- About Us | Does Advertising cost with Head Outside?
No! There is no charge to advertise with Head Outside at all, we just simple take a small commission for every booking made. Head Outside will never charge you any adverting fees to display your campsite on our website, it is important to us that our customers can find what they want and it is as easy as possible, so why would we prohibit that by charging campsites to advertise with us. It would also be unfair on small campsites that don’t have the large advertising budget that the larger companies do, and therefore we will never charge any adverting’s fees so everybody is at the same level.
- About Us | How do I contact Head Outside?
Contacting us is very simple, you can call us on 01428 288210 or you can also send us an email to enquiries@headoutside.co.uk and we will aim to respond within 2 hours.
You can also speak to us using our web chat system on the bottom right hand side of a desktop screen. You can use this system to contact us between 9am and 5pm Monday to Friday.
- About Us | How do I delete my campsite?
We would love to hear from you in why you would like to remove you campsite, we will need to receive ID in order to be able to remove your campsite.
To remove a campsite please contact us via phone on 01428 288210.
- About Us | How does Head Outside Booking system work?
Here's how the process works for bookable sites...
Manager specifies pitch types/standings, amount of pitches available, prices, features, extras and minimum-stay rules (all changeable at any time).
Head Outside displays matching accommodation and prices to the user at the top of search results.
We take the booking via a simple one-page booking form, taking our commission as a deposit, and send a confirmation email, copied to your email address. All bookings are also displayed in the "See All Bookings" tab in your campsite owners my account section.
Your campsite collects the remaining balance from customer on arrival or depending on your own payment policy.
No further commission is due to Head Outside.
- About Us | How will Head Outside get more business for my campsite?
By advertising with Head Outside you will be able to receive all of our traffic, Head Outside will always be free to advertise with and will always try and make your campsite page the best it can be by giving you constant advice in how to boost you campsite page.
It is important to have as much information and many pictures on your campsite page for our customers to be able to find what they are looking for, we are always updating our filter system to make the search for campsites easier and we are constantly getting campsites owners’ feedback to make our website as efficient as possible.
- About Us | I have forgotten my password?
Have no fear, just simple click here (https://www.headoutside.co.uk/customer/account/forgotpassword/) and type in your account email address and you will receive an email with instructions how to reset your password.
If you can’t remember your account email either then don’t worry as you can just simple contact us and we will sort it out for you in seconds.
- About Us | Who is Head Outside?
Head Outside is the trading name for Head Outside Ltd. Head Outside is an all in one solution for all your camping needs, we offer a simple to use retail store and campsite directory and online bookings and aim to make your camping holiday the simplest thing you have ever organised. Head Outside is all about simplicity and we make it our personal challenge to make sure that you find what you need in hopefully less than 5 clicks.
- Bookings | A customer wants to cancel a booking?
To cancel a booking follow these simple steps.
Log in to your campsite owners account
Click “manage Campsites” tab
Click the “View Bookings” tab of the campsite you wish to view and delete a booking off
Click the “See All Bookings” tab.
Find the booking you want to delete
Click the red “Delete Booking” button on the right hand side
You will now get a warning message making sure you want to delete the booking
Press Ok and the booking will be deleted
Once deleted the booking cannot be brought back for any reason, if you need to find out the booking information the best bet is to look at your emails with all your bookings or contact us
Head Outside Limited deposit is generally non-refundable. Head Outside Limited can refund the deposit but it is at their own discretion.
When a customer books using Head Outside Limited they agree to the campsites own Terms and conditions, the customer will/may receive a refund in accordance to the campsites own terms and conditions.
- Bookings | A customer wants to change a booking?
We give you access to change certain parts of the booking. Follow these steps to edit a booking.
Log in to your campsite owners account
Click “manage Campsites” tab
Click the “View Bookings” tab of the campsite you wish to view and edit a booking off.
Click the “See All Bookings” tab.
You will now see all your bookings for this campsite for the past year
You can now find the booking you wish to edit and then click the “Edit Booking” button on the right hand side
You can now change, “Unit Type, Approx Unit Width, Approx Unit Length, Name(s) of people staying and Special Requests.
Then click Save and the booking will now be updated
Unfortunately we cannot let you change the dates of the booking via Head Outside as this would then void the contract between the campsite and the Customer. If you need to change the dates you will need to delate the booking and add a manual booking and select a custom price making sure you take away the balance they have already paid.
- Bookings | How do I avoid Double bookings?
Make sure you check you Campsites bookings via your account regally
Consider allocation a certain amount of pitches to Head Outside on an exclusive basis.
Make sure someone is always checking the emails that your bookings get sent to so nothing is missed
- Bookings | How do I change the amount of pitches for a specific date?
There are 2 ways to do this! Step 1…
Log in to your campsite owners account
Click “manage Campsites” tab
On the live feed calendar you can click a date and enter the amount of available pitches for that day
Step 2…
Log in to your campsite owners account
Click “manage Campsites” tab
Click “Edit Standings”
Find the standing you want to edit the amount of pitches for and press the “Edit” button
Scroll down to the live feed calendar/Current Pitch Level and click on a date and enter the amount of available pitches for that day
Scroll to the bottom of the page and tick the terms and conditions button and then click “Save Standing”
- Bookings | How do I do a manual bookings?
Log in to your campsite owners account
Click “manage Campsites” tab
Click “View Bookings” tab of the campsite you wish to do a manual booking for
Click “Add A Booking” tab
Select what item the customer is bringing on wants to hire
Select the amount of adults and children staying
Select the First day & Last day
The click “Submit” The system will now show you the available pitches to book
Find the standing you wish to book and talk through the features and Standing description with the customer
Talk about the available “Extras” with the customer and select them if the customer needs them
Click “Book” for the pitch you wish to book
Fill out the form with the customers details
If you want to perform a customer price then click the blue “Customer Price” Button next to the “Total Stay” box and enter the customer price
Click continue and read out the campsites polices to the customer and make sure they accept them
Click continue and now you will go back to “See All Bookings”
- Bookings | How do I find out about bookings?
Log in to your campsite owners account
Click “manage Campsites” tab
Click the “View Bookings” tab of the campsite you wish to view bookings off
You can see all your arrivals and departures via the Calendar
Click the “See All Bookings” tab to see all the bookings in more detail
You can download all bookings in a csv file
- Bookings | How much does becoming bookable cost?
Nothing. There is no charge for using Head Outside. We only get paid when we send the bookings to you and we take the deposit as the commission.
- Bookings | How much should I charge a Head Outside customer?
The campsite must charge the same price as they would with direct booking with them.
Head Outside limited does not allow campsites to set premium rates for bookings that are made with Head Outside Limited. By advertising with Head Outside agree to pay our commission to take advantage of the services provided by Head Outside limited and reach the large number of customers the website provides. This commission may not be passed onto Head Outside limited customers, since customers do not pay a fee to use Head Outside limited.
Head Outside limited regularly performs random price comparisons to ensure that all partners are advertising rates in adhering to this term - overcharging customers will result in the temporary suspension of the listing.
- Bookings | How much VAT can I reclaim from Head Outside?
If your campsite is VAT registered you can reclaim the Vat from the customer deposit, because Head Outside acts as your agent (that is, the contract is between you and the customer)
For businesses based in the UK, the commission ('deposit') we deduct from bookings includes 20% VAT, which we pay to HMRC.
If you are VAT registered in the UK you can reclaim this amount. In your VAT return, you should account to HMRC for the full amount paid by the customer, including the amount deducted by Head Outside.
You can download Deposit invoice for each booking via the “See All Bookings” tab which has on it the full holiday amount, the deposit/commission, the remaining balance due to your campsite and the reclaimable VAT from the deposit/commissions we took for the booking
- Bookings | I need to resend the booking email?
Follow these steps to resend the booking confirmation email, the email will then be resent to the customer and the campsite owner.
Log in to your campsite owners account
Click “manage Campsites” tab
Click the “View Bookings” tab of the campsite you wish to view bookings off
Click “See All Bookings” tab
Then find the booking you need to resend the confirmation for the press the “Resend confirmation email”
The email will now be resent to the customer and the campsite owner
- Bookings | What do I do if I get a double booking?
It is your responsibility to contact the customer and Head Outside if you receive a double booking.
The best way to contact us is via email at enquiries@headoutside.co.uk or call us on 01428 288210 or use the online chat system in the right hand side corner.
To resolve the matter for the customer, you can take the following actions:
Relocate the guest to another standing or pitch if the customer is happy with the alternate location and will not incur any costs.
Offer alternate dates or alternate onsite accommodation if the customer is happy to do so and will not incur any costs. Remember to deduct the customer's 10% deposit paid to Head Outside from any new booking made for the customer.
Refund the customer: If you cannot honour a booking you must refund the customer's 10% deposit paid to Head Outside. We enforce this rule vigorously to ensure customers aren't left disappointed by cancelled bookings and that time isn't wasted re-organising customers holidays during the high season.
- Bookings | What is your commission?
Head Outside is completely free to advertise your campsite on, we only take a small 10% commission per booking so we only get paid when you get a booking
The 10% is used as commission, but also the customer’s deposit, the campsite is not allowed to take any more deposits from the customer from bookings that is placed on Head Outside Limited’s website.
The commission / deposit is a non-refundable amount that once paid will not be refunded. Head Outside Limited hold the right to use their discretion if they wish to offer a refund for this amount.
The commission / deposit of 10% includes VAT, if the campsite is VAT registered they can reclaim the amount of VAT from the deposit.
- Bookings | When do I need to refund the Head Outside
Head Outside charges the customer 10% for the deposit and then we use this as the commission for the booking. This amount is non-refundable. You will need to refund the customer the 10% deposit that Head Outside took if…
Incorrect allocation resulting in a double booking
Where the holiday has been misrepresented as a result of information added to or omitted from the listing, for example closure of advertised facilities, inaccurate pitch information or rules (size, facilities, description, one unit per pitch, etc.)
Incorrect pricing where the site will not honour the customer’s booking at the rate reserved
Closure during the period booked
If a customer is forced to cancel their booking for the above reasons, you must refund the 10% Head Outside took as deposit. A refund should be arranged directly with the customer via bank transfer, card or cheque as agreed with the customer.
We urge you to keep allocation accurate at all times, check your listing information thoroughly, and ensure all rates and pricing rules are correctly specified.
- Campsites Details | Can I change my description?
Log in to your campsite owners account
Click “manage Campsites” tab
Click the “Edit details” tab of the campsite you wish to change the name of.
Than change the description for that campsite
Then make sure you have ticked the agreement to the terms and conditions and then click Save Campsite
Your campsite description has now changed
- Campsites Details | Can I change the name of my campsite?
Of course you can, its your campsite. We don’t recommend changing your campsite name regally as customers looking for you might not be familiar with a new site name. To change your name follow these steps.
Log in to your campsite owners account
Click “manage Campsites” tab
Click the “Edit details” tab of the campsite you wish to change the name of.
Change the campsite name
Then make sure you have ticked the agreement to the terms and conditions and then click Save Campsite
Your campsite name has now changed and will appear as the new name across the whole site
- Campsites Details | Do I have to display my policies?
Yes, although you do not have to be a bookable site with us we still ask you to provide your “Campsite Payment Policy”, “Campsite Arrival/Departure Time” and “Campsite Cancellation Policy”.
This is so the customer can see all the information simply on one website without having to get in contact with your campsite.
For the “Campsite Payment Policy” you need to specify when the remaining balance should be due to you, i.e. 1 week before arrival or on arrive date etc. It is also helpful to add what types of payments you take from cash to cards
For the “Campsite Arrival/Departure Time” you need to specify what time the customer can arrive on their arrival date and what time the customer needs to depart on their departure date.
For the “Campsite Payment Policy” you need to specify your campsites rules on cancelations. Head Outside Limited deposit is generally non-refundable. Head Outside Limited can refund the deposit but it is at their own discretion.
- Campsites Details | How can I improve my ranking with Head Outside?
We believe in giving every campsite the same opportunities regardless in company size, we have many features in place for our customers to be able to search in the way that they want to. We are always making the search feature are filters as simple as possible to use and if the customers is looking for you then they will find you.
It is important when setting up and maintaining your campsite page that you fill it out in as much detail as possible so the customer can find you easily.
- Campsites Details | How do I add photos to my campsite?
Simply! We recommend that you keep your photos up to date as much as possible. To change or add more photos follow these steps.
We accept the following file type: JPG, PNG, GIF, JPEG.
Log in to your campsite owners account
Click “manage Campsites” tab
Click the “Edit details” tab of the campsite you wish to add photos too.
Scroll to the bottom of the page.
Click the choose files button and select the photos you want to upload, we recommend compressing your images before uploading them, also we recommend an image size of (800 x 600px)
Once you have selected the phots you want make sure you have ticked the agreement to the terms and conditions and then click Save Campsite
The photos upload on the save so you can now scroll the bottom of the page and your new photos will be there.
You can rearrange your photos by dragging them in to the order you wish to appear. The first and second image represent the main two on your listing and the booking invoices/confirmation and emails etc.
To delete a photo just simply click the blue X on the top right of the photo to delete it.
- Campsites Details | My campsite is only open part of the year?
Have no fear, just simple follow these steps to make sure the customers know when you are open.
Log in to your campsite owners account
Click “manage Campsites” tab
Click the “Edit details” tab of the campsite you wish to edit open and closed dates for.
Scroll down the page
Change the “Campsite Open from” date to when you are open and then change the “Campsite Closed Date” To the date that you close
Make sure that you correct these when your campsite closes for the season for the new dates.
Then make sure you have ticked the agreement to the terms and conditions and then click Save Campsite
Your campsite will now either show a “Open or Closed” Button on the campsite listings pages.
- Campsites Details | Why does my campsite appear on Head Outside?
Campsites get listed with us in a few different ways...
A user familiar with your site may have alerted us to you
We may have heard about your campsite/park from a third party, such as a tourist board or website
Our staff may have come across a reference to your campsite/park in an article, guidebook, brochure or website
- Data Protection | I dont want to receive communication for Head Outside anymore?
We only send our newsletter to you if you have select “Yes” in your account section. To stop reiving email communication from us then follow these steps…
Log in to your campsite owners account
Click “Newsletter Subscriptions” Tab
Now you can untick the button to stop receiving email communication
Then click “Save” and we auto update our system and you will not receive any more email communication
To start receive email communication again simple just follow these steps but tick the box and press “Save”
- Data Protection | What do you do with the campsite information I provide
We’ll display the campsite/holiday park (not manager) name, contact details, and location for your campsite/park for when users want to find out more. Telling us about your facilities means that your campsite or holiday park will come up when users search for those facilities. Descriptions, directions and photos will be added to your listing page on our site to give users maximum information. Lastly, telling us the campsite/holiday park email address means that we can forward any enquiries from our users straight to you.
- Data Protection | What will you do with my personal (login) details?
We don’t display any of your personal login details to anyone at all
We only display information you provide via “Manage Campsite” tabs
We use your email and phone number to contact you
- Reviews | How is the overall review and rating calculated for my campsite?
Because we are a new site will allow all reviews and ratings to show straight away.
If your first review leaves a 1 star then this will show up for all customers to see
Please note: We are improving our review software very soon and have many new exciting features to show you
- Reviews | How should I respond to a review let about my campsite?
At the moment we don’t allow you to respond directly to the review, if the customer has left their name and you know who they are then you are more than welcome to contact the customer and talk through their review with them
We are adding a new feature allowing the campsite owners to respond to the reviews directly
- Reviews | My campsite has a bad review, how do I remove it?
Our user reviews are intended to provide another perspective on our listed sites. Negative feedback is inevitable in any worthwhile reviews system and we hope that managers will treat constructive criticism as just that.
Although we don't remove reviews simply because they are negative, we recognise that not all reviews are genuine or accurate.
- Reviews | There has been a major development at my campsite, can I get rid of the old reviews?
If your campsite or holiday park has undergone a major development, i.e. refurbishment or renovation, Head Outside will consider removing the reviews (good and bad) that have been left prior to this date, in order to offer your business a fresh start.
- Standings & Pitches | Can I set up a family rate pitch?
We have designed Head Outside to be as simple as possible for the customer and the campsite owners, we have made the choice to set 2 different types of charge rates
If you want to have a pitch at a special price then you will need to add a new standing and let’s say you normally charge £100 for a 7 night stay for 2 adults and 2 children but you want to offer a family pitch at £70 for a week for 2 adults and 2 children then we suggest you charge £10 a night for the standing and set a min stay rule of 7 days.
The first charge rate is called “Charge By Pitch” To set a price follow these steps…
Log in to your campsite owners account
Click “manage Campsites” tab
Click “Edit Standings” or “Add A Standing”
Find the standing you want to edit or add the price for and press the “Edit” button
Scroll down to the “Pitch Price” section and select “Charge By Pitch” by default this will be selected
Then set the price per night between the dates you want
You can add as many pricing rules between different dates as you want
The Second charge rate is called “Charge By Person” To set a price follow these steps…
Log in to your campsite owners account
Click “manage Campsites” tab
Click “Edit Standings” or “Add A Standing”
Find the standing you want to edit or add the price for and press the “Edit” button
Scroll down to the “Pitch Price” section and select “Charge By Person”
Then set the price per night for an adult between the dates you want
Then set the price per night for an child between the dates you want (If you do not accept children then just fill this out with the amount = 0 and set the dates to old dates then this pitch will not show when searching for children
You can add as many pricing rules between different dates as you want
- Standings & Pitches | Can I set up pitches with optional electric hook up?
We recommend setting up electric pitches as a separate pitch type. This way you have control over the allocation.
The downside of using a general pitch type with an optional extra for electric hook-up is that you have no way of knowing how many customers will choose the electric extra. If all customers choose the extra, you may find that you sell out of electric pitches. You could also lose out on the chance to sell more non-electric pitches if you set a low allocation in case all users choose electric.
- Standings & Pitches | have different types of rates for lower and higher class static caravans?
This is very common for sites that hire a lot of static caravans
We suggest that you set up each different static caravan type as a separate standing
- Standings & Pitches | How do I add extras to the standing?
Log in to your campsite owners account
Click “manage Campsites” tab
Click “Edit Standings” or “Add A Standing”
Find the standing you want to edit or add a new standing
Scroll down to just under the live feed calendar and you will see Pitch Extras
You can add the extra name in the left hand side box
Then add the price per stay, we set the price per stay instead of per night so there is just a one off cost for the customer. If it is something that needs to be charged per night then we suggest not displaying it with Head Outside
Select the max amount of the extras available then either add more extras or save the standing
You can add up to a maximum of 4 Extras
- Standings & Pitches | How do I add more features to the standing?
Log in to your campsite owners account
Click “manage Campsites” tab
Click “Edit Standings” or “Add A Standing”
Find the standing you want to edit or add a new standing
Scroll down about half way down the page
Add the feature name under “Feature name” like Water Hook up
Then add an answer like “Yes or No” under the Value Box
You can add up to 5 extra features
Then click save campsite at the bottom and the information will now be updated
- Standings & Pitches | How long does it take before the information is updated on the website?
Any information you provide Head Outside will be updates and amended on the site immediately.
If for some reason you cannot see the changes you have made then just give us a call on 01428 288210 or email us at enquiries@headoutside.co.uk or use the online chat system and we will get the problem sorted straight away for you
- Standings & Pitches | How many vacancies should I allocate to Head Outside?
Head Outside's booking system works on an allocation basis - to avoid any possibility of double bookings, we recommend allocating vacancies to us on an exclusive basis, blocking out these vacancies so that they're not available to book direct with you or via another booking agent.
If you want to remove standing/pitches from us to sell direct, or add more, you can do this in seconds - but experience has shown that double bookings (and unhappy customers!) may occur if vacancies are available via multiple sources. Allocating vacancies to Head Outside on an exclusive basis makes things easy - it means you don't need to update our system if you book pitches for that period direct or via another source.
If you do not wish to allocate any vacancies exclusively to us then please take care to keep your allocation up to date, especially if you sell out.
All booking confirmation emails are immediately sent to the customer AND to the email address specified for your site (not the manager's personal login email address). Please check your emails regularly to ensure that last-minute bookings aren't a surprise!
We show all the available pitches you have for that standing via the "Manage Campsite" tab or via the Edit standings
- Standings & Pitches | I only accept adults?
You must tick the Adults only box in the features when editing your standings
On all standings names and descriptions we recommend adding the following words (Adults Only)
You can also make sure that in campsite extra notes you tell you customers that the pitch is adults only
You can if you wish also add the words (Adults only) to the campsite name
- Standings & Pitches | Shall I charge by pitch or by person?
This is up to you, please note the any price you charge on Head Outside has to be the same price you normally charge, you cannot add extra costs when using Head Outside. We take a small 10% commission which we then use for the customer deposit
We have designed Head Outside to be as simple as possible for the customer and the campsite owners, we have made the choice to set 2 different types of charge rates
The first charge rate is called “Charge By Pitch” To set a price follow these steps…
Log in to your campsite owners account
Click “manage Campsites” tab
Click “Edit Standings” or “Add A Standing”
Find the standing you want to edit or add the price for and press the “Edit” button
Scroll down to the “Pitch Price” section and select “Charge By Pitch” by default this will be selected
Then set the price per night between the dates you want
You can add as many pricing rules between different dates as you want
The Second charge rate is called “Charge By Person” To set a price follow these steps…
Log in to your campsite owners account
Click “manage Campsites” tab
Click “Edit Standings” or “Add A Standing”
Find the standing you want to edit or add the price for and press the “Edit” button
Scroll down to the “Pitch Price” section and select “Charge By Person”
Then set the price per night for an adult between the dates you want
Then set the price per night for an child between the dates you want (If you do not accept children then just fill this out with the amount = 0 and set the dates to old dates then this pitch will not show when searching for children
You can add as many pricing rules between different dates as you want
- Standings & Pitches | What is a standing?
A standing is a pitch type that is available to book through Head Outside
- Standings & Pitches | What is the minimum stay rule?
The minimum stay rule is very simple, all you need to is add a minimum amount days for the stay between the dates you wish.
Having the min stay rules set up then means that the customer cannot search or book for your pitches unless they meet the right booking criteria that the campsite owner has set
- Standings & Pitches | What shall I put in the standing description box?
Add a short description about what the pitch has to offer and it's rules and things that are not allowed on this pitch.
- Standings & Pitches | What shall I put in the Successful Booking Message Box?
This box is used for successful Bookings, We recommend that you say a quick thank you to the customer for booking with you. You might then want to add a short description of how to get to the campsite.
