Admin | Whispering Pines of Clinton County

Dashboard

What's happening at Whispering Pines right now.

–Groups Here Today

–Arriving in 7 Days

–Awaiting Approval

–Received This Month

–Reservation Balances Owed

–Active Patrons

Reservation balances owed

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The next 7 days

Click a reservation to open it

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Needs your attention

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Upcoming events

Next 30 days

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This month and year to date

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Month by month

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Who has visited

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Busiest sites

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Returning groups

Groups that have booked more than once

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Check-In

Groups on the property today.

Find the group, set how many adults and youth actually arrived, then press Check in. The numbers start at what was booked, so a group that came as expected is one press.

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Vendor Table

Ring up a sale at an event table. The buyer pays on their own phone by scanning a code.

1 Tap each item they are buying

Loading the products…

2 Check the order

Nothing added yet.

3 Take payment

Help & Guides

Short step-by-step guides for everyday jobs. You see the guides for the screens you can use.

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Reservation

Use the buttons below to work on this reservation. Each one asks you to confirm before anything is changed.

Choose a reservation from the grid or the Bookings list.

Reservation Grid

Every site and venue across time. Click any reservation to open it.

Hide sites with nothing booked

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Confirmed Pending approval Awaiting payment Cancelled and rejected reservations release their dates and are not shown.

Bookings

Add a new reservation, or find one to change, cancel, or refund.

Someone called, emailed, or stopped by? Press this button and fill in the steps. The dates are held for them as soon as you save.

New reservation

Work down the steps, then press the green button at the bottom.

1 Who is it for?

Organization or group

Group type

Contact name

Phone

Email (optional) Needed if they want a confirmation emailed to them.

2 When, and how many people?

Arrival

Departure For a single day, use the same date as the arrival.

What time do they expect to arrive? (optional)

Adults

Youth (under 18)

3 Which sites or venues?

Sites & venues

Tick every one they want. Sites marked (hidden) are not on the public website, but you can still book them here.

4 Check the price and that the dates are free

Press this before you save. It shows the standard price and warns you if a site is already taken. It does not save anything.

5 Price, status, and notes

Amount ($) Leave blank to use the standard rates.

Discount code (optional) Checked and applied the same as it would be on the website. A code limited to one use per person cannot be applied here — there is no website account to check it against.

Status Cancelling releases the dates.

Email them a Stripe invoice for this amount as soon as it is saved Needs an email address above. You can also do this later from Billing.

Notes

6 Save

Find a reservation

Type a group name, a person’s name, or a confirmation code in the box. Then press Open beside the reservation to see it, change it, cancel it, refund it, or print its invoice.

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Need the whole list in Excel?

Sites & Venues

Everything people can reserve, and what each one costs. Veterans organizations and Scouting America units are never charged, whatever is set here.

Add a site

Name

Type Determines how it is priced.

Description

Capacity

Sort order Lower numbers appear first.

Price ($) Leave blank to use the standard rate.

Cleaning fee ($) Charged once per reservation, not per night.

Also reserves

Tick any other site that must be held whenever this one is booked. For example, on a wedding listing that uses the Lodge, tick The Lodge. It is then added to every reservation of this site automatically, shows in the Reservation Grid, and cannot be booked by anyone else for those days.

Requires board approval before it is confirmed
Requires a certified instructor or range officer Bookable — show it on the reservation page

Cabin pricing

One rate for every cabin — change it here once instead of on each cabin. A cabin's own "Price ($)" above still overrides this one cabin only.

Monday–Thursday, per night ($)

Friday–Sunday, per night ($) Leave blank to charge the same rate every night of the week.

Venue hourly rate

One rate for every venue booked by the hour (see "Book by the hour" above). Leave blank and no venue with that turned on can be booked until a rate is set here.

Per hour ($)

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Membership Dues

What a membership costs. Reservation prices now live under Sites & Venues.

Dues & fees

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Membership Applications

Committee decisions. Sustainer and above go to the full Board.

For paper forms handed in or posted to the office.

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Memberships

Terms, dues, and renewals. Statuses roll forward automatically each night.

–Current Members

–Renewals Due (45 days)

–Dues Outstanding

–Grace / Lapsed

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Discount Codes

Codes guests can enter at checkout. Redemptions are counted as bookings are made, and returned if a booking is cancelled.

Create or update a code

Code Letters, numbers, dashes. Entering an existing code updates it.

Description

Type

Value Percent off the reservation total.

Maximum redemptions 0 means unlimited.

Minimum reservation ($) 0 means no minimum.

Valid from Optional.

Valid until Optional.

Limit to group types

Leave all unchecked to allow every group type. Veterans and Scouting America already book free, so a code does nothing for them.

One use per person

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Store Orders

Orders placed in the online store and paid through Stripe. Everything is picked up at camp — mark an order ready when it can be collected.

Add an order

Orders

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Store sales report

From To

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Store Products

What the online store sells. Changes show on the store page straight away. Hidden products stay here but can't be bought.

Add a product

Name *

Blackout Dates

Close the whole camp, or particular locations, to online reservations on specific days. Guests see those days as unavailable and cannot book them. Staff can still enter a reservation by hand under Bookings — a blackout never stops the office.

Add a blackout

First day *

Last day * Both days are blocked. Use the same date twice for a single day.

What to block *

Entire camp Selected locations

Reason (staff only — guests never see it)

Blackouts

Show past

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Billing

Send an invoice the payer settles online through Stripe — for a reservation, a donation, SWAG, or anything else. Each invoice has a private payment link.

New invoice

Invoice type

Reservation code (optional) Links the invoice to an existing reservation so the two can be matched later.

Bill to — name *

Organization (optional)

Email * The payment link and the Stripe receipt go here.

Phone (optional)

Mailing address (optional)

Due date (optional)

Line items *

Total: $0.00

Whole-dollar or cents prices are fine. The total must be at least $0.50.

Message to the payer (shown on the invoice)

Internal note (staff only)

Email this invoice to the payer now (sent by Stripe, with a secure payment page)

Invoices

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Billing report

From To

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Events

Write events here and publish them to the website. Tick "add to Google Calendar" and they appear there too — reservations go to a separate private calendar.

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Sign-Ups

Registration forms for events — t-shirts, fishing tournaments, work days, anything with a limited number of places.

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Memorial Bricks

Add or update the bricks shown on the public memorial walkway page.

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Service Day Calculator

Record who came to work at the camp and for how long. This feeds the volunteer totals on the Dashboard, alongside paying guests.

Add a service day

Date *

Hours that day ran *

Adults

Youth (under 18)

What was the work day for? (optional)

Totals

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Reports

Run a report on screen, then print it or save it as a PDF.

Report

Sign-up Only used by the sign-up entries report.

From

To

Status

Group type

Site

Users

Everyone who can sign in. Accounts on their own grant nothing — member booking privileges come from an approved membership, and the admin panel from the administrator flag.

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🤖 AI Assistant

Ask it to look things up, summarize, draft, or prepare a change. Nothing is changed until you press Confirm. Runs server-side — no API key in your browser.

It can only do what your own access allows. When it prepares a change, you get a card showing exactly what will happen, with Confirm and Don’t do this buttons.

Settings

Contact details, links, and calendar keywords used across the site.

Site details

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Reservation sync to Google Calendar

Every confirmed, pending, and awaiting-payment reservation is mirrored onto the Google Calendar as an all-day event. Cancelling a reservation removes its event. Reservations stay off the public events page.

Sync reservations to Google Calendar

Calendar ID Leave blank to use the calendar the events page already reads from.

Administrators

Grant admin access to another board member. They must have signed in once to create their account first.

Email address

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Secrets

API keys are stored in Google Secret Manager and are never sent to the browser. To change one, run on the server:
firebase functions:secrets:set ANTHROPIC_API_KEY

WPofCC Admin

Dashboard

Reservation balances owed

The next 7 days

Needs your attention

Upcoming events

This month and year to date

Month by month

Who has visited

Busiest sites

Returning groups

Check-In

Vendor Table

Help & Guides

Reservation

Reservation Grid

Bookings

New reservation

1 Who is it for?

2 When, and how many people?

3 Which sites or venues?

4 Check the price and that the dates are free

5 Price, status, and notes

6 Save

Find a reservation

Sites & Venues

Add a site

Cabin pricing

Venue hourly rate

Membership Dues

Dues & fees

Membership Applications

Enter a paper application

Memberships

Discount Codes

Create or update a code

Store Orders

Add an order

1 Who is this for?

2 Add what they are buying

3 Payment and notes

4 Save

Orders

Store sales report

Store Products

Add a product

Blackout Dates

Add a blackout

Blackouts

Billing

Payments needing review 0

New invoice

Invoices

Billing report

Events

New event

Sign-Ups

New sign-up

Entries

Memorial Bricks

Add memorial brick

Service Day Calculator

Add a service day

Totals

Reports

Results

Users

Add a user

🤖 AI Assistant

Settings

Site details

Reservation sync to Google Calendar

Administrators

Secrets