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Warburton Holiday Park digitised annual agreements and cut admin time by 90%

Warburton Holiday Park

90%

reduction in time spent processing annual agreements

80+

annual and permanent residents now managed digitally

Executive summary

Warburton Holiday Park, set across 25 acres along the Yarra River in Victoria’s Yarra Valley, is one of the region’s largest mixed-accommodation parks, offering bush camping, villas, cabins, and powered sites. With more than 80 annual and permanent residents, the team faced growing administrative pressure and needed a more efficient way to manage long-stay guests.

A smarter way to manage annuals and agreements

RMS enables Warburton Holiday Park to manage resident agreements, occupancy data, and billing all in one platform. Through the RMS Guest Portal, site holders can sign documents digitally and receive timely, automated reminders. All communications are time-stamped, helping the team stay compliant with tribunal requirements.

The result is a simpler, more efficient way to manage permanent residents, freeing up staff to focus on delivering great guest experiences.

Making it easier to send out Annual Agreements and follow-up payments or documentation, allows my staff to spend more time doing activities that enhance the guest experience.

David Pratt, Director, Warburton Holiday Park

David Pratt, Director at Warburton Holiday Park

Challenges

With over 80 long-stay guests, the team used manual processes to prepare, send, and track annual site agreements, creating a heavy administrative workload, especially when following up on unsigned documents or overdue payments.

Without timestamped correspondence, meeting compliance requirements for VCAT (Victorian Civil and Administrative Tribunal) processes was more challenging. Resident data, payments, and occupancy records were managed across multiple sources, making it harder to operate from a single, consolidated system. The team needed a centralised system that could reduce manual tasks, support compliance, and streamline daily operations.

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Three girls in wetsuits laughing and floating on inflatable tubes in the Yarra River at Warburton Holiday Park.

Solutions

To streamline operations and reduce administrative burden, Warburton Holiday Park partnered with RMS to manage resident agreements, billing, and compliance in one centralised system. Key benefits include:

Digital agreement signing to eliminate printing, scanning, and in-person paperwork

Smart correspondence with timestamps to support legal compliance and reduce follow-ups

Centralised resident data and billing to improve accuracy and visibility across departments

VicParks-integrated templates to streamline documentation and meet state requirements

Results

By switching to RMS, Warburton Holiday Park reduced time spent on annual agreement admin by 90%, improved visibility across resident data, and gained confidence around compliance with time-stamped records. With everything now managed in one platform, the team spends less time chasing paperwork and more time focused on delivering a great guest experience.

 

A cabin surrounded by dense ferns and trees at Warburton Holiday Park, showcasing its natural bushland setting.

90%

less admin time

80+

residents managed digitally

The ease with which Annual Holiday Site Agreements and schedules are now processed through RMS has cut 90% of the time from the process and made it much simpler for the Annual Holiday Site guest to review and accept the new agreement.

David Pratt, Director, Warburton Holiday Park

David Pratt, Director at Warburton Holiday Park