The Vacation Platform for Municipalities

Sell and Manage Vacation Programs Online

The field-tested complete solution for municipal vacation programs: a user-friendly booking frontend for parents and a powerful administration area for providers and management – featuring waiting lists, quotas, receipts, and exports.

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View in Action

Since 2016

In productive use by the City of Karlsruhe and continuously developed

Commodity

Software based on WordPress and WooCommerce – Open Source, no license fees

Optimized

Handles peaks of 2,000 bookings in 45 minutes

For All Stakeholders

Advantages at a Glance

For Administration

  • Multi-tenant capable, CI-customizable, and multilingual
  • Automated receipts, payment reminders, and exports
  • Waiting lists, succession logic, quotas (e.g., by gender)
  • Reports and statistics for management and billing

For Parents

  • Search and filter by location, vacation period, age, price, and provider
  • Multiple children and activities in one shopping cart
  • Group requests for friends
  • Clear communication and documents via email

For Providers

  • Internal and external offers can be combined
  • Flexible scheduling and quota logic
  • Self-entry after approval by the municipality
  • Exports (CSV/XLS) for planning and billing

Shop

Sell Recreational Activities Online

The shop is fully integrated into WordPress/WooCommerce and adapts to the municipal corporate identity (logo, fonts, colors). Offers can be prepared, scheduled for publication, and automatically deactivated after expiration.

  • Offer types: single and multi-day activities (with or without overnight stay), tickets (e.g., swimming pool)
  • Internal and external offers: third-party offers are clearly marked and lead to the external provider
  • Filters: provider, location, vacation period, age, price
  • Quotas: e.g., by gender for overnight activities
  • Groups: book groups of friends together
  • Waiting lists: can be activated automatically per offer
  • Shopping cart: multiple children and activities; lifespan and number of simultaneous offers are configurable
  • Special requirements: request information on allergies and care instructions
  • Communication: bulk emails to parents, newsletters

In Use

Two Cities, One Platform

Parents book a vacation offer on ferien-karlsruhe.de

Since 2016 · Karlsruhe

Vacation Portal of the City of Karlsruhe

Since 2016, we have been operating the portal for the Youth Leisure and Education Center Karlsruhe. Thousands of parents book vacation offers online for the Easter, summer, and fall breaks.

To the Karlsruhe Vacation Portal

Vacation offers in Mannheim on ferienplattform-mannheim.de

Mannheim

Vacation Portal of the City of Mannheim

The City of Mannheim also offers its vacation program via the platform – in its own corporate design.

To the Mannheim Vacation Portal

Back Office

Manage Bookings and Participants

The back office supports administrative staff and providers in all work steps – from reservation to billing. Communication with parents is targeted and traceable.

  • Convert reservations into firm bookings after receipt of payment
  • Bulk emails to parents of specific offers
  • Configurable cancellation costs, targeted notification of waiting lists
  • Participant and distribution lists, participant cards
  • Print functions, also for document printers
  • Exports (CSV/XLS) for evaluations

Accounting

Payments, Receipts, and Accounting

Receipts are generated automatically as PDFs and sent via email – CI-compliant and audit-proof. Outstanding items, subsidies, and cash registers can be managed conveniently; exports feed into existing accounting systems (currently CSV, customized upon request).

  • Send payment reminders individually or in bulk
  • Configure subsidies (e.g., BuT) and assign them to bookings
  • Create vouchers and allow them as a means of payment
  • Manage and close cash registers (cash and vouchers)
  • Manage and export booking accounts
  • Exports for third-party systems (CSV/XLS, individually expandable)

Technology and Operation

Technology, Operation, and Data Privacy

We host the system in our infrastructure. The platform is based on a proven standard foundation and is optimized for its intended purpose. SaaS Web handles operation and support – with a focus on security, availability, and GDPR compliance.

  • Hosting: dedicated VM (OpenStack Public Cloud or VMware Private Cloud)
  • System: WordPress CMS and WooCommerce as the shop core
  • Theme: SaaS Web theme, capable of municipal CI
  • Administration: via the theme and a SaaS Web plugin
  • Extensions: additional functions via WordPress add-ons
  • Data Privacy: GDPR-compliant, European data centers, Data Processing Agreement (DPA)
  • Accessibility: implementation in the frontend oriented towards WCAG and BITV

Implementation

Go-Live in Five Steps

  1. Kick-off and CI Branding, structure, role model
  2. Data Migration Offers, master data, optional historical bookings
  3. Training Editorial, administration, cash management
  4. Test Operation Pilot phase with selected offers
  5. Go-live Operation, monitoring, support, and SLA

SaaS Inquiry

Request a Demo

We would be happy to show you the platform in a short online demo and discuss your requirements.