PANDA Camp Management software is a cloud-based web application built specifically for New Zealand campsites and accommodation providers to effortlessly manage all aspects of their sites and bookings.
About Panda
PANDA Camp Management software was originally created in the early 2000s for Youth For Christ Dunedin to manage registrations for an annual youth camp. Over the years, it has evolved into a comprehensive camp and accommodation management suite.
CYC Waihola (a youth camp in South Otago) and now Lakeland Park (in Queenstown) have served as the primary test beds for the active development. It’s been used at CYC Waihola exclusively to manage camps (including camper enrolments and staff management), accommodation bookings, newsletter mailouts, and their society administration for more than 15 years. It is now used by multiple sites around the country.
PANDA Camp Management software is a cloud-based web application built specifically for New Zealand campsites and accommodation providers to effortlessly manage all aspects of their sites and bookings.
Features: Core | Accommodation Module | Camps Module | Other Modules & Plugins | Current Statistics | Pricing | Venue360
Core Features
Multi-User System
Collaborative environment allowing multiple team members across different offices—or even different parts of the world—to access the system simultaneously.
Cloud Based Architecture
Fully cloud-based with automated nightly backups. It runs smoothly on any modern browser and operating system (Windows, Mac, Linux, iPad, Android, and iPhone).
And in version 8 a new android app.
Contact Module Features
Comprehensive Management
Store unlimited contacts, upload custom images and files, and organize contacts into unlimited custom tags, collections, or groups.
Flexible Sorting & Categorisation
Easily sort contacts into collections and filter them further via dedicated modules.
Contact Mailouts
Send rich HTML-formatted emails and newsletters to multiple contacts at once, attach files, and track previous mailout history.
Robust Exporting
Export contact data to multiple formats, including vCard, CSV, HTML, PDF reports, envelopes, and mailing labels.
Accommodation Module Features
Visual Bookings Calendar
Manage bookings for individuals or groups using an intuitive calendar interface. See booking statuses at a glance across multiple areas and rooms while preventing double-booking and schedule clashes.
Wait-Lists & Forecasting
Powerful wait-list features accompanied by visual graphs to forecast accommodation numbers against actual bookings.
Digital Agreements & Files
Provide groups with online hire agreements that group organizers can update upon confirmation.
Centralised Booking Files
Upload timetables, agreements, and any related documents directly to a booking for instant access.
Use these files to email out attachments to groups
Templated Booking Emails
Save time with pre-saved templates, replacement tokens, and one-click emailing that automatically attaches invoices and agreements.
Google Calendar Sync
Sync your booking calendar directly with Google Calendar to check availability from your phone.
Easy Quoting
Generate pre-populated quotes, create multiple options per group, and send them out with ease.
Arrival Reports
Generate housekeeping reports to track linen requirements and arrival details.
Booking History
View past booking histories and pre-load repeat bookings with previous data to save time.
Extras, Activities and Notes
dd optional activities and extras, track their usage via graphs, and auto-populate invoices. Add unlimited notes per booking.
Visual Graphs
Access over 18 visual graphs with powerful bednight and occupancy tracking.
Statistical Reporting
Generate comprehensive report PDFs tailored for boards and auditors.
Camps Module Features
Flexible Camp Management
Create unlimited camps, enforce enrolment limits with waitlists, and set pre-defined fees with optional discounts.
Automated Invoicing & Enrolment
Seamlessly enrol campers and staff with automatic invoice generation and optional Xero integration.
Streamlined Communication
Keep in touch with campers and leaders using pre-defined email templates throughout the enrolment process.
Detailed Camper & Staff Tracking
Track health issues, medications, dietary requirements, previous camp history, staff roles, police vetting, references, and training expiries. Upload supporting documentation directly.
MSD OSCAR Compliance
Built specifically to meet many of the New Zealand Ministry of Social Development (OSCAR childcare) standards, featuring auto-generated reports to keep audits short and straightforward.
Adventure Activity Staff Tracking
Track staff training history for the Adventure Activity compliance requirements.
Other Modules & Plugins
Societies Module Features
- Track society membership with ease
- Expire or resign members effortlessly
- Invoice all members for subscriptions and track fees paid
- Powerful donations tracking
Health & Safety Module Features
- Cloud-based incident register for recording and tracking incidents
- Record actions taken and notes in one place for audits
- Print reports for board meetings
Assets Module Features
- Track camp-site assets with ease
- Ability to upload receipts and files
- Track warranty periods, etc.
Events Module Features
- Scaled back camps module for managing simple events
- Track who is attending the event
Xero Plugin Features
- Creates invoices live into Xero Accounting software
- Syncs payments automatically between Xero and PANDA
- Integrates Xero Tracking and Branding
Donation Plugin Features
Track individual contact donations and print bulk end-of-year tax donation receipts.
Activity Training Plugin Features
- Keep track of who is trained in activities at your camp
SMS Texting Plugin Features
Coming in PANDA 9 … text message individuals directly from within PANDA!
Current Version
PANDA version 8.0 released September 2026
Current Users
- Christian Youth Camps (Waihola) Inc
- Camp Manaia (Northland)
- Coopers Beach Christian Camp (Northland)
- Lakeland Park Christian Camp (Queenstown)
- Queenstown Easter Camp (Queenstown)
- Fellowship Tramping Club (Queenstown)
- and a few more!
Pricing:
$30 / month
Monthly Pricing covers:
- cloud hosting and unique domain name
- access to all modules and plugins within the system
- upgrades for each new release and basic bug fixes
- basic help support and training as required
Licensing is best described as “ministry source” — code ownership remains Tim Wiel’s along with any changes made.
Changes and new feature requests are possible (with work charged at a reasonable hourly rate and all improvements shared among all other customers).
Is PANDA Right for You?
PANDA Camp Management software is specifically optimised for smaller campsites with 1 to 5 basic accommodation areas and/or basic holiday camps using volunteers as leaders (such as MSD OSCAR standard camps).
PANDA may not be suitable if your venue:
- Is a large, multi-site camp.
- Manages very high volumes of multi-faceted bed-nights with multi-tiered pricelists.
- Requires complex resource scheduling (managing specific activities, rooms, etc.).
- Runs many ticketed public events.
- Requires live online camp enrolments integrated with social media or website front-ends.
If your venue falls into these categories, we highly recommend Venue360 as the ideal “next step up” package. Visit venue360.com for more information.
