without burning out.”

If you’re still managing your campground with spreadsheets, notebooks, or disconnected tools, now’s the time to act. Here are key takeaways from Whispering Pines’ journey:

Start with the Guest Experience

Modern travelers expect digital convenience. Online booking, fast check-in, and clear communication are no longer optional—they’re standard.

Choose the Right Tools

Look for campground-specific platforms (like ResortForward) that understand your industry. Avoid cobbling together generic hotel or rental software.

Don’t Fear Change

The transition can be smooth with the right partner. Support, training, and automation features make the process manageable.

Measure What Matters

With real-time dashboards and reporting, you’ll make better business decisions—when to raise rates, which sites are most popular, or where to expand.

Focus on What You Do Best

Automation handles the busywork so you and your team can focus on creating memorable guest experiences.

The RV park industry is changing. Travelers are younger, more connected, and more selective. To compete and thrive, you need modern tools that streamline your operations and elevate your guest experience.

Whether you’re running a 20-site family campground or a 200-site RV resort, automation is no longer a luxury. It’s a necessity.

ResortForward makes the transition easy, affordable, and impactful. Just like it did for Whispering Pines.

Editor’s Note: Whispering Pines Campground is a fictional example created to illustrate how ResortForward supports parks and resorts in modernizing their operations and enhancing the guest experience. The scenarios and results reflect real-world outcomes achieved by properties using ResortForward’s solutions.