Associate Vehicles with a Stay

Last updated: 09/25/2026

 

Objective

Associate one or more vehicles with a stay to facilitate their identification and manage their access to the property. Vehicle information is entered directly from the stay, with a minimal set of required data—the license plate is only mandatory in certain configurations, described below. Registered vehicles can then be viewed and searched from the main stay lists.

 

Table of Contents

• Introduction

• Using the Stay

  • In the Overview Tab

  • In the Vehicles Tab

    • Add a Vehicle

    • Delete a Vehicle

• License Plate Validation

• View Vehicles in the Stay Lists

• Things to Know

• Use Cases

• Tips

 

Prerequisites

No specific prerequisites. Vehicles are managed as an entity of the stay itself; no manual configuration is required to use this feature. If your property uses OneCard for access management, how license plates are validated depends on the configured OneCard access mode (see License Plate Validation).

 

Introduction

Register guests’ vehicles directly from the stay.

This feature facilitates access control (particularly when integrated with an external access management system, such as OneCard) and the identification of vehicles by campground staff.

Each stay can include one or more vehicles, with a minimum set of required data to complete for each one. You can add a vehicle from either the Overview tab or the Vehicles tab.

Vehicle information can also be displayed in columns and searched from the stay lists (reservations, today’s reservations, arrival, departure, and in-house reports)—see View Vehicles in the Stay Lists.

No specific configuration is required: vehicles are managed as an entity of the accommodation itself.

The lists available (type, make, color, etc.) for describing vehicles are preconfigured in the system and do not require manual setup.

 

Using the Stay

In the Overview tab

From a stay, you can specify the number of vehicles associated with the reservation:

The Vehicle field is located in the Main Details section, on the same line as Crib and Extra bed.

This field is a numeric value, initialized to 0 by default.

When this number increases, the Vehicles tab displays a corresponding number of records, as is the case for guests.

 

It will then be mandatory to complete at least the vehicle’s license plate in this tab in order to save the stay.

You can also add a vehicle directly from the Vehicles tab without using this field—see below. Both methods are equivalent: the Vehicle field is updated automatically in both cases.

 

In the Vehicles tab

This tab allows you to enter information for each vehicle associated with the stay.

 

The number of records displayed depends on the number of vehicles specified in the Overview tab.

 

The following fields can be completed for each vehicle:

Add a Vehicle

An + Add a vehicle button is available in the upper-right corner of the Vehicles tab content area, whether or not a vehicle has already been registered.

1. Click + Add a vehicle.
2. A new empty subtab, named “Vehicle N” (where N corresponds to its position), is created and displayed automatically.
3. The Vehicle field in the Overview tab is incremented by 1 simultaneously.
4. Complete at least the license plate (if required; see License Plate Validation) to save the stay.

The created subtab remains present even if you leave the Vehicles tab without saving—the same behavior applies when adding a vehicle from the Overview tab.

Delete a Vehicle

The Delete button is located on the same line as the “Vehicle Information” title in each subtab.

1. Open the subtab for the vehicle you want to delete.
2. Click Delete.
3. A confirmation question appears: “Are you sure you want to delete this vehicle?”
4. Confirm to delete the vehicle. The Vehicle field in the Overview tab is decremented by 1 simultaneously.

If you directly decrease the Vehicle field in the Overview tab instead of using the Delete button, the most recent subtab is deleted first (from right to left), whether completed or not, without a confirmation prompt.

 

 

License Plate Validation

The license plate is required to save the stay only when the OneCard access configured for your property is based on license plate recognition.

In all other cases—badge access, code access, or no OneCard integration at all—you can save the stay without entering a license plate.

When the license plate is required and the field is empty or contains fewer than 4 characters:

• An error message appears when attempting to save, and the change is not applied.
• A warning icon appears next to the field, with the message details displayed when hovering over it.

View Vehicles in the Stay Lists

Information about vehicles associated with stays can be displayed as columns in the stay lists used daily by the front desk. This allows you to find a license plate without opening each stay.

Relevant Screens

Available Columns

Four columns can be added to the display:

• “License Plate”
• “Vehicle Type”
• “Engine Type”
• “Vehicle Model”

These columns are hidden by default. Cells display only the value of the corresponding field, as plain text. If no vehicle is registered for the stay, the cell remains blank.

Display Vehicle Columns

1. Open the relevant screen (for example, Reservations menu > Reservations). For a report, open the Reports menu > Reports, then select the Arrivals, Departures, or In-House report.
2. Click the “Column Configuration” button.
3. Drag the desired vehicle column or columns from the “Hidden” area to the “Visible” area.
4. Click “Save.”
5. For a report, click “Run Report” to display the results.

The Departures and In-House reports have column configuration, as do the Reservations window, the Today’s Reservations widget, and the Arrivals report.

In the Today’s Reservations widget, vehicle columns are displayed only in the expanded view, across all of its tabs. The collapsed view of the widget on the dashboard retains its fixed columns.

Display When Multiple Vehicles Are Associated with the Stay

• The first 2 vehicles, in registration order (Vehicle 1, Vehicle 2), are displayed directly in the cell.
• For more than 2 vehicles, a “+n” indicator is displayed after them, where n corresponds to the number of vehicles not displayed.
• Hover over the “+n” indicator to display a tooltip listing the remaining vehicles.
• The same order is applied across all four columns: the vehicle displayed first in “License Plate” corresponds to the vehicle displayed first in “Vehicle Type,” “Engine Type,” and “Vehicle Model.”

Search for a Stay by License Plate

A free-text “Vehicle” filter is available in the Reservations window (below the “Guest” filter) and in the expanded view of the Today’s Reservations widget (below the “Guest Reservation Group” filter). This filter is not pinned by default. [TO VERIFY: exact English labels for the “Guest” and “Guest Reservation Group” filters]

1. Click the “Filter” button.
2. Enter the license plate in the “Vehicle” filter. [TO VERIFY: does the search also work on part of the license plate?]
3. Click “Apply.”
4. Only stays matching the entered license plate are displayed.

Export Vehicle Information

When vehicle columns are visible, they are included in the Reservations window export and in the PDF of the Arrivals, Departures, and In-House reports. If multiple vehicles are associated with the stay, the exported cell contains the complete list of vehicles, separated by a comma, without a “+n” indicator.

Things to Know

• Whether a license plate is required depends entirely on your property’s OneCard access configuration—it is not a setting managed from the stay itself.
• If you do not know which access mode is configured for your property, contact your OneCard administrator or Septeo Support.
• You can add a vehicle either from the Overview tab (by increasing the Vehicle field) or from the Vehicles tab (+ Add a vehicle button): both actions are equivalent and update the same counter.
• Deleting a vehicle using the Delete button in a subtab requires confirmation. Deleting by decreasing the Vehicle field in the Overview tab does not require confirmation and always targets the most recent subtab, whether completed or not.
• The + Add a vehicle and Delete buttons, with the same functionality, are also available in the Vehicles step of the check-in wizard when it is enabled for your property.
• Vehicle columns are hidden by default: make them visible from the column configuration for each relevant screen.

Use Cases

Case: A property uses OneCard with badge-only access (no license plate recognition).
Expected result: Staff can specify a vehicle on the stay and save the reservation without entering the license plate.

Case : A staff member is in the Vehicles tab of a stay that already has a registered vehicle and wants to add a second one without returning to the Overview tab.
Expected result: They click + Add a vehicle; a second subtab, “Vehicle 2,” is created, and the Vehicle field in the Overview tab changes to 2.

Case: A security officer reports an improperly parked vehicle to the front desk and provides its license plate.
Expected result: The front desk agent enters the license plate in the “Vehicle” filter in the Reservations window and immediately finds the relevant stay without opening stays one by one.

Case: In the morning, the front desk wants to provide the guest services team with a list of vehicles belonging to guests departing that day.
Expected result: They make the “License Plate” column visible in the Departures report, run the report, and download it as a PDF.

Tips

• If your property does not use license plate recognition, you can still enter the license plate for identification purposes—it simply will not prevent the stay from being saved if it is left blank.
• To quickly add several vehicles in succession, click + Add a vehicle multiple times from the Vehicles tab: each click creates a new numbered subtab without returning to the Overview tab.
• To remove a specific vehicle, use the Delete button in its subtab rather than decreasing the Vehicle field in the Overview tab: the latter method always targets the most recent vehicle, regardless of which one it is.
• Make the “License Plate” column visible in the In-House report to have the list of vehicles belonging to guests currently on the property available at any time.