These checklists represents a baseline “Best Practices” to manage marina reservations.
Complete Daily items each operating day, Weekly items at the end of the business week, and Monthly items during month-end review before accounting close.
Please Note: Marina procedures may vary and are subject to interpretation.
This checklist represents a baseline “Best Practices” to manage marina reservations.
Daily Reservations Checklist
1. New Slip/Berth/Space Reservations Created Today
Review all new marina reservations created today
Correct rate plan selected (transient, monthly, annual, seasonal)
Arrival and departure dates (and ETA/ETD if tracked) are accurate
Slip/berth fits vessel LOA, beam, draft, and power requirements
Boater info complete: owner contact, vessel name, LOA/beam/draft, registration/documentation, insurance (if required)
Billing contact/method confirmed (owner, management company, charter operator)
2. Changes to Existing Reservations
Review all modified reservations (dates, slip changes, party size, notes)
Charges/rates updated to match new dates and slip assignment (size/amenities)
Validate extensions and early departures are priced per policy (dockage, utilities, fees)
Dock layout impact checked—no conflicts created across piers or T-heads
3. Cancellations & No‑Shows
Apply correct cancellation policy (standard vs. event/peak rules) to today’s cancellations
Handle deposits appropriately (forfeit, partial/full refund, or credit) and note reason/approvals
Process prior-day no‑shows: apply fee/forfeit, release slip to inventory, document goodwill exceptions
4. Deposits, Agreements & Guarantees
For arrivals within deposit window: confirm required deposits collected
Moorage agreements/contracts E-signed for long‑term slip holders (or scanned and saved in CRM)
Stored payment method / auto pay set
5. Marina Waitlist & Slip Utilization
Review slip waitlists and offer openings by priority and size/depth constraints
Resolve overbooked/conflicting slip assignments (overlaps, size mismatch) proactively
6. Boater Communication & Dock Instructions
Send confirmation emails for new and materially changed reservations (dates, slip, rate, utilities)
Send pre‑arrival info email template instructions: dock map, slip assignment, check‑in instructions, VHF channel, power, gate codes, parking, Wi‑Fi (*This can be automated)
Capture special requests in notes (slip preference, accessibility, group bookings)
7. Daily Marina–Accounting Touchpoints
Ensure dockage/utilities started for new arrivals; finalize charges for departures (power, water, pump‑out, services)
Document exceptions for Accounting (complimentary/discounted nights, manual credits, split billing)
Weekly Reservations Checklist
1. Upcoming Arrivals (Next 7–14 Days) – Slip/Berth/Space Planning
Run upcoming arrivals list (7–14 days) and validate fit (LOA/beam/draft/electricity)
Verify deposit/contract compliance for long‑term and seasonal
2. Departures & Long‑Term Reservations
Review recent departures: folios closed; all dockage/utilities billed; security deposit refunds
Audit long‑term assignments: active contracts, correct end dates, identify slips expiring/opening soon
3. Rate Plans & Seasonal/Event Settings
Spot‑check rate plans (transient/weekly/monthly/annual/liveaboard) for upcoming weeks and holidays
Event pricing configured (flat fee, per‑foot surcharges, minimum nights) and blackout rules verified
4. Waitlist & Overbooking Review
Scrub waitlists: remove stale entries; confirm priority logic (request date, size compatibility) is followed
5. Customer Experience & Communications
Review boater complaints/issues this week (wrong slip info, rate confusion, unclear instructions) and note fixes
Spot‑check reservation BCC emails for template accuracy (slip, rate, taxes, policies, approach/depth notes)
6. Weekly Accounting Alignment
Sync with Accounting on recurring billings, deposit handling, utility billing, and delinquent accounts
Monthly Marina Reservations Checklist
1. Month‑End Reservations Summary
Run monthly summary: counts of transient/monthly/annual reservations; occupancy by dock/pier and slip size; cancellations/no‑shows rates
Identify patterns: spikes by date/channel, underutilized slips/piers needing pricing or marketing changes
2. Policy & Configuration Review
Evaluate cancellation/deposit policy application and frequency of exceptions
Review upcoming season/event configurations: rates, minimum stays, blackout/hold rules
3. Data Quality & Boater Records
Find reservations with incomplete vessel/owner data (registration, insurance, LOA/beam/draft, contacts) and fix
Merge duplicate boater/vessel profiles; learn from recurring data entry mistakes (power needs, slip type)
4. Exceptions, Discounts & Comps
Review comped/heavily discounted slip nights: confirm reason and approval documented (goodwill, weather, maintenance)
Assess reservations with large manual adjustments; determine if configuration/rate rules need updates
5. Coordination with Accounting & Management
Meet with Accounting on edge cases (partial months, mid‑month slip changes, liveaboard surcharges, deposit outcomes)
Share a brief monthly reservations summary with management (occupancy trends, waitlist length, key feedback)
6. Forward Planning for the Docks
Confirm inventory and pricing ready for upcoming peak periods, holidays, and marina events (regattas, tournaments)
Update SOPs/training based on this month’s issues; capture items for software admin/vendor review