KSI Logiciels E-invoicing compatible
🇫🇷 🇬🇧 🇮🇹 🇪🇸 🇩🇪
User guide

KSI Camping user guide

How to use the software, in the order you actually use it: from getting the season ready to paying the French tourist tax over to the commune. This guide can be read here without an account, and appears word for word inside the software, under ’Settings > User guide’.

Open the demonstration See the software page

What this guide covers

  1. Getting the season ready: what to enter first
  2. The site plan: occupancy at a glance
  3. Taking a booking
  4. Arrival: welcome, condition report, handing over the keys
  5. During the stay: bar, restaurant, pool, services
  6. Departure: condition report, cleaning, invoice
  7. Residential stays and meters
  8. Tourist tax, police records, statutory deadlines
  9. The team: rotas, hours worked, certificates
  10. Invoicing, taking payment, and what makes your records tamper-proof

Getting the season ready: what to enter first

You describe a campsite once, then fill it all season long. The order matters: zones first, because pitches belong to them; accommodation types next, because rates hang off them; seasons last, because they cut across both. Once that groundwork is laid, you only touch it at the edges from one year to the next.

  • Divide the site into zones (riverside, shaded, rental accommodation, residential and so on): that is what makes the plan readable and searches quick.
  • Enter your accommodation types — bare pitch, mobile home, chalet, lodge — then your pitches, each with its zone and its area.
  • Set your seasons (low, mid, high) with their dates, then the rate grid that crosses accommodation type with season.
  • Add your chargeable extras: extra person, pet, electricity, bed linen, end-of-stay cleaning, laundry.
  • Enter the tourist tax rates (taxe de séjour) set by your commune, and switch on the parts of the business you actually run: bar, restaurant, swimming pool, swimming lessons.

The site plan: occupancy at a glance

The plan shows your campsite as it really is, with every pitch in its place and the shared facilities marked. It is read for a given date: change the date and the colours change. This is the reception screen in high season, the one that answers ’have you got space on the 14th?’ without opening a spreadsheet.

  • Choose the date: each pitch is coloured according to its status — free, occupied, on hold, blocked, needs cleaning.
  • Click a pitch to see the stay in progress and the guest, and to open the booking.
  • The shared facilities — pool, toilet blocks, reception, play area — are drawn on the map: the plan also serves to point a holidaymaker in the right direction.
  • Filter by zone to look at one part of the site only.

Taking a booking

A booking starts as an enquiry and ends as an invoice, going through as many steps as your business needs. Nothing obliges you to use them all: a site that takes people as they turn up records the arrival straight away, while a site that sells ahead goes through a hold and a deposit.

  • Choose the guest (or create them), the dates, the pitch and the number of people: the price is worked out from the rate grid for the season concerned.
  • Add the extras for the stay — pet, electricity, bed linen — they will be invoiced with it.
  • Place a hold if the pitch is being kept without commitment, with its expiry date.
  • Take the deposit: the balance stays visible until departure.
  • Record where the booking came from — direct, telephone, email, booking platform, walk-in — that is what will tell you at the end of the season where your turnover comes from.

Arrival: welcome, condition report, handing over the keys

The arrivals and departures screen gives reception its day: who is arriving, who is leaving, who is staying on. That is where you work in season, rather than looking each stay up one by one.

  • Open the day’s arrivals and departures screen: the expected stays are listed there, with their pitch.
  • Record the arrival: the stay becomes current and the pitch shows as occupied on the plan.
  • For rental accommodation, carry out the check-in condition report — every item is noted and any defects are recorded.
  • Complete the individual police record (fiche individuelle de police) if the guest is arriving from abroad, as French law requires for foreign visitors: it stays attached to the stay.
  • Take the opening meter readings if you re-invoice water or electricity on actual consumption.

During the stay: bar, restaurant, pool, services

The software does not stop at the pitch. The bar, the snack bar, the restaurant and the pool are run from the same place as the stays: that is what lets you attach a purchase to a guest, and know who is covering which role each day.

  • Plan the bar and snack bar shifts: who is behind the counter, on which day, over which hours.
  • Take restaurant table bookings — sitting, covers, table number — linked to the guest’s stay where they have one.
  • Keep the pool water-quality log: chlorine, pH, temperature, number of bathers. The compliance threshold is displayed as you type, and the name of the operator is recorded.
  • Organise pool supervision and swimming lessons: levels, places available, enrolments.
  • Sell your other services and extras: they go onto the invoice for the stay.

Departure: condition report, cleaning, invoice

Departure is the only point at which damage can still be established without argument: the check-out condition report is compared with the check-in one, item by item. An early departure is recorded like any other, on the date it actually happens.

  • Carry out the check-out condition report: anything that differs from check-in shows up immediately.
  • Take the closing meter readings: actual consumption is re-invoiced on the stay.
  • Damage found becomes an incident, with its amount — and, where a repair is needed, a job assigned to somebody.
  • The cleaning rota is built from the day’s departures: the pitch moves to ’needs cleaning’ on the plan, then becomes available again.
  • Produce the invoice for the stay: any deposit already paid is deducted from it.

Residential stays and meters

A pitch let by the year is not run like a week in summer. The contract covers the season or the year, instalments are tracked, and energy is re-invoiced on actual readings rather than at a flat rate.

  • Create the residential contract with its period and its amount, then track the instalments.
  • Assign one or more meters to the pitch — water, electricity.
  • Take the readings whenever it suits you: consumption is worked out between two readings.
  • Re-invoice that consumption at the rate you have set, on the resident’s invoice.

Tourist tax, police records, statutory deadlines

A campsite’s legal obligations are tracked inside the software, not alongside it. The French tourist tax is worked out stay by stay from your own rates, the police records stay attached to the stays concerned, and statutory deadlines are flagged before you go past them.

  • The tourist tax is worked out automatically: your commune’s rates, the exemption for minors, the additional share due to the département.
  • Produce the summary for the period, ready to pay over to the commune.
  • Find the individual police records for foreign visitors, attached to the stay and to the guest.
  • Check the obligations tracker: deadlines that have passed or are coming up are flagged there.

The team: rotas, hours worked, certificates

A campsite lives on seasonal staff who arrive, turn over and leave. Each of them has a role, a rota and recorded hours; the certificates they are required to hold are tracked with their expiry dates and flagged before they run out — which saves you discovering an expired lifeguard qualification on the day of an inspection.

  • Enter each member of the team with their role and the dates of their contract.
  • Build the rotas role by role: reception, bar, pool, cleaning, maintenance.
  • Track the hours actually worked.
  • Record certificates (pool lifeguarding, site operation, food hygiene) with their validity: the dashboard warns you before they expire.

Invoicing, taking payment, and what makes your records tamper-proof

Invoicing is not a separate add-on: quotations, orders, down payments, invoices, payments and accounts are part of the software. Records are sealed and chained to one another — once saved, an invoice can no longer be altered, and any correction goes through an offsetting entry, as French law on the inalterability of accounting records requires.

  • Produce the invoice for the stay: extras, tourist tax and metered consumption are already on it.
  • Record the payment (cash, card, bank transfer, cheque) and track the balance outstanding.
  • A mistake is corrected with a credit note, never by editing the original invoice.
  • Export your accounts, or give your accountant direct access to them.
  • French electronic invoicing is supported: receiving, issuing and reporting the data.

Frequently asked questions about using the software

Does everything have to be set up before the first booking is entered?

No. You need your pitches and a rate grid as a minimum. Zones, extras, the bar or the pool can be switched on later: anything switched off appears nowhere and does not clutter the screens.

Can the software be used from a tablet, at reception or out on the site?

Yes. The screens adapt to the device being used. Condition reports and meter readings are done from a tablet, standing at the accommodation itself.

What happens if a guest leaves earlier than planned?

The departure is recorded on the date it actually happens. The pitch becomes available again on the plan from that moment, and the invoice reflects the length of the stay as it really was.

Does the software handle more than one campsite?

Each campsite has its own installation and its own database, kept separate. An operator running several sites is given a separate login for each site — that is what guarantees no data passes from one to another.

Where do we find this guide once we are a customer?

Inside the software, under ’Settings > User guide’. It is the same documentation, updated at the same time as the product.

The simplest thing is to try it

The demonstration is open to everyone, with no sign-up, using a fictitious campsite already full of data: you can follow this guide screen by screen, and there is nothing you can break.

Open the demonstration Contact