Go-live
Go-live is the moment CampOne becomes your production system. We pick the date closely with you — typically outside peak season, often February or March for the summer season, or October for winter. A well-prepared go-live feels almost boring: data is in, staff are trained, hotline is reachable.
Preparation
Section titled “Preparation”One week before go-live the following are in place:
- cutover date and time are set
- staff are informed and have had a first training session
- online widget is live on a test subdomain
- existing bookings have been verified in the sandbox tenant
- backup of the old system is at hand
- emergency contacts are named on both sides
48 hours before go-live, CampOne sends you a pre-flight checklist with every item that needs to be green for the start.
Go-live day
Section titled “Go-live day”1. Cutover
Section titled “1. Cutover”The cutover usually runs in the evening (e.g. 22:00). Sequence:
| Step | Owner | Duration |
|---|---|---|
| Freeze old system (no more writes) | You | 5 min |
| Delta export of latest bookings | You | 15 min |
| Final import into CampOne | CampOne | 30–60 min |
| Sample verification | Joint | 30 min |
| Switch online widget to production | CampOne | 5 min |
| Release email to your team | You | 5 min |
Total typically 2–3 hours. For large data volumes or complex configurations we plan a longer maintenance window.
2. Training
Section titled “2. Training”Training happens either on cutover day (morning) or the day after, whichever your team prefers. We run a separate session per role:
| Role | Content | Duration |
|---|---|---|
| Reception | Calendar, create booking, check-in/-out, TWINT, search | 90 min |
| Bookkeeping | Invoices, payments, dunning, VAT report | 60 min |
| Manager | Reporting, rate changes, season comparison | 60 min |
| Owner | Audit trail, compliance, strategy | 45 min |
On site, by video call, or hybrid — your choice. Recordings are made available afterwards so new staff can catch up later.
3. Online widget activation
Section titled “3. Online widget activation”The widget goes live with a short transition phase:
- The embed code on your site is replaced — old solution out, CampOne widget in.
- First test booking by a team member (typically: bookkeeping books a fictitious family).
- End-to-end check: confirmation e-mail, guest portal link, TWINT payment, HESTA count.
- Release e-mail to your reception team — from now on everything is production.
The old booking system stays available read-only for about 7 days — in case anyone needs to look up an old confirmation.
Hotline and support
Section titled “Hotline and support”For the first 14 days you have a direct line to our support:
- Weekdays 8:00–20:00: response within 30 minutes
- Weekends and holidays (relevant for camping): response within 2 hours
- Escalation path for critical issues (payments blocked, HESTA report failing)
The hotline number is handed over at go-live. Save it directly in your reception tablets — faster than searching e-mail.
Daily checks
Section titled “Daily checks”For the first 7 days we run a daily 15-minute video call to review:
- new bookings — captured correctly?
- incoming payments — matched correctly?
- first HESTA daily values — do the numbers match your expectation?
- audit-trail anomalies — any unusual activity?
Daily checks are the most effective measure against silent misuse in week one.
30-, 60-, 90-day reviews
Section titled “30-, 60-, 90-day reviews”After 30, 60, and 90 days we run a structured review (60 minutes):
| Review | Focus |
|---|---|
| 30 days | Day-to-day operation — what works, what’s awkward? |
| 60 days | First reports — do the numbers look right? |
| 90 days | Strategic adjustments — rates, add-ons, workflows |
After the 90-day review you switch to standard support — tickets instead of hotline, with a clear SLA.
When things go wrong
Section titled “When things go wrong”Despite all preparation, surprises happen. Common topics and our response:
| Issue | Reaction |
|---|---|
| Online widget shows wrong availability | Immediate emergency disable possible, fix within 1 hour |
| TWINT payment fails | Tickets straight to our payment partner, manual capture available in parallel |
| Wrong rate on confirmation | We correct manually, send a correction e-mail, fix the configuration |
| HESTA reports an error | Correction in the next daily report — no penalty for timely fixes |
Important: never tinker in the database directly — even if a staff member had database access historically, lock it down. Corrections only via the UI or via support.
What follows go-live
Section titled “What follows go-live”- channel manager activation (if planned) typically in week 3–4
- dynamic pricing from week 6 (once enough booking volume has accumulated)
- reporting routines from the first month-end close
These extensions are planned in their own onboarding steps — not all at once.
- Use end-of-season timing. A go-live in October before summer planning gives 4 months to settle in before the system is at full load.
- Have a fallback plan. Even if it’s never used, a clearly documented plan for working 24 hours without the digital system reassures the team.
- Recognise your staff. A small thank-you — pizza on training day, a mention in the newsletter — makes the transition noticeably easier.