ATOS · TRAINING GUIDE
Camp Coordination Guide
Step-by-step guide for camp teams
Guide Overview
The Camp Coordination Dashboard manages guest movement, camp readiness, equipment, crew assignments, supplies, and field notes. It ensures every camp is prepared before guests arrive and that all field issues are tracked. Joyce oversees camp coordination and reports to management.
Where This Department Fits in the Booking Flow
Camp Coordination is Step 10 of 13 in the ATOS Canonical Booking Flow. After Operations accepts the handover (Step 9) and confirms suppliers, Camp receives the camp requirements: tent setup, equipment, crew, food, water, and supplies. Camp confirms readiness and reports back to Operations. Camp also coordinates with Fleet (Step 11) for vehicle and camp movement logistics. Once camp is ready, the booking moves to fleet readiness and then to travel.
Daily Workflow
Review the camp schedule for arrivals and departures.
Check equipment and supplies checklist.
Confirm crew assignments.
Verify food, water, and fuel readiness.
Record any field issues or maintenance needs.
Update the camp readiness score.
End the day by confirming all upcoming arrivals are prepared.
Step-by-Step Feature Guide
Camp Schedule
View upcoming camp arrivals and departures.
Steps
Open the Camp Schedule.
Check who is arriving and when.
Check who is departing and when.
Prepare campsites for incoming guests.
Coordinate with operations for transfers.
Trainer Script
The camp schedule helps Joyce know what is coming. Every arrival should be prepared before the guest reaches the camp.
Equipment Checklist
Track all camp equipment readiness.
Steps
Open the Equipment Checklist.
Review each item: tents, bedding, kitchen gear, camping supplies.
Mark items as ready or needs restocking.
Flag any damaged or missing equipment.
Order replacements as needed.
Trainer Script
Equipment must be checked before every camp. Missing or damaged equipment affects guest experience directly.
Crew Assignments
Confirm which crew members are assigned to each camp.
Steps
Open Crew Assignments.
Check which crew members are assigned.
Verify adequate staffing for guest numbers.
Confirm crew availability.
Record any crew changes.
Trainer Script
Crew assignments must be confirmed before camp starts. Ensure you have enough staff for the number of guests.
Supplies Tracking
Verify food, water, and fuel availability.
Steps
Open Supplies Tracking.
Check food supplies for the duration of the camp.
Verify water availability.
Check fuel for generators and vehicles.
Order additional supplies if needed.
Trainer Script
Supplies are critical for camp operations. Running out of food, water, or fuel during a camp is a serious failure.
Field Notes
Record field issues, maintenance needs, and observations.
Steps
Open Field Notes.
Record any equipment failures.
Record any maintenance needs.
Record guest feedback from the field.
Record weather or environmental observations.
Flag urgent issues for management attention.
Trainer Script
Field notes create accountability and help with future planning. Every issue should be recorded, no matter how small.
Camp Readiness Score
Give directors a quick view of camp preparedness.
Steps
Open the Camp Readiness Score.
Review the overall readiness percentage.
Check which items are pulling the score down.
Address outstanding items.
Update the score as items are completed.
Trainer Script
The readiness score gives directors a quick snapshot. Joyce should keep it as high as possible before guest arrivals.
Common Mistakes to Avoid
Not checking equipment before guests arrive.
Forgetting to confirm crew assignments.
Running out of food, water, or fuel during a camp.
Not recording field issues in ATOS.
Not updating the camp readiness score.
Poor coordination with operations for transfers.
Mark & Dorith — Camp Setup Simulation
Mark (78) and Dorith (61) are on a 10-day luxury safari requiring private camp setup at Tarangire and Serengeti. The Camp team must prepare tents, bedding, kitchen equipment, food supplies, and water before the September 2027 arrival. Senior guest comfort and mobility considerations apply.
Step 01 — Camp Schedule
Review the camp schedule for Mark & Dorith arrivals at Tarangire (Sep 16) and Serengeti (Sep 19).
💡 The camp schedule shows every arrival and departure. Joyce must prepare each campsite before guests arrive.
Step 02 — Equipment & Supplies
Verify all equipment is ready: tents, bedding, kitchen gear, food, water, emergency kit.
💡 Equipment must be checked before every camp. Missing supplies affect guest experience directly.
Step 03 — Crew & Readiness
Confirm crew assignments and update the camp readiness score.
💡 For senior guests like Mark (78), ensure camp layout is mobility-friendly with shorter walks to facilities.
Camp Coordination Practice Assignment
Tasks
Review the camp schedule for a sample arrival.
Update the equipment checklist.
Confirm crew assignments.
Verify supplies for a 3-day camp.
Record a sample field note.
Update the camp readiness score.
Success Criteria
Schedule is reviewed and arrival is identified.
Equipment checklist is updated.
Crew is confirmed.
Supplies are verified for the duration.
Field note is recorded.
Readiness score is updated.