Retreats & facility rentals

Set up facilities, keep a shared availability schedule, manage retreat groups and meals, and offer bookings through your own website.

Once enabled for your organization, use the workspace switch at the top of the provider dashboard: Camps & classes → Retreats & rentals.

Open your retreat workspace

Retreats & rentals is a separate workspace in the same provider dashboard. It is available on request: KidzMaps enables it for your organization. Until then, the option is greyed out and marked Not enabled.

Once enabled, switch between Camps & classes and Retreats & rentals from the top of the sidebar. Start with Schedule to see facility availability.

Set up facilities and availability

Set the facility timezone.

Search for your facility’s city or timezone and choose Save timezone. You can prepare facilities and draft listings first; save the timezone before publishing or adding dated reservations. Arrival, departure and schedule times use it.

Add your facilities.

Open Facilities. Add each rentable space, its guest capacity and any turnover time needed between groups.

Add blocked dates and offline bookings.

Open Schedule or Bookings & groups and record maintenance blocks, offline groups and holds against the correct facilities. Confirmed bookings and active holds block conflicting arrivals; requests do not reserve dates until approved. Turnover time is included.

Good to know. KidzMaps checks shared facility capacity and overlapping reservations when bookings are saved. Keep bookings taken by phone or elsewhere recorded here so the schedule stays accurate.

1. Add each facility and keep its capacity, turnover and photos current. Example data; dates and amounts are illustrative. Captured October 31, 2026. Open the image to enlarge.

Create a rental or hosted retreat listing

Open Listings & activities.

Choose Facility rental when guests should select dates, or Hosted retreat for a fixed event where guests book available spots. Create one published rental listing for each individually bookable lodge or space. Selecting multiple facilities on one listing makes them a package; they are reserved together.

Add the details.

Add photos under Facilities; the first photo is the cover, and photos appear on every listing that includes that space. Then set the listing description, full venue address, guest limit, facilities, dates or rental rules, and price. For paid listings, review the facility’s combined sales/lodging tax rate and whether it also applies to the service fee. Record the reason if no tax is due. Retreat checkout uses this manually configured rate, not automatic Stripe Tax. Confirm the facility’s sales and lodging tax treatment and collection responsibility before accepting real payments.

Choose how bookings work.

Use Instant confirmation or Request to book. Instant paid bookings hold availability for checkout and confirm after payment. Requests do not hold availability until you approve them; approval gives the guest 24 hours to start payment. Free bookings confirm without checkout.

Publish when ready.

Connect Stripe in Payment settings before accepting online payments. Review facility availability, photos, price and tax settings before publishing. An approved provider can publish the listing to the provider’s separate retreats and rentals embed. Drafts stay private. Use Paused to close new bookings while keeping existing reservations.

Offer bookings on your website

Preview the guest view.

Open Listings & activities in the retreat workspace, choose Preview booking page at the top, and check your published listings.

Add the embed.

Use a separate embed for retreats and rentals. In Provider Dashboard → Website & marketing → Website embed, enabled providers have a Retreats & rentals section with Copy retreat embed and Preview retreats & rentals. Paste that code on your rental or retreat page. It shows only retreats and rentals; camps, classes, program groups and gift cards remain in your camps and classes embed. Existing retreat embed codes work without replacement. Copy embed code in the retreat workspace is another option.

Check each lodge’s calendar.

Open your retreats and rentals embed, choose Calendar, then select Lodge or space. Enter Nights and Guests. Green Available means the complete stay fits; red Blocked means the selected stay conflicts with availability, guest limits or rental rules. Shared included facilities and turnover count too. Leave Nights empty to use each listing’s minimum stay. Refresh availability after changes.

Let guests book and pay.

Guests choose their dates or retreat, sign in with a verified email, review the subtotal, service fee and tax, and submit. For paid bookings, Continue to payment opens a secure Stripe checkout link in a new tab. A request is paid after approval.

Good to know. Retreat listings are bookable through the embed and its shareable link. They do not appear in the camps-and-classes marketplace. Guests can sign in to their KidzMaps account and choose Retreats & rentals for bookings, payment status, receipts and agreements across their providers. The embed is for browsing and booking only. Booking history, payments, agreements and signed downloads are in the guest’s KidzMaps account.

2. Choose a lodge, stay length and guest count in the provider’s booking embed. Example data; dates and amounts are illustrative. Captured October 31, 2026. Open the image to enlarge.

3. Conflicting stays become Blocked; the example shows dates held while a guest completes payment. Example data; dates and amounts are illustrative. Captured October 31, 2026. Open the image to enlarge.

Understand available and blocked dates

Availability is shown for each published rental listing and its included facilities. Select a lodge to read its calendar clearly, or keep All retreats & spaces to compare them.

Each colored date is an arrival check for the full selected stay and guest count. A date can be blocked because a later night overlaps a booking, an included shared hall is occupied, turnover is still needed, or the stay does not satisfy the listing’s rules. It is not simply an occupied-night map.

• Available: this stay passes the current booking checks. Availability is checked again when you submit; viewing a green date does not hold it.
• Blocked: choose another arrival, shorter or longer stay, guest count, or lodge. Private guest and group information is never shown in the public calendar.
• Checking or Unavailable after an error: refresh and wait for a confirmed availability result before booking.
• A new paid instant booking appears as Awaiting payment and temporarily blocks the facilities. Cancellation or an expired payment window releases them after payment reconciliation.

Track approvals, payments and cancellations

• Awaiting approval means the provider has not accepted the request and availability is not reserved.
• Awaiting payment means checkout is required. The booking is held temporarily. Instant bookings allow 35 minutes to start payment; approved requests allow 24 hours. Opening Stripe starts a 35-minute checkout window. An expired payment window releases availability after payment status is checked; the guest can start a new booking.
• Payment processing means Stripe is still completing the payment. Availability remains held until the result is known. Confirmed means payment succeeded or the booking is free.
• Open a booking in Bookings & groups to see its total, receipt and reference. Use Plan meals or Manage agreement to continue without searching another section. Cancel & refund returns the full payment and releases availability; the refund status remains visible. Processing payments must finish before cancellation.
• Export payments & tax downloads collected amounts, gross tax, service fees, refunds, collection responsibility and jurisdiction. Existing camp tax reports do not include this separate retreat ledger. Collecting tax does not file a return or remit it to the tax authority; use the retreat export when preparing the responsible collector’s filings.

5. The provider tracks the same reservation under Bookings & groups. Example data; dates and amounts are illustrative. Captured October 31, 2026. Open the image to enlarge.

For guests: complete and find your booking

Choose your retreat or rental.

Use the provider’s booking page or website embed. A hosted retreat has fixed dates and a per-guest price. For a rental, use Search and Calendar to choose the lodge, Nights and Guests. Select an Available arrival and Book these dates. The form carries your arrival, departure and guest count, including when you sign in. Blocked stays cannot be selected.

Review and submit.

Check the venue address, times, subtotal, service fee and tax. Requests wait for provider approval. For an approved or instant paid booking, choose Continue to payment, then open secure checkout.

Return to My bookings.

Sign in to your KidzMaps account and switch Account view from Camps & classes to Retreats & rentals. Select the provider to see your booking, payment status, receipts and contact link. Wait for Confirmed before treating the booking as complete.

Sign the agreement.

In your KidzMaps account’s Retreats & rentals view, choose Agreements, or open View booking agreement from the reservation. Sign in with the verified email the provider used. Read the saved terms, enter your full name and consent to sign electronically. Your signed copy stays attached to the booking and remains available to download.

4. Review the selected stay, guest count, subtotal, service fee and tax before submitting. Example data; dates and amounts are illustrative. Captured October 31, 2026. Open the image to enlarge.

6. In KidzMaps, choose Account view → Retreats & rentals → Bookings. Example data; dates and amounts are illustrative. Captured October 31, 2026. Open the image to enlarge.

7. Open Agreements or View booking agreement to sign and download the saved copy. Example data; dates and amounts are illustrative. Captured October 31, 2026. Open the image to enlarge.

Manage groups, meals and agreements

• Bookings & groups keeps the group, guest count, facilities, arrival and departure together. Record offline bookings here as well as managing guest reservations.
• Use Meals to plan meal counts and notes for the groups staying with you.
• Use Contracts to write your own default agreement terms, customize them for a booking, and send the guest a signing link. Guests review and sign with their verified account. Both sides can download the signed copy. Sent terms stay unchanged; withdraw a pending agreement or send a new version when terms change.
• Review request and reservation status before changing a booking. Cancelling an unpaid booking releases availability. Use Cancel & refund for a paid booking. Pausing a listing alone does not cancel existing bookings.