YMCA of the North + Booking Ninjas
Transforming Seasonal Cabin Reservations on Salesforce
Overview
YMCA of the North operates camps and outdoor centres across Minnesota. Cabin rentals are a vital source of income, particularly during the off-season. Their previous reservation system was disconnected from Salesforce, limited in functionality, and required considerable manual effort to manage availability and payments.
The YMCA collaborated with Booking Ninjas to develop a Salesforce-native booking engine that accommodates seasonal rules, automates payments, and centralises all reservation data. The outcome 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 required a reservation system that could accommodate the operational needs of their cabins:
Seasonal Availability
Cabins are only available for booking during specific off-season periods. Their previous tool could not enforce complex booking rules or adapt to programme schedules.
Disconnected Systems
The YMCA relied on Salesforce for member and programme data, but cabin reservations were managed on a separate platform. Staff manually synchronised 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 implemented a fully Salesforce-native reservation system tailored to the 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 automatically enforces seasonal availability rules and camp schedules. Guests can search by cabin type, capacity, and amenities with enhanced 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 eliminated all manual tracking and removed payment delays.
Real-Time Reporting
Booking Ninjas provided dashboards that display booking volume, revenue, occupancy trends, and payment completion in real time. Leadership has consistent visibility into cabin performance.
Integrated Analytics
Google Analytics was integrated to track booking funnel behaviour, traffic sources, and conversion performance. Marketing teams now have accurate data on visitor activity.
Impact
Unified Operations
All booking, guest, and payment data now resides in Salesforce. Staff have a single, reliable system for reservations.
Reduced Administrative Work
Manual payment tracking and seasonal rule management have been eliminated. Staff time is now allocated to higher-value tasks.
Stronger Revenue Control
Automated split payments ensure timely collection and accurate reporting.
Faster, Simpler Guest Experience
Families can book cabins online without manual intervention or confusion regarding seasonal schedules.
Scalable Foundation
The platform now supports additional modules, such as POS, guest surveys, and expanded programmes.
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