YMCA of the North + Booking Ninjas
Transforming Seasonal Cabin Reservations on Salesforce
Overview
YMCA of the North operates camps and outdoor centers across Minnesota. Cabin rentals are an important source of revenue, especially during the off-season. Their previous reservation system was disconnected from Salesforce, limited in functionality, and required significant manual work to manage availability and payments.
The YMCA partnered with Booking Ninjas to create a Salesforce-native booking engine that supports seasonal rules, automates payments, and centralizes all reservation data. The result is a streamlined digital experience for guests and a unified operational system for staff.
Industry
Nonprofit / Outdoor Recreation
Region
Minnesota, USA
Products Used
Booking Ninjas PMS, Custom Booking Engine, Salesforce Integration, Automated Payments, Analytics
Challenge
YMCA of the North needed a reservation system that could support the way their cabins operate:
Seasonal Availability
Cabins are only bookable during specific off-season windows. Their previous tool could not enforce complex booking rules or adjust to program schedules.
Disconnected Systems
The YMCA relied on Salesforce for member and program data, but cabin reservations lived in a separate platform. Staff manually synced data across systems, increasing friction and reducing accuracy.
Manual Payment Structure
Cabin rentals required two payments:
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50% at the time of booking
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Remaining 50% due 30 days before arrival
Staff tracked deadlines in spreadsheets and followed up with guests manually. The process was time-consuming and prone to delays.
Solution
Booking Ninjas deployed a fully Salesforce-native reservation system designed for YMCA’s operational model.
Salesforce-Native Booking Engine
Cabin reservations are now created, managed, and stored directly in Salesforce. Staff can view guest data, reservations, and payment history in one place. Guests book through a branded online portal connected to Salesforce in real time.
Custom Seasonal Logic
The new system enforces seasonal availability rules and camp schedules automatically. Guests can search by cabin type, capacity, and amenities with improved accuracy and clarity.
Automated Split Payments
Payment rules are now fully automated:
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If arrival is more than 30 days away, the system charges 50% and schedules the remaining balance automatically.
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If arrival is within 30 days, guests pay the full amount upfront.
This removed all manual tracking and eliminated payment delays.
Real-Time Reporting
Booking Ninjas delivered dashboards that show booking volume, revenue, occupancy trends, and payment completion in real time. Leadership has consistent visibility into cabin performance.
Integrated Analytics
Google Analytics was connected to track booking funnel behavior, traffic sources, and conversion performance. Marketing teams now have accurate data on visitor activity.
Impact
Unified Operations
All booking, guest, and payment data now lives in Salesforce. Staff have a single, reliable system for reservations.
Reduced Administrative Work
Manual payment tracking and seasonal rule management were eliminated. Staff time is reallocated to higher-value tasks.
Stronger Revenue Control
Automated split payments ensure on-time collection and accurate reporting.
Faster, Simpler Guest Experience
Families can book cabins online without manual intervention or confusion around seasonal schedules.
Scalable Foundation
The platform now supports additional modules, such as POS, guest surveys, and expanded programs.
