PANDA Camp Management

PANDA Camp Management software is a cloud-based web application for managing all aspects of camp-sites and accommodation providers.

About Panda

Initially created for Youth For Christ Dunedin in the early 2000s to collate registrations for an annual youth camp. It has morphed into a full camp and accommodation provider management suite.

CYC Waihola (a youth camp in South Otago) was the test bed for the active development of this application for the previous 15 years where it was been used exclusively for the management of camps (including camper enrolments and staff management), accommodation bookings, newsletter mail outs and society administration.

It is designed primarily designed for use at any New Zealand camps-site or accommodation provider.

Panda Features

Core Features

Multi-User System

  • multiple users
  • several users in different parts of the office (or even world) can access the system at the same time

Cloud Based

  • cloud based system
  • backed up every night
  • works on any modern browser on any OS (Windows, Mac, Linux, iPad, Android, iPhone)

Contact Module Features

Contact Management

  • store unlimited contacts
  • upload contact images and files against each contact.
  • tag and categorise in unlimited collections or contact groups
  • Export to multiple formats such as vCard, CSV, HTML, PDF labels, PDF envelopes and more

Sort Contacts into Collections

  • sort contacts into as many different collections as you like
  • categorise the collections
  • modules also sort contacts further

Mailout Contacts

  • mail multiple contacts at once with rich formatted emails
  • add attachments
  • keep track of previous mail-outs
  • good for sending out newsletters

Donation Tracking

  • track donations for each contact
  • print end of year donation receipts in bulk

Export Contacts

  • export contacts to multiple formats
  • formats include vCard, CSV, HTML, PDF reports, envelopes, labels and more

Accommodation Module Features

Bookings Calendar

  • booking contacts (or contact groups) into a easy to understand calendar
  • see at a glance the booking status
  • multiple areas (and rooms) available in calendar
  • prevent double booking and booking clashes
  • book groups into different areas of camp-site and/or rooms

Booking Wait-Lists

  • powerful wait-list features
  • graph forecast accommodation and compare to actual numbers along with waitlisted numbers

Digital Hire Agreements

  • online Hire Agreements accessible by the group
  • group organiser can update numbers at booking confirmation

Booking Files

  • upload files related to bookings for ease of access
  • upload timetables, hire agreements …. anything!

Send Templated Booking Emails

  • pre-saved templates for different stages of booking process
  • one click send emails to groups
  • attach hire agreement and invoices
  • replacement tokens to customise the email for each group

Google Calendar Sync

  • booking calendar syncs to google calendar
  • easily check calendar from phone

Easy Quoting

  • easy pre-populated quoting for bookings
  • multiple quotes for each group
  • mailout quotes easily

Arrivals Reports

  • print arrivals report for housekeeping to prepare for group arrival
  • keep track of linen orders and other things required by bookings

Track Booking History

  • view previous booking history easily
  • pre-load new bookings with last booking information saving time

Extras and Activities

  • add activities and extras to bookings
  • graph activities and extras use
  • auto populate invoices with added items

Statistical Graphs

  • powerful bednight tracking and reporting
  • create easy PDF reports for boards and auditors
  • 18+ different visual graphs for exploring accommodation statistics

Booking Notes

  • add multiple notes for each booking
  • powerful invoicing of groups after stay including live xero integration

Camp Module Features

  • powerful camp management
    • create unlimited camps
    • set enrolment limits with waiting list capabilities
    • set pre-defined camp fees with discounts if required
    • prints attendance lists, fire evacuation sheets, health issues forms, over due fees, reports
    • upload files related to camps for ease of access
    • easily book the camps into the accommodation areas on-site without the chance of double booking
  • easily enrolment of campers and staff into a camp
    • automatically generating camper invoices with optional xero integration
  • easily maintain email contact with campers and leaders using predefined templates throughout the enrolment process
  • powerful camper management
    • upload files relating to campers direct to the system
    • health Issues and medication tracking
    • dietary requirements
    • previous camp history
  • powerful staff management
    • add as many staff as you want
    • Assign different roles to staff within camps
    • applications, police vetting and references tracking
    • load staff trainings records including expiry tracking
    • email staff directly forms and training information
    • upload files related to staff for MSD electronic pull-up system requirements during audits
  • module built with New Zealand Ministry of Social Development (OSCAR child-care) standards
    • keep audits short with auto-generated reports
    • keep track of police vetting and training
    • easily demonstrate all requirements during MSD Childcare audit
  • Generate graphs and reports for statistics for your board/auditors

Features include:

  • Full Invoicing & Receipting (with a Xero integration plugin)
  • Clubs / Societies Membership Management
  • Incident Register (Accident/ Incident / Safety Concern Reporting)

Detailed Feature List:

Main Features:

  • Multi user online system – so several users in different parts of the office (or even world) can access the system at the same time
  • Cloud based software so works everywhere on a browser (PC, Mac, Linux, iPad, Android, smartphones)

Societies Module Features:

  • Track society membership with ease
  • Expire or resign members with ease
  • Invoice all members for membership subscription and keep track of fees paid
  • Powerful donations tracking

Health and Safety Module Features:

  • Cloud based incident register for recording and tracking incidents
  • Record action taken, further notes, etc. in one place for audits
  • Print reports for board meetings

Xero Plugin Features:

  • Creates invoices live into Xero Accounting software
  • Syncs payments automatically between Xero and PANDA
  • Integrates Xero Tracking and Branding

Current Version:

  • PANDA 4.1

Current Users:

  • Christian Youth Camps (Waihola) Inc
  • Camp Manaia (Northland)
  • Coopers Beach Christian Camp (Northland)
  • Lakeland Park Christian Camp (Queenstown)

Pricing of PANDA


PANDA costs $20 per month to cover the hosting and basic costs of bug fixes and upgrades. Licencing of PANDA is best described as “ministry source” – code ownership remains Tim Wiel’s along with any changes made. Changes and feature requests are possible but require us to charge for the work done and the work is shared amongst all other users of the software.

We are happy to work something out. Please email for a demo and for more information.

Venue360 is the ultimate camp software package for all venues, camp-sites, events and more!

PANDA camp software is designed for smaller camp-sites with 1-5 accommodation basic areas and/or basic child-care type camps (i.e. NZ OSCAR standard type holiday camps using volunteers as leaders).

For bigger or more complex venues/camp-sites PANDA will not be suitable for you.

So if your camp-site/venue is:

  • a large multi-site camp
  • OR has very large numbers of multi-faceted bednights
  • OR you need resource (activities, rooms, etc.) management and scheduling
  • OR run lots of event (ticketed) type based camps
  • OR want to do live online enrolments using social media, website front-ends, etc
  • OR PANDA doesn’t do this feature or that feature

… then I highly recommend Venue360. It is the “next step up” from PANDA. I’m involved a little bit in the world-wide development team of this software and so can highly recommend it.

See for more information.