Parkcore User Manual

1. Introduction

Parkcore is a business-management system for holiday parks. It brings together park and accommodation records, bookings, guests, orders, payments, staff records, rotas, clocking in, timesheets, holidays, sickness and payroll in one place.

This manual explains how to use the main areas of Parkcore. It is written for park managers, reception staff, supervisors, payroll administrators and system administrators.

2. Getting started

Signing in

1. Open Parkcore in your web browser.
2. Enter your Email and Password.
3. Select Sign in.
4. If your account uses two-factor authentication, enter the 6-digit code from your authenticator app.

The first time, you may be asked to Set up two-factor authentication: scan the QR code with an authenticator app on your phone (or type in the code shown), then enter the 6-digit code it gives you.

Forgotten password

Select Forgot password?, enter your email and Parkcore emails you a link to set a new password.

Your park

Each login belongs to one park, and every screen shows that park's information. ParkCore support staff can switch between parks.

Understanding the main menu

The menu on the left only shows the areas your role can use (see Users and permissions).

Browser recommendations

• Use an up-to-date version of Chrome, Edge, Firefox or Safari.
• Do not use very small browser windows for rota or booking management.
• If a page does not display correctly, refresh the page with F5.
• If you remain signed out unexpectedly, check that cookies are enabled.

Go to top ↑

3. Dashboard

The Dashboard is the first page most people see after logging in. It gives a quick picture of today at your park. Admins, managers, receptionists, accountants and sales staff can all see it.

The park name is shown at the top right, with today's date under the page title. The page refreshes itself every five minutes, so you can leave it open at reception.

The four headline boxes

Lists below the boxes

Each list only appears when there is something to show.

• Arrivals today — each arriving booking with its short booking reference, number of nights, number of adults and where the booking came from (for example direct phone).
• Departures today — each departing booking with its reference and the nights stayed.
• Low stock alerts — each item with the amount In stock, its Reorder level and the supplier Lead time in days. See Stock & Suppliers to reorder.
• Activity sessions today — a card for each activity running today, showing the number of sessions, places booked out of the total, and how full it is. See Activities.

If there are no arrivals, no departures and no low stock, the page shows All clear — no arrivals, departures or alerts today.

Go to top ↑

4. Site Setup: units, pitch rates and website booking

Site Setup is where you list your units, set nightly prices, switch on website booking, set owner fees and close units. Only admins and managers can open it. The page is headed Site Management and has these tabs: Units, Pitch Rates, Website Booking, Owner fees, Closures and Import / export.

Units

The Units tab lists every pitch, caravan, lodge and so on. Counts at the top show total units, available, maintenance and park-owned. Use All units, Park-owned or Privately owned to filter the list.

1. Go to Site Setup → Units and select Add unit.
2. Enter the Plot / unit name, for example Pitch 1 or Lodge A.
3. Choose the Type: caravan, touring, glamping, lodge or tent. Enter Berths / sleeps.
4. Enter Max vehicles and, if you use one, a Grid reference such as A12.
5. Tick Dogs welcome if dogs are allowed. Tick Park-owned pitch (not privately owned) if the park owns it.
6. Leave Rate adjustment (£/night) at 0 unless this unit should cost more or less than others of its type (see below).
7. Select Add unit.

To change a unit, select Edit on its row, make your changes and select Save changes. The edit form has a Status box: Available, Maintenance, Owner occupied or Blocked.

On the row, Set maintenance takes a unit out of use and Set available brings it back.

Pitch Rates

Pitch rates set the nightly price for each unit type over date ranges. A rate applies to every unit of that type at the park, including privately owned statics and lodges.

1. Go to Site Setup → Pitch Rates.
2. Choose the type: caravan, touring, glamping, lodge or tent.
3. Select Add rate period.
4. Enter the From and To dates and the Nightly rate (£).
5. Add a Label (optional), for example Summer high season.
6. Select Add rate period.

Use Edit to change a period, or Delete to remove it (Parkcore asks you to confirm). Two periods for the same type can't overlap.

Gaps in the next 12 months. Below the table, Parkcore lists each pitch type that has nights with no rate in the coming year, for example "Tent: 12 nights with no rate - 25/12/2026 to 05/01/2027". Bookings for those nights get no suggested price, so add a rate period to fill each gap.

Copying rates to another year (admins, managers and reception):

1. Under Copy rates to another year, enter the year to copy From (for example 2026) and To (2027).
2. To put prices up, enter Change prices by (%), for example 4. Choose Round to: the penny, the nearest 50p or the nearest £1.
3. Tick All pitch types to copy every type, or leave it to copy just the type you are looking at.
4. Select Preview. Nothing is saved yet. Check the new dates, the old (Was) and New rate.
5. Select Copy N periods.

Periods are copied to the same dates. Any that would overlap a rate already set for the new year are skipped and listed. Afterwards, check the dates of moving holidays such as Easter and bank holidays.

Suggested deposit (admins and managers set it; it applies to everyone):

• Choose Percentage of the total (for example 25) or Fixed amount (for example £50), or No suggestion.
• Optionally, enter Full amount if arriving within (days), for example 28, so that bookings close to arrival suggest the whole amount.
• Select Save.

The suggestion appears next to the rate-calendar price on new bookings, and Use this price fills in both the total and the deposit. Website enquiries also start with the suggested deposit under Price & confirm. Staff can always change it.

To make one unit dearer or cheaper than its type, edit the unit and enter a Rate adjustment (£/night). This is added to the type's rate every night. For example, enter 5 for a premium location or -10 for an older unit.

Website Booking

This tab adds a "Book Now" widget to your park's own website, so guests can ask for a booking without phoning or emailing. Guests see an estimated price ("about £X") from the Pitch Rates calendar. Their request lands in the Website enquiries tab on Bookings, with the estimate filled in for staff to check and confirm.

1. Go to Site Setup → Website Booking.
2. Turn on the Enable booking widget switch. It is off by default.
3. Under Embed snippet, select Copy snippet.
4. Paste the snippet into your website. It works in most page builders that accept a pasted HTML or script block, such as Wix, Squarespace and WordPress.

Turn the switch off to stop taking enquiries through the widget.

Booking rules. Under Booking rules, set the rules for your park and select Save booking rules. Leave a box blank for no rule.

• Shortest stay (nights), for example 3.
• Notice before arrival (days): how soon before arrival a guest can book.
• How far ahead (months): how far into the future a guest can book.
• Arrival days: tick the days guests may arrive, for example Monday and Friday. If none are ticked, any day is allowed.
• Hold an unanswered enquiry for (hours): 72 if left blank. An enquiry nobody has priced is cancelled at the next overnight check after this time, and its dates are freed.

The website refuses stays that break these rules. Staff bookings only show a warning, so you can still take any booking yourself.

Privately owned units guests can book. This list shows owners' units that are set to available. The website can offer these, after the park's own units. Check that each owner is happy for their unit to be booked online. If not, set the unit to Owner occupied on the Units tab.

Owner fees

The Owner fees tab holds the park's Bronze, Silver and Gold pitch fees, invoice settings, reminder emails and VAT rates. See Annual site fees and VAT.

Closures

Closing a unit means setting its status to maintenance. This stops new bookings being made for it.

1. Go to Site Setup → Closures.
2. Under Unit to close, choose one unit or All units (whole park closure).
3. Enter Close from. You can also enter Reopen from and a Reason.
4. Select Apply closure.

Import / export

Use Import data when moving from another system. You can import Units / Pitches, Owners, Owner invoices, Bookings or EPOS Stock from a CSV or Excel file. Admins can also import Staff (records and their current pay rate).

1. Go to Site Setup → Import / export and, under Import data, choose what to import.
2. Select Download template CSV to get a file with the right column headings. Fill it in, keeping the headings exactly as they are.
3. Select Click to upload CSV or Excel file and choose your file (.csv or .xlsx).
4. Check the preview. It shows how many rows are ready to import and lists any rows with problems.
5. Select Import. Rows with errors are skipped.
6. When it finishes, check any failed rows, then select Done or Import another file.

• Owner invoices are matched to an owner by owner_email. Only your park's own owners can be used.
• To set how an owner pays their site fee, add a site_fee_basis column (tier or own, see Annual site fees). It's in exported owner files but not in the template.
• Keep the page open while an import runs.

Export data. Under Export data, select Units / Pitches, Owners, Bookings, EPOS Stock, Owner invoices or, for admins, Staff. Each one downloads a .csv file that opens in Excel. The column names match the import, so you can edit a file and import it again.

Go to top ↑

5. Bookings

The Bookings page is where you create guest bookings, confirm them, check guests in and out, change bookings and take payments. Admins, managers and receptionists can use it.

Tabs across the top split the list: Active, Website enquiries, Departed and Cancelled. Each row shows the Ref, guest, arrival and departure dates, nights, total, status and when the guest Checked in. Select View to open a booking.

Creating a booking

1. Go to Bookings and select + New booking.
2. Enter the guest's First name, Last name and Guest email (all required).
3. Choose the Unit / pitch.
4. Enter the Arrival date and Departure date, then the number of Adults, Children and Pets.
5. Parkcore checks the rate calendar and shows a Suggested price from the rate calendar, and the deposit if the park has a deposit rule. Select Use this price to copy them into the total and deposit, or type your own.
6. Enter the Total price (GBP) and Deposit (GBP) (both required).
7. Choose the Source: Direct phone, Direct web, Walk in, Booking.com, Airbnb, Pitchup, Cottages.com, Expedia or Agency.
8. Select Create booking.

If a booking falls outside the park's booking rules (for example, too short a stay or the wrong arrival day), Parkcore still creates it and tells you which rule it breaks.

Website enquiries: Price & confirm

Requests from the website booking widget arrive on the Website enquiries tab with the total shown as Not yet priced.

1. Open the enquiry with View.
2. Under Price & confirm, check the Total price (GBP). If the guest was shown an estimate from the rate calendar, it is already filled in. Check the Deposit (GBP); if the park has a deposit rule, it is filled in too. Both are needed.
3. Select Price & set to provisional. It becomes a normal provisional booking.

An enquiry nobody prices is cancelled automatically at the next overnight check after the park's hold time (72 hours unless changed in Site Setup → Website Booking), and its dates are freed.

Booking statuses

Confirming a booking

1. Open the booking with View.
2. If the guest has paid outside Parkcore (for example cash), enter it in Payment received now (GBP). It is added to what has already been paid. Leave it blank if nothing was taken.
3. Select Confirm & send email. The guest gets a confirmation email.

To move a confirmed booking back, select Set to pending. It returns to provisional. A checked-in or departed booking can't be confirmed again.

Checked in by mistake? Open the booking and select Undo check-in, then confirm. The booking goes back to confirmed. Reception can undo a check-in made today. A manager can undo one from an earlier day. The undo is recorded in the booking's change history.

Checking in

Select the tick (✓) on the booking's row, or open the booking and select ✓ Check in. The time appears in the Checked in column.

Checking out

1. Open a checked-in booking with View.
2. Under Stay, select Check out.
3. If money is still owed, Parkcore says how much: "£X is still owed on this booking". Select Back to take payment first, or Check out anyway to chase it later.

The booking becomes Departed and the time shows under Checked out.

Marking a no-show

On or after the arrival day, open a provisional or confirmed booking and select Mark as no-show. The pitch is freed for those dates.

Changing a booking

You can change a website enquiry, provisional, confirmed or checked-in booking.

1. Open the booking and, under Stay, select Change booking.
2. Change the Unit / pitch, Arrival, Departure, adults, children or pets. Units that aren't available are greyed out. Once the guest has arrived, the arrival date can't change.
3. When the dates or pitch change, Parkcore shows the Rate calendar price for the new stay next to the old total. Select Use this price to accept it, or leave the Total (£) as it is.
4. Check the Deposit (£) and add any Notes. A website enquiry has no Total or Deposit here: use Price & confirm.
5. Select Save changes.

Each change is recorded. Select Change history (N) under Stay to see who changed what, and when. A stay outside the park's booking rules shows a warning, but you can still save it.

Cancelling and reinstating

1. Open the booking and select Cancel booking. It moves to the Cancelled tab.
2. To bring it back, open it from the Cancelled tab and select Reinstate & confirm. If the pitch has been booked by someone else since, Parkcore refuses. Create a new booking on a free pitch instead.

Taking payment on a booking

An open booking can show these panels. See Payments, Pay by Text and Tabs for detail.

• Card payment (terminal) shows what is Still owed. Enter the Amount (GBP), choose the Terminal and select Take card payment. The guest pays on the terminal. Card payments can be refunded, or voided on the same day.
• Pay by text sends the guest a payment link. Enter the amount and Mobile number, then select Send payment link.
• Tab (card hold), on confirmed and checked-in bookings, opens a tab for bar, shop and reception spending (see Tabs).

Searching and exporting

Use the search box to find a booking by guest name, email or ref. Narrow the list with the status filter and the Arrival from / to dates; Clear dates resets them. Select Export CSV to download the bookings on the current tab as a spreadsheet.

Go to top ↑

6. Calendar

The Calendar (headed Availability Calendar) shows every unit as a row and every day as a column, with bookings drawn as coloured bars. Admins, managers and receptionists can use it.

Moving around

• Choose Week or Month view. Month is the default.
• Use ← Prev and Next → to move back or forward, and Today to return to the current date.
• Today's column is shaded light blue. Units are listed in number order, with their type and berths under the name.

What the colours mean

Cancelled bookings are not shown. A no-show still shows as a red bar and blocks dragging; to rebook those dates, use Bookings → + New booking. The guest's name appears on bars three nights or longer. Hover over a shorter bar to see the name and dates.

Viewing a booking and taking payment

1. Select a booking bar.
2. The Booking detail window shows the reference, status, guest, email, dates, nights, adults, total, source, Paid so far and Balance.
3. Take a card payment on the terminal, send a payment link by text, or open a tab, from the same window. These work as they do in Bookings: see Payments, Pay by Text and Tabs.
4. Under Stay, you can also Check out, Mark as no-show or Change booking, exactly as in Bookings.

Creating a booking from the calendar

1. Find the unit's row.
2. Click on the arrival day and drag across the empty days the guest will stay. Let go on the last night.
3. The New booking window opens with the arrival and departure dates filled in. The departure date is the day after the last night you selected.
4. Enter the guest's First name, Last name and Email (all required) and, if you have it, Phone (optional).
5. Enter Adults, Children and Pets, and choose the Source (it starts at direct phone).
6. Enter the Total (£) and Deposit (£).
7. Select Create booking.

Go to top ↑

7. CRM: guests and contacts

The CRM page (titled Customer CRM) holds your guest list, marketing emails and automatic follow-up emails. Admins and managers can use it. If you look after more than one park, choose the park in the switcher first.

It has three tabs: Guests, Campaigns and Automations.

Finding a guest

1. Go to CRM → Guests.
2. Type in Search name or email..., or filter by source (All sources), by tag (Filter by tag), or tick Consent only to show guests who agreed to marketing.
3. The list shows each guest's visits, last visit, source, consent and tags. Select View to open the guest.

Guests are added to the CRM from their bookings. There is no separate "add guest" button.

Updating a guest

1. Open the guest with View. You see their email, number of visits, first and last visit and their Booking history.
2. Under Marketing & CRM, tick or untick Marketing consent, set the Source, add Tags (comma separated) such as dog_owner, regular, and add Notes.
3. Under Preferences, set the Preferred pitch type, Typical party size and Pitch preference, for example quiet area, near facilities.
4. Select Save changes.

Sending a campaign

1. Go to Campaigns and select + New campaign.
2. Enter the Campaign name, Email subject and the email in Body HTML. Personalise it with {{first_name}}, {{guest_name}} or {{email}}.
3. Under Segment, optionally set Min visits, Months since last stay, Source or Tag. Leave it blank to send to all consenting guests.
4. Select Create. The campaign is saved as a draft; use Edit to change it.
5. Select Preview & Send to see how many guests match and who they are.
6. Select Send now.

For a sent campaign, select Stats to see how many were sent, opened and clicked. From there you can Resend to non-openers or Resend to all.

Automatic emails

1. Go to Automations and select + New rule.
2. Enter a Rule name and choose the Trigger: Months since last stay, Stay anniversary or Pre-season.
3. Enter the Trigger days, the Email subject and the Body HTML.
4. Select Create rule.

Use the switch on each rule to make it Active or Paused, and Delete to remove it. Select Run now to check all rules straight away; Parkcore tells you how many rules it checked and how many emails it queued.

Go to top ↑

8. Payments and card terminals

Parkcore takes card payments on your Verifone card terminals and by texting the customer a secure payment link. Admins, managers and receptionists take payments on bookings; only admins can set up terminals and online payments on Integrations.

Where you can take a payment

• Bookings → select View on a booking.
• Calendar → select a booking to open its details (see Calendar).
• Owners → an owner's invoices → Take payment (see Owners).
• EPOS Till for shop and bar sales (see EPOS Till).
• Activities when taking a booking (see Activities).
• Tabs: a hold on the guest's card, taken from when the tab is closed (see Tabs).

The booking shows Paid so far and the Balance. Each panel shows Still owed and, if the deposit is not fully paid, the deposit outstanding.

Taking a card payment on the terminal

1. Open the booking and find the Card payment (terminal) panel.
2. Check the Amount (GBP). It starts at the deposit outstanding, or the balance if the deposit is paid. Change it if the customer is paying a different amount.
3. If you have more than one terminal, choose it under Terminal.
4. Select Take card payment. The screen shows Waiting for card....
5. Ask the customer to tap or insert their card on the terminal. To stop, press the red Cancel key on the terminal.
6. Parkcore shows whether the payment was approved. If it was not, nothing has been charged.

The panel is shown on provisional, confirmed, checked-in, departed and cancelled bookings. Each payment is listed with its date, terminal, card ending and status. Payments made by text link appear here too, labelled Paid by text link, so the booking's full payment history is in one place.

Voids and refunds

• Void (same day) cancels a card payment on the day it was taken. The customer is not charged.
• Refund is offered once the payment has settled, from the next day. Enter how much to refund; it can be less than the full payment. The customer may need to present their card on the terminal.

Only the button that applies is shown. On owner invoices that are already paid, use Card payments (void / refund) to see these buttons.

Payment statuses

Recording cash or card taken elsewhere

When you confirm a booking, enter any money taken outside Parkcore (cash, or a separate card machine) in Payment received now (GBP), then select Confirm & send email. This amount is added to what has already been paid. Leave it blank if nothing was taken.

Payment links (pay by text)

For bookings taken by phone, text the customer a link to Verifone's secure payment page. The link is valid for 24 hours. It is offered on provisional, confirmed and checked-in bookings, and on unpaid owner invoices.

1. Open the booking and find the Pay by text panel.
2. Check the Amount (GBP) and the Mobile number (filled in from the booking).
3. Select Send payment link.

Under each link you can Resend text, Copy link, Cancel link, or, once the customer has opened it, Check payment. If a link has expired, select Send a new link. Sending another link while one is still open replaces the current one. All links for the park are listed on Pay by Text.

Setting up terminals and online payments (admins)

1. Go to Integrations and choose the park.
2. Under Card payment terminals - Verifone, enter the Verifone account details for this park, tick Enable card terminal payments for this park and select Save settings. The hint under each box says where to find it in Verifone Central. The API user is your User UID (My profile), and the site entity is the organisation ID the API key was made for (API keys → open the key). If you type the same value in both, Parkcore warns you that one is in the wrong box.
3. Under Add a terminal, enter a Name (for example Reception), the POIID and Till (SaleID), then select Add terminal.
4. Select Test next to the terminal and tap a card when asked. Parkcore takes 1p and voids it straight away.
5. To use tabs, enter the Amount held per tab (£) under Tabs (card hold) and select Save. Leave it blank to switch tabs off.
6. Under Pay by text - online payments, enter the Sender name / Alpha Tag (up to 11 letters or numbers, no spaces), the Verifone online payments details, tick Enable online card payments for this park and select Save.

Use Edit to change a terminal and Deactivate to stop using it.

Go to top ↑

9. Pay by Text

The Pay by Text page lists every payment link texted to a customer or owner, and whether it was paid. Admins, managers and receptionists can use it; only admins and managers can export.

The summary tiles

• Needs attention — links that expired unpaid, texts that failed, or a mismatch.
• Awaiting payment — links sent but not yet paid, with how many the customer has opened.
• Paid — paid links and the total received.
• Expired — not paid within 24 hours.

Select a tile to filter the list. The tabs All, Needs attention, Awaiting payment, Paid, Expired and Cancelled do the same.

Finding a link

1. Go to Pay by Text.
2. Type in Search — a name, booking or invoice reference, mobile number or Verifone reference.
3. Use Sent from and Sent to to limit the dates.
4. Select Clear search and dates to start again. Use Load more if there are more links than shown.

What each row shows

Sent, For (the booking or invoice and customer), Amount, Mobile, Status and Sent by. The status shows when it was paid, when it expires, or Replaced by a newer link. Any problem is shown in amber under the status.

Acting on a link

• Resend text — send the same link again.
• Check payment — once the customer has opened the link, ask Verifone if it has been paid.
• Send a new link — for an expired booking or invoice link.
• Copy link — copy the link, for example to read out or email.
• Cancel link — stop the customer paying with it.
• Dismiss — clear an expired link from Needs attention.

Checking payments

Parkcore checks every 15 minutes for payments where the customer didn't come back to the confirmation page, and expires links after 24 hours. It may also text the customer a receipt. Select Check payments now to do this straight away.

Admins and managers can select Export CSV to download the links that match the current filters.

Go to top ↑

10. EPOS Till

The EPOS Till is for shop and bar sales. Admins, managers and receptionists can sell; only admins and managers can void or refund a sale.

Choosing the till

At the top of Current sale, choose Shop or Bar. Each computer remembers its choice, so set it once on the bar PC. Card takings are reported per till.

Making a sale

1. Go to EPOS Till → Till.
2. Filter by category if needed, or use All items.
3. Tap each item to add it to Current sale. Use + and - to change quantities.
4. Check the Net, VAT and Total.
5. Choose the Payment method: Cash, Card, Account or Complimentary.
6. For cash, enter the Amount tendered. Parkcore shows the change.
7. For card, choose the Terminal if you have more than one.
8. Select Pay £…. For card, ask the customer to tap or insert their card on the terminal.
9. When Payment complete shows, select New transaction.

Select Clear to empty the basket. Stock goes down as soon as the sale is complete.

Viewing, voiding and refunding sales

1. Select Sales. Today's sales are shown.
2. To see another day, change Sales on. Select Back to today to return.
3. For a cash or other sale, select Void. Stock is restored.
4. For a card sale, select Void (same day) or Refund to card (once it has settled). The full amount is refunded and stock restored. The customer may need to present their card.

Voided and refunded sales stay on the list, marked Voided or Refunded.

Tabs

Select Tabs at the top of Current sale to open a guest's tab, add the current sale to one, or close one. See Tabs (card holds).

Adding and editing items

Items for the till are set up here by admins and managers. Stock levels, costs, case sizes and suppliers for the same items are managed on Stock & Suppliers.

1. Select + Add item.
2. Enter the Name, choose the Category (beverage, food, retail, hire, service or other) and enter the Price including VAT.
3. Choose the VAT rate %: 0%, 5% or 20%.
4. Enter the Initial stock, the Reorder level (the level at which it shows as low) and the supplier's Lead time (days) from order to delivery.
5. Select Add item.

Hover over an item on the till to edit it (pencil ✎) or deactivate it (×). Deactivating hides it from the till. In Edit stock item you can change the name, category, price, VAT, Stock qty, Reorder level, Lead time (days) and Track stock, then select Save changes. Only admins and managers see + Add item, the pencil and the ×.

Items that track stock show how many are left and can't be sold at zero. New items always track stock. For things you don't count, such as bike hire or a service, open the item with the pencil and untick Track stock.

End of day and your accounts

Use Sales to check the day's takings. If Xero or QuickFile is connected and the till accounts are set, each morning yesterday's completed sales are posted automatically as one entry, split by payment method. Activity takings are posted with them. See Accounting.

Go to top ↑

11. Tabs (card holds)

A tab lets a guest run up a bill at the bar, shop or reception and pay once at the end. When the tab is opened, a fixed amount is held on their card (a pre-authorisation). When the tab is closed, Parkcore takes what they owe from that hold, so the guest doesn't need their card again.

Opening a tab

1. At the till, select Tabs. At reception, open the guest's booking and find Tab (card hold). This is shown on confirmed and checked-in bookings.
2. Select + Open a tab (£… held on the card).
3. Enter a Tab name, for example Pitch 12 - Smith or Table 4. From a booking, the guest's name and pitch are filled in.
4. With more than one terminal, choose it in the box under Tab name.
5. Select Hold card and open. The guest taps or inserts their card on the terminal.
6. Parkcore shows "Tab opened - £… held on the card".

Nothing is charged yet: the money is held on the guest's card, not taken.

Adding to a tab

1. Ring up the items on the till as normal.
2. Instead of Pay, select Tabs. Find the guest's tab and select Add this sale to the tab.

Each tab shows what is on it, the total, and how long the hold lasts. If the total goes over the hold, the tab says so. The extra is paid by card or cash when the tab is closed.

Closing a tab

1. Select Tabs (or the booking's Tab (card hold) section) and select View / close on the tab.
2. If you have more than one terminal and the guest will pay by card, choose the terminal in the box under the buttons first.
3. Under Close and pay £…, choose how to pay:
   • Take £… from the hold: takes the money from the hold. The guest doesn't need their card. If the tab is more than the hold, the rest is then taken by card or cash.
   • Card on terminal: the guest pays by card, and the hold is released.
   • Cash: the guest pays cash, and the hold is released.

The items become one till sale named "Tab: …", and stock goes down then. If nothing was spent, select Nothing to pay - release the hold.

Holds expire

A hold lasts up to 30 days. A tab shows "Hold ends in N days" when it's close, and "Hold expired - take card or cash" after that. Close long tabs regularly, at least weekly, because some card types drop a hold sooner than 30 days.

Managers only

• Remove takes off an item added by mistake, before any payment.
• Discard tab and release the hold (nothing charged): for a tab opened by mistake.
• Unclear answers. If the terminal doesn't give a clear answer, the tab is locked and says so. Check the terminal or the Verifone portal, then select It went through or It didn't.

Go to top ↑

12. Stock and suppliers

Stock & Suppliers holds your stock list, reorder suggestions, purchase orders, deliveries, the stock log and your supplier contacts. What each role can do:

• View: admins, managers, reception and accountants. Anyone who can view can print a single purchase order.
• Change costs, case sizes, supplier codes and suppliers, adjust stock, raise and email orders, and use the page's Print button: admins and managers only.
• Book in deliveries: reception can do this too.

The page has five tabs: Stock list, Ordering, Deliveries, Stock log and Suppliers.

Setting up stock ordering (once)

Do these steps once so reordering works smoothly:

1. Add your suppliers on the Suppliers tab, each with an Email address for orders (see Suppliers below).
2. Check each item on the EPOS Till: Track stock ticked and a sensible Reorder level (the level at which it's low). Also check the supplier's Lead time (days), the days from ordering to delivery.
3. On the Stock list, give each item its Supplier, its Supplier code (the supplier's own product code, shown on orders), its Case of size (how many come in one case) and its Cost ex VAT per single unit.
4. Count your stock and enter it with Adjust stock → Stock count so you start from the right numbers.

The stock list

The tiles at the top show Active items, Units in stock, Low stock, Out of stock, Value at selling price and Value at cost. Each row shows:

• Search by item, SKU or supplier, and filter by category, stock level, supplier or active/inactive items.
• Select Export CSV to download the rows you are looking at. It includes the supplier code and case size.
• The table is wide. Scroll it sideways to see the right-hand columns.

Changing an item's supplier, code, case size or cost

Managers and admins can type straight into the row. Each box saves when you press Enter or click away.

1. Go to Stock & Suppliers → Stock list and find the item.
2. Supplier: choose from the list (or -- none --). Retired suppliers aren't offered.
3. Supplier code: type the supplier's code, for example KK-48, up to 50 characters. Clear the box to remove it.
4. Case of: type how many come in a case, for example 24. Clear it, or type 1, for items bought singly. Use whole numbers from 1 to 10,000. Only items that track stock have this box.
5. Cost ex VAT: type the cost of one single unit, before VAT, for example 0.42. Don't enter the case price.

Changing stock levels

Always change stock with a reason, so the stock log shows why it changed.

1. Go to Stock & Suppliers → Stock list and select the item's name. Its stock history opens, showing In stock now and the reorder level.
2. Under Adjust stock, choose a Reason:

   Reason	What to enter	Example
   Damaged	How many to take off	2 takes 2 off
   Waste (out of date, spoiled, spilt)	How many to take off	6 takes 6 off
   Stock count	The quantity you counted on the shelf	40 sets stock to 40
   Correction	The change: + to add, - to take off	-3 or 5
   Other	The change: + to add, - to take off	-1

3. Add a Note, for example "dropped crate" or "monthly count".
4. Select Save adjustment.

Parkcore confirms the change, for example "Stock changed from 24 to 22". If a count matches what Parkcore already had, it says "No change - stock is already 40".

Stock also changes by itself: down when something is sold, back up when a sale is voided or refunded, and up when a delivery is booked in.

What to reorder

The Ordering tab starts with What to reorder, grouped by supplier. An item is suggested when stock plus anything already on order is at or below its reorder level, or will be by the time a delivery could arrive (lead time × average daily sales over the last 30 days).

• Why says Out of stock, At or below reorder level or Will run low before a delivery could arrive.
• The suggested amount covers the lead time plus the number of days chosen in Order enough for (7, 14, 21 or 28 days after delivery), keeping the reorder level as a safety margin. It is never less than the reorder level.
• Whole cases: for items with a case size, the suggestion is rounded up to whole cases. The line under the quantity shows it, for example "2 cases of 12". If you type a number that isn't a whole number of cases, it shows the split, for example "2 cases of 12 + 6 singles".
• Each group shows an estimated cost, from the items' cost prices.

Creating a purchase order

1. Go to Stock & Suppliers → Ordering.
2. In the supplier's group, tick the items you want and change the quantities if needed. Quantities are always in single units, for example 24 for two cases of 12.
3. Select Create order for [supplier]. A Draft purchase order opens, numbered PO-00001, PO-00002 and so on.
4. To change it, select Edit. You can change quantities and the Unit cost ex VAT (£), Remove a line, + Add an item..., set the Expected delivery date and add a Note for the supplier. Then select Save.

Items with no supplier, or with a retired supplier, can't be ordered here. Choose a supplier for them on the Stock list first.

Emailing an order to the supplier

1. Open the order and select Email to supplier.
2. Send to is filled in with the supplier's email address. Change it if needed, for example to a rep's address. If the supplier has no email saved, type one in or add it on the Suppliers tab.
3. Add a Message if you like. It appears above the order, for example "Please deliver to the back gate".
4. Leave Send me a copy ticked to get a copy yourself.
5. Untick Show our prices if you don't want your cost prices on the order.
6. Select Send email.

Parkcore shows "PO-0000X emailed to …". The supplier receives:

• the order number and date, and your account number with them
• the delivery date you want
• each item with its supplier code, quantity and case split, plus prices if shown
• your note
• the park's address under Deliver to

A draft order becomes Sent, and the top of the order shows who it was emailed to and when.

Email again sends a reminder. If part of the order has already arrived, the reminder lists only what is still to come.

Prefer paper or phone? Select Print to print the order, or read it out. Then select Mark as sent once you have placed it. Mark as sent only records the order as sent; it doesn't contact the supplier.

Order statuses

Use the filter under Purchase orders to see Open orders, All orders, Drafts, Sent, Part received, Received or Cancelled. Draft and sent orders can be cancelled with Cancel order. Anything still on an open order counts as "on order" in the reorder suggestions, so it isn't suggested twice.

Booking in a delivery

Against a purchase order (best):

1. Open the order and select Book in delivery.
2. Check the Delivered on date and enter the Delivery note / invoice no. if there is one.
3. For each line, enter how many Arrived, in single units. It starts at what is still to come. Enter the Unit cost ex VAT (£) if the price has changed.
4. Select Book in delivery.

Stock goes up straight away. If only part arrives, the order becomes Part received and the rest stays outstanding. You can book in more than was ordered if the supplier sent extra.

Without an order:

1. Go to Stock & Suppliers → Deliveries.
2. Under Book in a delivery, choose the Supplier, the Delivered on date, the Delivery note / invoice no. and any Note.
3. Choose each item and enter the quantity and, if you have it, the Cost each (£, optional). Use + Add another item for more lines.
4. Select Book in delivery.

A cost you enter becomes the item's cost price. Past deliveries are listed below the form for the dates you choose, and can be exported with Export CSV.

The stock log

The Stock log tab lists every stock change with who made it and when:

• opening stock for a new item
• sales, voids and refunds
• deliveries
• damaged and waste
• stock counts and corrections
• changes made on the till (Edited on till)

Choose dates, or use Today, 7 days or 30 days, and filter by item or type of change. It shows totals By item (delivered, sold, adjusted, in, out and left at the end) and By type of change, and can be exported with Export CSV. Changes are logged from 12 Oct 2026.

Suppliers

1. Go to Stock & Suppliers → Suppliers and select + Add supplier.
2. Enter the Company name (required), contact name, phone, mobile, website and address.
3. Enter the Email. Purchase orders are emailed to this address.
4. Enter Our account number, which is printed on orders, and the Payment terms, for example "30 days".
5. Add any Notes, such as delivery days, minimum order or the rep's name.
6. Select Save supplier.

Select a supplier's name to see their details and the items they supply. From there, managers can use Edit details or Retire supplier. A retired supplier is hidden from lists but kept on record, so past deliveries still show who they came from. Tick Show retired to see them, and use Make active again to bring one back.

Go to top ↑

13. Activities

Activities is for bookable on-park activities, such as the pool, crazy golf, tennis or bike hire. You can set up activities and sessions, take bookings and payment, and check guests in. Admins, managers and reception can use it.

The page opens on the Bookings calendar tab. The Activities tab lists each activity.

Bookings calendar

The calendar shows every activity down the side and the days across the top. Each session shows places booked out of the total, coloured by how full it is: empty, booked, nearly full or full.

• Choose Day, Week or Month, and use the arrows or Today to move around.
• Select a session to open its bookings.
• Use Find a booking - name, email, pitch or QR code and select Search to find a booking quickly.

Adding an activity

1. Go to Activities and select + Add activity.
2. Enter the Name and choose the Type.
3. Add a Description and the Default capacity (how many people per session).
4. Enter the Guest price (GBP), Gold price (GBP) and Silver price (GBP). Leave Bronze price (GBP) blank to charge bronze owners the guest price.
5. Select Create activity.

Select an activity's card to open it and see its upcoming sessions.

To change an activity's name, description, capacity, length or prices, open it and select Edit details & prices, then save. New prices apply to bookings made from then on. Bookings already made keep the price they were booked at.

Opening hours and generating sessions

1. Open the activity and select Opening hours.
2. Choose the Open days, the Open from and Close at times, and Session every (min), for example 60.
3. Add Season from and Season to dates if the activity is seasonal, then select Save hours.
4. Select Generate sessions, choose the From date and To date, and select Generate sessions.

Parkcore creates a session for each open day between those dates, using the opening hours. Sessions that already exist are not duplicated.

To add a one-off session, select + Schedule a session, choose the Date and time, change the capacity or duration if needed, and select Create session.

Taking a booking

1. Open the activity and select Bookings on the session.
2. Select + Add booking.
3. Choose the Booker type: Guest (on-site), Gold owner, Silver owner, Bronze owner or Day visitor (off-site).
4. For anyone on site, choose their Pitch / unit. If an owner is linked to that unit, their name, email and owner type fill in for you.
5. Enter the Name and Email (both required).
6. Choose the Payment type (Paid, Complimentary, Staff or Concession) and the number of Participants. Complimentary, staff and concession bookings are free.
7. Under Payment, the price is shown. Choose how it is being paid:
   • Card on the terminal: choose the terminal if you have more than one. The booking is only saved if the card is approved.
   • Cash: take the cash first.
   • Add to their site booking: choose the guest's booking. The price is added to that booking's total, to be paid with their stay.
   • Add to owner's account (invoice), for owners: choose the owner. An invoice is added to their account.
8. Select the button, which shows what will happen, for example Take £5.00 on card or Take £5.00 cash & book.

Each session shows how many are booked and the spaces left. Each booking shows what was paid and how. When a guest arrives, open the session's Bookings and select Mark attended.

Cancelling a booking

1. Open the session's Bookings and select Cancel on the booking.
2. Choose what happens to the money:
   • Card: Cancel & refund £… to card (voided the same day, refunded on the terminal after that), or Cancel, keep the payment.
   • Site booking: the amount comes off the site booking.
   • Owner invoice: the invoice is removed if it's unpaid.
   • Cash: give the amount back in cash.
3. Select Keep booking if you change your mind.

Checking a QR code

1. On the main Activities page, select QR Scanner.
2. Type the QR code reference, for example A1B2C3D4E5F6, and select Look up.
3. Check the name, activity, number of participants and time. A green Valid badge means the booking is good. Otherwise the booking's status is shown in red.

Cancelling sessions and closing days

To cancel one session, select Cancel on it and confirm. Its bookings are cancelled too. Site-booking and owner-invoice charges are removed automatically. Parkcore lists who needs a card or cash refund. Card refunds must then be done on the terminal, because Parkcore doesn't refund them for you here.

To close an activity for whole days, select Block days. Enter the dates separated by commas, for example 2026-07-10, 2026-07-11, add a Reason such as "Maintenance", and select Block days.

Go to top ↑

14. Owners and the owner portal

The Owners page holds holiday home owners, the pitches they own, and their invoices. Admins, managers, accountants and receptionists can use it. Admins, managers and accountants also see the tabs Owners, Site fee run, Site fee invoices, Utility run and Fee settings (see Annual site fees).

The list shows each owner's Name, Email, Tier (gold, silver or bronze), Site fee and Licence renewal date. The site fee shows Tier price for owners who pay the park's tier price, or their own amount. Select View to open an owner. Select Export all CSV to download the whole list.

Licence renewal colours: amber with the days left when renewal is within 90 days; red "(passed)" when the date has gone. Admins and managers are also emailed when a renewal is 90, 30 and 7 days away, and on the day. This can be switched off in Site Setup → Owner fees.

Adding an owner

1. Go to Owners and select + Add owner.
2. Enter the First name, Last name and Email (all required) and, if you have it, the Phone.
3. Choose the Unit. Only pitches that don't already have an owner are listed.
4. Choose the Tier.
5. Enter the Licence start date (required) and Licence renewal date.
6. Under Site fee, choose Tier price (set in Site Setup) or Own fee. For an own fee, enter the Annual site fee per pitch (GBP). For Tier price, enter the owner's current fee in Current fee per pitch (GBP, for reference).
7. Add any Notes and select Add owner.

Pitches and details

On the owner's record, under Pitches, use + Add pitch... to give them another pitch, or Remove to take one away. Select Edit details to change their name, email, phone, address, postcode, tier or Site fee (tier price or own fee per pitch), then Save changes.

Invoices

Annual site fees for all owners are best sent with the site-fee run. Use + New invoice for one-off invoices, such as utilities or extra work.

1. Open the owner and select + New invoice.
2. Choose the Type: Site fee, Utility or Ad hoc.
3. Enter a Description, the Quantity and the Unit price (£).
4. Enter a Due date, or leave it blank to use the park's days to pay.
5. Choose VAT:
   • Park setting (site fees only): VAT is included if the park's site fees include VAT.
   • Price includes VAT: the invoice shows the VAT included in the price.
   • No VAT.
6. Select Create & send. The invoice gets the park's next invoice number (for example CRO-000012) and is emailed to the owner.

Parkcore confirms the number and due date. If the email couldn't be sent, use Resend email. Unpaid invoices with a due date get the park's reminder emails automatically (see reminders).

Each unpaid invoice has these options:

• Take payment — opens the card terminal and pay-by-text panels, the same as on a booking (see Payments and Pay by text). A text link lets the owner pay securely on their phone, so card details are never taken over the phone.
• Mark paid — use when the owner has paid another way, for example cash or bank transfer.
• Resend email — sends the invoice email again.

Each invoice shows its number, date, due date and any VAT included. Part payments show as Part paid with the amount still owing. On a paid invoice, Card payments (void / refund) shows its card payments so one can be voided or refunded.

Statement of account

1. Open the owner and, next to Invoices, select Statement.
2. Choose the period: type the From and To dates and select Show, or pick Last 12 months, This year or Last year.
3. The statement lists the Balance brought forward, then every invoice (a charge) and every payment (card, pay-by-text, refunds, and invoices marked paid) in date order, with a running Balance. The last line shows the Balance owed, or In credit if the owner has paid more than they owe.
4. Select Print to print it (or save it as a PDF from the print window), Download CSV for a spreadsheet, or Email to owner. You can add a message, then select Send email. The email goes to the owner's email address on their record, and includes how to pay when money is owed.

Export CSV next to the invoices downloads the list of invoices as a spreadsheet.

Giving an owner portal access

1. Check the owner's email address is correct (use Edit details if not).
2. Under Owner portal access, select Send invite. The status shows Not yet registered until they finish signing up, then Account active.
3. If the link is lost or has stopped working, select Re-send invite.

Tell the owner:

• Open the invite email and follow the link. They set a password of at least 12 characters.
• They then scan a QR code with an authenticator app (for example Google Authenticator or Authy) and enter the 6-digit code. They will need this app on their phone.
• After that they sign in at the owner login page, not the staff login.
• If the page says Registration link invalid, they should contact reception for a new invite.

What owners see

The ParkCore Owner Portal shows their unit or pitch, Amount owing, upcoming bookings and upcoming activity sessions. It has five tabs:

Where an invoice has a payment link, the owner sees a Pay now button. Otherwise the portal tells them to pay at reception or use the link you text them.

Go to top ↑

15. Annual site fees and VAT

Parkcore sends each owner one numbered annual site-fee invoice, with a due date, VAT and automatic reminders. Prices are set once for the park (Bronze, Silver and Gold per pitch) and can be checked and changed just before each run. Admins, managers and accountants can use these screens. The settings are in Site Setup → Owner fees, and also in Owners → Fee settings (the way in for accountants, who don't see Site Setup).

Step 1: park settings (once, then check each year)

Go to Site Setup → Owner fees (or Owners → Fee settings).

1. Annual pitch fees. Enter the yearly fee per pitch for Bronze, Silver and Gold. Each box shows how many owners are on that tier.
2. Tick Site fees include VAT (the invoice shows the VAT included) if the prices include VAT.
3. Under Invoices, fill in these boxes:
   • Business name on invoices: blank means the park name.
   • VAT registration number: needed before a run can be sent if prices include VAT.
   • Invoice number prefix: for example CRO, giving CRO-000001. The box shows the next number.
   • Days to pay: 30 if blank. This sets the due date for hand-made invoices.
4. Reminder emails. Tick when unpaid invoices get a reminder: 14, 7 or 3 days before the due date, On the due date, or 7, 14, 30 or 60 days overdue. If none are ticked, no reminders are sent.
5. How to pay (shown on invoices and reminders): for example your bank details and "quote your invoice number", or "pay at reception".
6. Tick or untick the licence-renewal reminder emails to admins and managers.
7. Select Save owner fees.

VAT rates

The VAT rates panel on the same tab shows the VAT rate today. Each invoice uses the rate in force on its invoice date and keeps it.

• National rate (set by ParkCore): when a Budget changes VAT, ParkCore support enters the new rate with its Starts on date, ahead of time. Invoices dated from then use it automatically.
• This park's own rate: only if your accountant says so. Admins and accountants can select + Set a park rate (only if your accountant says so), enter the Park rate (%), the Starts on date and a Note, and select Add.

Every change to prices, settings and VAT rates is listed in the Change log (select Show).

Step 2: the site-fee run

1. Go to Owners → Site fee run.
2. Under 1. Season and prices, enter the Season name (for example 2027), Period from, Period to, Invoice date and Due date.
3. Check the Bronze, Silver and Gold prices. If you change one, choose Update the park's prices or tick Use these for this run only.
4. Select Preview the run. Nothing is sent yet.

Step 3: check the preview

Under 2. Preview - nothing has been sent yet, each owner is listed with their pitches, Tier, Fee (tier price or own fee), price per pitch, total and VAT.

• Untick an owner to leave them out of this run.
• Change an owner's tier or fee basis, or type a new own fee, straight in the row. This changes the owner's record too.
• No Bronze price set (or Silver or Gold): give the tier a price, give the owner their own fee, or untick them. The totals show how many owners need a price before you can send.
• Already invoiced: they already have an invoice for this season, so they're skipped. This matches on the season name, so keep it exactly the same each time, for example 2027 season.
• Owners with no email address still get an invoice for you to hand over or post.
• Select Download preview (CSV) to check it in Excel.

The totals show the number of invoices, the Total to invoice, the VAT included and the split By tier.

Step 4: send

1. Under 3. Send, select Create and email N invoices.
2. Check the confirmation, for example "Create 21 invoices for £25,200.00 and email the owners? This can't be undone", and select Yes, send them.

Each owner gets an email with their invoice number, date, due date, season, period, the VAT included, how to pay and a link to the owner portal. Parkcore lists any owners with no email address so you can hand over or post their invoices. Past runs below shows each run with its totals, paid and outstanding.

Site fee invoices and reminders

Owners → Site fee invoices lists every site-fee invoice with its number, owner, season, due date, total, amount owing, status (Paid, Part paid, Unpaid or Overdue by N days) and last reminder. Choose a run or All runs, and tick Overdue only to chase late payers.

• Reminder emails go out automatically each morning on the days ticked in Owner fees. They stop as soon as an invoice is paid. Only unpaid invoices with a due date get them.
• Select Send reminder now to send one straight away. It shows when something is owed and the owner has an email address.
• To take a payment or mark an invoice paid, open the owner on the Owners tab (see Invoices).

Go to top ↑

16. Utility invoices from meter readings

Parkcore can invoice owners for the electricity and gas their pitch meters show. Each run bills every pitch from the reading on its last utility invoice up to its latest reading. Admins, managers and accountants can use it.

Step 1: utility prices (once, then whenever prices change)

1. Go to Site Setup → Owner fees (or Owners → Fee settings) and find Utility prices.
2. Enter the Electricity (pence per kWh) and Gas (pence per unit) rates, and any standing charge (pence per day). Prices are before VAT.
3. Under VAT on utilities, the Default rate (%) is 5% (the reduced rate for domestic fuel and power) unless you enter another rate. VAT today shows the rate electricity and gas are charged at today.
4. Select Save utility prices.

Dated VAT rates (rate changes, such as the temporary 0% on electricity)

Each invoice uses the VAT rate in force on its invoice date, for each utility. The standing charge is taxed at the same rate as the fuel. To set a rate that starts on a date:

1. Under the dated rates table, choose Electricity or Gas, the date it starts (From), the Rate (%) and an optional Note.
2. Select + Add dated rate. It's saved straight away. Prices you're still typing aren't saved by this - use Save utility prices for those.
3. A rate stays in force until the next dated rate for that utility. To end a temporary rate, add another dated rate for the day after it ends.
4. To remove one, select Delete on its row. There can be only one rate per utility per start date - delete the old one first.

Temporary 0% on domestic electricity: select Add the temporary 0% on electricity (1 Oct 2026 - 30 Jun 2027). This adds two dated rates: electricity 0% from 1 October 2026, and back to 5% from 1 July 2027. Gas stays at 5%. An invoice dated in that period can then have electricity at 0% and gas at 5%; each line shows its rate (for example "VAT 0%"), and the email says the VAT is "at the rate shown on each line".

Step 2: the utility run

1. Go to Owners → Utility run.
2. Choose Readings up to (usually today), the Invoice date and the Due date.
3. First run only: set First bill from, for example the start of this season. Pitches that have never had a utility invoice then start from their reading on or before that date, instead of their very first reading, so years of old readings aren't invoiced. Leave it blank on later runs.
4. Check the prices. They're filled in from Utility prices, and you can change them for this run only. Leave a price blank to not invoice that utility.
5. Select Preview the run. Nothing is sent yet.

Step 3: check the preview

Each owner's pitches are listed with the readings used (from → to), units used, days, the amount before VAT and with VAT. The status shows:

Untick an owner to leave them out of this run. Their readings stay unbilled for next time. The totals show the number of invoices, the amount before VAT, the VAT and the total.

The standing charge is added once per meter: a day/night meter gets one standing charge, on the day register.

Step 4: send

1. Under 3. Send, select Create and email N invoices.
2. Check the confirmation and select Yes, send them.

Each owner gets one numbered utility invoice (in the park's invoice sequence), with a line per pitch and utility showing the readings, the units and any standing charge, all including VAT. It's emailed with the due date and how to pay. Owners with no email address are listed so you can hand over or post their invoice. Unpaid utility invoices get the park's reminder emails, like site-fee invoices.

Past utility runs lists each run. The invoices appear on each owner's record and statement, where you take payment or mark them paid.

Go to top ↑

17. Sales CRM

The Sales CRM tracks caravans for sale, their pre-delivery inspection (PDI), and people interested in buying. Admins, managers and sales staff can use it. It has three tabs: Stock, Leads and Pipeline.

Adding a caravan to stock

1. Go to Sales CRM → Stock and select + Add stock.
2. Enter the Make and Model, for example Swift and Challenger 580.
3. Enter the Year, Berths and, if known, the Colour.
4. Enter the VIN / Serial number.
5. Enter the Purchase cost (GBP) and List price (GBP).
6. Add the Arrival date if you know it, then select Add to stock.

The stock list shows each caravan's make and model, year, VIN, list price and status. Select View for full details, and Edit details to change them or add notes.

Stock statuses

Passing a PDI

1. Open the caravan with View.
2. When the inspection is done, select Pass PDI - move to Display.

The record then shows PDI passed with the date, and the status changes to Display.

Adding and following up leads

1. Go to Sales CRM → Leads and select + Add lead.
2. Enter the First name, Last name and Email (all required) and the Phone.
3. Choose the Source: Website, Phone, Walk-in, Referral, Marketplace, Owner upgrade, Repeat customer, Show / exhibition, Social media, Email or Other.
4. Enter their Budget (GBP), the Enquiry date (today by default) and a Follow-up date.
5. Add any Notes and select Add lead.

New leads start at the enquiry stage. To move a lead on, open it with View and, under Advance stage, select the new stage. The stages are enquiry, qualified, viewing, offer, deposit, completed and lost.

Use Edit details on a lead to change their details or record what they are Interested in, for example Swift Challenger 580.

Pipeline

The Pipeline tab shows how many leads are at each stage, and the total of their budgets.

Go to top ↑

18. Maintenance

The Maintenance page holds every repair job ever reported on the park. Admins, managers, maintenance staff and receptionists can open it. Receptionists, managers and admins can report jobs; only admins and managers see Export CSV and Print.

Reporting a job

1. Go to Maintenance and select + New job card.
2. Choose the Pitch.
3. Enter a Job title, for example Leaking tap in bathroom.
4. Add a Description of the problem.
5. Choose the Priority: low, normal, high or urgent.
6. Select Report job. The job gets a job number and starts as open.

Finding jobs

Type in the search box to search by job number, pitch, problem, work done, parts or names. You can also filter by Pitch, Priority (including Urgent + high), Status, Assigned to (including Unassigned and former staff), and Reported from / Reported to dates. Use Sort by to change the order. Select Status → Active to see jobs that are open or in progress.

The page shows how many jobs match. More load as you scroll, or select Load more. Select Clear search and filters to start again.

Working on a job

1. Select the job, or Open job card.
2. Under Assignment, select Assign to me. Admins, managers and maintenance staff can also choose Assign to team member....
3. Set the Status (open, in progress, completed or cancelled) and, if needed, change the Priority.
4. Enter the Start time and End time.
5. Under Parts used, enter each part and quantity. Select + Add part for more rows.
6. Describe the fix in Work undertaken to resolve the problem.
7. Select Save job card to save, or Close job to save and mark it completed.

To work on a completed or cancelled job again, open it and select Reopen job.

Exporting and printing

Export CSV downloads every job that matches the current search and filters, including parts used and work undertaken. Print prints the matching list, with the filters shown at the top.

Go to top ↑

19. Housekeeping

The Housekeeping page lists pitches that need cleaning and restocking when a guest's stay ends. Admins, managers, housekeeping staff and receptionists can use it.

The list shows each task's Pitch, Departure date, Notes and Status (Pending or Done, with the name of who completed it). Only pending tasks are shown. Tick Show completed to see finished ones too.

Creating today's tasks

Select Generate for today. Parkcore checks today's departures and adds cleaning tasks for them. A message shows the result.

Adding a task by hand

1. Select + Add task.
2. Choose the Pitch.
3. Add Notes (optional), for example "guest requested extra towels".
4. Select Add task.

Completing a task

1. When the pitch is cleaned and restocked, select Tick complete on its row.
2. Add Notes (optional), for example "replaced toilet roll, soap, restocked welcome pack".
3. Select Tick complete to confirm.

If a task was ticked by mistake, tick Show completed, find the task and select Reopen.

Go to top ↑

20. Staff records

Staff records live under Staff. The page has tabs across the top: Staff, Rota, Timesheets, Holidays, Sickness, Minimum wage, then Wage check and Payroll for people allowed to see pay, Rules & law, and Settings (shown as Settings & log to admins).

The Staff tab shows quick counts — staff, leave to approve, off sick now, right to work to check, under 18 and below minimum wage. Select a count to filter the list. Use the search box to find someone by name, job or staff number.

Adding a staff member

1. Go to Staff → Staff tab.
2. Select Add staff member.
3. Enter the first name and last name (both required) and, if they use one, the name they are known as.
4. Under Job and contract, enter the job title, department, contract, employment status, start date, contracted hours a week and days worked a week.
5. Enter their date of birth so Parkcore can check pay against the minimum wage.
6. Check the staff number. This is the number they give at reception to clock in.
7. Enter their payroll number if they already have one in Xero.
8. Add contact details and an emergency contact.
9. Save the record.

Pay rates and pay rises

1. Open the staff record.
2. Select Add a pay rate or pay rise.
3. Choose the pay role, enter the amount per hour (or salary a year) and the start date.
4. Save.

A pay rise is a new rate from its start date. Past rates are kept as history so earlier pay can still be checked. Rates in force today shows what applies now.

Recording a leaver

1. Open the staff record.
2. Enter the Leaving date (their last day) and save.
3. If they have shifts, hours or leave after that date, Parkcore lists them under These fall on days they won't be employed.
4. Choose Remove them and save to clear those entries, or Save and keep them if you need to review them first.

Documents and the change log

Contracts, fit notes and right-to-work copies can be attached to the record. Every change is written to the Change log on the record, so you can see who changed what and when. Some fields, such as sickness reasons and return-to-work notes, are visible to admins only.

Go to top ↑

21. Rotas

The Rota tab plans who is working each week. The week starts on the day set in Pay week starts on (see Settings).

Creating shifts

1. Go to Staff → Rota.
2. Use Previous week and Next week to move to the right week, and filter by department if needed.
3. Select the day in the staff member's row.
4. Enter the start time, finish time and unpaid break (minutes).
5. Save the shift.

Rota checks

Parkcore warns you when a shift would break a working-time rule, for example too short a rest between shifts, too many hours for an under-18, a missing break, or a shift on a day the person is on leave or off sick. The limits come from Rules & law.

Leavers on the rota

Shifts after a leaving date are flagged. Use the leaving-date check on the staff record to remove them in one go.

Go to top ↑

22. Clock in and out

Staff clock in and out at reception. Reception staff use the Clock in / out page in the main menu.

Clocking someone in or out

1. Open Clock in / out.
2. Ask the staff member for their staff number and type it in.
3. Check the name shown is theirs. If it isn't, select Not them - cancel.
4. Tap to clock them in, or out if they are already clocked in.

The page also lists who is clocked in now and today's clock-ins.

Missed clock-ins and clock-outs

If someone forgets, a manager adds the time on the timesheet with Add a missed clock-in or clock-out and gives a reason, for example "forgot to clock out". Timesheets warn about any clock-in with no clock-out.

Go to top ↑

23. Timesheets

The Timesheets tab compares each person's rota with what they actually worked, so a manager can confirm and approve the hours before payroll.

Confirming hours

1. Go to Staff → Timesheets and choose the week.
2. Each row shows the rota and, where available, the clock times.
3. For each shift choose one of:
   • Worked as rota — they worked the planned times.
   • Use clock times — use the times recorded at reception.
   • Different times — enter the actual start, finish and unpaid break.
   • Didn't work — the shift did not happen.
4. To record work that wasn't on the rota, use Add as hours or add an Extra with a note, for example "Stayed late to cover the bar".
5. Select Approve when the week is right.

Timesheet statuses

The summary at the top shows Still to approve, or All approved when the week is done.

Correcting an approved timesheet

Select Re-open, make the change and approve again. Hours already sent to Xero must also be corrected in Xero.

Warnings

• Hours recorded on a day the person was on leave or off sick.
• A clock-in with no clock-out.
• Pay below the minimum wage for the person's age.
• Hours after a leaving date.

Go to top ↑

24. Leave and holidays

The Holidays tab shows who is off, leave waiting approval and each person's balance.

Booking leave

1. Open the staff record, or go to Staff → Holidays.
2. Select Book leave.
3. Choose the type, first day and last day.
4. Check the working days counted. They are worked out Monday to Friday, so change them if the person works weekends.
5. Select Book.

Approving leave

1. Go to Staff → Holidays.
2. Find the request under Waiting approval.
3. Check the rota for cover.
4. Select Approve or Decline.

Entitlement and balances

Each record shows the entitlement, days taken or booked and days left. Contractual holiday can be set on the record. Admins can use Adjust the balance with a reason, for example carried-over days. The holiday year starts on the date set in Settings.

Go to top ↑

25. Sickness

Recording sickness

1. Open the staff record and select Record sickness.
2. Enter the first day off and, when known, the last day off.
3. Add the reason (visible to admins only).
4. If they have a fit note, enter the dates it covers and attach a copy.
5. Save.

Return to work

When the person is back, enter the last day off, the date of the return-to-work chat and any notes. Return-to-work notes are visible to admins only.

Sickness triggers

Parkcore counts sickness spells over the last year and works out the Bradford factor. When someone reaches the trigger set in Settings, it shows Trigger reached so a manager can follow your absence policy.

Go to top ↑

26. Right to work

Every employee needs a right-to-work check before their first shift.

Recording a check

1. Open the staff record and select Record a check.
2. Enter the date checked, who checked it, how it was checked and the document seen.
3. If their permission to work is time-limited, enter the date it ends.
4. Record where the copy is kept, or attach it.
5. Select Record check.

Follow the GOV.UK right to work checklist, which is linked from the screen.

Reminders

When a time-limited permission is close to ending, Parkcore emails the park's admins and managers so a follow-up check can be done in time. The Right-to-work reminders panel shows permissions ending in the next 60 days and when the last reminder was sent.

Keeping records

Settings controls how many years right-to-work copies and leavers' records are kept. Records past that time appear under Due for removal.

Go to top ↑

27. Payroll

Parkcore sends approved hours to Xero Payroll as draft timesheets. Xero still works out tax, National Insurance, pensions and payslips. The Payroll and Wage check tabs are for admins and accountants.

Set-up (once)

1. Connect Xero (see Xero integration).
2. Go to Staff → Payroll.
3. Choose the Pay calendar to use.
4. Under Pay roles and Xero earnings rates, match each pay role to a Xero earnings rate.
5. Under Staff and their Xero employee, link each person to their Xero employee.

Sending hours each pay period

1. Make sure every timesheet in the period is approved.
2. Go to Staff → Payroll and check the period.
3. Review the hours and any warnings, such as No pay rate.
4. Select Send.
5. In Xero, review the draft timesheets and run the pay run as usual.

Minimum wage and wage check

The Minimum wage tab compares each person's rate with the National Minimum Wage for their age, including people about to move up an age band. The Wage check tab checks actual pay against hours worked.

Go to top ↑

28. Accounting: Xero and QuickFile

Your accounting software is connected from Integrations in the main menu. Only admins can see this page. Each park connects its own account. Xero is used for the daily takings and for payroll. QuickFile is used for the daily takings. The page also shows Sage and QuickBooks cards. Ignore these; only Xero and QuickFile are supported.

Connecting Xero or QuickFile

1. Go to Integrations and find the card for your software (Xero or QuickFile).
2. Under Send a connection invite, type the email address of the person who looks after your accounts (often your accountant).
3. Select Send invite.
4. They open the link, sign in to Xero or QuickFile with their own login and choose your organisation or account. They don't need a Parkcore account.
5. The card then shows Connected to and your organisation name.

The invite link works once and expires after 48 hours. If the email can't be sent, Parkcore shows the link so you can select Copy and pass it on yourself. Parkcore never sees the accounting password, and connection details are stored encrypted.

EPOS daily journal

Once connected, set these on the card under EPOS daily journal, then select Save mapping:

• the Till income account
• the Till bank account (where takings land)
• optionally, an Activities income account (blank means the till income account)
• optionally, a VAT / tax rate

Each morning, yesterday's completed till sales and activity cash and card takings (less refunds) are sent automatically as one entry, split by payment method. Select Sync yesterday's takings now to send it straight away. If there were no sales it says so. A day can only be sent once, and today can't be sent until tomorrow.

Connection problems

If the card shows Connection error, Parkcore retries by itself. If it says automatic retries have been exhausted, send a new connection invite. To connect a different account, use Reconnect a different … account. Disconnect stops all syncing.

"Not linked" staff (Xero Payroll)

A new employee shows Not linked until they are matched to a Xero employee. Add them in Xero first, then link them under Staff → Payroll → Staff and their Xero employee. If Xero says This Xero employee no longer exists - choose again, the employee was removed in Xero and needs linking again.

Go to top ↑

29. Rules and law changes

The Rules & law tab holds the employment rule values Parkcore uses for its checks, and a checklist of coming law changes.

Employment rules

Each rule shows the value in force, the date it applies from, where it came from and its status. Examples are the minimum rest between shifts, weekly hour limits for young workers, break lengths, holiday entitlement and minimum wage rates.

Updating a rule (admin or manager)

Update rules each April, when new rates start, and whenever the law changes.

1. Go to Staff → Rules & law.
2. Select Change next to the rule.
3. Enter the new value and the date it applies From.
4. Add the source, ideally a link to the official guidance.
5. Select Save.

The new value switches on by itself on that date. Earlier values are kept as a record, so past rotas and pay are still checked against the rules in force at the time. A value your park sets takes priority over the Parkcore value until you change it again.

Law changes coming up

The checklist lists announced changes, such as new harassment duties, tipping rules, changes to unfair dismissal protection and zero-hours rights, with the expected date and a link to official guidance. When your park is ready for a change, select Mark done. A banner on the Staff page reminds managers when a change is due.

Go to top ↑

30. Reports

Reports is available to admins, managers and accountants. Only admins and managers can print reports.

Running a report

1. Go to Reports.
2. Choose the tab.
3. Select the date range (and the pitch or owner where asked).
4. Select Run.
5. Print or export the results if needed.

Staff hours are checked on the Staff → Timesheets and Payroll tabs, not in Reports.

Go to top ↑

31. Meter readings

Electricity and gas readings for each pitch are recorded under Reports → Meter Readings. Admins, managers and reception can record readings; only admins and managers can correct or delete one.

1. Go to Reports → Meter Readings → Record Reading.
2. Choose the pitch, the utility (electricity or gas), the register, and enter the Meter serial number as printed on the meter, the date and the reading. Add notes if needed, then save.
3. Pitch History & Usage shows a pitch's usage between two dates: from the last reading on or before the start date to the last reading on or before the end date. If there's no reading before the start date, it starts from the first reading in the period and says so. Park Summary shows all-time totals. Both can be exported as PDF or CSV.

Parkcore also flags readings that need checking:

• Check readings means a reading is lower than the one before on the same meter, usually a typing mistake. A manager can correct it with Edit (see below).
• A different serial number between readings of the same meter is also flagged. Check the serial numbers.

Pitches that need checking are left out of the Park Summary totals, and the number left out is shown.

Correcting or deleting a reading (admins and managers)

1. Find the reading in the Recent readings list on Record Reading, or run Pitch History & Usage for the pitch.
2. Select Edit on its row. Change the date, reading, meter serial number or notes, then select Save changes. Parkcore adds a line to the notes saying what changed, who changed it and when. These correction lines are always kept, even if the notes are edited.
3. To remove a reading entered by mistake, select Delete on its row, check the details, then select Yes, delete it. This can't be undone.

Usage figures are worked out again straight away. Reception staff don't see these buttons; they should ask a manager.

Readings can be turned into owner utility invoices. See Utility invoices from meter readings.

Go to top ↑

32. Users and permissions

Each person who signs in to Parkcore has a user account with one role and one park. The role decides which menu items they see and what they can change.

Adding or changing a user

User accounts are set up by ParkCore support. To add someone, change their role or remove their access, contact ParkCore with their name, email address, role and park. They then receive an email with a link to set their own password.

Go to top ↑

33. Settings

Staff settings

Go to Staff → Settings.

Only admins can change these settings. Admins also see the staff Change log here.

Other set-up

Site Setup (admins and managers) holds units, pitch rates, website booking and booking rules, owner fees and VAT, closures, and import / export. Integrations (admins) holds Xero or QuickFile, card terminals, tabs and online payments.

Go to top ↑

34. Daily and weekly routines

Go to top ↑

35. Troubleshooting

Go to top ↑

36. Glossary

Go to top ↑