Reporting the number of people in the park

Q: How do I get a report of the number of people in the park each day (total adults + children), rather than the number of reservations as shown in the Occupancy report?

A: There is a sample Query you can import that does this.  We haven't included it as a standard report because not everyone uses the same fields for # of people -- some have added extra fields for other categories like seniors, or changed # Children to something else like # slide-outs. So it would get complicated to add enough options to make it work right for everyone.  But of course this is why we have things like the custom Queries.

1. Go to Maintenance / Advanced Customizations / Queries

2. Click the Import Query button, and you'll get a typical Windows file-open dialog labeled "Import Query".

3. You need to locate the sample Forms folder, which is typically C:\Program Files\Campground Master\Samples (most likely you just need to double-click the "Samples" folder to get there, but you may have to navigate to the C: drive first using the "Look In" drop down at the top").

4. Now select the appropriate file, for instance "Sample Query - Occupancy (# people) by Site Type", and click Open.  Note that there are several samples you can import for Occupancy (# people), depending on how you want it grouped.  You'll see one or more queries added to the list.  When done importing, click Close.

5. Changing fields if needed: As mentioned above, not everyone uses the same fields to mean "# of people".  This sample assumes that you do use the most common fields, # Adults and # Children.  If you need to change this, it can be done but takes some care.  First select the query and click Edit Query.  In the Calculated Data Expression, you'll see:

LoopSum(1, ThisListCount(), "#i#", 'FieldValue(ThisListRec(#i#), "Resv_Adult") + FieldValue(ThisListRec(#i#), "Resv_Children")')

You should be able to see where this adds the values of the fields Resv_Adult and Resv_Children (the internal Field ID's for # Adults and # Children).  You can change the fields used, add more fields to the equation, or remove one of them if needed.  To change the field, you need to know the Field ID of the field you want to use, from the Data Field Definitions for Reservations.

6. Change the data grouping if needed:  This sample reports daily totals.  You can change it to Monthly, Quarterly or Yearly easily.    First select the query and click Edit Query (if not already done in step 5).  Under Axis Name, click on the Date line, and Edit Axis Grouping.  Select the new Date Grouping from the drop-down list, and then click Save.

7. If you changed fields or grouping above, then change the Query Name and the Notes fields appropriately. If desired, you can also change the Access Level.

8. Click Save & Close all the way out.

Now the query will be added to the Query tab view (that tab will be newly added in front of the Transactions tab if you didn't have any Queries before this).  Just go to the Queries tab and select it from the list.