Find help articles, troubleshooting guides, and tutorials
Below are some article suggestions for new CampSite Users
Welcome to CampSite! We're pleased to meet you.
CampSite is a powerful software with numerous tools that help manage your camp on a daily basis.
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To maximize your use of the software, we recommend that all users begin with training before using CampSite. Training provides a solid foundation on how CampSite works and how to navigate various features. Then, utilize our supplemental resources for extra help as you get comfortable using CampSite day-to-day. |
During each camp's onboarding phase, CampSite Support trains the camp staff on how to use the software. The camp staff who participated in those trainings are expected to train any new or additional staff on how to use CampSite.
We also host recordings of our trainings within the "CampSite Trainings" FAQ just below this one. Training videos are also embedded within each corresponding manual of the support portal as well.
Our training sessions are the most in-depth resource we offer new users for learning how to use CampSite, demonstrating where and how to use key features for the most efficient day-to-day use of the software.
Learn as you ago using the instructions for each page. Click the instructions icon in the bottom right corner of the screen to open a pop-up window with instructions on how to use the different features on that particular page, plus links to additional support resources.
After training, our help center articles are a great resource for finding detailed guides on various features.
Articles are organized into different manuals that correspond to different sections of the software. Jump to a specific manual by clicking the corresponding icon on the Help Center home screen, or search for specific content by keyword.
Have a quick or specific question about something? Check out our answers to frequently asked questions in our FAQs section.
Access our FAQs within CampSite (via the navigation bar), or via the FAQs section of our Help Center.
If you can't find the answer you need, email your question to CampSite Support at support@campmanagement.com.
Phase 1: Basic Navigation, Admin Users, and Enrollment Form Setup
In Phase 1 of 4, we demonstrate basic CampSite functionality, managing your database admin settings, and setting up/editing the enrollment form.
Phase 2: Emails, Bunking Boards, Camper/Family Forms, and the Invoicing & Auto Pay process
In Phase 2 of 4, we demonstrate Saved emails, Bunking Boards, Camper & Family Forms, and Invoicing & Autopay process.
Phase 3: Enroll a Camper, Family/Camper Profiles, Camp Shop, Camper Spending Money
In Phase 3 of 4, we demonstrate how to Enroll a Camper, navigate the Family/Camper Profiles, use Camp Shop, and the Camper Spending Money systems.
Phase 4: Advanced Reports, Financial Reports, Financial Settings
In Phase 4, we demonstrate creating payment schedules and adding them to the enrollment form, managing financials on the family profile, batch invoicing families, and generating financial reports.
Watch this short video to learn how to complete the yearly rollover process when it's time to open a new year for enrollment within your database.
If your camp has purchased additional modules for their CampSite subscription, watch the relevant training session below.
For camps who have purchased our Staff Module, this training covers how to configure your staff application, manage admin settings for the Staff module, use the Staff Lead Browser and Staff Department tools, utilize the staff profile, and hire/unhire staff.
For camps who have purchased our Medical Module, this training covers how the health history forms look to parents, and how to customize your health history forms, view a camper's medical data from their profile, create health center visit logs, record medication deliveries, create your own printed medical forms, and print health forms/medical data in mass.
Transportation Module Training
For camps who have purchased our Transportation Module, this training covers how to configure each type of bus, set up the transportation form, and generate transportation reports.
For camps who have purchased our Attendance Module, this training covers how to configure your attendance checkpoints, log attendance, generate reports of attendance data, and manage authorized pickups and overall admin settings.
For camps who have added our Text Messaging Module, this training covers how to purchase additional text credits, have parents opt-in to texting, how to access text message conversations, and how to send text messages.
For camps who have purchased our Events and/or Conference and Retreat Modules, this training covers how to use the Events setup wizard to set up your Events registration form, configure your Events module settings, and approve registration requests.
We then cover how to create a Conference and Retreat package for your off-season rentals. To jump to the Conference and Retreat portion of the video, click here.
For camps who have purchased our Camp Today Media Module, this training covers how to set up your Camp Today blogs, create blog posts, and control your overall blog settings.
We also demonstrate Facial Recognition matches as they're seen by parents, and how admins can manage/report on Facial Recognition matches.
For camps who have purchased our Program Module, this training covers how to set up your activity schedules; schedule campers and staff for activities; and how to generate reports on your activity schedules.
Donations & Extended Payments Module Training
For camps who have purchased our Donations and Extended Payments Module, this training covers Donor profiles, creating payment requests, and how donors use the Donor Dashboard to submit payments.
Module - The different sections of CampSite — such as the Medical module or the Transportation module — each managing a different part of running your camp.
Session - One of your camp weeks or other period of time campers attend — for example, "Week 1: June 23–29."
Year - The camp season (e.g., Summer 2025). Your families re-enroll each year.
Rollover - The year-end process that opens a new enrollment year for your CampSite database for your next season — your camper list carries over, but statuses and enrollment requests start fresh.
Parent Dashboard - The online portal where your camp parents will log in to enroll their child, fill out forms, and pay balances.
Vanity Name - The custom name your camp uses for things like Campers or Parents on the Parent Dashboard, or things like Divisions or Bunks on the Admin facing side — CampSite shows your terms instead of generic ones.
Session-Scoped - Information specific to a single camp week or session.
Year-Scoped - Information tied to a specific camp season, such as this summer's enrollment or form responses.
Hard Block - Something CampSite won't allow under any circumstances (e.g., checking out a camper without Card PIN verification).
Soft Block / Warning - A warning message — the system flags something to your attention, but you can still move forward. (Such as the warning message during the manual enrollment process that a session is “waitlist only” as you enroll a camper).
Camper - The person attending your camp.
Family - A family account in CampSite holds each family’s camper records, balance, and contact information.
Primary Parent - The main parent(s) or guardian(s) on the family account — typically those who signed up and manage the family's login.
Co-Parent (Divorced Parent) - An alternate household member (such as a divorced co-parent) that gets their own login with limited abilities (typically added for communication via email and text messaging updates only).
Staff - Your camp staff — counselors, specialists, and other employees managed in CampSite.
Alumni - Past campers or staff whose records you want to keep for re-engagement or history.
Donor - Supporters of your camp (individuals or businesses) who you track for donations or gifts toward either a specific family or toward your camp as a general donation.
Admin User - A member of your camp's administrative team who logs into CampSite to manage campers, finances, and operations.
Primary Account Holder - The main account owner at your camp — typically the director or owner with DB Management permissions enabled.
Authorized Pickup - The adults that have been authorized to pick up a camper from camp in place of the Primary Parent(s).
Extended Family User - A family member outside the primary household who has been given access to view your camp's photos and updates in CampToday.
Agent User - Not client-facing.) An internal CampSite team member who may access your account to provide support.
Enrollment - Signing a camper up for one or more sessions of camp through the enrollment form.
Enrollment Status - Where a camper stands with their enrollment — enrolled, waitlisted, or not yet enrolled.
Note: Always reference both Enrollment Status and Lead Status together when describing camper status, as they apply in different conditions. See Lead Status.
Lead Status - A way for your camp team to track interest and follow-up stages for families who haven't enrolled yet.
Note: Lead Status and Enrollment Status are displayed together in the same status field on the Camper Profile. The field surfaces whichever is contextually relevant — Enrollment Status when a camper is enrolled, Lead Status when they are not. Because either value may be active depending on context, always reference them together as "enrollment or lead status" rather than naming just one.
Enrollment Option - The main programs that you run at camp each summer and the first choice that a parent will make when enrolling their child. (e.g. 'Week 1', 'Week 2', 'Spring Break Camp', etc.)
Bundle - The specific combination of sessions, enrollment extras, deposit, and payment schedule grouped together into a choice for parents on the enrollment form — for example, "All Summer" or "Second Half Only."
Enrollment Checkout - A camper’s completed enrollment submission for a specific camp program.
Enrollment Checkout Status - Whether a camper’s enrollment submission has been approved, is pending, or has another status.
Tuition Plan - The price for a camp program, which may vary depending on when you register.
Tuition Plan Rate - A special price available if you enroll within a certain time frame.
Enrollment Extra - Optional items or services you can add during enrollment — like before-care, bus service, or a camp t-shirt.
Enrollment Discount - A discount applied to the cost of enrollment — for example, a sibling discount or promotional offer.
Yearly Deposit - A deposit charged once per season when a camper (or family) first enrolls - This cost is static regardless of how many programs are attended in the year by the camper or family.
Coupon CodevA promo code a parent can enter during enrollment to receive a discount.
Passcode - A private code a camp can give to a parent so they can access a restricted option on the enrollment form (e.g., for returning families only or for those who pass an audition process only).
Transaction - A single line item on an account — a tuition charge, a payment that was made, a refund, etc.
Transaction Category - The category or label that describes what a charge or payment is for.
Transaction Ledger - An account's full financial history — every charge, payment, credit, and refund, organized by year.
Payment Schedule - The payment plan for an enrollment — the schedule of when a family’s bill will be generated and due.
Invoice - A bill from a camp showing what a family will owe and when a payment is due.
Invoice Batch - A round of bills manually sent out at the same time (e.g., all families billed at the 30-day payment due date).
Amount Due Now - How much a family owes at a certain time, based on their payment plan.
Total Remaining Balance - The total amount left on a family’s account — including future payments that aren't due yet.
Auto Pay - A setting that lets CampSite admin initiate a charge to a family’s saved card or bank account on billing dates so parents don't have to log in to pay.
Auto Pay Run - The admin-initiated billing process that automatically charges families who have Auto Pay turned on.
Saved Payment Method - A card or bank account a family has saved to their account for making payments.
E-Check / ACH - Paying via a checking account (bank transfer) instead of a credit card.
Returned ACH - A bank payment that was initially accepted but later rejected by the bank — similar to a bounced check.
Arbitrary Payment Method - A custom payment type a camp has set up, like accepting checks, “cash” options, or a scholarship payment option.
Manual Transaction - An adjustment made by your camp administrator — for example, a credit added to a family’s account or a recording of a non electronic payment method; such as a check.
Credit (Financial) - An “admin facing only” amount of money credited to a family’s account — for example, an overpayment or adjustment that reduces what that family might owe.
Spending Money / Spending Category - A camp store account for a camper — parents can deposit money and then campers can spend it at the canteen or camp shop.
Form - An online form a camp asks a parent to fill out — for enrollment information, health history, daily check-ins, etc.
Permanent Form - A form that stays the same from year to year — a parent will fill this form-type out once in their first attending year, and the information recorded applies across seasons without appearing to the parent again in subsequent years.
Yearly Form - A form that resets each season — a camp may ask parents to complete this form fresh each summer for up to date information.
Session Form - A form tied to one specific camp session, which only appears to those who are attending that specific session of camp.
Daily Form - A daily check-in or screening form a camp may ask parents or campers to complete each day with day to day information.
Custom Field - An additional question or field a camp has added to collect information specific to their program.
Permanent Custom Field - A standing question on a profile that doesn't change from year to year — like a permanent demographic field.
Camper Profile - A camper's record in CampSite — where a camp sees their information, health history, and enrollment details.
Basic Info Tab - The main information page for a camper — name, birthday, contact info, and any standing questions a camp has set up.
Yearly Tab - A camper’s enrollment and account summary for a specific camp season.
Action Menu - (Internal tool — not visible in the Parent Dashboard.) The administrative menu available to camp admin when viewing a camper's profile in the admin interface.
Family Profile - A family's account page — where a camp manages a family’s contact info, billing, and communication history.
History Tab - An admin facing tool, not visible to end users that shows a history of changes to the profile (shows changes done by admin users or parents via the Parent Dashboard).
Notes Tab - (Internal tool; not visible to parents.) A recording of manually admin added notes to a profile page for internal use.
Custom Color - (Internal visual marker; not parent-facing.) A color that can be associated to an individual camper for internal identifying purposes.
Merge Accounts - (Internal tool.) Used by the camp when a duplicate account exists for a camper or family.
Health History Form - The medical form that is filled out online for a camper before they attend camp. It covers health history, allergies, medications, immunizations, and emergency contacts.
Medical Profile - A camper’s full medical summary on file with the camp.
Permission to Treat - A parent’s authorization for a camp to get emergency medical care for a camper if the camp can't reach the parent.
Medical Tab - (Visible to camp staff only.) A camper’s health information as submitted through the medical form.
Medical Dashboard - (Staff-facing tool.) The main screen a camp nurse or health staff will see for managing daily medical activity.
Health Center Visit Log - A record of a visit a camper or staff member made to the camp health center.
Log Item Category - The type of health concern or reason for the visit (e.g., headache, stomachache).
Scheduled Medication - A medication a camper takes on a regular schedule that the camp health staff will administer.
PRN Medication - A medication a camper takes as needed — not on a regular schedule (ie: EpiPen, inhaler, or other emergency medication).
Medication Administration Record (MAR) - The official record of every dose of medication given to a camper at camp.
Time Period (Medical) - The time of day when scheduled medications are given — such as morning or bedtime.
Delivery Status - A recording of whether a camper received their scheduled medication, refused it, or wasn't present for the day.
Medical Awareness List - (Staff-facing tool.) A list a camp uses internally to make sure all staff are aware of campers with medical needs.
Check-In - The process of signing a camper in when they arrive at camp.
Check-Out - The process of picking up a camper from camp — the staff will verify a parent or authorized pickup person's PIN number before releasing a camper.
PIN (Personal Identification Number) - A private code assigned to each person authorized to pick up a camper. A camp will ask for this at pickup of a camper.
Check-Out Event - The record of when and who picked up a camper from camp.
Bus - A transportation option a camp can offer — a bus or pickup arrangement you can sign a camper up for.
Central Location Bus - A bus option where you bring a camper to one central meeting point to board a transportation option from camp.
Defined Stop Bus - A bus that travels a set route with specific pickup locations — a camper boards this transportation option at the stop closest to the chosen location.
Door-to-Door Bus - A bus that comes directly to a family’s home location to pick up a camper.
Stop - A specific pickup location on a bus route — for example, "Oak Street Park, 7:45 AM."
Session Group (Transportation) - A camp's transportation setup for a specific session — which buses are running, when the form is open, and what the fees are.
Transportation Form - The online form where parents can choose whether a camper will take the bus and which route or stop.
Transportation Exclusion - A day when the bus won't be running — a camp should let parents know if this will affect their camper.
Resident Session - An overnight camp session — transportation applies when campers travel to and from camp.
Day Camp Session - A day camp session where a camper comes home each night — transportation runs every day.
Activity - One of the activities or classes available at camp that a camper can participate in.
Segment - A phase of a camp session — for example, "First Half" and "Second Half" may have different activity schedules.
Cycle - The rotating schedule a camp uses — activities rotate over a multi-day pattern.
Period - A specific time block in the daily schedule when activities happen.
Division (Program) - An age group or section of camp that campers can be manually sorted into — for example, the Junior division or Senior division.
Note: "Division" appears in multiple modules (Program, Bunking, Medical, Transportation). In all cases it refers to a named grouping of Bunks, but the context varies. Always Session-scoped.
Available Activity - An open spot in a specific activity at a specific time.
Cycle Grid - (Internal tool.) The visual schedule grid a camp uses to plan activities.
Blackout - A day when the regular activity schedule doesn't run — for example, a field trip day or maintenance of a camp location.
Department (Program) - : A category of activities — for example, all sports activities under "Athletics."
Bunk Scheduling - The schedule for groups of campers — whole cabins rotate through activities together.
Elective Scheduling - The process of signing a camper up for individual elective choices — the camper picks (or are assigned to) specific activities.
Bunk - A camper’s cabin, team, group, or housing unit at camp.
Bunk Assignment - Which bunk a camper is assigned to.
Bunking Board - (Internal tool.) The screen a camp uses to place campers into cabins or groups.
Unassigned Bunk Pool - (Internal concept.) Campers who haven't been placed in a specific bunk yet.
Staff Position - The job title or role type for a staff member at camp.
Staff Qualification - A skill or certification a camp tracks for staff.
Staff Lead Status - (Internal concept.) The hiring or separation status of a staff member such as “Lead”, “Fired”, “Quit”, “Pending”, or “Rejected”.
Staff Reference - (Internal tool.) A reference check submitted for a staff member during the hiring process.
Staff Contract - (Internal document.) A staff member's employment contract.
Saved Email - (Internal tool.) A pre-written email a camp can send to families either individually or en masse.
Text Message - A text message from a camp to a parent or staff member.
CampToday - The online place where a camp posts photos, videos, and updates so parents/family members can follow along during the summer.
Camp Today Post - An update, photo, or video a camp has posted in CampToday.
Permission Level - (Internal concept.) How much access a staff member has in CampSite.
No Access - A Permission Level where the module is completely hidden from the admin user.
View Only - A Permission Level allowing an admin to read data in a module but not make any changes.
Standard (Basic Permission) - A Permission Level granting full read/write access within a module's normal workflows.
Admin (Permission Tier) - A Permission Level granting full access within a module, including configuration, deletion, and sensitive operations.
Admin with DB Management - An Admin User with Admin-level access to the Core module. The only tier able to manage other admin users and access the DB Management Tab.
DB Management Tab - A system configuration section visible only to Admins with DB Management, containing user management, dropdown lists, email templates, forms, rollover wizard, and system settings.
User Template - A pre-set collection of permissions that can be used to create a new user account in CampSite under DB Management > Users.
Deactivation (Admin User) - Preventing an admin user from accessing CampSite without removing their record.
Camp Groups - (Applicable to multi-camp organizations.) A way for an admin team to manage multiple CampSite family accounts under one login.
Event - A camp event — such as a reunion, conference, or community program — that attendees can register for.
Package (Events) - The type of registration or ticket an attendee is purchasing for a camp event.
RFI (Request for Information) - A form a camp uses to collect details from those interested in attending an event.
Group Registration - Registering a group of people (like a sports team or school group) for a camp event under one account.
Facility Rental - Renting a camp facility or space for a private event (managed through the Events Module).
Enrollment Analytics Report - (Internal report.) A summary of camp enrollment numbers by session.
Frequency Report (Bunk Scheduling) - (Internal report.) Shows how evenly activities are distributed across cabin groups.
Frequency Report (Elective Scheduling) - (Internal report.) Shows how often each camper participates in each type of activity.
User Permissions Report - (Internal report.) A summary of who has access to what in a camp’s CampSite account.
Advanced Report - A customizable report that camp admin can build to answer specific questions about their data.
If you are not able to find answers to your questions through the help center, please contact CampSite Support! CampSite has different departments within the support system, so be sure to take a look below to see which contact method will work best for your questions:
If you need general support as an admin user please contact general support in the following ways:
Email: Support@campmanagement.com - this will open a help ticket and a representative will get back to you shortly.
Phone: Call our general support line at (516) 900-6334 with questions and a representative will be happy to talk you through your question or issue. If a representative cannot take your call please leave a message and we will get back to you as soon as possible!
Please note that CampSite support does not offer support services to your camp families or staff. Please ensure only CampSite admin users (those with an account under Admin> DB Management> Users) email asking for support.
For assistance with your business account billing with CampSite: Email our billing team at Billing@campmanagement.com
For payments questions, payment gateway setup or questions, or payments login assistance: Email our payments team at payments@campmanagement.com
For technical support with the questionnaire or scans please contact the dedicated PCI team in the following ways:
Email: helpdesk@encytro.com
PCI Help Phone Number: (866) 949-9777 (This is a different phone number than the General CampSite Support Help Line - listed above)
To bring Parent, Staff, and Donor dashboards into compliance with modern visual scanning expectations, we’ve introduced an Accessibility Widget. Using this widget users can change typography size or select a dyslexia-friendly font as well as being able to choose to view the page using alternate high-contrast or inverted colors, toggle inverted dark configurations, or activate dyslexia-friendly layouts with single-action toggles that persist throughout their session.
This capability is limited on the Admin interface to users using the mobile responsive interface.
This capabilty appears by default to the already existing Parent, Staff, and Donor dashboards.
To use the new accessibility widget on the Admin side of CampSite, users will need to be viewing CampSite's Responsive Interface.
You can activate the Responsive Interface by clicking on the “My Profile” optoin on the top navigation bar in the Legacy Version of CampSite. Click on "your username" @ "Camp Initials" link in your navigation bar.
Once on your settings page, look under “Beta Programs”. Change the “Responsive design beta” dropdown menu to “All Devices”.
Once "All Devices" is selected in the dropdown list, click on "Update beta program preferences". This will change CampSite from the Legacy Interface to the Responsive Interface (as seen in the screenshot below).
Once in the Responsive Interface, you can access the "Accessibility" option on the bottom of the left side bar.
When clicked, a pop up will appear with the options to edit the screen as needed for accessibility.
Here you can change font size or select a dyslexia-friendly font and you can choose to see the page in alternate high-contrast or inverted color page views.
The Parent Dashboard can access these accessibility options as well. This way all parents can use the parent dashboard to the best of it's ability!
On the parent dashboard, no changes need to be made to access this ADA widget. For a parent to access the ADA widget, they simply need to login and click on the "Accessibility" option on the left side bar.
Clicking on this option will cause the accesibility pop up to appear. Parents can then select the same options that Admin will have to change font size or select a dyslexia-friendly font for the page. They can also choose to see the page in alternate high-contrast or inverted color page views.
This same accessibility option is available on the Staff dashboard and on the Donor dashboard in the same way.
Verify that the authorized pickup person is "active" for the relevant enrollment year. Navigate to the profile page for the authorized pickup (go to the camper's family profile and click the "Authorized Pickups" tab, then click the authorized pickup person's name). Click the tab that corresponds with the relevant enrollment year.
If "Active?" says No, the authorized pickup is not actively authorized for that enrollment year, so their PIN will be rejected by the PIN pad. Parents can re-authorize pickups via the Authorized Pickups page of their dashboard, or an admin can do it manually by toggling the Active? setting from No to Yes and clicking OK to save.
If the pickup person is active, ensure that they're using the correct PIN. If needed, an admin can reset the pin via the Action Menu on the authorized pickup's profile.
Via the camper's profile. The staff and parent-driven attendance logging tools only allow attendance logging for the present day. To log attendance for a day in the past or future, navigate to each camper's profile individually, select the year tab, then the Attendance tab, and choose a date from the calendar.
To learn more, click here.
Deleted users are not permanently deleted from your database - they're still stored on the back-end of your account. This error message indicates that the email address you're trying to assign to the new user is still assigned to one of your deleted admins.
Instead of creating a new user account with this email address, the CampSite Support team must reinstate the previous account that was deleted. To request that an admin user's account be reinstated, send an email to CampSite Support via support@campmanagement.com.
Tip: If the previous user account was deleted to revoke access to your database temporarily, in the future, lock them out instead of deleting them. Click here to learn more.
Admin users with DB Management Admin permissions may reset another user's password following these steps:
For more detailed help, click here.
Every six months you will be required to update your CampSite admin login password.
CampSite requires these password updates due to PCI Compliance standards. PCI (Payment Card Industry) is required to help keep credit card data safe.
For more information on PCI Compliance please see: How to Achieve PCI Compliance
A CampSite password must contain:
Each saved report in your database has it's own permission settings. There are 3 different permission levels a user can have for each saved report:
To learn how to edit the permissions for a report, please read How do I edit which users have permissions for a saved report?
Each saved report in your database has its own permission settings. If you can't see a report, it means you have no permission to the report. If you can see the report but can't edit it, it means you have "read"-only permission for the report.
The permissions for each saved report are managed from the Advanced Reports page. Users who have "admin" permission to the report are able to edit the report permissions to control other users' permission levels to the report. If a user has the Reports user permission, they'll have Admin access to all reports at all times.
To learn how to update permissions for a report, see How do I edit which users have permissions for a saved report?
Each saved report in your database has permission settings that control the level of access each admin user* has for the report. Report permissions can be managed one report at a time, or in mass.
*Note that if an admin user has the "Reports" user permission, they will always be granted "Admin"-level permission to all saved reports and cannot have their "Admin"-level permissions revoked per the instructions below. To learn more, click here.
Updating Permissions for a Single Report
Open the saved report and then click the “Permissions” button at the top of the page. In the pop-up window that opens, checkmark the user and then select their permission level using the dropdown on the right. When you're finished, click "update permissions".
Updating Permissions for Multiple Reports
Navigate to "Advanced Reports Management". If your reports are collapsed into folders, first expand the folders containing the reports you wish to update, then click Mass Permissions Changes. Select the reports you wish to update, then click to either "add permissions" or "remove permissions". In the pop-up window, select an admin user, and if adding permissions, select their permission level, then submit your changes.
For step-by-step instructions on editing report permissions, please click here.
An admin user can be granted "Admin"-level access to all reports in your database via the "Reports" user permission. Once granted this permission, that user can edit or delete all existing reports plus any new reports created moving forward.
To grant this permission, navigate to Admin > DB Management > Users > expand a user > expand the DB Management Permissions section > checkmark Reports > Save changes for this user. To learn more, click here.
The report results will include every camper that has ever created an account in your database, this year or any year prior. Note that some of the campers generated in the results may never have followed through with enrollment.
If you are looking to create a report of campers who specifically attended the previous CampSite year but have not yet submitted an enrollment request for this CampSite year you will follow these steps:
For example, to generate all campers who purchased a "T-Shirt" extra, filter by enrollment extra names that contain "Shirt".
Or as an additional example, to generate all campers who purchased a "Extended Care" extra, filter by enrollment extra names that contain "Extended" or "Care".
Be aware that the term typed into the filter is case sensitive and must reflect exactly as it is in your database.
Your enrollment extras may appear in the same cell together as in the image below. If that occurs, and you wish to see them all split and grouped based on the session they are associated to, use the splitting and grouping tools to organize your report results.
In the fields that you have added to the report, you will see "Session" and "Enrollment extra names". Double click on the List icon and the gray double pronged arrow icon for both options.
This will split all of the information and then group them into alike groups.
Use this report to restrict a form so that it only appears to campers enrolling for certain enrollment option(s).
**Refer to the names of your enrollment options/bundles on Step 9. If needed, you can adjust the names of options or bundles to make sure you filter includes only the relevant options (while excluding those that are irrelevant).
The advanced report needs to be saved before you can schedule an email to send to the report results. Once you save the report, the "Schedule e-mail" button will activate.
There are two ways to change a camper's enrollment, depending on how your camp's enrollment options are configured and what sort of change the camper has requested:
Find all 3 tools in the Action Menu of the camper's profile.
If the camper has asked to change enrollment options or even just swap to a different bundle within the same option, the camper needs to be unenrolled and re-enrolled.
Unsure if the camper's request involves changing options/bundles? Reference your camp's enrollment options on Step 9 of the Camper Setup Wizard and read below.
For example, if a camper originally enrolled in the Camp Firewood option and then requested to switch to the Camp Firewood All-Stars enrollment option, the camper needs to be un-enrolled from Camp Firewood and enrolled into Camp Firewood All-Stars instead.
For example, if a camper originally enrolled in the "Four Weeks" bundle for Camp Firewood, but wants to switch to the "Full Summer" bundle instead, the camper needs to be unenrolled from Camp Firewood "Four Weeks" and enrolled in Camp Firewood, "Full Summer".
If the camper wants to remain in their current enrollment but sign up for another enrollment option, the camper needs to be enrolled into the additional option.
If the camper wants to be removed from some enrollment options but remain enrolled in others, the camper needs to be un-enrolled from the options they no longer want to attend.
The Manage Sessions tool only adjusts the sessions that the camper is enrolled in - not their bundle or enrollment option.
For that reason, this tool should not be used if the camper's enrollment bundle or option needs to be changed as well. If Manage Sessions is used when the camper actually requested to change their bundle or enrollment option, there will be a discrepancy in their enrollment data and issues with adding enrollment extras.
Use the Manage Sessions tool if a camper has requested to swap sessions within the same enrollment bundle they originally enrolled for.
For example, if a camper enrolled for the "Four Weeks" bundle for Camp Firewood and just wants to change which 4 weeks they picked (e.g. instead of sessions 1-4, they now want sessions 5-8), the Manage Sessions tool should be used because the camper is not requesting to change enrollment options OR bundles; just sessions.
If Jill had asked to not attend Camp Firewood anymore, or she asked for a different bundle (e.g. attend 5 weeks instead of 4), then the camper would need to be unenrolled/enrolled instead of having their sessions managed.
The Manage Sessions tool can also be used if your camp built the wrong session into an enrollment bundle so you need to correct which session(s) a camper is enrolled in.
Since the overall bundle is technically correct, the camper's sessions just need to be updated to the correct sessions that should've been built into the bundle.
Learn more about fixing incorrect bundles here.
When unenrolling the camper, if you're unenrolling the camper from all of their enrollment options, you can select to have CampSite automatically "reverse all of this camper's charges for the year" upon submitting the camper's unenrollment. To learn more about the unenrollment process, please click here.
If you're not unenrolling the camper from all of their options, you'll need to manually remove the relevant charges/discounts from the family's profile page by either reversing or deleting them. To learn how to reverse/delete transactions, click here.
Lead statuses are assigned to non-enrolled campers on a yearly basis, to label/organize them with regard to their current status as a lead for enrollment. This is primarily useful for filtering certain campers on an advanced report and also targeting mass email communication.
Your CampSite database comes included with the statuses of Lead, Pending, Cancelled, Alumni, and Withdrawn, but you can also create additional custom statuses via your Camper Admin settings.
By default, CampSite will automatically apply the following lead statuses in the following scenarios, unless an admin selects otherwise:
All other statuses will only be applied to a camper if an admin does so manually.
With lead status being yearly data, when rolling over to a new year, all non-enrolled campers from last year will be assigned the same status again for the new year by default (e.g. 'cancelled' in 2020 will be labeled 'cancelled' again for 2021), unless you specify otherwise. Please click here to learn more.
If your camp is using manual enrollment processing, each family's payment is processed by the admin user who manually approves each camper's request. To allow a family to enroll without making a payment, the admin approving the request should select "no payment now" in the Payment Details section of the Checkout step. To learn more, click here.
If your camp is using automatic enrollment processing, payment is processed as soon as the request is submitted. In this case, have the family complete the enrollment form but stop when they reach the final "Checkout" step. Then, an admin user can complete the enrollment and avoid processing a payment. To do that, click to manually enroll the camper via their profile page. After manually adding the enrollment option(s) the camper wants to enroll for, the remaining information will be pre-filled with what the parent entered, so the admin can skip to the final payment step and select "no payment now" before submitting. To learn more, click here.
The camper is already enrolled for that enrollment option currently. When selecting enrollment options to enroll a camper into, you'll only be presented the options that they're not currently enrolled in.
Please click here to learn more about the correct way to make different enrollment changes for a camper.
Double check your settings on Step 8 of the Camper Setup Wizard. There are two settings (within the General Options section) that determine how CampSite calculcates the number of spots that are still available within a session:
1. "Count enrollment requests in the 'New' request queue against spots remaining?"
When set to Yes, in addition to the campers already enrolled, each request in your "New" enrollment request queue will also count against the spots remaining for a session.
For example, if a session has a capacity of 20 campers, and you have 10 enrolled campers plus 5 "new" requests pending approval, there are only 5 spots remaining for that session.
2. "Count enrollment requests in the 'Waitlisted' request queue against spots remaining?"
When set to Yes, in addition to the campers already enrolled, each request in your "Waitlist" enrollment request queue will also count against the spots remaining for a session.
For example, say a session has a capacity of 20 campers and 20 campers have already enrolled. There are 5 campers waitlisted for the session as well. One camper withdraws, so only 19 campers are now enrolled. If this setting is set to Yes, the waitlisted campers will count against the 1 spot remaining, so the session will still be considered full to new campers enrolling. If this setting is set to No, a new camper could enroll for that 1 available spot, essentially "jumping ahead" of the 5 waitlisted campers.
By toggling both of the above settings to No, only enrolled campers will count against the session's capacity.
For all inquiries related to your CampSite bill (e.g. details regarding your fees; updating your payment method, etc.), please contact our Billing Department by emailing billing@campmanagement.com.
Please note you must be an authorized billing contact on the account to be given information on your organization’s specific billing information.
CampSite's billing department automatically emails a copy of your camp's invoices to the billing contact on file for your account. To verify or update the email address on file for your camp's billing contact, please email billing@campmanagement.com.
Otherwise, to request a copy of an invoice or obtain any other billing information, please email billing@campmanagement.com and representative from our Billing department can provide what you need.
Please note that invoices will only be released to those listed as an authorized billing contact for your CampSite account.
Modules can be removed from your next subscription at the time it renews, if you submit a request at least 30 days in advance of your subscription renewal date.
To confirm your subscription renewal date, or request to remove a module, please contact support@campmanagement.com.
We aim to make payments as seamless as possible. You can pay your open invoices directly via the link provided in your monthly billing email. We currently accept all major credit cards and ACH transfers.
For security reasons, users cannot manually update payment details within the dashboard. To update your credit card on file or change your billing contact information, please reach out to our Billing Administrator Olivia, at obeaullan@campmanagement.com.
Tip: When emailing, please include your Account Name and the last four digits of the current card on file so we can verify your identity quickly.
If your needs have changed, we are happy to help you find the right fit. Please contact our billing team at billing@campmanagement.com. Changes to your plan are typically processed within 1–2 business days and will be reflected on your next billing cycle.
For Constellation Payments' processing rates, please contact our Payments Team be emailing payments@campmanagement.com or by calling 516-719-7075.
CampSite does not include a feature for adding fees to transactions.
The enrollment extras feature allows camps to add additional fees to a camper's enrollment balance, which could be used to implement an additional fee to cover credit card processing (e.g. a mandatory 3% enrollment extra on each of your enrollment option bundles on Step 9).
If creating a mandatory enrollment extra for processing fees, please keep in mind:
Overall, keep in mind that the enrollment extras feature was not designed for credit card surcharging, so utilizing it as such will likely require some manual admin work to ensure accuracy. Camps who require full payment at the time of enrollment and only accept credit cards for payment are best suited for this solution.
To learn how to create new enrollment extras, click here.
To learn how to add enrollment extras to your enrollment form, click here.
To learn how to create an automatic discount, click here.
Typically, most credit card refunds take 3-5 business days to process, while ACH refunds take approximately 5-10 business days.
However, the amount of time it takes for money to appear in the family's account is dependent on the family's financial institution. Some banks will hold funds for up to 30 days before returning it to the client's card/account.
To inquire about the processing status of a refund, contact your payment gateway directly. If needed, you can locate the reference number for the refund transaction (i.e. payment gateway ID number) by opening the transaction details for the refund from the family's profile page.
Our Payment Team can assist you with contacting the Constellation Payment Gateway!
Please email payments@campmanagement.com or contact by phone by dialing 516-719-7075.
To stop a credit card or ACH transaction from being processed, it must be voided from your payment gateway before your gateway settles it later that evening.
Camps using Constellation Payments for their payment gateway can cancel same-day credit card and ACH payments/refunds using CampSite's void feature. To void a transaction, use the "Void transaction" button within the transaction details window of each credit card and ACH transaction on a family, guest, or group profile page. To learn more, click here.
If you're not using Constellation Payments, you must contact your payment gateway directly to request a void. Upon having the transaction voided, reverse the transaction from the relevant profile page so the transaction is no longer calculated into the remaining balance. Click here to learn how to reverse a transaction.
The payment was declined when your payment gateway attempted to process it.
We recommend contacting the cardholder to see if there's an issue with the card before trying the payment again. If you're still having issues, contact the Payments Team at payments@campmanagement.com or by phone at 516-719-7075 to ask for more details about the decline reason.
See below for a list of the custom images you can set for your database, where they appear, and how to update them.
| Image name | Image location |
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Logo (max 150px by 150px) |
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Default email template (Desktop: 900px by 180px; Mobile: 300px by 113px) |
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Legacy dashboard header (900px by 180px) |
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Legacy dashboard background (1980 x 1080px recommended) |
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Click here to learn more about the Responsive Theme tab.
| Image name | Image location |
| Responsive dashboard background |
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Responsive dashboard header (for desktop screens) (1000px by 200px) |
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Responsive dashboard header (for mobile screens) (300px by 113px) |
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Some of the registration contract is standard, but the following elements can be customized:
Email CampSite support at support@campmanagement.com with the new address you want to apply and our team will update this for you.
Email CampSite support at support@campmanagement.com with the new logo image you want to apply and our team will update this for you.
Customize your enrollment terms + conditions on Step 8 of the Campers setup wizard.
Customize the names of your enrollment options and enrollment option bundles on Step 9 of the Campers setup wizard.
Customize the names/start and end dates of your sessions on Step 2 of the Campers setup wizard.
If you purchase access to our API, you can develop integrations that would allow you to send data between CampSite and other systems, such as your website, a separate internal database, or accounting software.
Note that you'll need an IT member/developer on your end to build the necessary integration for taking advantage of the API functionality. Please see the FAQ "What can we do with CampSite's API?" for the sort of actions your developer could automate using the API endpoints that we offer.
If you're interested in purchasing access to our API, please send an email to support@campmanagement.com.
An API integration between CampSite and another system can allow you to automate adding data to CampSite; editing existing data in CampSite; deleting data from CampSite; or retrieving data from CampSite.
That said, whether or not an API integration is a suitable solution depends on if the process you're trying to automate can be driven by the other system.
Say you want an API integration where new families created in CampSite are automatically added to your Salesforce account, and new families added to your Salesforce account are automatically created in CampSite.
No - we only allow other systems to add/edit/delete/retrieve certain data, but we continue to add to this list.
Here's a current list of what we support:
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Families Post: Add a new family Put: Update an existing family's basic info Get: Get basic info for a given family Delete: Delete a family |
Campers Post: Add a new camper Put: Update an existing camper's basic info Get: Get basic info for a given camper Delete: Delete a camper |
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Staff Post: Add a new staff member Put: Update an existing staff member's basic info Get: Get basic info for a given staff member Delete: Delete a staff member |
Groups Post: Create a new group Put: Update an existing group's basic info Get: Get basic info for a given group Delete: Delete a group |
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Guests Post: Create a new guest Put: Update an existing guest's basic info Get: Get basic info for a given guest Delete: Delete a guest |
Donors Post: Create a new donor Put: Update an existing donor's basic info Get: Get basic info for a given donor Delete: Delete a donor |
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Medical Post: Add a new medication Get: Get info for a given medication Delete: Delete a medication |
Advanced Reports Get: Get the results of an advanced report |
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Financial Post: Create financial transactions Get: Get a list of financial transactions |
Enrollment Post: Enroll a camper Get: Get a summary of enrollment information for a given year |
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Custom Fields Post: Create a new custom field value Put: Create or update a custom field value Get: Get a value for a given custom field |
Bunking boards setup Post: Create new divisions and bunks Put: Edit existing divisions and bunks Get: Get division and bunk details (eg spots remaining) Delete: Delete a division or bunk |
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Bunking assignments Post: Assign a camper to division and bunk Put: Edit a camper's existing division/bunk assignment Get: Get a camper's division and bunk assignments |
Transportation Post: Assign a camper's transportation Put: Edit a camper's existing transportation assignment Get: Get a camper's transportation assignment Post: Add a transportation exception for a camper |
Once you purchase API access for your CampSite database, we'll provide you with all of the API endpoints your developer will need for automating the actions listed above.
Yes. Camps can control exactly which values appear in the gender dropdown menu via their database dropdown list settings.
To locate the gender dropdown list in your database:
Remove existing values as needed (either double click to delete; or, set them as 'admin only' for internal use only). Add additional values by typing a new value into the text box and clicking the 'add value' button. To learn more, click here.
Note that the provided Genders dropdown list links to CampSite's standard gender question within every module (e.g. campers, staff applicants, event guests, etc.) In areas where data is color coded by gender, "Male" gender is represented in blue and "Female" gender is represented in pink/red. Any other gender value will be represented by gray/white.
To learn more, click here.
What's the difference between a general donation and an extended payment?
To learn more about donations, click here to access our support articles.
There are two types of donations - a general donation and an extended payment.
Extended payments get assigned to a specific family's account to reduce their balance. Once the payment has been made, it appears under a separate "Donor payments" section on the Transactions tab of the family's profile and calculated towards the total payments amount that calculates their balance.
Extended payments must be initiated by an admin through a payment request. To create a payment request for a donor, follow these steps:
The donor can fulfill their payment requests via their account for the Donor Dashboard.
Donations that are applied to a specific family's account are called extended payments. Extended payments are initiated by an admin, through a payment request.
Family profile page
To view the extended payments applied to a family's account:
Financial Reports
You can generate all donation payments in the Transaction Log report along with your camper/event transactions.
Or, use the General Donations or Payment Requests reports to generate donation payments only.
Donor Profiles
To view a log of every payment request for a specific donor by year (plus the family that each extended payment is for):
After you create a payment request, you can email the donor a PDF invoice for the extended payment.
Donors can fulfill their payment requests by logging into their account for the Donor Dashboard and navigating to the "Payment requests" page.
To create an account and fulfill a payment request, Donors must follow these steps:
To learn more, click here to read our "Fulfilling a Payment Request" support article.
Yes - use the Donor Advanced Reports tool to generate the list of donors you wish to email, then click the email button above the report results.
Find the Donor Advanced Reports tool by hovering over the Donor link in the navigation bar to expand the Donor menu, then click the Advanced Reports link.
All e-mail generated from CampSite is sent from the sender address "services@mail.campsite-mail.com". Having a consistent sender address on mail generated from CampSite helps ensure a high deliverability reputation for your camp.
The From: name and Reply-To: address on e-mail from CampSite is determined by the admin user sending the message. For mail generated on our e-mail composition page, this defaults to the name and e-mail address of the logged-in user sending the mail, but can be changed as needed.
To learn more about composing emails, click here.
CampSites outbound email service is designed to allow a camp to communicate with its campers, families, staff and alumni via automatic notifications, mass emails and personalized individual emails.
One of the biggest challenges that all outbound email providers face is having their email flagged as spam, before it reaches its intended recipient. Worldwide, spam represents over 72% of all email sent, and as such, email providers (such as Gmail, Yahoo! and Apple) implement certain measures to prevent spam from reaching its users inbox. Each email service looks at a different set of criteria when determining whether mail from a sender is legitimate, most of which can be anticipated by CampSite.
In order to increase the deliverability of email sent from CampSites outbound email service, the following policies and procedures are in place:
In addition to the policies and procedures mentioned above, CampSite continually stays up-to-date with all new developments as it relates to outbound email. Should you have any questions regarding this policy, please do not hesitate to contact the CampSite support team.
In the event that a parent (or staff member) has not been receiving outbound email from CampSite, we recommend that you take the following steps:
We strongly recommend that your client use a personal email address (Gmail, Yahoo! or Apple) and NOT a corporate, government or university email address (.org .gov .edu) as these organizations tend to implement certain measures to prevent spam from reaching its users' inbox.
Learn more about CampSite's outbound email service by reading the "Outbound Email Policy" FAQ above.
Maintaining a good e-mail reputation means not delivering e-mail to recipients who dont want to receive it. CampSite makes it easy to allow those recipients to opt out, while still ensuring important information about camp gets delivered.
When you send an e-mail from CampSite, you'll be asked to categorize it as Marketing or Informational.
Marketing e-mail is promotional e-mail sent to leads or existing customers or staff. Recipients can 'unsubscribe' from this e-mail by clicking a link on the bottom of the e-mail or by unchecking a box on their Dashboard. Once unsubscribed, they will no longer receive marketing e-mail from your camp. Examples of marketing e-mail include early registration discount promotions and e-mail newsletters.
If a recipient has accidentally opted out, you can send them a re opt-in message from their profile page, which will allow them to opt back in to receiving marketing e-mail from your camp.
Informational e-mail should only be used to send updates/information to existing customers (i.e. enrolled campers; registered guests; hired staff), regarding a service that they purchased/are registered for. These emails should not be sent to individuals who are not currently enrolled/registered/hired. Examples of informational e-mail include bunking assignments; staff applicant hiring details; camper bus reminders; etc.
Informational emails are sent to all recipients, even if they've unsubscribed from marketing e-mail.
If you're not sure which category your e-mail falls into it, you should select Marketing.
Each email message can have a maximum of (1) file attached to it.
However, you can also embed files behind links within the body of your email. When linking attachments, there's no limit on file size or to the number of attachments you can include in an email, so you can use linked attachments to send recipients with more than (1) file along with your message.
To embed a file behind a link, click to create a hyperlink in the body of your email, select the upload tab, choose the file from your device and send it to the server, then submit. For more detailed instructions, please read our How do I "attach" a file behind a link? article.
To access your attachment, your recipient(s) will simply click the link to open/download your file on their device.
Embed the file within a link in the body of your e-mail instead (embedded files have no size limitations). Recipients will simply click the link to open/download your file on their device.
For step-by-step instructions on how to embed a file within a link, please read this support article.
There isn't a built-in feature for printing a camper's completed enrollment form, but CampSite's "Document" feature lets you create custom PDF templates for printing any/all data on CampSite profile pages. By creating a document that contains all of the merge fields from your enrollment form (stylized to your liking!), you can easily generate + print a camper's enrollment form data (or print multiple campers at once, via an advanced report).
First, follow these steps to create a new custom Document:
Then, generate the Document for a single camper by going to the camper's profile, clicking the Action Menu dropdown, clicking Generate document. and selecting the appropriate document; or, generate the Document for multiple camper at once by generating a report of all campers you wish to generate the document for, clicking the Documents button just above the report results, and selecting the appropriate document.
For a more detailed, step-by-step guide on how to create a new Document (and how to generate it afterwards), click here.
Parents are presented "enrollment options" to select on your enrollment form. Enrollment options are created on Step 9 of the Camper Setup Wizard, using different elements you already created earlier in the setup wizard.
To create a new enrollment option on your enrollment form:
Optionally, you can also add payment schedules and enrollment extras to your new enrollment option. Create those items on the corresponding setup wizard steps before you create the enrollment option on Step 9.
For detailed support articles on each Setup Wizard step, click here.
For detailed help on how to create a new enrollment option on Step 9, click here.
Remove the Enrollment form from your Parent Dashboard to prevent additional campers from enrolling.
To hide the Enrollment form:
Important Notes:
Hide the associated enrollment option or bundle from the enrollment form by making them inactive. By hiding the option/bundle, no additional campers can select it moving forward, to effectively prevent enrollment.
To make an entire enrollment option inactive, archive the option. To learn more, click here.
If you offer multiple enrollment bundles within an option, hide only a particular bundle by making that bundle not active. To learn more, click here.
If no campers have selected the bundle yet, you can click on the "Pick X of Y" link under the sessions column for the bundle and edit which sessions are selected.
If a camper has already selected the bundle, the sessions can't be edited. However, you can deactivate the bundle and create a new one that contains the correct session(s).
Also, campers who already enrolled for the incorrect bundle will need their sessions corrected. Learn more at the end of this article.
Click +Add bundle... and provide the bundle details. Make sure to select the correct session(s) when checkmarking the "session choices." For step-by-step instructions on how to create a new bundle, click here.
With the original bundle deactivated and a new active bundle created, your enrollment form will now present the new bundle instead of the old bundle to ensure that campers are placed into the right session(s) moving forward.
The campers who already registered for the orignal bundle will also need their sessions corrected.
To do that, navigate to each camper's profile and use the "Manage Sessions" tool to 1) remove them from the incorrect session(s) and 2) add them to the correct session(s). Click here to learn how to use the Manage Sessions tool.
Where you edit your deposit depends on which kind of deposit you have set up.
If you've configured a "yearly" deposit (i.e. paid once per year, on the very first enrollment), navigate to your Admin settings and select Step 8 of the Campers Setup Wizard. Then, click "Yearly Deposit" on the left. To learn more, click here.
If you've configured deposits on your enrollment bundles (so that campers pay a minimum amount per enrollment option), navigate to your Admin settings and select Step 9 of the Campers Setup Wizard. Find and expand the relevant enrollment option, then click directly on the current deposit setting. To learn more, click here.
Create a "printed"-type form.
CampSite offers two types of forms - "web" or "printed." Web forms are completed by typing responses directly into the Dashboard, while printed forms are completed by uploading a file from the user's device (e.g. a PDF document, JPG image, or Word doc).
When creating a printed form, you have two options: provide a blank form for the user to download, complete, and upload back to you; or, refrain from providing a blank form and just prompt users to upload their own file to you (e.g. a scanned copy of a report card; immunization records; their proof of income; etc.)
For more information on how to create a new printed form, click here.
Forms can be restricted to display only to certain campers or staff applicants who "appear on" OR "do not appear on" on a saved advanced report that you've created. When a report restriction is in place, CampSite will generate the report each time a camper or staff applicant loads the Forms page to determine whether or not to display the restricted form.
For example, say you want to display an I-9 form to only the staff applicants who have been hired. Create and save an advanced report that captures hired staff only, and then edit the "Restrictions" of the I-9 form so that it's restricted to applicants who appear on the report of hired staff you created.
Each form that's created in CampSite can accept (1) uploaded file, so all of the pages of the form need to be saved as (1) file. If each page is saved as a separate file, the user will only be able to upload one page of the form.
If needed, you can also create a separate form for each page of the document being uploaded. For example, for a 3-page waiver form, you could create 3 forms: "Waiver - Page 1"; "Waiver - Page 2"; and "Waiver - Page 3". Parents/staff would upload the respective page into each form. Note that when downloading or printing submissions, the pages will not be collated.
For security purposes, the email link for downloading forms / documents / labels in mass will expire after 60 minutes. With that, best practice is to always click the download link as soon as you receive the email.
Even if you don't need the requested files right away, click the link to download them to your device before the link expires and then access them from your device whenever you need.
Sibling discount basics
CampSite's automatic enrollment discount system provides your camp with the flexibility to apply discounts in a way that best suits your camp's needs. One of the most popular types of discounts for camps is a sibling discount. This article will help you understand how to construct a sibling discount that works best for your camp.
There are two different criteria that you can set up to determine if a camper is eligible for a sibling discount:
Which criteria should I use?
If your camp is using 'Automatic' enrollment mode (campers are automatically enrolled as soon as they submit their request), either criteria will work. If your camp uses CampSite's waitlist functionality, consider that not all campers may be enrolled on submitting their request if there is no room in their desired session, so the discount criteria "Number of siblings enrolled" may not always apply to subsequent campers in the family.
If your camp is using 'Manual' enrollment mode (enrollment requests must be approved by an administrator before the camper is actually enrolled in the session), the "Number of siblings with enrollment requests" criteria is likely a better fit. Because the first camper in the family may not be enrolled by the time the second camper's request is submitted, the second camper would not be eligible for the "Number of siblings enrolled" discount at the time of checkout. Using "Number of siblings with enrollment requests" in this case ensures that the intended discount is applied to the family, regardless of whether the first camper has actually been enrolled yet.
Payment schedules are stored in groups. The entire group of schedules is then associated to an enrollment option so that campers enrolling for that option can select one payment schedule from that group.
First, create the schedules; then, associate them to your enrollment option(s).
To create the schedule(s):
Next, associate this payment schedule group to enrollment option(s) so that the schedules appear on your enrollment form:
Admin users can collect the payments due on a payment schedule by invoicing all families in batch via the Payment Schedules page (i.e. Step 4 of the Camper Setup Wizard). This is a 3-step process that involves batch generating invoices, sending them in mass via email, and then batch debiting the families that selected automatic payment.
To learn how to complete the 3-step invoicing process, please click here to watch our tutorial video. Or, click here to read our support articles instead.
Double check the following:
When a family is on a payment schedule, the Parent Dashboard will specifically display the total balance for their payment schedule (i.e. the sum of all transactions associated to that schedule).
If any of the family's transactions are not associated to their payment schedule, then those transactions won't be included in the balance that parents see. As such, the family's overall "current balance" that admins see on the family's Transactions tab will not match the payment schedule balance that parents are seeing on the Dashboard.
Transactions that are not included on a family's payment schedule will be highlighted in yellow on their profile. Add the transaction to their payment schedule by double clicking the info icon and editing the payment schedule settings for the transaction. For detailed instructions, click here.
The yellow highlight indicates that the transaction is not associated to the family's payment schedule, which means that the family's invoice(s) will not include the transaction. The transactions included on an invoice determine the amount that the family is asked to pay, so "missing" transactions can result in the family being under or over-invoiced.
If the family's invoice(s) should include this transaction, update the "payment schedule" setting for the transaction.
To assign the transaction to a payment schedule so that it appears on the family invoices, change the "payment schedule" setting in the transaction details. For detailed instructions, click here.
CampSite's "Family Summary" report generates a list of all families and their total balance for the year. Filter the report for "positive" balances to identify only those families who still have an outstanding balance on their account. To learn how to run the Family Summary report, please click here to read our support article.
Or, when creating a custom Advanced Report, you can filter your results based on "Family balance." To do that, click to add a filter, select the Financial tab, then select the sub-tab for the relevant enrollment year. Within that year, checkmark "Family balance." Enter your desired filter criteria, then add filter.
The Deposit Report generates payments that were successfully posted in CampSite, which doesn't necessarily represent which payments have been settled by your payment gateway. Also, the ‘Deposit Report’ does not include refunds.
When reconciling with Constellation gateway reports, it's best to use CampSite's "CSIPay Gateway Report" instead of the deposit report. To learn more about using this report, please click here to read our support article.
Of the 5 transaction types in CampSite, only charges and discounts (i.e. what parents have been "asked" to pay) are designated towards specific sessions. Payments, credits, and refunds (i.e. cash you've already received) are not designated towards specific sessions.
With that, camps can generate their expected income per session by reporting on charges/discounts per session.
For camps that allow families to pay their balance on a payment schedule, this income will be received once all families have paid in full. If your camp requires all families to pay in full when they enroll (meaning, there are no families with an outstanding balance to pay later), than your charges/discounts would also represent the money you've actually received so far, since you're not waiting for those charges to still be paid.
To report on charges/discounts per session, use CampSite's financial Accrual reports. Click here to learn more.
To calculate the total amount of payments received, report on payments, credits, refunds (and reversals). In doing so, CampSite will calculate the total amount of payments and credited payments, minus any refunds and reversals, for the net amount of total payments your camp has received.
To do that, generate the Transaction Log where the only "Transaction Types" selected are Payments, Credits, Refunds, and Reversals. Apply any additional filters if desired, then run the report. Scroll down to the very bottom of the report to see the grand total.
For more information on using the Transaction Log, please click here to read our support article.
The total oustanding amount that families need to pay is generated by reconciling the total amount of all five transaction types - charges, discounts, payments, refunds, and credits.
To generate this amount, run the Camper Transaction Summary report and refer to the grand total amount in the bottom right. For more information, please click here to read our support article.
You can also generate the Family Summary report for "positive" balances only and reference the grand total in the "Balance" column (at the very bottom of the report results).
The following browsers are supported for use by CampSite administrators:
The following browsers are supported for the Parent, Staff and Event Dashboards, including Camp Today:
Note that other browsers may be used, but are not fully supported.
If you identify an issue in CampSite while using one of the supported browsers listed above, please submit a report to support@campmanagement.com, including the operating system and version of the browser in use.
Double check your printer "scale" settings before printing the labels. The scale should always be set to "actual size" or 100%.
Do not select “Fit to Page”. Otherwise, your printing will not be printed at the actual size and won’t align properly to your labels.
This typically occurs when an admin is also logging into the Parent Dashboard simultaneously.
When logged in as an admin, logging in to the Parent Dashboard at the same time/in the same browser will end your admin session, and vice-versa.
To prevent this, use a different web browser for logging into the Parent Dashboard.
Enrollment is a term that is unique to the Camper Module. Campers can enroll in new sessions or options for camp each year via the Parent Dashboard and Enrollment Forms. Below is an image of the Camper Enrollment form through the Parent Dashboard:
For more information on the Camper Enrollment process please see: Parent Dashboard: Enrolling a Camper
Registration is a term that is unique to the Events Module. The Events module is similar to the Campers module and enrollment system, but it is intended for groups or individual adults to register for programs hosted by the camp. Below is an image of the Individual Registration page through the Events Dashboard:
For more information on the Individual Registration process please see: Individual Registration
For more information on the Group Registration process please see: Group Registration
To see the parent side of your Campsite database, you will need to create a fake family and camper profile. You can do this in two ways:
For either method used, we recommend using a new browser type to view the Parent Dashboard than the one you are using to view the admin facing side. This is recommending to prevent needing to log in and out over and over.
For example, if you usually use the Chrome web browser to view Campsite as an admin user, we would recommend using a new web browser type (such as Firefox web browser) to login as a parent to the Parent Dashboard. This way you can see both sides of the database without needing to login and log out repeatedly.
To begin with this method, you will need to go to your New Family Enrollment link.
As in the video clip above, begin by filling out some basic information for this form. The information used can be placeholder data and does not need to be real family information. Even the email address does not need to be a real or existing email address to be used to create an account.
Fill out all required fields and then submit the form.
Once the form is submitted you will be logged into the Parent Dashboard for this new family and will be directed to the Enrollment Process for the camper you created. You can navigate away from this page if needed to view the options on the left side bar.
In this method, begin on the admin landing page. Hover your cursor over the green "Campers" button on the top navigation page and click on "Add New Family".
When you add a family, you will be immediately redirected to their Family Profile page upon submission. Once there, you will want to use the Action Menu to reset the password for P1.
Lastly, you will navigate to the Parent Dashboard Login page.
This page link begins with the same CampSite URL you use to access the admin portal (e.g. firewood.campmanagement.com) but ends with .com/campers, as pictured above.
On this page you will use the fake email address and the newly reset password to login as the parent.
When you login, you will be directed to the home page. Use the options on the left side bar to navigate the Parent Dashboard as needed.
CampSite's Health History Form comes with standard medical questions included (adapted from the American Camp Association's recommended health forms for camps). While the individual questions can't be edited, admins can customize the overall presentation of the form via the Medical admin settings for the Camper/Staff modules.
Click the Admin link in the navigation bar, then select either the Campers or Staff tab (depending). Within that tab, select Medical on the left. Then, navigate to the Health History Form configuration section.
For more details on how you can adjust the health history form, please click here.
Use the "Medical Reports" section of the Medical Dashboard.
Completing Step 1 of the Rollover Wizard will add the next year to your database, which will allow your camp to begin enrolling campers/hiring staff for the next year.
During Step 1 of the Rollover, you'll select which of your settings to copy over from last year (if applicable). Once you've reviewed all possible items to copy, click the "Submit" button at the bottom of the page. For detailed instructions on how to complete this step, read our Step 1 support article.
Note that the rollover wizard only offers to copy items from last year. If you need to create new items for the year being opened, you can do so after completing Step 1 of the Rollover from the respective page where that item is created.
Completing Step 2 of the Rollover Wizard will close the previous camp year and set the following camp year is as the "current" or default year for the database.
When a year is closed, the following functions are disabled:
With that, Step 2 should not be completed until you no longer need to enroll, hire, log attendance, or deliver medications for that year. Financials can still be updated for years that are closed.
For detailed instructions on how to complete this step, read our Step 2 support article.
The Rollover Wizard includes 2 steps that allow you to control which database year(s) are available for enrolling campers and hiring staff. Camps can have up to (2) consecutive years open at a given time, if needed.
Complete each step of the rollover wizard whenever is best for your camp, depending on which years you need to have open for enrollment/hiring purposes and when.
Completing Step 1 will open the following year for enrollment/hiring within your database.
Completing Step 2 will close the current year and designate the following year as the "current" or default year.
Understanding CampSite Years
Because CampSite stores camper grade levels as their rising grade for the corresponding year, we recommend that each year in your database spans programming from summer to the following spring. For example, the 2022 CampSite year should contain your 2022 Summer camp sessions, as well as any sessions that occur in Fall 2022 and Spring 2023.
Under this logic, the 2022 year in CampSite technically spans 2022-2023; while the 2023 year spans 2023-2024, so on and so forth. To help parents choose the right enrollment year when they go to enroll, update your enrollment form to display each CampSite year in "school year" format as well (go to Admin > Campers > Setup Wizard > Step 8 > General options > "Display enrollment year in "school year" format?)
When to Complete Step 1 of the Rollover
Complete Step 1 when you're ready to start setting up or accepting enrollment/hiring for the following summer. Once Step 1 is complete, the following year will be added to your CampSite database (including the enrollment form/staff application/event registration forms for the following year).
For example, if your camp plans to open summer camp registration on February 1st, but plans to spend 2 weeks setting up the enrollment form beforehand, you should complete Step 1 of the rollover no later than mid-January.
When to Complete Step 2 of the Rollover
Complete Step 2 when you no longer need to enroll/unenroll campers; hire/unhire staff; register/unregister event guests; and record attendance/medication deliveries for the "previous" year. Typically, camps complete Step 2 after the very last session built within that year has ended.
For example, if your latest session under the 2022 year ends on August 30th, 2022, you should wait until August 31st at the earliest to complete Step 2 of the Rollover.
If your latest session under the 2022 year ends May 30th, 2023, you should wait until May 31st at the earliest to complete Step 2 of the Rollover.
Having 2 Years Open
Camps are free to complete Step 1 of the rollover and wait before completing Step 2. During this time, your database will have (2) years open for enrollment/hiring/registration. This commonly occurs when camps want to start enrolling/hiring/registering for next summer but still need to enroll/hire/register for sessions during current (school) year as well. However, if your camp uses the Attendance module, note that attendance can only be logged for the 'current year' your database is set to.
Click here to watch our tutorial video where we demonstrate how to use the rollover wizard.
In order to read/edit/create notes, you need to be granted permission to the note categories for your database. If you can't see the Notes tab, it means you weren't given permission to any note categories/the notes therein.
Admin users with "Notes" Admin permission have the ability to edit note categories and control which admin users can access notes within each category. Learn more down below.
Note category settings are located on the Admin page, under the corresponding module tab. After selecting the relevant tab, find and select the "Notes" side-tab underneath.
Here, you'll see a list of all the note categories for this particular module. Double click the pencil icon for a category to update which admin users are permitted to see/edit/create notes for that category.
For a detailed description on how to manage Notes and note category settings, please click here.
Any admin user who has Notes "admin" permissions has the ability to edit note categories for your database and control which users may read/edit/create notes for that category.
Notes "admin" permissions are designated in the user's permission settings.
Each module has separate Notes admin permissions relevant to the notes categories for that particular module. For example, admin permission to control the note categories for family + camper notes is located under the user's Camper module permissions.
Having note "admin" permission as shown above does NOT give the user the ability to access actual notes. It gives them the ability to create/add categories and select which users can access the notes within each category.
Profile photos must be at least 400px wide by 400px high. If either the width or height falls short of 400px, CampSite will crop/rotate the image to automatically fit the size requirements. To fix this, enlarge the image to at least 400px width/height and and re-upload it to the camper's profile.
When using the photo upload tool under CampSite's new responsive design, admins are able to rotate the camper's profile photo to the correct orientation before it's uploaded (to correct a rotated image).
Our responsive design is still in Beta, but admins can opt into the Beta program to enable the responsive design by going to "My Profile", scrolling down to Beta programs, enabling the responsive design beta for "All devices", and saving changes.
CampSite automatically calculates a camper's age based on their date of birth, so to change a camper's age, edit their date of birth. Admins can edit a camper's date of birth by navigating to the camper's profile page and double clicking on their current date of birth. Use the calendar picker to select a new date (or, type the date manually in MM-DD-YYYY format), and click OK to save your changes.
Camper grade level is stored on a yearly basis (to reflect the grade they're entering in the Fall of that year), so you'll need to select the corresponding year to edit the camper's grade. First, navigate to the camper's profile and select the tab for the correct year. Within the year tab, double click on the grade level listed, select a new grade, and click OK to save your changes. Note that changing the camper's grade in one year will not automatically change their grade for other years where the camper's grade was already recorded.
Please note that parents cannot change their camper's age, grade, or gender from their end, so an admin must make these changes if needed.
Enrollment extras are tied to the enrollment option bundle(s) that the camper selected to enroll for. In order to add an extra to a camper's account, the extra must be added to the camper's enrollment option bundle(s).
To add enrollment extras to an enrollment option bundle, navigate to Step 9 of the Camper Setup Wizard, locate the bundle, access the current extras for it, and click to Add enrollment extra. To learn more, click here.
If you moved a camper to a new session using the 'Manage Sessions' tool, this tool does not update the camper's enrollment options/bundles. This means the camper will still be associated to the bundle/option they originally enrolled for and may only add extras relative to that bundle.
Remember that the 'Manage Sessions' tool should not be used if the camper wishes to attend a session that's built into a different enrollment option/bundle. Instead, you should unenroll the camper and re-enroll them. To learn more, please read our support article on "How do I change a camper's enrollment?"
Passwords can be reset for multiple parents or staff at once via mass email. Compose your message explaining that the recipient is receiving a new password, and then before clicking to "Send e-mail", click the link that says "Reset Parent Dashboard passwords..." / "Reset Staff Dashboard passwords..." Checkmark the appropriate box(es) underneath.
Upon sending your message, CampSite will reset every recipient's password and deliver (2) emails to them: the message you composed, plus a second email containing their new password and the link to your camp's Dashboard.
Mass password resets are typically completed after a camp imports families/staff into their database in order to give those individuals access to their account for the Parent/Staff Dashboard.
To begin, navigate to the Campers or Staff dropdown menu on the navigation bar and select "Advanced Reports."
Create a report that contains all the campers whose parents you wish to provide with a Parent Dashboard password (or, all Staff).
Next, click the "E-mail" button in the Advanced Reports toolbar to mass e-mail all parents/staff.
To reset passwords for the Parent Dashboard, you'll need to select the option to send an e-mail to all families.
Next, compose your custom e-mail message. This will be the first of 2 emails parents will receive. In this message, you can convey that a Dashboard account was set up for the recipient on their behalf, and explain that they'll receive their password and the Dashboard link in a second email (which is sent right after your present message is sent).
The recipient should use their email address (to which you sent this message) and the temporary password in order to log in.
See above for an example of what your custom e-mail message could convey.
Next, in the "Send e-mail" section, click to "Reset Dashboard passwords..."
Checkmark which recipients you wish to reset the passwords for, and then click to "Send e-mail."
Upon sending your email, CampSite will send the user two email messages: the message you wrote, plus the following automated email, which includes their username and a link to set up their account password/log in.
Upon clicking the link, the user will be directed to the password reset page
After creating a password and submitting the page, the parent/staff will be immediately logged into their Dashboard.
Make sure that:
If you're also unable to log into the Parent Dashboard with the parent's credentials, double check that the parent's email address on file is spelled correctly and/or doesn't have a space at the end of the address. To look for a space, double click to edit their email address and arrow over to the end of their address. Delete any space(s) as needed.
If the parent is still having trouble after attempting all of the above, contact CampSite Support for assistance.
The issue could either be that the parent isn't entering the correct email address into the Password Reset tool and therefore not triggering the password reset email; or, they're successfully triggering the email but can't find it in their inbox.
To ensure the password reset email is triggered, make sure they're entering the correct email address associated with their account, checking for typos or extra spaces at the end of the address.
To ensure they're finding the email, advise the parent to search their entire inbox for a message with the subject line "Password rest for [YOUR CAMP'S NAME]". The email will be sent from services@mail.campsite-mail.com but with your camp's reply-to address.
As an admin, you can also trigger the password reset email for the parent via the action menu on their profile.
For step-by-step instructions, click here.
Please also note that your enrollment extra(s) must be configured so that they're "available after checkout", otherwise campers may only purchase them during the enrollment process. To learn how to make extras available after checkout, read our "How do I control whether an enrollment extra is available for purchase after enrollment?" FAQ under the "Enrollment Form" section.
The best way to simulate a parent's experience of the parent dashboard is to create a family account for yourself and use it to log into the Parent Dashboard like an actual parent would.
To create a family account for yourself, you can either use the "Add New Family" tool on the admin-side of CampSite (click here to learn more), or complete your camp's New Family Enrollment Form like your actual parents do.
The main difference is what they can access when they log into the Parent Dashboard.
Primary parents have access to all features of the Parent Dashboard (enrolling campers; filling out forms; financials/making payments; etc.)
Divorced parents can only access the homepage, as well as Camp Today and Phone Call Scheduling (for camps who have purchased those modules).
From an admin's standpoint, both primary and divorced parents can be included on email communication, and both can be designated to receive the family's invoices (if they're on a payment schedule).
Lead statuses are assigned to non-hired staff applicants on a yearly basis, to label/organize them with regard to their current status as a lead for hiring. This is primarily useful for filtering certain staff on an advanced report and also targeting mass email communication.
Your CampSite database comes included with the statuses of Fired, Lead, Pending, and Quit, but you can also create additional custom statuses via your Staff Admin settings.
By default, CampSite will automatically apply the following lead statuses in the following scenarios, unless an admin selects otherwise:
All other statuses will only be applied to a staff person if an admin does so manually.
Also, with lead status being yearly data, when rolling over to a new year, all non-hired staff from last year will be assigned the same status again for the new year by default (e.g. 'quit' in 2020 will be labeled 'quit' again for 2021), unless you specify otherwise. Please click here to learn more.
Per the Telephone Consumer Protection Act (TCPA), you must have consent from the recipient before sending them a text - even for texts that are purely informational. Recipients provide this consent by opting-in to receiving text messages from your camp. If a parent/staff member has not opted in, they haven't given you consent to send them text messages. This could either be because they neglected to opt-in, or because they chose not to.
Admins can prompt parents or staff to opt-in to text messaging using several different methods - to learn more, please click here.
No. Text messages can only contain plain text and merged fields.
Either the parent has a non-US or Canadian phone number (which our text messaging service does not support); or, they have a US/Canadian number with an area code that's not in our current area code library.
If you've confirmed that the parent has a US/Canadian number, send an email to our Support team (support@campmanagement.com) with the parent's area code and we'll add it to our library so the parent can opt-in/receive text messages from your CampSite database.
Expand the camper menu in the navigation bar and click the Transportation link to access the Transportation dashboard.
From there, follow these steps:
For more help, we explain the above steps in detail in this support article.
To add/remove campers to a vehicle one at a time:
For a more detailed explanation on how to find/use this tab, click here.
To assign campers to vehicles in mass:
For a more detailed explanation on how to mass edit vehicle assignments, click here.
Manage your transportation form settings via the corresponding transportation "session group" for that form.
To remove a bus from the form:
Note: if the delete button is available for the bus, you can also delete the bus from the form. Buses are not deleteable if they've already been selected by at least one camper.
Transportation forms cannot be viewed or edited after they're submitted. Parents can contact your camp for their transportation information, or transportation details can be merged into an email and sent to the family.
Central Location buses:
Defined Stop buses:
Door-to-Door buses:
The Attendance tab of the Admin menu contains settings for Attendance module (mostly pertaining to Authorized Pickups).
1. Select whether to require that parents provide photos of Authorized Pickups that they add to their family's account.
2. Select whether to ask parents to indicate if their child may check themselves in or out without an adult (click here to learn how this looks to parents)
Settings 3 - 6 only pertain to the Transportation module:
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Select whether or not to ask staff to provide who dropped off/picked up the camper up in the following Transportation scenarios: 3. When checking in campers whose transportation arrival method is “parent drop-off” 4. When checking out campers whose transportation departure method is “parent pick-up” 5. When checking in a camper whose transportation arrival method is “bus” 6. When checking out a camper whose transportation departure method is “bus” |
7. Select whether to require a signature from parents and authorized pickups signature when using parent-driven attendance logging
8. Select whether to require the staff member checking a camper in to select which parent/authorized pickup who checked the camper in
9. Select whether to require the staff member checking a camper out to select the which parent/authorized pickup who checked the camper out
10. Specify the password that must be entered to leave the parent PIN page and return to the admin-side of CampSite
11. Select whether to ask parents to provide Authorized Pickups during the enrollment process
12. If you select to ask parents to provide Authorized Pickups during the enrollment process, select whether Authorized Pickups are required
13. Select whether to display parents and authorized pickups their assigned attendance PINs on the Parent Dashboard
14. Select whether to allow campers to have their attendance logged more than once for the same checkpoint on the same day
15. Authorized Pickups Fields: Customize which data parents must provide on authorized pickups by adjusting the fields presented on the authorized pickup form.
16. Save changes.
This article details how to manage the overall admin settings for your camp's bunking boards. To learn how to create or edit your actual bunking boards, read our other articles at this link.
The first four settings allow you to choose how much detail to display for each camper on the bunking board. These additional details may help admins decide which division/bunk to assign campers to.
See above for an example of a bunking board when all four settings are set to yes.
Every camper tile includes their grade and age to the right of the camper's name. Kristin Casey demonstrates how a camper enrolled in multiple sessions this year is labeled with a red dot. Alina Gamble demonstrates how a new camper this year appears with a bold tile border.
If your camp uses different terminology than the default "division" and "bunk" terms, you can enter custom names instead.
These custom names will appear throughout CampSite in place of the default terminology, like when adding fields to an advanced report (for example).
By default, the background color of each camper's bunk tile corresponds with their gender ('Male' = blue; 'Female' = pink; and any other value = white).
Using this setting, you can choose to apply the camper's custom color for that year as their bunk tile background, instead of their gender color. This may help your admin team assign campers to certain divisions/bunks based on their color-coding.
See above for an example of how bunking board tiles appear when their background reflects the camper's custom color.
CampSite profile pages come with a standard set of fields for storing data. To store additional data not included in our standard fields, camps can create their own "custom" fields.
Admin users then enter data into those fields from the profile page; in mass by editing an Advanced Report; or by importing a .CSV. Click here to learn more about all 3 methods of inputting data into custom fields.
Note that end users cannot see custom fields, with one exception - click here to learn more.
For example, all camper profile pages include the basic data fields shown in annotation #1 above. Annotation #2 shows examples of "permanent" custom fields for storing a camper's alumni ID, and whether or not the camper's been sent a welcome packet.
In this article, learn about:
Custom fields are managed from the Admin page, within the respective module tab. For example, the screenshot above shows custom fields for Camper profiles.
There are different types (i.e. "scopes") of custom fields for each type of profile page. The scope determines how frequently data is stored within the field and thus where the field appears on the profile page.
The following Custom Field scopes can be created for the following profile page types:
Permanent field: Only one value can be stored for each person. This type of field is available for Family, Camper, Alumni, Staff, Group, Guest, and Donor profile types. Only permanent fields can be set to be visible on the Parent or Camper profile page. No other form scopes can be set to be visible on the login dashboard. Permanent custom fields cannot be set as visible on the login dashboard to any other profile type except Family and Camper profiles.
Yearly field: One value can be stored per database year, for each person. This type of field is available only to Camper, Staff, Group, Guest, and Donor profile types.
Session field: One value can be stored per session, per year, for each person. This type of field is available only to Camper and Staff profile types.
Event field: (for CampSite's Events module) One value can be stored per event, per year, for each group or guest. This type of field is available only to Group and Guest profile types.
Salary field: (for CampSite's Staff module) One value can be stored per year, within the Salary details tab of a staff person's profile. Both types of Salary custom fields are also protected by the "Salary details" admin user permissions, to control which admins have access to the data in these custom fields. Click here to learn more. Also, "Salary amount" fields are summed together for a salary total. Click here for full details on Staff Salary fields. This type of field is available only to Staff profile types.
For example, in the screenshot above, Camp Firewood created a yearly custom field to record a camper's "swim level." This allows admins to store a separate swim level value for each year.
The location of a custom field on a person's profile depends on the scope.
Permanent custom fields are stored on the main tab of a person's profile page, e.g. the 'Basic Info' tab for Campers.
Yearly custom fields are stored within each year tab, then within a sub-tab titled Custom fields.
To find session custom fields (for Campers or Staff), select a year tab, then a session tab, then the sub-tab titled Custom fields.
Admins can enter data into a custom field one person at a time (via their profile page), or in mass via an advanced report.
Custom field data can also be imported via spreadsheet - click here to learn more.
Edit/insert custom field values the same way you edit other profile fields.
Double click directly on the current value or the word 'edit...'
Insert/edit a value into the input field and click Ok to save.
Note that the type of input field available is based on 'type' that was selected when the custom field was created.
Add the custom field to an advanced report and then activate the Edit function.
For instructions on how mass edit data through an Advanced Report, click here.
You can also add custom field values in mass by uploading a .CSV with those values.
For help on how to import data into CampSite, click here to read our "Import Data" article.
Custom fields for the Family profile page have a 'visibility' setting that controls whether this field is visible (either read-only, or editable) by the parent when logged into their parent dashboard.
When visibility is 'none', the field does not appear on the parent dashboard and is admin-only, like all other custom fields.
Primary parents can access visible custom fields by opening the "My Account" page, selecting the "Family info" tab, and viewing the "Other information" section.
Family profiles can only use the Permanent custom field type, so only Permanent fields that are set to be visible to the parent Dashboard will appear on the Parent Dashboard > "My Account" page.
Permanent Custom Fields on the Camper level can also be seen on the Parent Dashboard when set to be visible. When set as such, these can be seen under the Parent Dashboard > "My Account" page > Camper info > Click on a Campers name.
In addition to the traditional scopes (permanent, yearly, and session), the Staff module also includes custom fields for storing more salary information. All staff salary custom fields appear within the "Salary details" tab of the Staff profile page along with their basic salary information and staff charges.
There are 2 types of salary custom fields: those for storing "Salary information", and those for "Salary amounts".
Note that both "Salary amount" fields are also protected by our existing "Salary" admin user permissions.
Salary information fields are for storing additional salary-related information. You can create any type of field - yes/no, dropdown, small text, etc., and these fields appear and function like all other custom fields.
For payment amounts, use salary amount fields.
Custom salary information fields appear in a separate table, in the middle of the Salary details tab of the Staff profile page. Double click the current value/"edit..." to change insert or edit a value as needed.
Salary amount fields are for money/decimal amounts only, and are displayed as line items on the Salary tab of the staff person's profile page. They're then summed together with the staff person's "Base salary" to calculate their total salary.
Select "Salary amount" as the scope. Note that the "Type" will be locked as Money/Decimal. If you need to store non money/decimal data, create a "Salary information" field instead.
Next, select whether or not the salary amount you'll record in this field is taxable.
Salary amount fields can also be re-arranged to control the order in which they appear on the Staff profile page.
Click the rearrange icon and then drag & drop each field into the desired order.
Custom salary amount fields appear in the bottom section of the Salary details tab of the Staff profile page.
Double click the current value/"edit..." to insert or edit a value as needed.
CampSite will autocalculate the Total Salary; Total Taxable Salary; Total Charges; Adjusted Salary; and Adjusted Taxable Salary amounts at the bottom of the salary amounts table.
To learn how these amounts are calculated, click here to read our support article on the Salary details tab.
For Campers, Families, and Staff, use "Events" to automatically send an email or create an admin task each time a specific event occurs.
For most events, choose whether the email/task is created immediately, or so many days later.
The types of events that trigger an email/task differ per module:
Campers
Families
Staff
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Note that all emails triggered by a camper event will appear on the camper's profile, even if sent to the parents. Tasks will appear on the family's profile.
Note: A camper must become enrolled to not trigger this event. Even if they submit the enrollment form but are waiting for your camp to approve their request; or, they submitted a request that was waitlisted, the email/task will still be created.
For this reason, this event is best suited for camps using automatic processing mode or those using manual processing mode & approving requests the same day they're received.
Trigger an email or task for an enrolled camper's birthday.
Note: This event applies only to campers enrolled for the current enrollment year. If your camp has 2 database years open, they must be enrolled for at least one of the two.
Trigger an email or task after a family submits your Request for Information form.
Trigger an email or task after a family submits your New Family Enrollment form.
Note: that Step 1 of the Camper Setup Wizard also allows you to automate a submission confirmation email when these forms are submitted, so creating a Family event to send a saved email 'immediately' could be redundant.
Trigger an event based on staff application inactivity.
Note: This event is triggered by application inactivity. If the applicant has finished their application and therefore has had no application activity, but your camp has hired them yet, the email/task will still be created.
Trigger an email or task for a hired staff person's birthday.
Note: This event applies only to staff hired for the current hiring year. If your camp has 2 database years open, they must be hired for at least one of the two.
From your Financial: Communication settings, you can control your automatic email notifications for approved and declined transactions within the Campers module, as well as custom texts that appear on financial statements and invoices.
To access your Financial: Communication settings, go to Admin>Campers>Financial: Communication.
Control whether or not CampSite automatically sends an email when a credit card or checking account transaction is approved.
If these emails are enabled, the email will be sent to the "billing address" associated with the payment method that was used.
Control whether or not CampSite automatically sends an email when a credit card or checking account transaction is declined.
If these emails are enabled, the email will be sent to the "billing address" associated with the payment method that was used.
In the bottom portion of the "Financial: Communication" tab, you can add additional text to appear on all financial statements and invoices that are generated from your database.
*If enabled, the dates will display in a bulleted list at the bottom of the invoice.
Tips:
- You can preview your statements by generating a statement for one of your families (via their Financial tab). Click here to learn more.
- You can preview invoices during the "generate invoices" step of the invoicing + auto pay process (learn more); or, open a previously generated invoice from a family's profile page (learn more).
- To preview the payment coupon, review an invoice that's not set up for auto pay.
From your Financial: Parent Dashboard settings, you can add custom text to the Financial tab of the Parent Dashboard and also control what parents can see/do when accessing this page.
Tip: To view the Financial tab of your camp's Parent Dashboard, log into your Parent Dashboard and click "Financial" on the left. Click here for more information.
To access your Financial: Parent Dashboard settings, go to Admin>Campers>Financial: Parent Dashboard.
From here, you can control:
Add a custom message to the top of the Financial page (like important payment instructions or who to contact with questions). Note that all parents - whether their campers are enrolled or not - will be able to see this message.
To see an example of the homepage message at it appears on the Parent Dashboard, click here.
Note: If you prevent parents from being able to complete certain financial actions, admin users can complete those actions on the family's behalf via the Financial tab of the family's profile.
Make sure to click "save changes" at the bottom of the page when you're finished updating any of the below settings.
Select whether or not:
*If set to Yes, parents will be able to access their balances and statements for the current year as well as all past years they've attended camp. To see an example, click here.
If set to No, please note that parents also cannot make payments.
Select whether or not:
To see an example, click here.
To keep parents from making payments outside of the invoice schedule, disallow payments towards their balance but allow payments towards open invoices.
To see an example of making a payment on the Parent Dashboard, click here.
Select whether or not:
To see an example of viewing payment schedules/invoices, click here. For an example of the invoice e-mail preferences, click here.
Parents use the "Request for information" and "New family enrollment" forms to create their family's account for your Parent Dashboard.
Both forms come with basic questions included, which you can customize by rearranging the order they appear in and whether they actively appear on each form.
Add additional custom questions to both forms, and also customize the header text that appears at the very top of each form (for important information or additional instructions, etc.)
To manage your Request for information + New family enrollment forms, navigate to Step 1 of the Camper Setup Wizard within the Campers Admin tab.
From Step 1, you may:
Both forms allow parents to create an account, but the forms differ in how parents are redirected after each form is submitted.
For more information about these two forms (with examples), please click here.
First, select the correct tab on the left sidebar menu depending on which form you want to edit.
For either form, you'll find the following settings:
Note that there's no preview function for these forms. To see how the forms appear, visit the actual forms by following the appropriate links.
Add custom text/content to the header area of each form. This can be used to provide useful information, instructions, external links, etc. that you wish to present to families before they start completing the form.
Type content into the textbox and use the toolbar to format the content as needed (e.g. embed images, links, change font colors, etc.)
Save changes when finished.
The "section order" lists the questions that come included on the form, which are organized into different sections.
Customize how these questions display by rearranging the order each section appears in, and/or toggling whether an entire section actively appears on the form.
Expand a question section to display the built-in questions that exist within that section.
Note that you cannot edit the actual wording of the built-in questions on this form. You can, however, rearrange questions, make certain questions mandatory, or remove certain questions from the form by making them not active.
To add custom questions to the form, click "Family Questions" or "Camper Questions" in the left sidebar menu. Click here to learn more.
Note that you can also add additional custom questions, beyond those that are built-in, using the correct tabs on the left sidebar menu.
Add additional custom questions to these forms by creating "Family questions" and/or "Camper Questions" via the sidebar menu.
Family Questions are asked only once, while Camper Questions are asked once per camper.
Note: In order for custom Family or Camper questions to appear on either form, these question sections must be active under the "section order" settings for the form.
Enable a CAPTCHA prompt on the Request for Information and New Family Enrollment Forms to prevent spam or bot submissions of either form. Users completing the form must prove they're not a robot before they can submit.
For now, enabling CAPTCHA for the Request for Information and New Family Enrollment forms will also enable CAPTCHA for the Staff and Donor modules (if you have those as well), though we plan to create separate CAPTCHA settings for each module in the future.
To enable CAPTCHA:
Note: This should be set to 'No' unless your camp is receiving spam submissions.
CampSite's CAPTCHA uses Google's latest reCAPTCHA technology. To learn more, click here.
Sessions indicate the time frames when campers attend camp. On Step 2, create all of the different sessions you plan to add to your enrollment form. Then on Step 9, add these sessions to your enrollment from by select them when creating an enrollment option.
To manage your sessions, navigate to Step 2 of the Camper Setup Wizard within the Campers Admin tab.
From Step 2, you may:
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To add a new session to your enrollment form, create the session on Step 2, then go to Step 9 and add the session to an enrollment option. |
Sessions should correspond with the different timeframes campers can choose to attend. For example, if you allow campers to sign up for individual days of the week, create a session for each day they can select. If you're running a week-long program where campers attend the full week, create a session that spans that entire week, so on and so forth.
Provide the name, start/end date and time, the maximum capacity (to limit how many campers, overall, may enroll for the event), and select the 'Active Days' on which campers will attend camp for this session.
If you need to enter custom active days, you may do so by editing the session after it's been created. You may also configure sub-capacities ("group capacities") by editing the session after it's created.
The new session will now appear on Step 2, and you can now build the session into an enrollment option on Step 9 so that the session appears on your enrollment form.
Note that you may edit a session at anytime, even if registration has already begun. Any changes you make will apply to new registrations that occur from that point forward.
Double-click the pencil to edit a session.
Edit the session details as needed.
Active days refer to the days on which campers report to camp for this particular session.
Note: The "Active days" setting is for admin reference only, and is only relevant to the Attendance, Medical, and Transportation modules. If you do not have these modules, the "active days" setting is irrelevant.
Using the calendar, click on a date to activate/deactivate that day of the session. If a date is green, it's active. If a date is grey, it's not active.
Apply your changes by clicking "Update session."
Create group capacities to limit how many campers of a certain age, gender, and/or grade level may enroll for the session.
Note: Group capacities limit how many can enroll. They do not restrict who is eligible to enroll. For example, having a group capacity for K-3rd graders does not mean that 4th and up can't enroll; it just means you're limiting how many K-3rd graders can.
To restrict who can enroll, you need to add restrictions to the enrollment option(s) that contain this session. Enrollment options (and their restrictions) are managed on Step 9.
Click + Add group capacity...
Select a capacity amount and the appropriate gender/age/grade filters (select multiple filters if needed). For example, in the screenshot above, the session is limiting only 25 spots for campers grades K-1st.
Click 'add group capacity' when finished. Add additional group capacities as needed.
Group capacities can be edited or removed at anytime (even after enrollment has begun).
Note that group capacity criteria cannot be edited. Instead, delete the capacity and add a new one with the correct criteria.
Deleting a session serves to permanently remove it from your CampSite database.
To delete a session, double click the red delete button.
When the delete button is grey, it indicates that the session cannot be deleted. A session can't be deleted if it's built into an enrollment option/transportation session group or a staff applicant has been hired for it. To see exactly where/how a session is being used, hover over the grey delete button and wait for the tool tip to open.
Transaction categories allow you to organize the transactions within your CampSite database into certain categories, for reporting purposes.
Every transaction in your database is labeled with at least 1 transaction category. Admin users can then filter financial reports by transaction category to generate more specific financials on a per category-basis.
For example, create a"Merchandise" category for all of your merchandise enrollment extras to report on the payments you've received for merchandise specifically.
To manage your transaction categories, navigate to Step 3 of the Camper Setup Wizard within the Campers Admin tab.
First, create various transaction categories on Step 3 to reflect the different types of transactions you expect to generate. Then, designate these categories to certain enrollment-related transactions you configure (e.g. tuition plans, enrollment extras, enrollment discounts, deposits).
When a camper enrolls and those transactions are posted, they'll automatically be labeled with the category you specified when setting up the transaction. Transaction categories are also used when admins create new transactions manually (via the family's profile).
Click + Add a new transaction category...
Name the transaction category, optionally, assign a ledger code. Ledger codes are also included in financial reports.
Select which enrollment year(s) the category is relevant and then click "Add transaction category" to save your changes.
The new transaction category will be added to your database. To apply the transaction category to certain enrollment form transactions, navigate to the corresponding setup wizard step and edit the "Category" settings for the transaction (e.g. tuition plans, enrollment extras, enrollment discounts, deposits).
Edit the name, ledger code, or enrollment years for a transaction category by double clicking the corresponding pencil icon.
Note: "Tuition" and "Cancellation fee" are built into your CampSite database so you cannot edit the name or delete either category.
Also, you can't disassociate a transaction category from a year in which the category was assigned to transactions.
To permanently delete a transaction category from your database, double click the delete button on the right. Note: "Tuition" and "Cancellation fee" are built into your CampSite database and cannot be permanently deleted.
A transaction category cannot be deleted if it's been applied to transactions already (even in past years). However, you can hide a transaction category for certain year enrollment years by editing the transaction category and deselecting the year(s) for which it's not relevant.
This article explains how to create and edit payment schedules. To learn how to complete the batch invoicing process, read these articles or watch this video instead.
If a family doesn't pay in full at the time of enrollment, you can offer payment schedules for their remaining balance. Each payment schedule consists of specific dates on which all families are expected to remit payment to your camp. For each payment date, an admin user will batch generate and email invoices to collect payment from the relevant families. For all families on "auto pay," an admin will also batch debit invoice payments from each family's preferred payment method.
If you require families to pay in full at the time of enrollment, payment schedules are not relevant to your camp and do not need to be configured.
To manage your payment schedules, navigate to Step 4 of the Camper Setup Wizard within the Campers Admin tab.
Adding payment schedules to your enrollment form is a 3-step process:
Payment schedules are organized into groups. First, you'll create a payment schedule group; then, you'll create payment schedules within the group. Finally, you'll add your payment schedules to your enrollment form by linking a group of payment schedules to an enrollment option.
To add a payment schedule group:
Next, provide a name for the group and click Add payment schedule group.
Payment schedules are contained within each group.
Click the name of the payment schedule group to access/manage the schedules within that group.
From the payment schedules page, you can create payment schedules and manage existing payment schedules. To learn how to complete the batch invoicing process, read this article or watch this video instead.
To create a new payment schedule, click +Add a new payment schedule...
*Adding and deleting dates will impact all families that are already on the payment schedule, as well as new families who add the schedule moving forward. Changing the number of payment dates will also impact the amount that each family has to pay per date, since their balance is divided evenly across all payment dates.
Add payment schedules to your enrollment form by linking a group of payment schedules to an enrollment option. You can manage your enrollment options via Step 9 of the Camper Setup Wizard.
Navigate to Step 9 of the Camper Setup Wizard and then:
All campers selecting this enrollment option will then be asked to select one of the payment schedules within the group when enrolling (if they don't pay in full at the time of enrollment).
To learn how to complete the batch invoicing process, read this article or watch this video.
Tuition Plans indicate the cost for attending your camp sessions. You’ll select from these tuition plans later on to assign a price to each of the enrollment options you add to your enrollment form.
For each tuition plan, you can also create "Tuition Plan Rates" to offer a different price to campers who start enrolling during a certain timeframe (e.g. "early bird" prices early on in your registration period).
To manage your tuition plans, navigate to Step 5 of the Camper Setup Wizard within the Campers Admin tab.
On Step 5, you may:
Next, provide the details for the tuition plan.
* All charges created for this tuition plan will list the tuition plan name as the "Description" of the charge (on the family's statement/in your financial reports).
** All charges created for this tuition plan will be labeled by this transaction category, for reporting purposes. If you need to create a new category for the tuition plan, go to Step 3 of the Setup Wizard first.
The new tuition plan will be added to your database (in alphabetical order).
To add this tuition plan to your enrollment form, select this tuition plan when creating enrollment options on Step 9. Click here to learn more.
Admins can change the name, amount, or transaction category of a tuition plan anytime after it's been created.
Double-click the pencil icon to edit a tuition plan.
Edit the name, category, and amount as needed, then click Submit to apply your changes.
Admins can permanently delete a tuition plan from the database if:
If you need to remove a certain tuition plan from your enrollment form, it's not necessary to permanently delete it. You can remove a tuition plan from your enrollment form via Step 9 by managing which tuition plan is assigned to your enrollment option bundle(s).
To permanently delete the tuition plan from your database, double-click the delete icon on the right.
Tuition Plan Rates allow you to offer a different price for a tuition plan during a certain timeframe.
Each tuition plan rate must include a start and end date during which that rate applies. Campers who start enrolling during that timeframe will be charged the amount indicated for the tuition plan rate instead of the standard tuition plan amount.
If a camper starts enrolling outside of the dates for any tuition plan rates, they will be charged the standard or 'default' tuition plan amount.
* All charges created for this tuition plan rate will list the tuition plan rate name as the "Description" of the charge (on the family's statement/in your financial reports).
** All charges created for this tuition plan rate will be labeled by this transaction category, for reporting purposes. If you need to create a new category for this rate, go to Step 3 of the Setup Wizard first.
The new rate will be created for the selected tuition plan.
If needed, create additional tuition plan rates to offer several different rates at different times of the year.
Admins can change the name, transaction category, amount, start + end date, and active status of a tuition plan rate anytime after it's been created.
Edit the settings for the tuition plan rate as needed, then click "Update rate" to apply your changes.
Note that any changes will only impact new enrollments that occur after your changes have been applied (campers who already registered will NOT be impacted).
Admins can permanently delete a tuition plan rate from the database if no campers have registered under that rate yet.
To permanently delete the tuition plan rate from your database, locate the corresponding tuition plan, expand the plan, and then double click the delete icon for the rate.
Add a tuition plan to your enrollment form by selecting the tuition plan when you create enrollment option bundles on Step 9.
When creating bundles for each new enrollment option, admins designate the price for the bundle by selecting a tuition plan that was already created on Step 5.
Then, when a camper enrolls for this particular enrollment bundle, they'll be charged the price stipulated by the tuition plan that was built into the bundle.
For more information on creating enrollment options and bundles, click here.
Create enrollment extras to offer additional items or services campers can purchase along with their enrollment, like before and after care; transportation to/from camp; or camp merchandise.
Enrollment extras can either be offered for purchase once per year (during the camper's very first enrollment for the year); or, once per enrollment option (whenever the camper selects for the associated option[s]).
Adding enrollment extras to your enrollment form is a 2-step process:
To manage your enrollment extras, navigate to Step 6 of the Camper Setup Wizard within the Campers Admin tab.
On Step 6, you may:
After you create an enrollment extra on Step 6, go to Step 8 or 9 to add it to your enrollment form - click here to learn more.
The first step in adding enrollment extras to your enrollment form is to create the extra in your database via Step 6.
To create a new enrollment extra:
Next, you'll be asked to provide the details for the enrollment extra.
*All charges created for this enrollment extra will be labeled by this transaction category, for reporting purposes. If you need to create a new category for the extra, go to Step 3 of the Setup Wizard first.
The new enrollment extra will be added to your database (in alphabetical order).
To add this enrollment extra to your enrollment form, go to Step 8 or 9 (depending on how often campers can purchase the extra) - click here to learn more.
Admins can change the name, transaction category, description, and cost of an enrollment extra anytime after it's been created.
To edit an enrollment extra, double click the pencil icon on the far left.
Edit the name, category, description, or amount as needed and submit your changes.
Note that changes to an enrollment extra will only impact new purchases of that extra after your changes have been applied. Campers who already purchased the enrollment extra will NOT be impacted.
Admins can permanently delete an enrollment extra from CampSite if:
If you need to remove a certain enrollment extra from your enrollment form, it's not necessary to permanently delete it via Step 6.
You control which extras display on your enrollment form via Step 8 or 9 (depending on how you added the extra to your form originally).
To learn how to remove a yearly extra from your enrollment form (Step 8), click here.
To learn how to remove an extra from certain enrollment options (Step 9), click here.
To permanently delete the enrollment extra from your database, double-click the delete icon on the right.
To add an enrollment extra to your enrollment form, first you need to decide how often you wish to allow campers to purchase the extra:
CampSite profile pages come with a standard set of fields for storing data. To store additional data not included in our standard fields, camps can create their own "custom" fields.
Admin users then enter data into those fields from the profile page; in mass by editing an Advanced Report; or by importing a .CSV. Click here to learn more about all 3 methods of inputting data into custom fields.
Note that end users cannot see custom fields, with one exception - click here to learn more.
For example, all camper profile pages include the basic data fields shown in annotation #1 above. Annotation #2 shows examples of "permanent" custom fields for storing a camper's alumni ID, and whether or not the camper's been sent a welcome packet.
In this article, learn about:
Custom fields are managed from the Admin page, within the respective module tab. For example, the screenshot above shows custom fields for Camper profiles.
There are different types (i.e. "scopes") of custom fields for each type of profile page. The scope determines how frequently data is stored within the field and thus where the field appears on the profile page.
The following Custom Field scopes can be created for the following profile page types:
Permanent field: Only one value can be stored for each person. This type of field is available for Family, Camper, Alumni, Staff, Group, Guest, and Donor profile types. Only permanent fields can be set to be visible on the Parent or Camper profile page. No other form scopes can be set to be visible on the login dashboard. Permanent custom fields cannot be set as visible on the login dashboard to any other profile type except Family and Camper profiles.
Yearly field: One value can be stored per database year, for each person. This type of field is available only to Camper, Staff, Group, Guest, and Donor profile types.
Session field: One value can be stored per session, per year, for each person. This type of field is available only to Camper and Staff profile types.
Event field: (for CampSite's Events module) One value can be stored per event, per year, for each group or guest. This type of field is available only to Group and Guest profile types.
Salary field: (for CampSite's Staff module) One value can be stored per year, within the Salary details tab of a staff person's profile. Both types of Salary custom fields are also protected by the "Salary details" admin user permissions, to control which admins have access to the data in these custom fields. Click here to learn more. Also, "Salary amount" fields are summed together for a salary total. Click here for full details on Staff Salary fields. This type of field is available only to Staff profile types.
For example, in the screenshot above, Camp Firewood created a yearly custom field to record a camper's "swim level." This allows admins to store a separate swim level value for each year.
The location of a custom field on a person's profile depends on the scope.
Permanent custom fields are stored on the main tab of a person's profile page, e.g. the 'Basic Info' tab for Campers.
Yearly custom fields are stored within each year tab, then within a sub-tab titled Custom fields.
To find session custom fields (for Campers or Staff), select a year tab, then a session tab, then the sub-tab titled Custom fields.
Admins can enter data into a custom field one person at a time (via their profile page), or in mass via an advanced report.
Custom field data can also be imported via spreadsheet - click here to learn more.
Edit/insert custom field values the same way you edit other profile fields.
Double click directly on the current value or the word 'edit...'
Insert/edit a value into the input field and click Ok to save.
Note that the type of input field available is based on 'type' that was selected when the custom field was created.
Add the custom field to an advanced report and then activate the Edit function.
For instructions on how mass edit data through an Advanced Report, click here.
You can also add custom field values in mass by uploading a .CSV with those values.
For help on how to import data into CampSite, click here to read our "Import Data" article.
Custom fields for the Family profile page have a 'visibility' setting that controls whether this field is visible (either read-only, or editable) by the parent when logged into their parent dashboard.
When visibility is 'none', the field does not appear on the parent dashboard and is admin-only, like all other custom fields.
Primary parents can access visible custom fields by opening the "My Account" page, selecting the "Family info" tab, and viewing the "Other information" section.
Family profiles can only use the Permanent custom field type, so only Permanent fields that are set to be visible to the parent Dashboard will appear on the Parent Dashboard > "My Account" page.
Permanent Custom Fields on the Camper level can also be seen on the Parent Dashboard when set to be visible. When set as such, these can be seen under the Parent Dashboard > "My Account" page > Camper info > Click on a Campers name.
In addition to the traditional scopes (permanent, yearly, and session), the Staff module also includes custom fields for storing more salary information. All staff salary custom fields appear within the "Salary details" tab of the Staff profile page along with their basic salary information and staff charges.
There are 2 types of salary custom fields: those for storing "Salary information", and those for "Salary amounts".
Note that both "Salary amount" fields are also protected by our existing "Salary" admin user permissions.
Salary information fields are for storing additional salary-related information. You can create any type of field - yes/no, dropdown, small text, etc., and these fields appear and function like all other custom fields.
For payment amounts, use salary amount fields.
Custom salary information fields appear in a separate table, in the middle of the Salary details tab of the Staff profile page. Double click the current value/"edit..." to change insert or edit a value as needed.
Salary amount fields are for money/decimal amounts only, and are displayed as line items on the Salary tab of the staff person's profile page. They're then summed together with the staff person's "Base salary" to calculate their total salary.
Select "Salary amount" as the scope. Note that the "Type" will be locked as Money/Decimal. If you need to store non money/decimal data, create a "Salary information" field instead.
Next, select whether or not the salary amount you'll record in this field is taxable.
Salary amount fields can also be re-arranged to control the order in which they appear on the Staff profile page.
Click the rearrange icon and then drag & drop each field into the desired order.
Custom salary amount fields appear in the bottom section of the Salary details tab of the Staff profile page.
Double click the current value/"edit..." to insert or edit a value as needed.
CampSite will autocalculate the Total Salary; Total Taxable Salary; Total Charges; Adjusted Salary; and Adjusted Taxable Salary amounts at the bottom of the salary amounts table.
To learn how these amounts are calculated, click here to read our support article on the Salary details tab.
Generate custom PDFs that contain merged data from a person's CampSite profile.
First, create a Document template to customize which fields of data will populate on to the PDF and stylize it to your liking (you can even embed profile pictures into each Document, too).
Then, generate a single Document via someone's profile page or a batch of documents for everyone populating on an advanced report.
Common uses for a Document include:
In this article, learn how to:
Navigate to the Admin settings page.
Provide the overall settings for the Document:
Next, create the content that appears on the Document by double clicking the pencil icon to the left of the Document name.
Use the text editor to type text that should appear on the Document, or paste content from external sources. Merge in data from the person's profile page, and/or their profile photo.
To demonstrate, here's an example of the content for a camper Document called "Printed Enrollment Form."
Above, plain text (which appears in black) precedes each merge field (which appear in blue). When generated, the document will display the same plain text for every camper, but the merge fields will produce personalized data from the camper's profile (E.g. "Name: Rolando").
See the "Document PDF" below for a screenshot of how the "Printed Enrollment Form" Document will look when it's generated for a specific camper.
After a Document template is created, the Document can be generated for an individual or in mass.
Generate a Document for one person via the Action Menu on the person's profile page.
For example, to generate a camper Document for an individual camper, go to the camper's profile page and:
A pop-up window will display all the Documents that exist for this type of account (e.g. in the screenshot above, we're seeing all camper Documents).
Click the name of the specific Document you wish to generate and a PDF will be created. Depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
For example, here's what the "Printed Enrollment Form" Document from above looks like when generated.
See how the merge fields are populating information specific to Rolando.
Generate a Document for multiple people at once via the Advanced Reports page.
First, create an Advanced Report that contains all of the individuals you wish to generate a Document for.
Click the Documents button in the report toolbar.
A confirmation message will display at the top of the screen to confirm that CampSite has begun generating your Documents. Once they've been generated, you'll receive an e-mail with from CampSite containing a link to download all Documents that were generated.
Within the e-mail that's received, click the button that says "Click here to download" and a .zip file containing all of the Documents will be downloaded to your device.
For Campers, Families, and Staff, use "Events" to automatically send an email or create an admin task each time a specific event occurs.
For most events, choose whether the email/task is created immediately, or so many days later.
The types of events that trigger an email/task differ per module:
Campers
Families
Staff
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Note that all emails triggered by a camper event will appear on the camper's profile, even if sent to the parents. Tasks will appear on the family's profile.
Note: A camper must become enrolled to not trigger this event. Even if they submit the enrollment form but are waiting for your camp to approve their request; or, they submitted a request that was waitlisted, the email/task will still be created.
For this reason, this event is best suited for camps using automatic processing mode or those using manual processing mode & approving requests the same day they're received.
Trigger an email or task for an enrolled camper's birthday.
Note: This event applies only to campers enrolled for the current enrollment year. If your camp has 2 database years open, they must be enrolled for at least one of the two.
Trigger an email or task after a family submits your Request for Information form.
Trigger an email or task after a family submits your New Family Enrollment form.
Note: that Step 1 of the Camper Setup Wizard also allows you to automate a submission confirmation email when these forms are submitted, so creating a Family event to send a saved email 'immediately' could be redundant.
Trigger an event based on staff application inactivity.
Note: This event is triggered by application inactivity. If the applicant has finished their application and therefore has had no application activity, but your camp has hired them yet, the email/task will still be created.
Trigger an email or task for a hired staff person's birthday.
Note: This event applies only to staff hired for the current hiring year. If your camp has 2 database years open, they must be hired for at least one of the two.
Generate custom labels that contain merged data from a person's CampSite profile.
First, create and save a custom label template that contains the data you wish to populate onto the label. Then, generate a single label for one person (from their profile page); or, a sheet of labels for multiple people (from an advanced report).
Note that all CampSite databases come included with a mailing label. Common custom Labels that camps typically create include name tags, transportation tags, and backpack labels.
Learn how to:
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Printing Tip |
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When printing out a sheet of generated labels, make sure your printer "scale" setting is set to "actual size" or 100%. Do not select “Fit to Page” or your device will resize the labels, causing them to not align correctly when printed. |
Navigate to the Admin settings page.
*Select from the list of label formats we currently support. If you're using a different label, click "My format isn't listed" and send us the label specs. If there's high demand for that type of label, we'll work to add it in a future release.
Next, to add content to the label, double click the pencil icon to the left of the label name.
Use the text editor to type plain text that should appear on every label. Click "Add merge fields" to merge in specific data from the person's profile page, and/or their profile photo.
Use the toolbar to stylize your text, embed images, etc.
To demonstrate, here's an example of a camper Label called "Bus Tag":
Above, plain text (which appears in black) precedes merge fields (which appear in blue). When generated, the label will display the same plain text for every camper, but the merge fields will produce personalized data from the camper's profile (E.g. "Bunk Name: Group 7-A").
See the "Label PDF" below for a screenshot of how the "Bus Tag" label will look when it's generated for a specific camper.
Generate a label for a single person or for multiple people at once.
Generate a label for one person via the Action Menu on the person's profile page.
For example, to generate a camper label for an individual camper, go to the camper's profile page,
Next, select all available labels depending for this type of account (e.g. all saved Camper labels when generating a label for a camper).
Click on a label and CampSite will generate a PDF with the label for you to save or print. Depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
For example, here's what the "Bus Tag" label from above looks like when generated.
See how the merge fields are populating information specific to Sandra.
Generate a sheet of labels for multiple persons at once via an advanced report.
First, create a report so that your results contain everyone you wish to generate a label for.
Then, click the Labels button above the report results.
Next, select which label you wish to generate for everyone in your report results.
CampSite will begin generating your labels as a PDF and then send them to you via email (to the address that you use to log into CampSite with).
Look for an email with the subject line, "Your labels '_____' are ready!"
Open the email and click the "Click here to download" button top download the PDF of labels that were generated.
Again, depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
Admin users can record internal notes via the "Notes" tab on each profile page in CampSite.
Each time a note is created, it's assigned to a specific note category. Camps can create/manage their preferred note categories via the Notes admin settings for their database.
Control which admin users are allowed to read/edit/create notes within each category via the note category settings.
Each module has its own Notes settings on the Admin page. First, select a module tab (e.g. Campers; Families; Staff); and then select "Notes" from the sidebar menu underneath.
From the Notes page, admins can:
Note: Admin users cannot access the "Notes" admin tab outlined in this article unless they have the Notes admin user permission for the corresponding module. Click here to learn more about user permissions.
First, click the "Add new category..." link.
Next, type the name of the category; select which admin users are permitted to read/edit/create the notes in this category, and click the add the category.
Change a category name and/or edit which users are allowed to access notes within the category.
Double click the pencil icon for the category you wish to edit.
Double click the red delete button to delete a category. If a category has notes in it, you cannot delete that category.
Save emails in your database to easily resend later, or to send automatically when certain forms are submitted.
To access saved emails, navigate to Admin, select the appropriate module tab, and then select Saved e-mails.
From this tab, you may:
This article will demonstrate with camper emails but all the information below applies to all other emails (family, staff, alumni, etc.) as well.
To create and save a new email message in your database, click + Compose a new saved e-mail...
For help on how to compose an email, please click here.
To view the mass email statistics, double click the bar graph icon.
Saved emails are assigned to a specific email category, for organizational purposes. Create email categories first, then save emails within them.
Emails can be un-archived, but they cannot be un-deleted.
Archived emails will be hidden on the Saved Emails tab and also will not appear in the 'Saved emails' dropdown menu when sending an email. Unarchive an email any time and it'll appear in both locations again for you to send in the future.
If you have multiple emails to archive, use the mass archive function. Otherwise, archive one email at a time.
Click the "Mass archive saved e-mails" link.
Select which emails to archive. Use the 'select all' links under each category to checkmark all emails; or, checkmark emails one at a time.
Click "Archive saved e-mails" to archive all selected emails.
First, click to show at least one category of archived emails.
Next, click the "Mass unarchive saved e-mails" link.
Select which emails to unarchive. Use the 'select all' links under each category to checkmark all emails; or, checkmark emails one at a time.
Click "Unarchive saved e-mails" to archive all selected emails.
Click the link to show archived emails.
Double click the pencil icon to edit the email you wish to unarchive.
Click unarchive this email.
If an email hasn't been sent yet, delete it by double clicking the delete button on the far right.
If the delete button is greyed, the email has been sent already. To delete a sent email, archive it first. Then, delete it from the archives.
Mass emails can be scheduled to send at a future day/time, to a saved advanced report. CampSite will generate the report at that time and automatically send the saved email to everyone who populates in the report results. Click here to learn how.
To manage/cancel pending scheduled emails and also view a log of all sent scheduled emails, click the "schedule emails" link.
Pending scheduled emails have not been sent yet.
View the date + time the email will be sent; the name of the saved report it will be sent to; and which saved email will be sent to all those who populate on the saved report.
To cancel a pending scheduled e-mail, double click the delete icon on the far right.
Double click the pencil icon to to update the type of e-mail; date + time; and the selected recipients.
View a log of all scheduled emails that have already been sent.
View the date + time the email was sent; the name of the saved report it was sent to; and which saved email was sent to all those who populated on the saved report.
To view the email statistics for a sent scheduled e-mail, double click the statistics icon.
Customize the built-in questions on the "Basic Info" page of the Staff application.
Access the Basic Info page settings from the "Application: Basic Info" tab within the Staff tab of your database Admin settings.
From this tab, you may:
Control whether an entire section of question appears on the Basic Info page using the "Active?" setting. When set to No, the section will not actively appear on the Basic Info page.
Double click the current Yes or No setting under the Active? column and change it accordingly. Click OK to save.
Control the order the question sections appear in by rearranging them.
Click the rearrange icon and then drag & drop to change the section order.
Double click the 3 dots to expand a section and view the questions therein.
Double click the current Yes or No setting under the Active? column and change it accordingly. When set to No, the question will not actively appear on the Basic Info page. Click OK to save.
Double click the current Yes or No setting under the Mandatory? column and change it accordingly. Click OK to save.
Click the rearrange icon and then drag & drop to change the order questions appear in.
Add custom instructions to each page of the staff application, as well as the page applicants initially use to create an account; the custom text that appears when they successfully submitting the last page of the application; and the "Terms & Conditions" they must agree to for employment.
Access the application instruction settings from the "Application: Instructions" tab within the Staff tab of your database Admin settings.
Use the text editors to control the instructions/custom text for each application page/area. Refer to the header above each text editor as to what it controls.
The "Begin staff application" (/apply) page is the page that staff use to create an account for your Staff Dashboard. Since accounts are only created one time, staff will only use this page (and see your custom instructions) once as well.
For example, "To begin, please fill out the information below to create an account for our Staff Dashboard. If you already have an account, please click here to sign in."
Add custom instructions to the Basic Info page, where applicants select which position to apply for and provide basic demographic info like their date of birth, address, etc.
For example, "Please select which position(s) you wish to apply for and add/update your basic information."
Add custom instructions to the Education page, where applicants list the schools they've attended, including their major and extracurriculars.
For example, "Please include your extracurriculars if applicable."
Add custom instructions to the Employment page, where applicants list their current/previous employers, including their supervisors' contact information.
For example, "To add another employer, click the 'Add employer' button and provide additional details."
Add custom instructions to the Certifications page, where applicants enter any certifications they have, including the expiration date.
For example, "If you have no certifications to provide, please click Save & Continue to proceed with the rest of the application."
Add custom instructions to the Qualifications page, where applicants use the list of qualifications you created to indicate what they're qualified to "lead" and qualified to "assist" in.
For example, "Please indicate which camp activities you're qualified to lead or assist with. Click to expand a category, then use the dropdown to indicate whether you're qualified to lead; qualified to assist; or unqualified for that activity."
Add custom instructions to the References page, where applicants list reference persons for your camp to contact.
For example, "A valid email address must be included for each reference. As soon as you submit this page, your references will emailed our online reference questionnaire to complete."
Add custom instructions to the General Questions page, where all applicants answer any general (custom) questions you've added to your application.
For example, "Please answer the following questions to help us get to know you better."
Add custom instructions to the Position-specific Questions page, where applicants answer questions specific to whichever position(s) they've selected to apply for (on the Basic Info page of the application).
For example, "Please answer the following questions in regards to the position(s) you selected to apply for. To change which positions you've selected, return to the Basic Info page."
Add custom instructions to the Photo Upload page, where applicants upload a photo for their profile.
For example, "For identification purposes, we keep a photo of every staff person on file. Please click the 'upload profile photo' button below and select a photo that represents how you look currently."
Add custom text to appear as a confirmation message that the applicant successfully submitted the final page of their application.
For example, "Thank you for submitting your staff application! One of our staff recruiters will email you shortly. If you'd like to review or update your application, click the Step from the menu on the left and re-submit the page as needed."
Add your camp's Terms & Conditions for employment. This text appears on the "Terms & Conditions" page of the application, where applicants must checkmark that they agree to your terms before submitting the page.
Control the overall settings of your Staff application, including which pages of the application are enabled; the minimum age to apply; and the automatic email to be sent when an application is completed.
Access the application settings from the "Application: Settings" tab within the Staff tab of your database Admin settings.
The staff application contains 10 sections, or pages, as listed under the Application Sections here.
The "Education", "Employment", and "References" pages come included with prewritten questions. These questions cannot be edited, but you can customize whether the overall page displays on your application, and/or if certain items are required. You can also add custom instructions/text to the top of each page via Application: Instructions.
The "Qualifications", "General Questions", and "Position Specific Questions" pages do not contain built-in questions - they consist only of the custom content you've created via the Staff Setup Wizard.
Toggle the active setting for each application section to choose whether or not they actively display on your application. If yes, that section will appear as another page in the application. If no, that page/step will not appear.
Education (schools), Employment, and References can be made required in order for the applicant to complete their application.
Staff application minimum age: Designate a minimum age for applying. If an applicant does not meet this age requirement, they cannot access the application.
Number of positions an applicant can apply for: Limit how many positions an applicant can select to apply for when completing the "Basic Info" page.
Applicant age as of: If you've set a minimum age, specify the date as of which they must turn that age.
Present text messaging opt-in on staff application? For camps using our Text Messaging module, select whether to ask applicants to opt-in to text messages on the "Basic Info" application page.
Application started confirmation e-mail: Select a saved e-mail to send automatically once an applicant creates an account for your Staff Dashboard.
Application completed confirmation e-mail: Select a saved e-mail to send automatically once an applicant submits the final step of the application (i.e. "Terms & Conditions").
To see how your application looks, create a fake staff account and log into your Staff Dashboard like a staff applicant would, then open the Application via the sidebar menu.
Customize how new & multi-session staff appear on your camper Bunking Boards.
Access the staff bunking board settings from the "Bunking board" tab within the Staff tab of your database Admin settings.
If this is their first year being hired, apply a bolded border to their bunk tile.
For staff hired for multiple sessions, display a red dot on their bunk tile.
See above for an example of staff on a bunking board when both the Staff > Bunking board settings are set to yes.
Every camper tile includes their grade and age to the right of the camper's name. Sarah Hamar's bunk tile has a bold border, indicating that it's her first year being hired. Marge Spalton shows a red dot, indicating that she's been hired for multiple camp sessions. Rob Schindlbeck has been hired for multiple sessions and this is his first year being hired.
Create and manage customized contracts to send to hired staff.
Access staff contracts from the "Contracts" tab within the Staff tab of your database Admin settings.
From here, you may:
Note that contracts can be generated via the Hiring Wizard when hiring an applicant, or via the "Action Menu" on the applicant's profile page.
Configure a default employment start and end date for all staff. The default date will auto-populate when hiring a staff person (though admins may edit the date for each hire, as needed).
Click + Add new contract... and provide a name for the contract, then submit.
Next, create the content that appears on the contract by double clicking the pencil icon to the left of the contract name.
Use the text editor to type text that should appear on the contract or paste external content using the Paste buttons.
Click + Add merge fields... to merge data from the applicant's profile page into the contract as needed.
Generate a contract when hiring an applicant (and attach it to their hiring confirmation email), or generate/send it via their profile "Action Menu."
To allow staff to download their generated contract via the Staff Dashboard, navigate to Admin > Staff > Staff Dashboard, toggle "Show 'Summer info' page on Staff Dashboard?" to Yes, and then toggle "Allow staff to download contract on 'Summer info' page?" to Yes as well.
In Step 1, enter the staff positions that you're hiring for. Applicants are presented these positions on the "basic info" page of the staff application, and must checkmark which position(s) they want to apply for.
Depending on your camp's Application: Settings, you can allow staff to apply/get hired for more than one position, if desired.
To manage your staff positions, navigate to Step 1 of the Staff Setup Wizard within the Staff Admin tab.
From Step 1, you may:
Click the link to + Add new position...
Applicants will see the name and description of all staff positions on the first page of your application (listed in alphabetical order).
The details for a position can be edited at any time, even if an applicant has already selected it on their application.
Double click the current name, description or 'show on staff application?' settings to edit.
Make the necessary changes and click OK to save.
There are two options for removing a staff position:
In Step 2, enter questions that all applicants should answer on the staff application (regardless of which position they're applying for). By default, questions will appear on the "General Questions" page of the application, unless you select to show the question on the "Basic Info" step at the very beginning of the application.
To manage position-specific questions, go to Step 3 of the Staff Wizard.
To manage your staff application questions, navigate to Step 2 of the Staff Setup Wizard within the Staff Admin tab.
From Step 2, you may:
Click the link to + Add new staff application question...
*Staff provide basic demographics (name, date of birth, address, etc.) and select which position to apply for on the Basic Info page. Application questions shown on the Basic Info page still need to be re-filled out every year, unlike the applicant's demographics which roll over.
Staff application questions can be edited at any time, even if an applicant has already answered the questions on their application.
Double click the pencil icon to edit a question.
Make any changes to the question text, response type, mandatory/active status, and whether the question shows on the basic info step of the application, then click Submit to save changes.
Rearrange the question order by clicking the rearrange icon on the far left and dragging & dropping the question to a different rank on the page.
There are two options for removing a staff application question:
Create specific questions for each of your staff positions. Applicants will only be presented questions that correspond with the positions they've selected to apply for earlier in the application.
To manage general questions that all applicants should answer, go to Step 2 of the Staff Wizard.
To manage your staff application position questions, navigate to Step 3 of the Staff Setup Wizard within the Staff Admin tab.
From Step 3, you may:
Click the link to + Add new staff application position question...
Position questions can be edited at any time, even if an applicant has already answered the questions on their application.
Double click the pencil icon to edit a question.
Make any changes to the question text, response type, and mandatory/active status, then click Submit to save changes.
Note that you cannot edit the position the question is assigned to. If a question is assigned to the wrong position, you must delete the question and re-create it correctly.
Rearrange the question order by clicking the rearrange icon on the far left and dragging & dropping the question to a different rank on the page.
There are two options for removing a position question:
In Step 4, enter different qualifications (usually activities) that applicants can select on the staff application.
Using the list of qualifications you provide, applicants will indicate whether they're able to "lead" or "assist" with each qualification.
To manage your staff qualifications, navigate to Step 4 of the Staff Setup Wizard within the Staff Admin tab.
From Step 4, you may:
Qualifications are organized into categories. First, create a category to contain certain qualifications, then add qualifications to the category.
To create a new category of qualifications, click the link to + Add new staff qualification category...
Qualifications are created within an existing category. If you haven't created a category for the qualification yet, do that first.
First, expand the corresponding category by clicking the icon on the far left.
Qualifications will appear in the order that you create them and cannot be rearranged.
A qualification cannot be edited. If you need to change a qualification, delete it and re-create it.
Qualifications also cannot be rearranged.
Double click the delete icon for a qualification to delete it.
If an applicant already selected the qualification, it cannot be deleted/removed from the current year's application.
A qualification category can be deleted if no applicants selected any of the qualifications therein.
To delete a category, double click the delete button on the far right.
In Step 5, create interview questions that you plan to ask applicants during their interview. Admin users can then record the applicant's responses to those questions on the applicant's profile page.
Staff interview questions do not appear on the application. Staff interview questions are only visible by admin users, from the "Interview" tab of the applicant's profile page.
To manage your staff interview questions, navigate to Step 5 of the Staff Setup Wizard within the Staff Admin tab.
From Step 5, you may:
Interview questions are organized into categories. First, create a category to contain certain interview questions, then add questions to the category.
To create a new category of interview questions, click the link to + Add new staff staff qualification category...
Enter the category name and click to add the category.
Edit the category name as needed and click OK to save your changes.
To create a new interview question, click + Add new staff interview question...
Interview questions can be edited at any time, even if an admin has already recorded a response for the question.
Double click the pencil icon for the interview question.
Make any changes to the question text, response type, and whether or not it's active, then click Edit question to save changes.
When a question is inactive, the question is hidden when admin are adding responses to the Interview tab of the applicant's profile page. Inactive questions can always be reactivated later.
Rearrange the question order by clicking the rearrange icon on the far left and dragging & dropping the question to a different rank (within the same question section).
Note that questions cannot be moved to a different section. Instead, delete the question and re-create it under the correct section.
There are two options for removing an interview question:
In Step 6, add questions to your online Reference Form.
The Reference Form is an online form that each applicant's reference can complete in regards to the applicant. Applicants cannot access your reference form or the questions therein.
References are sent a link to the form via email. Once the reference submits the form, their responses are stored under the References tab of the applicant's profile along with the rest of the applicant's application.
To manage your staff reference questions, navigate to Step 6 of the Staff Setup Wizard within the Staff Admin tab.
From Step 6, you may:
Click the link to + Add new staff reference question...
Double click the pencil icon to edit a question.
Rearrange the question order by clicking the rearrange icon on the far left and dragging & dropping the question to a different rank on the page.
There are two options for removing a reference question:
CampSite profile pages come with a standard set of fields for storing data. To store additional data not included in our standard fields, camps can create their own "custom" fields.
Admin users then enter data into those fields from the profile page; in mass by editing an Advanced Report; or by importing a .CSV. Click here to learn more about all 3 methods of inputting data into custom fields.
Note that end users cannot see custom fields, with one exception - click here to learn more.
For example, all camper profile pages include the basic data fields shown in annotation #1 above. Annotation #2 shows examples of "permanent" custom fields for storing a camper's alumni ID, and whether or not the camper's been sent a welcome packet.
In this article, learn about:
Custom fields are managed from the Admin page, within the respective module tab. For example, the screenshot above shows custom fields for Camper profiles.
There are different types (i.e. "scopes") of custom fields for each type of profile page. The scope determines how frequently data is stored within the field and thus where the field appears on the profile page.
The following Custom Field scopes can be created for the following profile page types:
Permanent field: Only one value can be stored for each person. This type of field is available for Family, Camper, Alumni, Staff, Group, Guest, and Donor profile types. Only permanent fields can be set to be visible on the Parent or Camper profile page. No other form scopes can be set to be visible on the login dashboard. Permanent custom fields cannot be set as visible on the login dashboard to any other profile type except Family and Camper profiles.
Yearly field: One value can be stored per database year, for each person. This type of field is available only to Camper, Staff, Group, Guest, and Donor profile types.
Session field: One value can be stored per session, per year, for each person. This type of field is available only to Camper and Staff profile types.
Event field: (for CampSite's Events module) One value can be stored per event, per year, for each group or guest. This type of field is available only to Group and Guest profile types.
Salary field: (for CampSite's Staff module) One value can be stored per year, within the Salary details tab of a staff person's profile. Both types of Salary custom fields are also protected by the "Salary details" admin user permissions, to control which admins have access to the data in these custom fields. Click here to learn more. Also, "Salary amount" fields are summed together for a salary total. Click here for full details on Staff Salary fields. This type of field is available only to Staff profile types.
For example, in the screenshot above, Camp Firewood created a yearly custom field to record a camper's "swim level." This allows admins to store a separate swim level value for each year.
The location of a custom field on a person's profile depends on the scope.
Permanent custom fields are stored on the main tab of a person's profile page, e.g. the 'Basic Info' tab for Campers.
Yearly custom fields are stored within each year tab, then within a sub-tab titled Custom fields.
To find session custom fields (for Campers or Staff), select a year tab, then a session tab, then the sub-tab titled Custom fields.
Admins can enter data into a custom field one person at a time (via their profile page), or in mass via an advanced report.
Custom field data can also be imported via spreadsheet - click here to learn more.
Edit/insert custom field values the same way you edit other profile fields.
Double click directly on the current value or the word 'edit...'
Insert/edit a value into the input field and click Ok to save.
Note that the type of input field available is based on 'type' that was selected when the custom field was created.
Add the custom field to an advanced report and then activate the Edit function.
For instructions on how mass edit data through an Advanced Report, click here.
You can also add custom field values in mass by uploading a .CSV with those values.
For help on how to import data into CampSite, click here to read our "Import Data" article.
Custom fields for the Family profile page have a 'visibility' setting that controls whether this field is visible (either read-only, or editable) by the parent when logged into their parent dashboard.
When visibility is 'none', the field does not appear on the parent dashboard and is admin-only, like all other custom fields.
Primary parents can access visible custom fields by opening the "My Account" page, selecting the "Family info" tab, and viewing the "Other information" section.
Family profiles can only use the Permanent custom field type, so only Permanent fields that are set to be visible to the parent Dashboard will appear on the Parent Dashboard > "My Account" page.
Permanent Custom Fields on the Camper level can also be seen on the Parent Dashboard when set to be visible. When set as such, these can be seen under the Parent Dashboard > "My Account" page > Camper info > Click on a Campers name.
In addition to the traditional scopes (permanent, yearly, and session), the Staff module also includes custom fields for storing more salary information. All staff salary custom fields appear within the "Salary details" tab of the Staff profile page along with their basic salary information and staff charges.
There are 2 types of salary custom fields: those for storing "Salary information", and those for "Salary amounts".
Note that both "Salary amount" fields are also protected by our existing "Salary" admin user permissions.
Salary information fields are for storing additional salary-related information. You can create any type of field - yes/no, dropdown, small text, etc., and these fields appear and function like all other custom fields.
For payment amounts, use salary amount fields.
Custom salary information fields appear in a separate table, in the middle of the Salary details tab of the Staff profile page. Double click the current value/"edit..." to change insert or edit a value as needed.
Salary amount fields are for money/decimal amounts only, and are displayed as line items on the Salary tab of the staff person's profile page. They're then summed together with the staff person's "Base salary" to calculate their total salary.
Select "Salary amount" as the scope. Note that the "Type" will be locked as Money/Decimal. If you need to store non money/decimal data, create a "Salary information" field instead.
Next, select whether or not the salary amount you'll record in this field is taxable.
Salary amount fields can also be re-arranged to control the order in which they appear on the Staff profile page.
Click the rearrange icon and then drag & drop each field into the desired order.
Custom salary amount fields appear in the bottom section of the Salary details tab of the Staff profile page.
Double click the current value/"edit..." to insert or edit a value as needed.
CampSite will autocalculate the Total Salary; Total Taxable Salary; Total Charges; Adjusted Salary; and Adjusted Taxable Salary amounts at the bottom of the salary amounts table.
To learn how these amounts are calculated, click here to read our support article on the Salary details tab.
Generate custom PDFs that contain merged data from a person's CampSite profile.
First, create a Document template to customize which fields of data will populate on to the PDF and stylize it to your liking (you can even embed profile pictures into each Document, too).
Then, generate a single Document via someone's profile page or a batch of documents for everyone populating on an advanced report.
Common uses for a Document include:
In this article, learn how to:
Navigate to the Admin settings page.
Provide the overall settings for the Document:
Next, create the content that appears on the Document by double clicking the pencil icon to the left of the Document name.
Use the text editor to type text that should appear on the Document, or paste content from external sources. Merge in data from the person's profile page, and/or their profile photo.
To demonstrate, here's an example of the content for a camper Document called "Printed Enrollment Form."
Above, plain text (which appears in black) precedes each merge field (which appear in blue). When generated, the document will display the same plain text for every camper, but the merge fields will produce personalized data from the camper's profile (E.g. "Name: Rolando").
See the "Document PDF" below for a screenshot of how the "Printed Enrollment Form" Document will look when it's generated for a specific camper.
After a Document template is created, the Document can be generated for an individual or in mass.
Generate a Document for one person via the Action Menu on the person's profile page.
For example, to generate a camper Document for an individual camper, go to the camper's profile page and:
A pop-up window will display all the Documents that exist for this type of account (e.g. in the screenshot above, we're seeing all camper Documents).
Click the name of the specific Document you wish to generate and a PDF will be created. Depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
For example, here's what the "Printed Enrollment Form" Document from above looks like when generated.
See how the merge fields are populating information specific to Rolando.
Generate a Document for multiple people at once via the Advanced Reports page.
First, create an Advanced Report that contains all of the individuals you wish to generate a Document for.
Click the Documents button in the report toolbar.
A confirmation message will display at the top of the screen to confirm that CampSite has begun generating your Documents. Once they've been generated, you'll receive an e-mail with from CampSite containing a link to download all Documents that were generated.
Within the e-mail that's received, click the button that says "Click here to download" and a .zip file containing all of the Documents will be downloaded to your device.
Generate custom labels that contain merged data from a person's CampSite profile.
First, create and save a custom label template that contains the data you wish to populate onto the label. Then, generate a single label for one person (from their profile page); or, a sheet of labels for multiple people (from an advanced report).
Note that all CampSite databases come included with a mailing label. Common custom Labels that camps typically create include name tags, transportation tags, and backpack labels.
Learn how to:
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Printing Tip |
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When printing out a sheet of generated labels, make sure your printer "scale" setting is set to "actual size" or 100%. Do not select “Fit to Page” or your device will resize the labels, causing them to not align correctly when printed. |
Navigate to the Admin settings page.
*Select from the list of label formats we currently support. If you're using a different label, click "My format isn't listed" and send us the label specs. If there's high demand for that type of label, we'll work to add it in a future release.
Next, to add content to the label, double click the pencil icon to the left of the label name.
Use the text editor to type plain text that should appear on every label. Click "Add merge fields" to merge in specific data from the person's profile page, and/or their profile photo.
Use the toolbar to stylize your text, embed images, etc.
To demonstrate, here's an example of a camper Label called "Bus Tag":
Above, plain text (which appears in black) precedes merge fields (which appear in blue). When generated, the label will display the same plain text for every camper, but the merge fields will produce personalized data from the camper's profile (E.g. "Bunk Name: Group 7-A").
See the "Label PDF" below for a screenshot of how the "Bus Tag" label will look when it's generated for a specific camper.
Generate a label for a single person or for multiple people at once.
Generate a label for one person via the Action Menu on the person's profile page.
For example, to generate a camper label for an individual camper, go to the camper's profile page,
Next, select all available labels depending for this type of account (e.g. all saved Camper labels when generating a label for a camper).
Click on a label and CampSite will generate a PDF with the label for you to save or print. Depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
For example, here's what the "Bus Tag" label from above looks like when generated.
See how the merge fields are populating information specific to Sandra.
Generate a sheet of labels for multiple persons at once via an advanced report.
First, create a report so that your results contain everyone you wish to generate a label for.
Then, click the Labels button above the report results.
Next, select which label you wish to generate for everyone in your report results.
CampSite will begin generating your labels as a PDF and then send them to you via email (to the address that you use to log into CampSite with).
Look for an email with the subject line, "Your labels '_____' are ready!"
Open the email and click the "Click here to download" button top download the PDF of labels that were generated.
Again, depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
Admin users can record internal notes via the "Notes" tab on each profile page in CampSite.
Each time a note is created, it's assigned to a specific note category. Camps can create/manage their preferred note categories via the Notes admin settings for their database.
Control which admin users are allowed to read/edit/create notes within each category via the note category settings.
Each module has its own Notes settings on the Admin page. First, select a module tab (e.g. Campers; Families; Staff); and then select "Notes" from the sidebar menu underneath.
From the Notes page, admins can:
Note: Admin users cannot access the "Notes" admin tab outlined in this article unless they have the Notes admin user permission for the corresponding module. Click here to learn more about user permissions.
First, click the "Add new category..." link.
Next, type the name of the category; select which admin users are permitted to read/edit/create the notes in this category, and click the add the category.
Change a category name and/or edit which users are allowed to access notes within the category.
Double click the pencil icon for the category you wish to edit.
Double click the red delete button to delete a category. If a category has notes in it, you cannot delete that category.
Save emails in your database to easily resend later, or to send automatically when certain forms are submitted.
To access saved emails, navigate to Admin, select the appropriate module tab, and then select Saved e-mails.
From this tab, you may:
This article will demonstrate with camper emails but all the information below applies to all other emails (family, staff, alumni, etc.) as well.
To create and save a new email message in your database, click + Compose a new saved e-mail...
For help on how to compose an email, please click here.
To view the mass email statistics, double click the bar graph icon.
Saved emails are assigned to a specific email category, for organizational purposes. Create email categories first, then save emails within them.
Emails can be un-archived, but they cannot be un-deleted.
Archived emails will be hidden on the Saved Emails tab and also will not appear in the 'Saved emails' dropdown menu when sending an email. Unarchive an email any time and it'll appear in both locations again for you to send in the future.
If you have multiple emails to archive, use the mass archive function. Otherwise, archive one email at a time.
Click the "Mass archive saved e-mails" link.
Select which emails to archive. Use the 'select all' links under each category to checkmark all emails; or, checkmark emails one at a time.
Click "Archive saved e-mails" to archive all selected emails.
First, click to show at least one category of archived emails.
Next, click the "Mass unarchive saved e-mails" link.
Select which emails to unarchive. Use the 'select all' links under each category to checkmark all emails; or, checkmark emails one at a time.
Click "Unarchive saved e-mails" to archive all selected emails.
Click the link to show archived emails.
Double click the pencil icon to edit the email you wish to unarchive.
Click unarchive this email.
If an email hasn't been sent yet, delete it by double clicking the delete button on the far right.
If the delete button is greyed, the email has been sent already. To delete a sent email, archive it first. Then, delete it from the archives.
Mass emails can be scheduled to send at a future day/time, to a saved advanced report. CampSite will generate the report at that time and automatically send the saved email to everyone who populates in the report results. Click here to learn how.
To manage/cancel pending scheduled emails and also view a log of all sent scheduled emails, click the "schedule emails" link.
Pending scheduled emails have not been sent yet.
View the date + time the email will be sent; the name of the saved report it will be sent to; and which saved email will be sent to all those who populate on the saved report.
To cancel a pending scheduled e-mail, double click the delete icon on the far right.
Double click the pencil icon to to update the type of e-mail; date + time; and the selected recipients.
View a log of all scheduled emails that have already been sent.
View the date + time the email was sent; the name of the saved report it was sent to; and which saved email was sent to all those who populated on the saved report.
To view the email statistics for a sent scheduled e-mail, double click the statistics icon.
Under admin you will see the Conference and Retreat tab (if your camp happens to also have the Events module it will say "Events + Conference and Retreat") This tab houses the Conference and Retreat setup. Here you can configure the your rental set up.
If you click on the individual facilities you are brought here where you can upload/remove images of your facilities. You can edit the name, capacity, square footage, rate type, and/or rate amount, as well.
If you click on the individual equipment you are brought here where you can upload/remove images of your equipment. You can edit the name, quantity, description, rate type, and/or rate amount, as well.
Package templates are pre set packages you can create with:
- Facilities, equipment, and meals.
- Set quantiles for equipment.
- Set meal options.
- Defined rate types/amounts.
These package templates can then be used as pre-sets to select from and sell to clients.
Select "Add new package template..."
Once the package template is named you may click on the title to fill out the template.
Add custom text to different pages of your Events Dashboard and configure which links display on the login page.
Access your Events Dashboard settings via Admin > Events tab > Events Dashboard.
Note: If you've also added our Conference + Retreat module, the tab will read "Events + Conference and Retreat".
Add custom content to the homepage of the Events Dashboard.
The homepage is the first page guests see immediately upon logging into the Dashboard. Use the text editor toolbar to add add text, links, images, tables, and more.
Note: All guests see the same homepage (whether they're the leader of a group registration, or registered as an individual), so any content you add here will be seen by all guests.
Add custom content to the Group registration page of the Events Dashboard. Group leaders access the Group registration page to begin the registration process.
Add custom content to the Individual registration page of the Events Dashboard. Guests registering individually access the Individual registration page to begin the registration process.
Show RFI links on Event Dashboard login page: Choose whether to display the link for your group/individual "Request for Information" forms on the login page (e.g. if a group leader/guest who doesn't have an account yet accidentally accesses the login page, when they actually need to request more information).
Show new registration form links on Event Dashboard login page: Choose whether to display the link for your group/individual "Direct Registration" forms on the login page (e.g. if a group leader/guest who doesn't have an account yet accidentally accesses the login page, when they need to create an account and register).
Generate custom PDFs that contain merged data from a person's CampSite profile.
First, create a Document template to customize which fields of data will populate on to the PDF and stylize it to your liking (you can even embed profile pictures into each Document, too).
Then, generate a single Document via someone's profile page or a batch of documents for everyone populating on an advanced report.
Common uses for a Document include:
In this article, learn how to:
Navigate to the Admin settings page.
Provide the overall settings for the Document:
Next, create the content that appears on the Document by double clicking the pencil icon to the left of the Document name.
Use the text editor to type text that should appear on the Document, or paste content from external sources. Merge in data from the person's profile page, and/or their profile photo.
To demonstrate, here's an example of the content for a camper Document called "Printed Enrollment Form."
Above, plain text (which appears in black) precedes each merge field (which appear in blue). When generated, the document will display the same plain text for every camper, but the merge fields will produce personalized data from the camper's profile (E.g. "Name: Rolando").
See the "Document PDF" below for a screenshot of how the "Printed Enrollment Form" Document will look when it's generated for a specific camper.
After a Document template is created, the Document can be generated for an individual or in mass.
Generate a Document for one person via the Action Menu on the person's profile page.
For example, to generate a camper Document for an individual camper, go to the camper's profile page and:
A pop-up window will display all the Documents that exist for this type of account (e.g. in the screenshot above, we're seeing all camper Documents).
Click the name of the specific Document you wish to generate and a PDF will be created. Depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
For example, here's what the "Printed Enrollment Form" Document from above looks like when generated.
See how the merge fields are populating information specific to Rolando.
Generate a Document for multiple people at once via the Advanced Reports page.
First, create an Advanced Report that contains all of the individuals you wish to generate a Document for.
Click the Documents button in the report toolbar.
A confirmation message will display at the top of the screen to confirm that CampSite has begun generating your Documents. Once they've been generated, you'll receive an e-mail with from CampSite containing a link to download all Documents that were generated.
Within the e-mail that's received, click the button that says "Click here to download" and a .zip file containing all of the Documents will be downloaded to your device.
CampSite profile pages come with a standard set of fields for storing data. To store additional data not included in our standard fields, camps can create their own "custom" fields.
Admin users then enter data into those fields from the profile page; in mass by editing an Advanced Report; or by importing a .CSV. Click here to learn more about all 3 methods of inputting data into custom fields.
Note that end users cannot see custom fields, with one exception - click here to learn more.
For example, all camper profile pages include the basic data fields shown in annotation #1 above. Annotation #2 shows examples of "permanent" custom fields for storing a camper's alumni ID, and whether or not the camper's been sent a welcome packet.
In this article, learn about:
Custom fields are managed from the Admin page, within the respective module tab. For example, the screenshot above shows custom fields for Camper profiles.
There are different types (i.e. "scopes") of custom fields for each type of profile page. The scope determines how frequently data is stored within the field and thus where the field appears on the profile page.
The following Custom Field scopes can be created for the following profile page types:
Permanent field: Only one value can be stored for each person. This type of field is available for Family, Camper, Alumni, Staff, Group, Guest, and Donor profile types. Only permanent fields can be set to be visible on the Parent or Camper profile page. No other form scopes can be set to be visible on the login dashboard. Permanent custom fields cannot be set as visible on the login dashboard to any other profile type except Family and Camper profiles.
Yearly field: One value can be stored per database year, for each person. This type of field is available only to Camper, Staff, Group, Guest, and Donor profile types.
Session field: One value can be stored per session, per year, for each person. This type of field is available only to Camper and Staff profile types.
Event field: (for CampSite's Events module) One value can be stored per event, per year, for each group or guest. This type of field is available only to Group and Guest profile types.
Salary field: (for CampSite's Staff module) One value can be stored per year, within the Salary details tab of a staff person's profile. Both types of Salary custom fields are also protected by the "Salary details" admin user permissions, to control which admins have access to the data in these custom fields. Click here to learn more. Also, "Salary amount" fields are summed together for a salary total. Click here for full details on Staff Salary fields. This type of field is available only to Staff profile types.
For example, in the screenshot above, Camp Firewood created a yearly custom field to record a camper's "swim level." This allows admins to store a separate swim level value for each year.
The location of a custom field on a person's profile depends on the scope.
Permanent custom fields are stored on the main tab of a person's profile page, e.g. the 'Basic Info' tab for Campers.
Yearly custom fields are stored within each year tab, then within a sub-tab titled Custom fields.
To find session custom fields (for Campers or Staff), select a year tab, then a session tab, then the sub-tab titled Custom fields.
Admins can enter data into a custom field one person at a time (via their profile page), or in mass via an advanced report.
Custom field data can also be imported via spreadsheet - click here to learn more.
Edit/insert custom field values the same way you edit other profile fields.
Double click directly on the current value or the word 'edit...'
Insert/edit a value into the input field and click Ok to save.
Note that the type of input field available is based on 'type' that was selected when the custom field was created.
Add the custom field to an advanced report and then activate the Edit function.
For instructions on how mass edit data through an Advanced Report, click here.
You can also add custom field values in mass by uploading a .CSV with those values.
For help on how to import data into CampSite, click here to read our "Import Data" article.
Custom fields for the Family profile page have a 'visibility' setting that controls whether this field is visible (either read-only, or editable) by the parent when logged into their parent dashboard.
When visibility is 'none', the field does not appear on the parent dashboard and is admin-only, like all other custom fields.
Primary parents can access visible custom fields by opening the "My Account" page, selecting the "Family info" tab, and viewing the "Other information" section.
Family profiles can only use the Permanent custom field type, so only Permanent fields that are set to be visible to the parent Dashboard will appear on the Parent Dashboard > "My Account" page.
Permanent Custom Fields on the Camper level can also be seen on the Parent Dashboard when set to be visible. When set as such, these can be seen under the Parent Dashboard > "My Account" page > Camper info > Click on a Campers name.
In addition to the traditional scopes (permanent, yearly, and session), the Staff module also includes custom fields for storing more salary information. All staff salary custom fields appear within the "Salary details" tab of the Staff profile page along with their basic salary information and staff charges.
There are 2 types of salary custom fields: those for storing "Salary information", and those for "Salary amounts".
Note that both "Salary amount" fields are also protected by our existing "Salary" admin user permissions.
Salary information fields are for storing additional salary-related information. You can create any type of field - yes/no, dropdown, small text, etc., and these fields appear and function like all other custom fields.
For payment amounts, use salary amount fields.
Custom salary information fields appear in a separate table, in the middle of the Salary details tab of the Staff profile page. Double click the current value/"edit..." to change insert or edit a value as needed.
Salary amount fields are for money/decimal amounts only, and are displayed as line items on the Salary tab of the staff person's profile page. They're then summed together with the staff person's "Base salary" to calculate their total salary.
Select "Salary amount" as the scope. Note that the "Type" will be locked as Money/Decimal. If you need to store non money/decimal data, create a "Salary information" field instead.
Next, select whether or not the salary amount you'll record in this field is taxable.
Salary amount fields can also be re-arranged to control the order in which they appear on the Staff profile page.
Click the rearrange icon and then drag & drop each field into the desired order.
Custom salary amount fields appear in the bottom section of the Salary details tab of the Staff profile page.
Double click the current value/"edit..." to insert or edit a value as needed.
CampSite will autocalculate the Total Salary; Total Taxable Salary; Total Charges; Adjusted Salary; and Adjusted Taxable Salary amounts at the bottom of the salary amounts table.
To learn how these amounts are calculated, click here to read our support article on the Salary details tab.
Generate custom labels that contain merged data from a person's CampSite profile.
First, create and save a custom label template that contains the data you wish to populate onto the label. Then, generate a single label for one person (from their profile page); or, a sheet of labels for multiple people (from an advanced report).
Note that all CampSite databases come included with a mailing label. Common custom Labels that camps typically create include name tags, transportation tags, and backpack labels.
Learn how to:
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Printing Tip |
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When printing out a sheet of generated labels, make sure your printer "scale" setting is set to "actual size" or 100%. Do not select “Fit to Page” or your device will resize the labels, causing them to not align correctly when printed. |
Navigate to the Admin settings page.
*Select from the list of label formats we currently support. If you're using a different label, click "My format isn't listed" and send us the label specs. If there's high demand for that type of label, we'll work to add it in a future release.
Next, to add content to the label, double click the pencil icon to the left of the label name.
Use the text editor to type plain text that should appear on every label. Click "Add merge fields" to merge in specific data from the person's profile page, and/or their profile photo.
Use the toolbar to stylize your text, embed images, etc.
To demonstrate, here's an example of a camper Label called "Bus Tag":
Above, plain text (which appears in black) precedes merge fields (which appear in blue). When generated, the label will display the same plain text for every camper, but the merge fields will produce personalized data from the camper's profile (E.g. "Bunk Name: Group 7-A").
See the "Label PDF" below for a screenshot of how the "Bus Tag" label will look when it's generated for a specific camper.
Generate a label for a single person or for multiple people at once.
Generate a label for one person via the Action Menu on the person's profile page.
For example, to generate a camper label for an individual camper, go to the camper's profile page,
Next, select all available labels depending for this type of account (e.g. all saved Camper labels when generating a label for a camper).
Click on a label and CampSite will generate a PDF with the label for you to save or print. Depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
For example, here's what the "Bus Tag" label from above looks like when generated.
See how the merge fields are populating information specific to Sandra.
Generate a sheet of labels for multiple persons at once via an advanced report.
First, create a report so that your results contain everyone you wish to generate a label for.
Then, click the Labels button above the report results.
Next, select which label you wish to generate for everyone in your report results.
CampSite will begin generating your labels as a PDF and then send them to you via email (to the address that you use to log into CampSite with).
Look for an email with the subject line, "Your labels '_____' are ready!"
Open the email and click the "Click here to download" button top download the PDF of labels that were generated.
Again, depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
Admin users can record internal notes via the "Notes" tab on each profile page in CampSite.
Each time a note is created, it's assigned to a specific note category. Camps can create/manage their preferred note categories via the Notes admin settings for their database.
Control which admin users are allowed to read/edit/create notes within each category via the note category settings.
Each module has its own Notes settings on the Admin page. First, select a module tab (e.g. Campers; Families; Staff); and then select "Notes" from the sidebar menu underneath.
From the Notes page, admins can:
Note: Admin users cannot access the "Notes" admin tab outlined in this article unless they have the Notes admin user permission for the corresponding module. Click here to learn more about user permissions.
First, click the "Add new category..." link.
Next, type the name of the category; select which admin users are permitted to read/edit/create the notes in this category, and click the add the category.
Change a category name and/or edit which users are allowed to access notes within the category.
Double click the pencil icon for the category you wish to edit.
Double click the red delete button to delete a category. If a category has notes in it, you cannot delete that category.
The "Request for information" and "Direct Registration" forms are used by groups/guests to create their account for your Events Dashboard.
To manage your Request for information + Direct Registration forms, navigate to Step 1 of the Events Setup Wizard within the Events Admin tab.
Before they can access your Events Dashboard (including your registration form, payments, and more), groups/guest must create an account first. In order to create an account, they must complete either the Request for Information or Direct Registration form.
Note that there's a "group" and "individual" version of each form.
Group leaders who plan to register a group of people for an event should use the Group Request for Info or Direct Registration forms. Individuals who plan to register only themselves for an event should use the Individual Request for Info/Direct Registration forms.
The Request for Info form is meant for sending an inquiry to your camp to follow up on before the group/guest proceeds with registration.
The Direct Registration form will proceed the group/guest directly to registration immediately after they create their account.
Both the Request for Information and Direct Registration Forms come included with sections of basic questions (date of birth, contact information, etc.)
Under "General Options", customize how these question sections display by rearranging the order they appear in and/or controlling whether a section actively appears on the form. For example, if you don't wish to collect the group leader's address, make the "group address" section not active.
Add custom text to the header area of each form. This can be used to provide useful information, instructions, external links, etc. that you wish to present to groups/guests before they start completing the form.
Type content into the textbox and use the toolbar to format the content as needed (e.g. embed images, links, change font colors, etc.)
Save changes when you're finished.
Add your own custom questions to these forms in addition to the questions that come included.
To add custom questions to the group forms, click "Group questions" on the left. To add questions to the forms for individuals, click "individual questions."
Note: In order for custom question sections to appear on the form, the "group questions" and "guest questions" sections must be active under General Options.
Create an email message to send to groups/individuals as soon as they complete the form.
Use the text editor toolbar to format the automatic email message, and/or embed images, links, etc.
Make sure to click "Save Changes" before leaving the page.
Create "events" to represent the different events that groups/guest can register to attend. Each event must have a specific start and end date, and can also have a maximum capacity (to limit the number of attendees who may register).
Important note:
To manage your Request for information + Direct Registration forms, navigate to Step 1 of the Events Setup Wizard within the Events Admin tab.
From Step 2, you may:
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Create a new event on Step 2, then go to Step 6 and add the event to an enrollment option. |
Provide the name, start/end date and time, the maximum capacity (to limit how many may register for the event), and a description of the event.
You may also configure sub-capacities ("group capacities") by editing the event after it's created.
Note that you may edit an event at anytime, even if registration has already begun. Any changes you make will apply to new registrations that occur from that point forward.
Double-click the pencil to edit an event.
Edit the event details as well as group capacities.
Using group capacities, you can limit how many attendees of a certain age/gender may register for the event.
Note that capacities only limit how many can register; they do not limit who is eligible to register.
Click + Add group capacity...
Select a capacity amount and the appropriate gender and/or age filters. For example, in the screenshot above, the event is limiting only 50 spots for attendees age 0-17 as of 9/18/2021.
Click 'add group filter' when finished. Add additional group capacities as needed.
Group capacities can be edited or removed at anytime (even after enrollment has begun).
Note that group capacity criteria cannot be edited. Instead, delete the capacity and add a new one with the correct criteria.
Deleting an event serves to permanently remove it from your CampSite database.
To delete an event, double click the red delete button.
When the delete button is grey, it indicates that the event cannot be deleted because it's been built into a registration option.
Event transaction categories allow you to organize the Events transactions within your CampSite database.
Each time an Events transaction is created, it's labeled with at least 1 Events transaction category. Admin users can then filter financial reports by transaction category in order to generate financial data on a per-category basis.
To manage your transaction categories, navigate to Step 3 of the Events Setup Wizard within the Events Admin tab.
From Step 3, you may:
First, you'll create various transaction categories on Step 3 to reflect the different types of transactions you expect to generate. Then, you'll designate these categories to certain registration-related transactions you configure (e.g. rates; extras; discounts; etc.) When an attendee registers and those transactions are posted, they'll automatically be labeled with the category you specified when setting up the transaction.
Transaction categories are also used when admins create new transactions manually (via the group/guest profile).
Click + Add a new transaction category...
The new transaction category will be added to your database. To apply the transaction category to certain enrollment form transactions, navigate to the corresponding setup wizard step and edit the "Category" settings for the transaction.
Edit the name, ledger code, or registration years for a transaction category by double clicking the corresponding pencil icon.
Note: "Package" and "Event Rate" are built into your CampSite database so you cannot edit the name or delete either category.
Also, you can't disassociate a transaction category from a year in which the category was assigned to transactions.
To permanently delete a transaction category from your database, double click the delete button on the right.
A transaction category cannot be deleted if it's been applied to a transaction (even in past years). However, you can hide a transaction category for certain registration years by editing the transaction category and deselecting the year(s) for which it's not relevant.
Admin users can select to apply pre-configured registration discounts when processing a group/individual's registration, in order to reduce their registration balance.
To manage your registration discounts, navigate to Step 4 of the Events Setup Wizard within the Events Admin tab.
From Step 4, you may:
Use the sidebar menu to select group or individual registration discounts, depending on which discounts you want to create/manage.
Click the link to add a new registration discount.
For type, select whether the amount should be flat or a percentage. If by percentage, the discount will be calculated as a percentage of the grand total amount of all the events the group/guest registering for.
For accrual event, you may choose to assign all transactions to a specific event for financial accrual reporting purposes. Select "None" and CampSite will automatically assign the discount transaction to all event(s) the group/guest is registering for.
Select a transaction category and designate the amount, then submit.
Double click the current name, category, or amount in order to enable editing.
Make the necessary changes and then click OK to save.
Double click the delete icon to remove a registration discount.
Note that deleting a discount does not impact existing transactions created by this discount. Deleting a discount only impacts which discounts admins can see/select when registering groups/guests moving forward.
Manage the overall settings for your registration form (including terms & conditions and automatic email confirmations).
To manage your registration form setup, navigate to Step 5 of the Events Setup Wizard within the Events Admin tab.
From Step 5, you may edit:
Control whether individuals/groups completing your registration form are able to see the number of spaces remaining for your events (if your events have a maximum capacity).
Add custom text to the top of each page of the registration form, as well as your registration Terms & Conditions (which attendees must sign & agree to in order to checkout), and the confirmation message that displays after the registration form is submitted successfully.
First, select the Group instructions + Terms or Indv. instructions + terms side tab on the left, depending on which registration form you wish to edit.
See the header to confirm which custom text each text box corresponds with.
Customize the automatic confirmation email CampSite will send the attendee as soon as they submit the registration form successfully.
First, select the Group e-mail responses or Individual email responses side tab on the left, depending on which confirmation email you wish to edit.
Add your desired email content into the text box that appears.
Note that CampSite will automatically embed the name of the registration option(s) the attendee selected at the end of your custom email message.
See below for an example.
Manage the registration options that appear on your Events registration form, including the rate(s), custom questions, available coupon codes, and more.
Registration options are unique to the Events Module and are separate from the Camper Enrollment options in the Camper Setup Wizard. For more information on the Camper Enrollment Options please see: Step 9: Enrollment Options
To manage your registration options, navigate to Step 6 of the Events Setup Wizard within the Events Admin tab.
From Step 6, you may:
To create a new registration option on your registration form, you must:
Additionally, you can also add special rate criteria, custom questions, extras for purchase, and coupon codes if needed.
To begin, click + Add registration option...
Enter the name of the option; the description; and choose whether it should actively display on your registration form at this time.
Next, add at least one bundle to the registration option. A registration option will not appear on your registration form until you add at least (1) bundle to it.
First, add the bundle; then, create a group and or individual rate for the bundle.
When creating a bundle, you'll tie a specific Event/s to the registration option and also specify the rate(s), plus any payment installment dates (if needed).
If you create multiple bundles, registrants can select only one bundle per registration option.
Next, expand the bundle to configure the rate. If you don't configure a rate, the registration option will not appear on your registration form.
Make sure to Save changes before navigating away from this page.
If needed, apply a special rate if certain criteria is met.
If the criteria is met, registrants will be charged the special rate instead of the 'default' amount.
For example, if guests 4 and under are free, create an age-based rate of $0 with a minimum age is 0 and maximum age of 4.
If needed, configure a minimum deposit as well as an installment schedule for payment.
Add/manage custom questions on the registration form.
Restrict registration to specific groups already in your database.
Click + Add permitted group... and select an existing group within your database.
Continue adding more groups as needed. To remove a group, double click the delete button on the far right.
Add/manage the extra items/services available for purchase with this registration option.
Add/manage coupon codes that can be entered at checkout for a discount towards the bundle rate.
Refer to the "# of uses" column to see how many times a group/individual has used the coupon code.
Remove an entire registration option or a particular bundle within a registration option from the registration form by hiding or deleting it.
First, expand the registration option to access the bundles therein.
"Application" refers to registration for the Donor dashboard.
From the Application: Settings tab, configure which of your saved Donor emails is sent automatically when a donor registers for the donor dashboard.
Use the dropdown list to select one of your saved Donor emails. If you need to create a new saved Donor email, go to the "Saved e-mails" tab underneath the "Donors" tab of the admin page.
Make sure to click 'Save changes' before leaving the Admin page to apply any changes that you've made.
From your Financial: Communication settings, you can control your automatic email notifications for approved and declined transactions within the Donors module.
To access your Financial: Communication settings, go to Admin>Donors>Financial: Communication.
Control whether or not CampSite automatically sends an email when a donor credit card or checking account transaction is approved.
If these emails are enabled, the email will be sent to the "billing address" associated with the payment method that was used.
Control whether or not CampSite automatically sends an email when a donor credit card or checking account transaction is declined.
If these emails are enabled, the email will be sent to the "billing address" associated with the payment method that was used.
From the Donor module financial settings, configure the default transaction category that all donor payments are assigned to.
Use the dropdown list to select one of your camper transaction categories. If you need to create a new category, you can do so from Camper Setup Wizard Step 3: Transaction categories.
Make sure to click 'Save changes' before leaving the Admin page to apply any changes that you've made.
CampSite profile pages come with a standard set of fields for storing data. To store additional data not included in our standard fields, camps can create their own "custom" fields.
Admin users then enter data into those fields from the profile page; in mass by editing an Advanced Report; or by importing a .CSV. Click here to learn more about all 3 methods of inputting data into custom fields.
Note that end users cannot see custom fields, with one exception - click here to learn more.
For example, all camper profile pages include the basic data fields shown in annotation #1 above. Annotation #2 shows examples of "permanent" custom fields for storing a camper's alumni ID, and whether or not the camper's been sent a welcome packet.
In this article, learn about:
Custom fields are managed from the Admin page, within the respective module tab. For example, the screenshot above shows custom fields for Camper profiles.
There are different types (i.e. "scopes") of custom fields for each type of profile page. The scope determines how frequently data is stored within the field and thus where the field appears on the profile page.
The following Custom Field scopes can be created for the following profile page types:
Permanent field: Only one value can be stored for each person. This type of field is available for Family, Camper, Alumni, Staff, Group, Guest, and Donor profile types. Only permanent fields can be set to be visible on the Parent or Camper profile page. No other form scopes can be set to be visible on the login dashboard. Permanent custom fields cannot be set as visible on the login dashboard to any other profile type except Family and Camper profiles.
Yearly field: One value can be stored per database year, for each person. This type of field is available only to Camper, Staff, Group, Guest, and Donor profile types.
Session field: One value can be stored per session, per year, for each person. This type of field is available only to Camper and Staff profile types.
Event field: (for CampSite's Events module) One value can be stored per event, per year, for each group or guest. This type of field is available only to Group and Guest profile types.
Salary field: (for CampSite's Staff module) One value can be stored per year, within the Salary details tab of a staff person's profile. Both types of Salary custom fields are also protected by the "Salary details" admin user permissions, to control which admins have access to the data in these custom fields. Click here to learn more. Also, "Salary amount" fields are summed together for a salary total. Click here for full details on Staff Salary fields. This type of field is available only to Staff profile types.
For example, in the screenshot above, Camp Firewood created a yearly custom field to record a camper's "swim level." This allows admins to store a separate swim level value for each year.
The location of a custom field on a person's profile depends on the scope.
Permanent custom fields are stored on the main tab of a person's profile page, e.g. the 'Basic Info' tab for Campers.
Yearly custom fields are stored within each year tab, then within a sub-tab titled Custom fields.
To find session custom fields (for Campers or Staff), select a year tab, then a session tab, then the sub-tab titled Custom fields.
Admins can enter data into a custom field one person at a time (via their profile page), or in mass via an advanced report.
Custom field data can also be imported via spreadsheet - click here to learn more.
Edit/insert custom field values the same way you edit other profile fields.
Double click directly on the current value or the word 'edit...'
Insert/edit a value into the input field and click Ok to save.
Note that the type of input field available is based on 'type' that was selected when the custom field was created.
Add the custom field to an advanced report and then activate the Edit function.
For instructions on how mass edit data through an Advanced Report, click here.
You can also add custom field values in mass by uploading a .CSV with those values.
For help on how to import data into CampSite, click here to read our "Import Data" article.
Custom fields for the Family profile page have a 'visibility' setting that controls whether this field is visible (either read-only, or editable) by the parent when logged into their parent dashboard.
When visibility is 'none', the field does not appear on the parent dashboard and is admin-only, like all other custom fields.
Primary parents can access visible custom fields by opening the "My Account" page, selecting the "Family info" tab, and viewing the "Other information" section.
Family profiles can only use the Permanent custom field type, so only Permanent fields that are set to be visible to the parent Dashboard will appear on the Parent Dashboard > "My Account" page.
Permanent Custom Fields on the Camper level can also be seen on the Parent Dashboard when set to be visible. When set as such, these can be seen under the Parent Dashboard > "My Account" page > Camper info > Click on a Campers name.
In addition to the traditional scopes (permanent, yearly, and session), the Staff module also includes custom fields for storing more salary information. All staff salary custom fields appear within the "Salary details" tab of the Staff profile page along with their basic salary information and staff charges.
There are 2 types of salary custom fields: those for storing "Salary information", and those for "Salary amounts".
Note that both "Salary amount" fields are also protected by our existing "Salary" admin user permissions.
Salary information fields are for storing additional salary-related information. You can create any type of field - yes/no, dropdown, small text, etc., and these fields appear and function like all other custom fields.
For payment amounts, use salary amount fields.
Custom salary information fields appear in a separate table, in the middle of the Salary details tab of the Staff profile page. Double click the current value/"edit..." to change insert or edit a value as needed.
Salary amount fields are for money/decimal amounts only, and are displayed as line items on the Salary tab of the staff person's profile page. They're then summed together with the staff person's "Base salary" to calculate their total salary.
Select "Salary amount" as the scope. Note that the "Type" will be locked as Money/Decimal. If you need to store non money/decimal data, create a "Salary information" field instead.
Next, select whether or not the salary amount you'll record in this field is taxable.
Salary amount fields can also be re-arranged to control the order in which they appear on the Staff profile page.
Click the rearrange icon and then drag & drop each field into the desired order.
Custom salary amount fields appear in the bottom section of the Salary details tab of the Staff profile page.
Double click the current value/"edit..." to insert or edit a value as needed.
CampSite will autocalculate the Total Salary; Total Taxable Salary; Total Charges; Adjusted Salary; and Adjusted Taxable Salary amounts at the bottom of the salary amounts table.
To learn how these amounts are calculated, click here to read our support article on the Salary details tab.
Generate custom labels that contain merged data from a person's CampSite profile.
First, create and save a custom label template that contains the data you wish to populate onto the label. Then, generate a single label for one person (from their profile page); or, a sheet of labels for multiple people (from an advanced report).
Note that all CampSite databases come included with a mailing label. Common custom Labels that camps typically create include name tags, transportation tags, and backpack labels.
Learn how to:
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Printing Tip |
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When printing out a sheet of generated labels, make sure your printer "scale" setting is set to "actual size" or 100%. Do not select “Fit to Page” or your device will resize the labels, causing them to not align correctly when printed. |
Navigate to the Admin settings page.
*Select from the list of label formats we currently support. If you're using a different label, click "My format isn't listed" and send us the label specs. If there's high demand for that type of label, we'll work to add it in a future release.
Next, to add content to the label, double click the pencil icon to the left of the label name.
Use the text editor to type plain text that should appear on every label. Click "Add merge fields" to merge in specific data from the person's profile page, and/or their profile photo.
Use the toolbar to stylize your text, embed images, etc.
To demonstrate, here's an example of a camper Label called "Bus Tag":
Above, plain text (which appears in black) precedes merge fields (which appear in blue). When generated, the label will display the same plain text for every camper, but the merge fields will produce personalized data from the camper's profile (E.g. "Bunk Name: Group 7-A").
See the "Label PDF" below for a screenshot of how the "Bus Tag" label will look when it's generated for a specific camper.
Generate a label for a single person or for multiple people at once.
Generate a label for one person via the Action Menu on the person's profile page.
For example, to generate a camper label for an individual camper, go to the camper's profile page,
Next, select all available labels depending for this type of account (e.g. all saved Camper labels when generating a label for a camper).
Click on a label and CampSite will generate a PDF with the label for you to save or print. Depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
For example, here's what the "Bus Tag" label from above looks like when generated.
See how the merge fields are populating information specific to Sandra.
Generate a sheet of labels for multiple persons at once via an advanced report.
First, create a report so that your results contain everyone you wish to generate a label for.
Then, click the Labels button above the report results.
Next, select which label you wish to generate for everyone in your report results.
CampSite will begin generating your labels as a PDF and then send them to you via email (to the address that you use to log into CampSite with).
Look for an email with the subject line, "Your labels '_____' are ready!"
Open the email and click the "Click here to download" button top download the PDF of labels that were generated.
Again, depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
Generate custom PDFs that contain merged data from a person's CampSite profile.
First, create a Document template to customize which fields of data will populate on to the PDF and stylize it to your liking (you can even embed profile pictures into each Document, too).
Then, generate a single Document via someone's profile page or a batch of documents for everyone populating on an advanced report.
Common uses for a Document include:
In this article, learn how to:
Navigate to the Admin settings page.
Provide the overall settings for the Document:
Next, create the content that appears on the Document by double clicking the pencil icon to the left of the Document name.
Use the text editor to type text that should appear on the Document, or paste content from external sources. Merge in data from the person's profile page, and/or their profile photo.
To demonstrate, here's an example of the content for a camper Document called "Printed Enrollment Form."
Above, plain text (which appears in black) precedes each merge field (which appear in blue). When generated, the document will display the same plain text for every camper, but the merge fields will produce personalized data from the camper's profile (E.g. "Name: Rolando").
See the "Document PDF" below for a screenshot of how the "Printed Enrollment Form" Document will look when it's generated for a specific camper.
After a Document template is created, the Document can be generated for an individual or in mass.
Generate a Document for one person via the Action Menu on the person's profile page.
For example, to generate a camper Document for an individual camper, go to the camper's profile page and:
A pop-up window will display all the Documents that exist for this type of account (e.g. in the screenshot above, we're seeing all camper Documents).
Click the name of the specific Document you wish to generate and a PDF will be created. Depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
For example, here's what the "Printed Enrollment Form" Document from above looks like when generated.
See how the merge fields are populating information specific to Rolando.
Generate a Document for multiple people at once via the Advanced Reports page.
First, create an Advanced Report that contains all of the individuals you wish to generate a Document for.
Click the Documents button in the report toolbar.
A confirmation message will display at the top of the screen to confirm that CampSite has begun generating your Documents. Once they've been generated, you'll receive an e-mail with from CampSite containing a link to download all Documents that were generated.
Within the e-mail that's received, click the button that says "Click here to download" and a .zip file containing all of the Documents will be downloaded to your device.
Authorized users are "extended family members" that are added to a family's account in order to have access to your camp's Camp Today media page.
These are the two links associated with Camp Today: Media that are used for Authorized Users and Extended Family Members:
This is the Extended Family login landing page. If you enter this URL with your domain name in place of the "subdomain" portion, this will bring Extended Family to their login page for Camp Today. Here they can access Camp Today after their account has already been created.
Please note that Authorized users can only access Camp Today; they can't access any other features on your Parent Dashboard.
You can customize the automatic email notification than an authorized user receives when they're added to a family's account by navigating to Admin> Camp Today> Authorized Users.
CampSite will automatically populate a new users login credentials after your custom message, so don't worry about adding them here.
Type your message and stylize it as needed, then click to save your changes. This email will be sent when an admin user or when a family member adds a new Extended Family member for a family.
The Camp Today theme allows you to choose a custom color scheme for your Camp Today Media. The live preview will help you determine which colors will look best.
The Theme can be customized by going to Admin > Camp Today > Media: Theme.
Setting Camp Today Media Permissions allows you to control the blog posts users can see.
Camp Today Media Permissions can be controlled by going to Admin > Camp Today > Media: Permissions.
Manage the Camp Today Communication settings via Admin > Camp Today > Communication: Settings.
Here, you can configure the minimum number of required characters on emails that parents/extended family members write to their campers.
If a family member attempts to send an email that does not meet the minimum requirements, they'll receive an error explaining that their message must be longer in order to send.
Admin users can manage certain settings for their user account via the "My Profile" page.
To access your "My Profile" page, click the link in the navigation bar containing your name (or, when using our mobile layout, the cog wheel icon in the top right).
Change the current password used to log into your CampSite account. Passwords be at least 8 characters in length, contain one uppercase letter, one lowercase letter and one number.
Click "Change password" to apply the new password to your account. Starting with the next time you log into CampSite, use the new password to access your account.
Enable two factor authentication via the Google Authenticator app for enhanced security when logging into CampSite.
To enable 2FA:
Moving forward, after entering your email + password on the admin login screen, you'll then be prompted to the enter 6 digit code from Google Authenticator before logging in.
Choose for how CampSite redirects when you search for/select a camper in the navigation bar.
Click "Update settings" to apply any changes.
Select this setting to receive e-mail notifications in regards to CampSite's availability status.
If selected, any status emails will be sent to the email address designated for the user's CampSite account. Users may also visit the CampSite status page to manually view any status updates - https://status.campmanagement.com/
Click "Update subscriptions" to apply any changes.
Opt in/out of current Beta programs for new functionality that's still in testing.
Responsive design beta: Choose which CampSite layout you want to use when you log in on different devices. The responsive design optimizes CampSite when logging in on a cellphone/tablet, but can also be used on larger screens (like laptops and desktops).
See below for examples of the responsive layout vs. the legacy layout on a laptop/desktop screen.
For camps who have purchased access to CampSite's API, manage your API key and access our API documentation here.
If you're interested in purchasing API access for your CampSite database, email CampSite support via support@campmanagement.com.
Click here to access all of our articles related to adding and managing admin users for your CampSite database.
Occasionally, you may need to add several users to CampSite, such as your seasonal office staff, with similar permissions based on their role. Rather than setting these permissions individually for each user, you can easily create a User Template to be applied with the user is added.
User templates can be created in Admin > DB Management > User Templates.
Click +Add new user template...
Enter the name of the new user template, then click Submit.
Click the various sections to set the permissions for each module.See documentation on permissions levels for more information.
After setting permissions levels, click Save changes for this user template.
Dropdown lists contain specific responses that can be selected from a dropdown menu. By associating a dropdown list with a certain question or custom field, you can limit the responses to a list of preset values.
All of your camp's dropdown lists are stored/managed under your camp's DB Management settings.
To access your camp's dropdown lists, go to Admin > DB Management > Dropdown lists.
Note that every CampSite database comes included with standard dropdown lists. These lists are already attached to standard questions that come built into various forms (e.g. collecting the person's gender when their account is created, collecting lead source information via "how did you hear about us?", etc.) While you can edit the values on these lists, you cannot use these existing lists on any custom questions that your camp creates.
From the dropdown lists tab, you can:
Navigate to the dropdown lists tab of your DB Management settings, and then click "Add new dropdown list..."
*Parents etc. will not see the name of a dropdown list--admins will reference lists by name when selecting which list to attach to a dropdown question or custom field.
Next, you'll add values to the dropdown list.
Continue typing/add values until you have the list that you need.
Click the name of the dropdown list to expand it and view the current values included in the list.
Dropdown list values cannot be edited. If you want to change a value, you can remove it and then add a new value.
To completely remove a value from the list, you can delete it. You can also make a value "admin only", so that it's only removed from the parents' view, but still accessible by admins.
Camps can delete any custom dropdown lists they've created, if the dropdown list is not currently linked to a question or custom field.
The standard dropdown lists that come provided with CampSite cannot be deleted.
To delete an entire dropdown list, double click the red delete button on the far right of the dropdown list name.
An email template refers to the header and/or footer image(s) that appear on the email messages sent from your CampSite database.
Create and save different email templates if you wish to theme certain messages differently emails (e.g. for branding purposes) and select them each time you send an email.
Please note: Every CampSite database has a "default" email template that matches the Parent Dashboard theme that was configured when your database was first created. Camps cannot edit their "default" template manually. If you need your default template updated, please contact CampSite Support.
To manage your custom e-mail templates, go to Admin > DB Management > E-mail templates.
From the email templates tab, you can:
Navigate to the e-mail templates tab of your DB Management settings, and then click "Add new email template..."
Here, enter a name for the template and submit. You'll edit the actual content in the next step.
Double click the pencil icon to access the template content.
By default, CampSite will pre-populate a ~~~text~~~ placeholder within the template. This ~~~text~~~ placeholder must remain in your template, to indicate where the body of your email message should appear when you apply this template to an email.
To customize your template, you'll add content above and/or below the ~~~text~~~ placeholder, as needed.
If you're adding a header image, move the ~~~text~~~ placeholder down a line. Click above the ~~~text~~~ placeholder and then click the embed image tool.
Upload your image, send it to the server, and then edit the width/height or alignment if needed.
In the example above, the email template will populate a header image above the body of the email. If you wish to also add a footer image, add the image beneath the ~~~text placeholder~~~.
When you're done editing the template content, click Save e-mail template.
Double click the pencil icon to access the template content.
Edit the template content and click Save e-mail template when finished.
Double click the delete icon to remove the email template from your database.
Create and save preset signatures to apply to email messages you send via CampSite.
To manage your custom e-mail signatures, go to Admin > DB Management > E-mail signatures.
From the email signatures tab, you can:
To learn more about how to apply an email signature to an email, click here.
Next, edit the email signature to add content to it.
Double click on the pencil icon for the signature.
Then, create the email signature using the text editor.
Embed images or links and stylize your text as needed.
Double click the copy icon to duplicate an existing email signature (e.g. to save time when needing to create a similar version).
Double click the delete icon to delete an email signature from your camp's database.
Each time you compose an email in CampSite, you can apply a preset email signature to your message using the 'E-mail signature' setting.
Click the dropdown list to select any of the signatures saved in your database.
Note that the signature will not appear within the text editor for composing your message. To preview the signature on your message, use the 'Preview this e-mail' function (or, send yourself a test e-mail).
CampSite's form review feature allows admins to record their review of each submitted form, using a custom dropdown list of different review statuses.
To enable/disable form review for your database, go to Admin > DB Management > Forms.
Click here to learn more about how to mark forms as reviewed.
Control who has access to your CampSite database by creating and managing admin users. You may also revoke access either temporarily (by locking a user's account) or more permanently (by deleting their account).
Note: Only existing admin users with DB Management admin permission will have the ability to create and manage users as needed. To learn more about this permission setting, click here.
In this article, learn about:
Creating a new user is a 2-step process:
To create a new user, go to Admin > DB Management > Users > +Add new user...
First, you'll be asked to set up their account credentials.
Provide the user's first and last name and their email address.
You can also preset their user permissions by selecting a user template, if applicable. To apply their permissions manually after creating the user, leave User template as None.
Upon submitting this modal, CampSite will automatically send the user the following email, which includes their username and a link to set up their account password/log in.
Please note: for security purposes, this link expires after 24 hours.
Upon clicking the link, the user will be directed to the password reset page:
After creating a password and submitting the page, the user will be logged into your database.
Next, configure the settings for the new user's account.
To access the settings for a user, double click the 3 dots icon to expand icon the settings their account. When you're creating a new user, their settings will expand automatically.
Control what the user can see and do within CampSite by managing their permission settings.
By default, a new user will have no permissions (if a user template was not selected when creating the user). Without permissions, the user will not have access to anything upon logging in.
User permissions are grouped by CampSite module.
For detailed instructions on how to apply user permissions (including what each permission represents), please click here to read our Admin User Permissions article.
Please note: If the user is currently logged in while you make changes to their permissions, they must log out and log back in to see the new permissions take effect.
Configure which email notifications the user receives.
Email notifications are grouped by module.
Determines which CampSite page the user is directed to immediately after logging in.
Change the user's password.
Note that admin users are able to change their passwords themselves. If an admin user forgot their password, they can reset it by clicking "Forgot password?" on your CampSite database login screen. Or, they can change their password while they're logged into CampSite, via the "My Profile" page.
Double click a user's current first name, last name, or email address to edit.
The field will become editable. Make your changes and click OK to save.
To prevent a user from logging into your CampSite database, you may lock the user out of CampSite or delete the user's account.
Locking a user out of CampSite can be used to temporarily revoke the user's access (until you unlock them later), while deleting is used to permanently revoke the user's access.
If you need to temporarily prevent a certain user from logging into CampSite (e.g. seasonal employees during the off-season), use CampSite's lock feature to lock them out of your database.
Locked users will not be deleted from your database, but they won't be able to log into CampSite as long as their account is locked.
Find the user and double click the lock icon next to their last name.
Agree to lock the user's account by clicking OK.
The lock icon will turn to yellow when the user is locked out.
Note that locked users will not appear throughout the database when you're prompted to select users to include in a certain action (e.g. persons to BCC on an email; persons to share an advanced report with, etc.)
Double click the yellow lock icon to unlock a user.
You'll be asked to confirm, and upon doing so, the user's account will be unlocked. The user will then be able to log into your CampSite database as needed.
When you want to prevent a user from accessing your database permanently, delete the user's account.
Delete a user's account by double clicking the delete button on the right.
When a user is deleted, their account cannot be undeleted the same way you can unlock a locked account. However, if you delete someone by mistake, you may contact CampSite Support and request that we un-delete a user.
Again, deleted users will not appear throughout the database when you're prompted to select users for something (e.g. persons to BCC on an email; persons to share an advanced report with, etc.)
Control who has access to your CampSite database by creating and managing admin users.
Configure unique permissions for each admin user to tailor their access level based on their role within your organization. Also, temporarily lock out seasonal employees as needed.
Watch the clip from our Phase 1 training session below to see how to add/remove administrative users and manage their account settings.
Each admin user in your database has permission settings that determine which features or actions they're permitted to complete per CampSite module. To manage a user's permissions, expand the Admin user's account settings and navigate to the "Permissions" section.
To access a user's permission settings, double click the 3 dots to expand the user's account settings and then navigate to the "Permissions" section.
Permissions are categorized by the modules included in your CampSite subscription. Click a module to expand the permission settings therein.
First and foremost, a module must be enabled for the user.
To allow a user to access to a certain module, expand the module permissions and click "Enable module for this user." The user will now have read-only access to the information within that module.
To extend their access beyond "read-only", select to grant the user additional permissions.
The permissions available for each module will be listed beneath "Enable module for this user." Check-mark any/all checkboxes for the permissions that should be granted to the user.
When you're finished selecting permissions, click "Save changes for this user." If you do not click "Save changes for this user", your changes will not be saved.
For details on the permission settings for a specific CampSite module, select the module from the list below.
If your database is part of a Camp Group, you can read more on applying permissions for unified admin users here.
The User Permissions Report allows you to report on which admin users have certain user permissions within CampSite.
Access the user permissions report from the Admin > DB Management > Users permission page.
To generate the report, select a particular module and then select a category of permissions within that module.
For databases that are part of a Camp Group, unified admin users who have an account for multiple camps will show multiple rows of permissions.
For more information on editing user permissions, read our Admin user permissions article.
Enable automatic email notifications when certain actions occur in CampSite.
To access a user's email notification settings, double click the 3 dots to expand the user's account settings and then navigate to the "E-mail notifications" section.
Notifications are categorized by type/module - click each category to expand the email notifications relevant to that module.
Receive an email notification each time a new family is created in your CampSite database.
Receive an email notification each time a camper submits the enrollment form.
Receive an email notification each time a camper is approved for enrollment.
An example of how the 'Camper enrollment' notification reads for parent-driven enrollment.
An example of how the 'Camper enrollment' notification reads for admin-driven enrollment.
Receive an email notification each time an admin user changes a camper's sessions using the "Manage Sessions" tool.
Receive an email notification each time an admin user unenrolls a camper using the Unenrollment Wizard.
Receive an email notification each time a camper submits or re-submits a camper form via the parent dashboard.
When a camper submits a form for the first time, the notification reads "X form submitted by [Camper]".
When a camper re-submits an editable form, the notification reads "X form updated by [Camper]".
Receive an email notification each time a camper purchases enrollment extras after they've already submitted the enrollment form.
Receive an email notification each time a camper's reference submits their reference form.
Receive an email notification each time a family submits or re-submits a family form via the parent dashboard.
When a family submits a form for the first time, the email notification reads "X form submitted by [Family]"
When a family re-submits an editable form, the email notification reads "X form updated by [Family]"
Enable automatic email notifications when certain actions occur in CampSite.
To access a user's email notification settings, go to Admin > DB Management > Users. Find the user you'd like to update, double-click the 3 dots to expand the user's account settings, then navigate to the "E-mail notifications" section.
Notifications are categorized by type/module - click each category to expand the email notifications relevant to that module.
Receive an email notification each time an applicant submits the "Begin Staff Application" page to create their account for your Staff Dashboard.
Receive an email notification when an applicant submits the "Terms & Conditions page" at the end of their application.
Receive an email notification when an applicant's reference submits your online reference form for the applicant.
Receive an email notification when an admin user hires the applicant using the Hiring Wizard.
Receive an email notification each time an admin user changes a staff person's hired sessions using the "Manage Sessions" tool.
Receive an email notification each time an admin user changes a staff person is unhired from all sessions using the Unhiring Wizard.
Receive an email notification each time a staff person submits or re-submits a staff form via the staff dashboard.
When staff submit the form for the first time, the notification reads as "X form submitted by [Staff]".
When staff re-submit an editable form, the notification reads as "X form updated by [Staff]".
Multiple CampSite databases that share an affiliation with each other can be linked together to form a "camp group" for a more seamless admin user experience, including:
Note that forming a camp group only impacts the admin user experience. The parent/staff/event dashboards will remain as separate portals for each database within the group.
When adding, deleting, or editing an admin user's account in a database that's part of a camp group, a new setting allows for those changes to also be applied to all other databases within the group.
Deselecting this setting will allow the changes being made to apply to the present database only, so that the user can have different settings within each separate database.
To report on which permissions users have across all databases within the camp group, generate the user permissions report.
After logging into one of the camp databases within a group, users can easily switch to different databases within their group without needing to enter their login credentials again.
Linking multiple databases to form a camp group also provides the option to generate unified reports on the data across all databases within the group. Create a unified report to generate collective data from multiple databases, or report on each database individually.
For general information on creating new users, please read our article on "Adding administrative users."
When creating a new user for a database that belongs to a camp group, a new option will appear that allows the user to also be created in all other databases within that group - granting that user a "unified login" across those databases. Users with a unified login will use the same e-mail and password to log into any camp within the group; once logged into a database, they can easily switch between databases within the group using the "camp group" menu.
To simultaneously create a new user for multiple databases within the group, log into one of the databases within the group and begin adding the user.
Before submitting, select to "Create this user" in all other databases within the camp group. This new user will then be created in all databases within the group.
Note: the admin creating the new user may only create the user for databases in which the admin has "DB Management" admin permission. If the admin does not have this permission for a database within the camp group, they will not be presented the option to create the new user for that database.
If a user template is applied when creating the user, the user will receive the same permissions template in every database.
If the new user is sent login instructions, the user's "welcome" e-mail will contain links to every database within the group.
When creating a new admin in other camp databases within my camp group, can I choose specific camps to create them for?
No - the new user will be created in all other camp databases within your camp group for which you have "DB Management" permissions. However, you can always delete a user from individual databases within the group, as needed.
If a user has a unified login for multiple camps, can I still give them different permissions within each camp?
Yes - when editing the account settings for a user with a unified login, you'll be presented the option to choose whether or not to apply those changes to their linked accounts in other databases (or, to the present database only).
When editing the account settings for a user that has an account for multiple camps within a camp group, a new option will allow those changes to be applied to all databases for which the user has an account.
To apply the same settings across all databases, select to "apply changes to other camps in the group this user is an admin for" before saving changes. Upon saving, the settings selected will also be applied to the user's account within the other databases.
By deselecting this setting, CampSite will only apply these settings to the user's account in the present database. This allows a camp group to grant the user different settings for each database in the group, as needed.
I'm not able to apply changes to all other databases within the camp group. Why?
Make sure that you have "DB Management" Admin permissions for the database(s) you wish to apply the user's settings for. Without this permission, you're unable to edit users for that database.
What if each database within the camp group has different add-on modules?
If the current database has addition almodules that other databases do not have, those permissions will not apply to the databases that lack those modules.
If the present camp lacks additional modules that other databases have, you must access those other databases to make changes to the user's settings for those modules.
When a user with a unified account changes their password, the new password will be applied to all databases within the group for which they have an account.
When deleting a user that has an account for multiple databases within a camp group, the user can be deleted from the present database only or deleted from all databases within the group.
To delete a user from all databases within the group, select "Delete admin in other camps in the camp group" before confirming their deletion.
If this setting is deselected, the user will only be deleted from the present database.
Note: Admins must have "DB Management" Admin permissions in the other databases for which they want to delete the user.
If an admin was accidentally deleted and their account needs to be recovered, email Support at support@campmanagement.com.
Admin users with a unified account can easily access different databases within their camp group using the new "camp group" menu.
To access the "camp group" menu, hover over the "My Profile" link in the navigation bar.
The first database listed reflects the camp the user is currently logged into (in this example, the user is currently logged into the Annville YMCA database, initials "AYMCA"). The "camp group" menu lists all other databases for which the user also has an account (in this example, the user also has an account for 2 other camps, initialed "BYMCA" and "CYMCA.")
To log into another database, click the link for that camp.
CampSite will automatically log the user into that database, without requiring the user to enter their login information.
Create a unified report to generate collective data from multiple databases within a camp group.
Transactions from all databases selected in the "camps" filter will display in the results. The "camp name" column of the results will indicate which database contains the corresponding transaction.
For a grand total of all reported transactions across multiple camps, scroll down to the very bottom of the report.
To help you get the most out of CampSite whenever you need it, we’ve introduced a AI Support Assistant located in the bottom right corner of your instance. This tool provides instant, 24/7 access to our entire Knowledge Base, allowing you to troubleshoot and find articles without manual searching—even outside of standard business hours.
While this assistant is a convenient new resource for quick answers, it is entirely optional; our human support team remains available via email as always.
Tip 1: Start with clear ideas - Before asking a question, think about the specific result you want and try to work backward. For example, instead of a vague statement like "I want more options at our camp.", use structured guidance like "If I would like to build a new set of enrollment options for my camp, where should I begin?"
Tip 2: Speak directly to Walkie - Write out your questions and statements as if you're talking directly to a co worker, telling the system exactly what to do. For example, you could say "Tell me how to make a new payment schedule in CampSite".
Tip 3: Provide context and examples - Use words like "if," "when," and "then" to define conditions. For example: "If I need to adjust pricing, should I first check on tuition plans or payment schedules? If I want this to change how much a family owes going forward, do I need to work on each family profile?"
Tip 4: Keep topic focused - Try to keep questions to a single topic at a time. Asking "How do I make a new session for camp?" may provide a simpler and more direct answer than asking "How do I make sessions, enrollment options, payment schedules, and coupon codes?" all at once.
While Walkie is highly trained expert using our detailed Help Center guides, they cannot see specific families in your database. Instead of asking Walkie "The Paulson family makes payments but they still owe money somehow, why?" ask Walkie instead "I have a family who still has a balance despite making regular payments, can you help me understand why this is happening?"
Walkie knows a great deal about CampSite, and they are going to be looking for key terms in your questions to assist you. They will be most helpful when you use CampSite specific terminology whenever possible. For example: your camp may call your individual weeks of camp from Step 2 of the Camper Setup Wizard "Programs", but in CampSite that term would be known to Walkie as "Sessions". Calling your camp options by their CampSite titles will help you to get to your answers quicker!
To learn how to use the Program module in CampSite, watch the training below.
In this training, we demonstrate:
For general information on managing user permissions, please read our Admin user permissions article.
After the Program module is enabled for a user, you can grant the following permissions:
The Program Dashboard Page is where you will manage everything related to your camp's Program. This includes basic Program Management, Bunk Scheduling and Elective Scheduling.
To access the Program Dashboard Page, click Program in the the header bar.
Program Locations are the areas in camp in which Activities take place.
To access Program Locations, click Program in the the header bar.
Click Program Locations under the Program Management section.
To add a new Program Location click " +Add program location... "
A pop-up window will appear which allows you to add the Program Location Name and Short Name.
Program Location Names will appear in alphabetical order. You may add as many Program Locations as you wish.
The Program Blackout Calendar allows you to "blackout" Program Locations in camp on certain days and times so that no Activities may be made available to Bunks.
To access Program Blackout Calendar, click Program in the the header bar.
Click Program Blackout Calendar under the Program Management section.
To add a new Blackout click " +Add blackout... "
A pop-up window will appear which allows you to add the new Program Blackout.
Program Blackouts will appear in order of Start time.
After refreshing the pave the days in which you have a blackout present will appear in red in the calendar.
There are several elements needed to create Activity Schedules - which Division(s) of campers you plan to schedule; which Activities you want to include on the schedule; and then the Cycles/time Periods of the schedule itself.
Each Activity Schedule - and all the elements needed for creating it - are contained within a Segment. Segments are created for specific sessions, and each session can have 1 or more Segments as needed. Typically, Segments are created based on which Bunk(s) of campers you plan to assign to your Activity Schedule.
For example, if you have a different Activity Schedule for younger campers vs. older campers, you could create 2 Segments: one Segment containing younger Bunks and their activities; and then a second Segment containing your older Bunks and their activities.
To begin, access the Program Dashboard via CampSite's navigation bar.
Next, click the Segments link to begin creating Segments.
Note that there are (2) different types of Activity Schedules you can create, based on how you plan to assign campers to your schedule(s).
With Bunk Scheduling, an entire Bunk of campers is scheduled for the same activity during a given time period (including all staff assigned to oversee that Bunk).
With Elective Scheduling, campers and staff are scheduled for each activity individually, instead of with their entire bunk.
After selecting the appropriate Segments link, on the next screen, you'll see a list of every camp session created (per CampSite year). Segments are created within specific sessions, allowing you to create an Activity Schedule for the campers enrolled in that particular session.
To create a new Segment, click " +Add segment... "
Enter the segment details in the pop-up window.
Segments will appear in alphabetical order underneath the Session they've been created for.
Create as many Segments as needed, then begin managing each Segment. For more information on managing Segments, read more our other articles on managing Bunk Segments or managing Elective Segments.
Managing Segments is the second step in the Bunk Scheduling process. Now that you've created your Segment, we need to add the Divisions, Activities, and Cycles that comprise the Segment.
Choose the Segment you would like to manage by clicking on the Segment icon, to the left of the Segment Name.
The Segment Management page will now appear where you will be able to manage your:
Specify which campers you'll be assigning to Activities by adding their Divisions to the Segment. When you're ready to start scheduling your Activities, you'll select from the campers in the Divisions that have been added to the Segment here.
To add a Division to a Segment, click " +Add division... "
Divisions will display in the order in which they're ranked on the Bunking Board page.
Specify all the Activities you plan to schedule by adding each Activity to the Segment. When you're ready to start creating your schedule, you'll select from the Activities that have been added to the Segment here.
To add an Activity to a Segment, click " + Add activity... "
The Activities you have added to this Segment will show up in alphabetical order by Name.
To edit the Name, Location, or Max Bunks for an Activity, double click the current settings. Make the necessary changes and then click "OK" to apply them.
To delete an Activity, double click the delete button on the far right. An Activity can only be deleted if it has not yet been added to your Activity Schedule.
If you want to use the same Activities in multiple Segments, create the Activities in one Segment and then use the Copy function to copy them all to another Segment you've created.
Within the Segment page, click "Copy activities from this segment..."
All Activities from the present Segment will then be copied to the Destination Segment you selected.
Cycles refer to the time frame for one particular Activity Schedule. You'll then create an Activity Schedule for the duration of the Cycle (on a daily basis).
If needed, you can create multiple Cycles within a Segment (if you plan to have different Activity Schedules within the Segment).
To add a Cycle to a Segment, click " +Add cycle... "
All Cycles will be listed in chronological order by start date.
Edit the name of a Cycle by double clicking the current name. The start and end dates cannot be edited afterwards; instead, delete the Cycle and re-create it. Double click the delete button on the far right to delete the Cycle (but note that Cycles can only be deleted if nothing is set up within it yet).
Managing Cycles is the third step in the Activity Scheduling process. Now that you've fully created your Segment and Cycles, we need to add the Periods that comprise the Days within the Cycle.
To open a Cycle, click on the "Cycle Icon" to the left of the Cycle you would like to manage.
The Cycle management page will open up and show you each Day within the Cycle. From this page you are able to:
Cycles consist of Days in which Periods take place.
Days can have as many or as few Periods as you would like.
Periods represent a time frame in which Activities take place.
To add a Period to a day click " +Add period... "
A pop-up window will appear which allows you to add a new Period.
Periods will appear in the order in which they take place, starting with the earliest start time.
Copying Periods to other Days allows you to quickly duplicate Periods from one Day to the next without having to enter all of the Periods again.
Within the Cycle Management page, click "Copy periods to another date..."
A pop-up window will appear that asks you which Date you would like to copy.
The Periods within the Date you have chosen to copy will now appear in the Destination Cycle and Dates you selected in the previous step.
The Cycle Grid - Bunks is where you will manage the Available Activities within a Cycle and assign Bunks to those Available Activities
To open the Cycle Grid, click "View cycle grid..."
From the Cycle Grid you are able to:
To quickly access a Cycle Grid from the Program Landing Page, you can click on the Cycle you would like to view. You will then be taken to the first day within the chosen Cycle.
Available Activities are Activities that Bunks can be assigned to during Periods within a Day.
To add an Available Activity click " +Add available activity... "
A pop-up window will appear which allows you to add an Available Activity.
Available Activities will appear in alphabetical order
Copying Available Activities to other Days allows you to quickly duplicate Available Activities from one Day to the next without having to enter all of the Available Activities again.
Within the Cycle Grid, click "Copy available activities from this grid..."
A pop-up window will appear that asks you where you would like to copy the Available Activities from this grid to:
"Available Activities copied successfuly!" will appear in a green box at the top of the screen.
The Schedule Generator is designed to give you an overview of Available Activities that are taking place by Bunk or by Activity on a per Cycle basis. You can then quickly print and hand out schedules to your activity and cabin staff or export the information to Excel.
To access the Schedule Generator, click Program in the the header bar.
Click Schedule Generator under the Reports section of Bunk Scheduling.
Choose your criteria:
Choose your criteria:
The Frequency Report is designed to give you a count of how many times during a Segment or Cycle that a Bunk has attended an Activity.
To access the Frequency Report, click Program in the the header bar.
Click Frequency Report under the Reports section of Bunk Scheduling.
Choose your criteria:
Choose your criteria:
There are several elements needed to create Activity Schedules - which Division(s) of campers you plan to schedule; which Activities you want to include on the schedule; and then the Cycles/time Periods of the schedule itself.
Each Activity Schedule - and all the elements needed for creating it - are contained within a Segment. Segments are created for specific sessions, and each session can have 1 or more Segments as needed. Typically, Segments are created based on which Bunk(s) of campers you plan to assign to your Activity Schedule.
For example, if you have a different Activity Schedule for younger campers vs. older campers, you could create 2 Segments: one Segment containing younger Bunks and their activities; and then a second Segment containing your older Bunks and their activities.
To begin, access the Program Dashboard via CampSite's navigation bar.
Next, click the Segments link to begin creating Segments.
Note that there are (2) different types of Activity Schedules you can create, based on how you plan to assign campers to your schedule(s).
With Bunk Scheduling, an entire Bunk of campers is scheduled for the same activity during a given time period (including all staff assigned to oversee that Bunk).
With Elective Scheduling, campers and staff are scheduled for each activity individually, instead of with their entire bunk.
After selecting the appropriate Segments link, on the next screen, you'll see a list of every camp session created (per CampSite year). Segments are created within specific sessions, allowing you to create an Activity Schedule for the campers enrolled in that particular session.
To create a new Segment, click " +Add segment... "
Enter the segment details in the pop-up window.
Segments will appear in alphabetical order underneath the Session they've been created for.
Create as many Segments as needed, then begin managing each Segment. For more information on managing Segments, read more our other articles on managing Bunk Segments or managing Elective Segments.
Managing Segments is the second step in the Elective Scheduling process. Now that you've created your Segment, we need to add the Divisions, Departments, Activities, and Cycles that comprise the Segment.
Choose the Segment you would like to manage by clicking on the Segment icon, to the left of the Segment Name.
The Segment Management page will now appear where you will be able to manage your:
Specify which campers you'll be assigning to Activities by adding their Divisions to the Segment. When you're ready to start scheduling your Activities, you'll select from the campers in the Divisions that have been added to the Segment here.
To add a Division to a Segment, click " +Add division... "
Divisions will display in the order in which they're ranked on the Bunking Board page.
If you have CampSite's Staff Module, specify which staff you'll be assigning to Activities by adding their Departments to the Segment. When you're ready to start scheduling your Activities, you'll select from the staff in the Departments that have been added to the Segment.
To add a Department to a Segment, click " + Add department... "
A pop-up window will appear which allows you to choose which Departments you would like to add to the Segment.
The Departments you have chosen to add to this Segment will show up in alphabetical order.
Copying Departments to another Segment allows you to quickly duplicate Departments from one Segment to the next without having to enter all of the Departments again.
Within the Segment Management page, click "Copy departments from this segment..."
A pop-up window will appear that asks you where you would like to copy departments from this segment to.
"Departments copied successfully!" will appear in a green box at the top of the screen.
Specify all the Activities you plan to schedule by adding each Activity to the Segment. When you're ready to start creating your schedule, you'll select from the Activities that have been added to the Segment here.
To add an Activity to a Segment, click " + Add activity... "
The Activities you have added to this Segment will show up in alphabetical order by Name.
To edit the Name, Location, or Max Bunks for an Activity, double click the current settings. Make the necessary changes and then click "OK" to apply them.
To delete an Activity, double click the delete button on the far right. An Activity can only be deleted if it has not yet been added to your Activity Schedule.
Managing Cycles is the third step in the Activity Scheduling process. Now that you've fully created your Segment and Cycles, we need to add the Periods that comprise the Days within the Cycle.
To open a Cycle, click on the "Cycle Icon" to the left of the Cycle you would like to manage.
The Cycle management page will open up and show you each Day within the Cycle. From this page you are able to:
Cycles consist of Days in which Periods take place.
Days can have as many or as few Periods as you would like.
Periods represent a time frame in which Activities take place.
To add a Period to a day click " +Add period... "
A pop-up window will appear which allows you to add a new Period.
Periods will appear in the order in which they take place, starting with the earliest start time.
Copying Periods to other Days allows you to quickly duplicate Periods from one Day to the next without having to enter all of the Periods again.
Within the Cycle Management page, click "Copy periods to another date..."
A pop-up window will appear that asks you which Date you would like to copy.
The Periods within the Date you have chosen to copy will now appear in the Destination Cycle and Dates you selected in the previous step.
The Cycle Grid - Campers is where you will manage the Available Activities within a Cycle and assign Campers to those Available Activities
To open the Cycle Grid, click "View cycle grid..."
From the Cycle Grid - Campers you are able to:
To quickly access a Cycle Grid from the Program Landing Page, you can click on the Cycle you would like to view. You will then be taken to the first day within the chosen Cycle.
Available Activities are Activities that Campers and Staff can be assigned to during Periods within a Day.
To add an Available Activity click " +Add available activity... "
A pop-up window will appear which allows you to add an Available Activity.
Available Activities will appear in alphabetical order, and can be dragged and dropped under a campers row.
Copying Available Activities to other Days allows you to quickly duplicate Available Activities from one Day to the next without having to enter all of the Available Activities again.
Within the Cycle Grid, click "Copy available activities from this grid..."
A pop-up window will appear that asks you where you would like to copy the Available Activities from this grid to:
"Available Activities copied successfuly!" will appear in a green box at the top of the screen.
The Schedule Generator is designed to give you an overview of Available Activities that are taking place by Bunk or by Activity on a per Cycle basis. You can then quickly print and hand out schedules to your activity and cabin staff or export the information to Excel.
To access the Schedule Generator, click Program in the the header bar.
Click Schedule Generator under the Reports section of Bunk Scheduling.
Choose your criteria:
Choose your criteria:
The Frequency Report is designed to give you a count of how many times during a Segment or Cycle that a Bunk has attended an Activity.
To access the Frequency Report, click Program in the the header bar.
Click Frequency Report under the Reports section of Bunk Scheduling.
Choose your criteria:
Choose your criteria:
We've released a new mobile-friendly layout for the Parent Dashboard that parents can easily navigate from their cellphones and tablets.
Under the new layout, admins can also manually edit their Dashboard theme without having to submit a support request. For more details on how to edit the theme, click here.
Navigate to your database Admin settings and select "Parent Dashboard" within the Campers tab.
1. Scroll down to "Enable responsive Parent Dashboard?" and select "Yes"
2. Save changes
To manage your theme, access the new "Responsive Theme" tab under the DB Management section of your database Admin settings.
Your theme includes a background image/color, a primary color (used on the navigation bar within the dashboard, and certain form buttons), and also the header image at the top of your New Family Enrollment and Request for Information forms.
For more specific details and instructions on updating your camp's Responsive Theme settings, please click here.
To fully experience your new Parent Dashboard, we suggest creating a family account and logging into your Parent Dashboard as a regular parent would.
To learn more, please read our Parent Dashboard articles.
Families can manage their Authorized Pickups via the Authorize Pickups tab of the Parent Dashboard or via the Forms step of the enrollment process (if you've configured your settings to collect Authorize Pickups during enrollment).
Click here to learn more about the Forms step of enrollment. To learn more about updating your Authorized Pickup settings, click here.
To access the Authorized Pickups tab, click the Authorized Pickups link in the left sidebar menu.
Please note that the Authorized Pickups tab does not display on the parent dashboard until at least 1 camper in the family has been enrolled.
*You can toggle the 'Attendance Preferences' section on/off via your Attendance module settings. Click here to learn more.
Families can manage their Authorized Pickups via the Authorize Pickups tab of the Parent Dashboard or via the enrollment form (if you've configured your settings to collect Authorize Pickups during enrollment).
Click here to learn more about the Forms step of enrollment. To learn more about updating your Authorized Pickup settings, click here.
To access the Authorized Pickups tab, click the Authorized Pickups link in the left sidebar menu.
Please note that the Authorized Pickups tab does not display on the parent dashboard until at least 1 camper in the family has been enrolled.
Next, click the button labeled + Add Authorized Pickup.
Note: You control which fields of information are collected on Authorized Pickups (and which fields are mandatory) via your Authorized Pickup settings. To learn more, click here.
Families can manage their Authorized Pickups via the Authorized Pickups tab of the Parent Dashboard or via the Forms step of the enrollment process (if you've configured your settings to collect Authorize Pickups during enrollment).
Click here to learn more about the Forms step of enrollment. To learn more about updating your Authorized Pickup settings, click here.
| Important Notice: |
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Parents must manually authorize pickups every enrollment year. Families can choose to re-authorize their existing authorized pickups or create new authorized pickups as needed. |
To access the Authorized Pickups tab, click the Authorized Pickups link in the left sidebar menu.
Please note that the Authorized Pickups tab does not display on the parent dashboard until at least 1 camper in the family is enrolled.
For currently authorized pickups:
1. Click the Edit link to edit their information.
2. Click to de-authorize the pickup for the associated year.
For pickups who are not authorized for the current year:
1. Click the Edit link to edit their information.
2. Click to re-authorize the pickup for the associated year.
3. Click to delete them from the account.
The primary parents listed for a family can identify an Authorized Pickup's attendance PIN by logging into the Parent Dashboard and clicking the "Edit" link for the pickup (via the Authorized Pickups tab).
To access the Authorized Pickups tab, click the Authorized Pickups link in the left sidebar menu.
Please note that the Authorized Pickups tab does not display on the parent dashboard until at least 1 camper in the family has been enrolled.
From the "Authorized Pickups" section, click the Edit link for the authorized pickup person.
The pickup person's 6-digit PIN is located under the Attendance PIN section of their information page.
Note: A pickup person must be authorized for the current year in order for their PIN to work on the PIN interface for attendance logging.
Attendance preferences allow parents to indicate whether or not each camper within the family is permitted to check themselves in/out of camp without an adult present.
Families can manage their Attendance preferences via the Authorized Pickups tab of the Parent Dashboard or via the Forms step of the enrollment process (if you've configured your settings to collect Authorize Pickups during enrollment). Click here to learn more about the Forms step of enrollment.
Note: You can control whether or not parents are presented 'Attendance Preferences' via your Attendance module settings. Click here to learn more.
To access the Authorized Pickups tab, click the Authorized Pickups link in the left sidebar menu.
Attendance Preferences are located at the bottom of the Authorized Pickups page.
Each camper within the family will have their own settings. Select yes or no to indicate whether or not the corresponding camper can check themselves in/out without an adult, then click Save Changes.
All of your published (and active) blog posts display in a mobile-friendly layout on your camp's Camp Today page, with each post appearing as a separate "tile."
Posts are displayed in chronological order (newest at the top) and adapt to the screen size of whatever device is being used when viewing the blog.
In this article, learn more about:
Hover/tap on a photo post to access the photo album therein.
Once in the photo album, click/tap on a photo to view it.
When viewing a photo, click/tap left and right to flip through all photos within the album. Use the buttons beneath the photo to download the image and - if logged in as a parent, staff, or extended family member - add the image to the "My Photos" collection.
The "My Photos" feature lets parents/staff/extended family members save a collection of their favorite photos for easy access later.
Note: If you allow public access to your Camp Today blog, the "My Photos" feature is only available to parents/staff/extended family members who are logged into their account currently.
When viewing a photo, click the "Add to my photos" button in the bottom right. The photo will immediately be added to the user's "My Photos" collection.
When viewing a photo that's been added to "My Photos", click the "Remove from my photos" button to un-save it. Afterwards, the image will no longer appear in the user's "My Photos" collection.
Parents/staff/extended family members can access their "My Photos" collection via the bookmark link on your Camp Today landing page.
Note: If you allow the public to access your blog,
Saved photos are stored by year. Click/tap on a year to view the saved photos therein.
When viewing saved photos, click/tap left and right to flip through all "My Photos" for that year. Easily remove a photo from the My Photos collection using the button below the image.
Click to play a video and it'll playback directly from the blog page.
To view the image on a larger scale, click/tap the fullscreen button.
Text posts are displayed in full directly on your Camp Today blog (no need to click/tap access the full content).
The Camp Today Communication module allows parents to send emails to their campers via the "E-mail my camper" page of the Parent Dashboard.
Parents can also allow "extended family members" email campers as well by adding them to their family's account (for email purposes only). To learn how parents can add extended family members, please click here.
To compose and send an email to a camper, click the "E-mail my camper" tab in the left sidebar menu.
Note that both primary and divorced parents are permitted to send emails, plus any extended family members that the parent have authorized.
Once the email is sent, your camp's admin team will receive the message on the Camp Today Communication dashboard. To access the e-mails sent to your campers, generate them in batch. Learn more by clicking here.
To access the Enrollment page, click the Enrollment tab in the left sidebar menu.
If you choose to display each camper's enrolled and/or waitlisted options, they would appear beneath the camper's name, as you see above for Jill Paulson. For each option, the parent will see the enrollment option name, bundle name, and session(s) therein.
Click here for more information on where to manage your Parent Dashboard settings (including whether you display each campers' enrolled and waitlisted sessions).
A family can enroll their camper(s) via the Enrollment page.
To access the Enrollment tab, click the Enrollment link in the left sidebar menu.
For families with multiple campers, campers must be enrolled one at a time. To enroll a camper, locate the camper and click the Enroll button beneath their name.
CampSite will then present your camp's enrollment form, which contains multiple pages for the family to submit. In order to complete the enrollment process, parents must proceed through each page and click to submit their request at the very end.
The screenshots below demonstrate example content on each step of the form. To view exactly how your camp's enrollment form content appears, create a family account for yourself and use it to log into your Parent Dashboard and pretend to enroll a camper.
If your camp asks pre-enrollment questions, the first step of the enrollment process will display those questions. To learn more about configuring pre-enrollment questions, click here.
On this step, parents must provide their responses and click "Save & Continue" to proceed with the next step of enrollment.
If you do not ask pre-enrollment questions, the first page of your enrollment form will be the "Enrollment Options" page.
On this step, parents must 1) add the enrollment option(s) they wish to enroll their camper for and then 2) click "Save & Continue" to proceed to the next step of enrollment.
To edit the enrollment options that parents are presented on this page, go to Step 9 of the Camper Setup Wizard.
On this step, parents are asked to respond to your enrollment questions and offered to purchase any enrollment extras you've added to your enrollment form. Once finished, they must click "Save & Continue" to proceed to the next step of enrollment.
To edit your enrollment questions, go to Step 8 of the Camper Setup Wizard. Click here to learn more about controlling your enrollment extras.
On this step, parents are presented any forms that you choose to display during the enrollment process. Parents must click the name of a form in order to complete it. When finished, they must click "Save & Continue" to proceed to the final step of enrollment.
To learn more about completing forms from the Parent Dashboard, click here.
To learn more setting up the various forms that could be presented during enrollment, choose from the following links: Family and Camper forms; Transportation forms; Medical forms; and Authorized Pickup forms.
On the final checkout page, parents are first presented their enrollment balance and asked for their payment details. If applicable, parents can enter a coupon code on this step by clicking the "ADD COUPON CODE" box and typing the code. Any automated enrollment discounts that the camper is eligible for will appear automatically below the camper's subtotal.
To edit your camp prices, go to Step 5 of the Camper Setup Wizard. Your deposit is configured on either Step 8 (if yearly) or Step 9 (if per enrollment option). To configure which payment methods can be selected, go to your Financial: Payment Method settings.
Next, parents must sign that they agree to your terms and conditions and submit their enrollment request. Note that the enrollment form cannot be submitted without agreeing to your terms and signing the form. To edit your terms & conditions, go to Step 8 of the Camper Setup Wizard.
Once parents click "SUBMIT ENROLLMENT REQUEST," a request will be created for the camper.
When the enrollment form is successfully submitted, parents will see a confirmation message page customized by your camp, along with a button to return to the enrollments page (e.g. to enroll additional campers).
To customize this message, go to Step 8 of the Camper Setup Wizard.
Parents can add additional campers to their account via the Enrollment page of the Parent Dashboard and/or via the My Account page.
To access the Enrollment page, click the Enrollment tab in the left sidebar menu.
Next, click the + Add Camper button on the right.
Note: If you've created any custom camper questions on your New Family Enrollment/Request for Information Forms, parents will also be asked to answer them in addition to the fields pictured above. Click here to learn where to create/manage custom camper questions on those forms.
Parents may also add campers via the My Account page. This is useful when your camp has the enrollment form disabled which denies parents access to the Enrollment page where campers are typically managed.
To edit camper details via the My Account page, click My account in the left sidebar menu and then select the Camper info tab.
Next, parents will click the link for adding a camper.
Note: If you've created any custom camper questions on your New Family Enrollment/Request for Information Forms, parents will also be asked to answer them in addition to the fields pictured above. Click here to learn where to create/manage custom camper questions on those forms.
On the Parent Dashboard you can upload or change a campers profile photo at any time. Following these steps ensures your camper's information remains current and accurate for camp staff.
First, a parent will need to navigate to their Parent Dashboard login page.
To upload a new photo for a camper from the Enrollment Tab, click on the Enrollment Tab on the left side bar.
While on the Enrollment tab, you can click on the photo slot for the camper who's profile photo you wish to upload. If this is a new camper with no current photo, this will show a gray silhouette of a figure. If this is a camper that has had a previous photo upload, click directly on the old photo.
Click profile image placeholder (or the existing photo) to choose a new photo from your device for this camper.
Once you have selected a photo from your device, click Upload Image button.
You will see a green pop up text in the top right corner showing the photo has been uploaded sucessfully.
You can also change or upload a photo for a camper by clicking on the My account tab from sidebar menu.
Once in the My Account section, click on the Camper Info tab.
Select desired camper from list.
Click profile image placeholder (or the existing photo) to choose a new photo from your device for this camper.
Once you have selected a photo from your device, click Upload Image button.
You will see a green pop up text in the top right corner showing the photo has been uploaded sucessfully. Click Update when done to save the new camper profile photo.
Once a profile photo has been uploaded, it cannot be deleted so that no photo remains. A profile photo in CampSite can only be replaced with another photo upload.
Parents can edit their camper's basic information via the Enrollment page of the Parent Dashboard and/or via the My Account page.
To access the Enrollment page, click Enrollment in the left sidebar menu.
Next, click the edit button to the right of the camper's name.
Here, parents can edit the current fields of basic information on file for the camper. When finished, they'll click the "Update" button to save their changes.
Please note: Parents cannot edit gender, date of birth, or grade because camps commonly restrict enrollment by this data. As such, any changes to this data must be confirmed and applied by an admin by your camp (via the camper's profile page).
Parents may also edit their camper's information via the My Account page. This is useful when your camp has the enrollment form disabled which denies parents access to the Enrollment page where campers are typically managed.
To edit camper details via the My Account page, click My account in the left sidebar menu and then select the Camper info tab.
Parents will be directed to the same camper information page shown earlier in this article.
From the Financial tab, families can view their balance, download statements/invoices, submit payments, and manage their payment methods and invoice preferences.
Note: Your camp’s Financial: Parent Dashboard settings control exactly what parents can see/do from the Financial tab. To learn more about configuring these settings, click here. |
To access the Financial tab, click the Financial link in the left sidebar menu.
At the very top of the Financial tab, parents will see your custom Parent Dashboard homepage message, as outlined in the screenshot above.
Customize your camp's financial homepage message by going to Admin > Campers > Financial: Parent Dashboard > Parent financial dashboard home page message. To learn more, click here.
Beneath the homepage message are the following sections:
To learn more about each section of the Financial tab, see the following support articles:
Families can view balances, download statements, and make payments from the "Financial Summary" section of the Financial tab.
Note: Your camp's Financial: Parent Dashboard settings control whether or not families can see their statements or make payments from this page. To learn more about how to control these settings, click here.
To see an overview of the entire Financial tab of the Parent Dashboard, click here.
To access the Financial tab, click the Financial link in the left sidebar menu.
Scroll to the Financial Summary section. Here, parents will see a financial summary for every year they've ever enrolled for camp.
For each year, they can:
If the family is on a payment schedule, they'll be presented the name(s) and balance(s) of each schedule for the corresponding enrollment year. They can also download a statement per schedule by clicking "View statement."
Tip: If a family is seeing a different balance than the "current balance" that admins see on the family's profile page, it's because certain transactions haven't been placed on the family's payment schedule. Admins can fix this by editing the 'payment schedule' setting in the transaction details. To learn more, click here.
Using the grey "Statement" button on the right, families can download a statement that includes all transactions for the corresponding enrollment year.
Using the green "Make a Payment" button on the far right, families can submit an electronic payment towards their balance for the corresponding enrollment year.
Note: Each payment schedule will list an "Amount due." This amount reflects how much the family has been invoiced for and the amount they still need to pay towards those invoices.
For example, in the screenshot above, the Paulson family has a total balance of $1580 for the Camp Firewood Bi-Monthly schedule, but they've only been invoiced for $790 so far, hence why it shows $790 due.
If a payment is successful, the family will be presented the payment confirmation message that your camp has created. To customize this message, go to your Financial: Parent Dashboard settings. To learn more, click here.
If you've also configured your Financial: Communication settings so that families receive a confirmation email when a payment is approved, an email will also be sent at this time, to the billing email address listed for the payment method that was used. To learn more about how to customize these settings, click here.
Admin users can also enable email notifications (from their user settings) each time a payment is made successfully on the Parent Dashboard.
Approved payments will appear on the family's account immediately. Typically, your payment gateway takes 1-2 business days to process the payment.
If a payment is declined, the family will be presented an error message in the top right section of their screen, explaining the reason why. The payment will need to be posted again (whether by the parent or your camp's admin team).
If you've configured your Financial: Communication settings so that families receive an email when a payment is declined, an email will also be sent at this time, to the billing email address listed for the payment method that was used. To learn more, click here.
Admin users can also enable email notifications (from their user settings) each time a payment is declined.
Families can view their payment schedule dates and download generated invoices from the "Payment Schedules" section of the Financial tab.
Note: Your camp's Financial: Parent Dashboard settings control whether or not families can view their payment schedule and download invoices from this page. To learn more about how to control these settings, click here.
To see an overview of the entire Financial tab of the Parent Dashboard, click here.
To access the Financial tab, click the Financial link in the left sidebar menu.
Scroll to the Payment Schedules section. Here, parents will see a list of all the payment dates for each payment schedule that they're on.
In the example above, the family is on 2 payment schedules currently - a "Monthly" schedule from the 2021 "Afterschool Fall" payment schedule group, and a "Bi-Monthly" schedule from the 2021 "Camp Firewood" payment schedule group.
For each payment schedule, parents are presented:
Important notes:
Families can view and manage their saved payment methods from the "Payment Methods" section of the Financial tab.
Note: Your camp's Financial: Parent Dashboard settings control whether or not families can view their payment schedule and download invoices from this page. To learn more about how to control these settings, click here.
To see an overview of the entire Financial tab of the Parent Dashboard, click here.
To access the Financial tab, click the Financial link in the left sidebar menu.
Scroll to the Payment Methods section. Here, parents can add new payment methods and also update existing methods.
If your camp processes both credit card and checking account transactions, these accounts will appear in separate sections, like shown above.
Click the + ADD PAYMENT METHOD... button.
Select which type of payment method to add (credit card or checking account).
Note: Your payment gateway provider determines which payment methods you can process. If you don't process a certain payment method (e.g. checking account transactions), parents won't see this option when adding a payment method.
After selecting a payment method, enter all of the payment method details.
The "billing e-mail" is used for automatic emails that are sent when a payment is approved and/or declined (if your camp has enabled these emails. To learn more, click here.)
Click the edit icon on the far left of the payment method(as pictured above). This icon is the same for both credit cards and checking accounts.
For saved credit cards, the expiration date and billing email can be updated.
For checking accounts, the billing email can be updated.
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To help prevent fraud, CampSite doesn’t store credit card and checking account numbers in their original format. Instead, they're coverted into algorithmic “tokens”, i.e. a string of randomly-generated numbers. These tokens can be used by CampSite and your payment gateway to successfully process payment without exposing actual bank details. Since credit card and checking account numbers are not stored in their original format, neither parents or admins cannot edit these numbers after the payment method's been added into CampSite. If a credit card or bank account number needs to be edited, the payment method must be deleted and added again. Note that only admins can delete payment methods. |
The primary payment method is the method used by CampSite when automatic payments are processed for a payment schedule invoice (if the family is on a payment schedule and is set to auto pay).
The primary payment method is indicated with a green checkmark.
To designate a different method as primary, double click the grey checkmark next to that method. Note that only one payment method (per payment method type) can be set as primary.
All families on a payment schedule need to designate which parent(s) should receive invoices for each of their payments, via the "Invoice Preferences" section of the Financial tab.
Note: Your camp's Financial: Parent Dashboard settings control whether or not families can view their payment schedule and download invoices from this page. To learn more about how to control these settings, click here.
To see an overview of the entire Financial tab of the Parent Dashboard, click here.
To access the Financial tab, click the Financial link in the left sidebar menu.
Scroll to the Invoice Preferences section at the bottom of the page. Here, parents will see each parent (primary and/or divorced) listed on their account, with a checkbox on the left. Checkmark any/all parents who should receive invoices and click "SAVE INVOICE PREFERENCES" to apply any changes.
All parents selected will receive the family's invoice when admins send invoices in mass during the invoicing process.
Families can access your family and camper forms via the Forms tab of the Parent Dashboard.
Note: All of your active family/camper forms are always accessible via the Forms page of the dashboard. If you've configured any of your forms to display during the enrollment process, parents would also see those forms when enrolling a camper.
To access the Forms tab, click the Forms link in the left sidebar menu.
On the Forms page, families are presented both your Family and Camper forms.
To learn more about how parents submit/complete forms, click here.
Families can submit forms via the Forms tab of the Parent Dashboard.
Families can also access forms during the enrollment process if you've configured them to display during enrollment. Click here to learn more about the Forms step of enrollment.
To access the Forms tab, click the Forms link in the left sidebar menu.
To complete a Family Form, families will click the form name from the Form tab landing page (as shown above).
Depending on the form type (web vs. printed), families will either be redirected to a digital form built into the parent dashboard, or be prompted to download and/or upload a file. To learn more about form types, please click here.
Camper forms must be completed per camper, so the family must first select a camper to begin completing their forms.
Completed forms are indicated by a green checkmark icon to the left of the form name, plus a "submitted" label beneath the form name. The form due date and date it was submitted will display on the far right.
To learn about additional forms pertaining to our add-on modules, please choose from the following links: Medical forms; Transportation forms; Authorized Pickup forms.
If your camp is using the form review feature and showing form review statuses on the dashboard, all standard camper forms (not medical module forms) will display the form review status underneath the form name.
The process for completing a form varies, depending on whether it's a web form or a printed form.
Web forms are presented directly within the Parent Dashboard. To complete the forms, parents need to enter their responses into the corresponding response field for each question and then click the Submit button at the bottom of the page.
To learn more about creating web forms, click here.
To complete a printed form, parents need to:
If you've configured a printed form with no blank form, parents will only see an upload button here but not be offered anything to download.
If you've configured a printed form as 'download only', parents will only see a download button here but won't be asked to upload a file.
To learn more about creating forms, click here.
When the camper reference feature is enabled, parents can submit references from the camper’s “Forms” page of the Parent Dashboard.
If the setting to collect references during enrollment is also enabled, parents can also input references via the Enrollment Form “Forms” step.
At the top of the page, parents will see the custom text added to Admin > Campers > Reference form > Custom header text when parents enter references on Parent Dashboard.
The email message will contain the custom text from “Text of e-mail that reference receives”, and then include a link to the reference form to fill out.
Notes:
→ On both the “Forms” page and Enrollment Form “Forms” step, the link to inputting references appears in a separate container titled “References”
→ The form will show a green checkmark / “References submitted” after the parent has submitted the references page with all required references.
→ If 2 enrollment years are available, two References links will appear to parents, labeled with the corresponding year that they’re for.
Families can manage their overall account details via the My Account tab.
To access the My Account page, click the My Account tab in the left sidebar menu.
From this page, families can manage:
Select the "Family Info" tab at the top of the My Account page to access the primary parents' information as well as the home address for the family.
*The ability to update the family's home address is controlled by your camp's "Parent Dashboard" admin settings. To learn more, click here.
For both primary parents, the family may:
Select the "Camper Info" tab at the top of the My Account page to access the campers on file within the family's account.
Note: If/when you disable enrollment, parents won't be able to access the "Enrollment" page of the Parent Dashboard, which is where they typically add/edit campers. This tab allows parents to still add/edit campers when enrollment is unavailable.
Select the "Password" tab at the top of the My Account page to manage the parent's password.
Here, the user who's logged in can change the password they use for accessing the Parent Dashboard. Click "Update Password" in the bottom right to save changes.
First, enter the current password and then create a new password. Passwords must be at least 8 characters, and contain 1 uppercase letter, 1 lowercase letter, and 1 number.
Select the "E-mail Preferences" tab at the top of the My Account page to manage marketing email preferences.
Here, parents can select whether or not to receive marketing emails from your camp. The settings designated will apply to the current parent logged into the Dashboard. Click "Save Changes" when finished.
If a parent opts out of marketing emails, all "marketing"-type emails that your camp attempts to send to this parent will not be delivered to the parent. To learn more about email types, click here.
| “Extended Family” is a feature within the Camp Today Media/Communication modules. If your camp hasn’t purchased either Camp Today module, your Parent Dashboard will not include this tab. |
Select the "Extended Family" tab at the top of the My Account page to manage the extended family members (a.k.a. "authorized users") for the Camp Today blog.
Note that extended family members do not receive access to any other pages of the Dashboard (e.g. Enrollment, Financials, Forms, etc.) - only Camp Today.
If your camp is using the Phone Call Scheduling module, you can give parents the ability to schedule their camper's phone calls through the Parent Dashboard. If a parent needs assistance scheduling a phone call, you should walk them through the following steps:
Login to the Parent Dashboard and choose "Phone calls" from the navigation bar.
The parent's scheduled phone calls and remaining phone call credits are listed for each session in which the camper is enrolled. Primary parents (P1 & P2) cannot see phone calls scheduled for Divorced parents (D1 & D2), and vice-a-versa.
Click "Schedule this call..." to schedule a new phone call.
The new call is now scheduled. Parents may make changes to the phone call prior to the pre-phone call lockout period. During the pre-phone call lockout period, changes to phone calls must be made on the administrative side of CampSite.
In order to create an account for your Parent Dashboard, families can complete either your Request for Information or New Family Enrollment form.
Both forms have a specific URL. The URL for each form is as follows:
Request for Information form: [yoursubdomain].campmanagement.com/info
New Family Enrollment form: [yoursubdomain].campmanagement.com/enroll
If you don't know what your subdomain is, look at the URL bar of your web browser when you're logged into the Admin side of CampSite. Your subdomain is the text listed before .campmanagement.com/admin.
Both forms have their own customization settings, so you can configure each form to ask different questions (or, the forms can be identical, if you prefer).
Manage the questions that appear on each form and/or add custom header text via Step 1 of the Camper Setup Wizard. To learn more, click here.
You can also customize the header images that display at the top of each form via Admin > DB Management > Responsive Theme. To learn more, click here.
Both forms allow parents to create an account, but the forms differ in how parents are redirected after each form is submitted.
After submitting the Request for Information form, parents are presented a confirmation message and offered to return to your camp's official website. At this point, the family is waiting to be contacted by your camp before moving forward with enrollment.
In order to enroll, the family must be given their account credentials, log into your Parent Dashboard, and then access your enrollment form.
You can either issue parent dashboard credentials automatically (via email, as soon as the form is submitted), or have an admin user reset the family's password manually (e.g. when your camp establishes the family will move forward with enrolling).
To provide credentials automatically, update your Request for Information form settings via Step 1 of the Setup Wizard to "include Parent Dashboard credentials." Click here to learn more. To provide credentials manually, an admin can reset the family's password via the action menu of the family's profile page. Click here to learn more.
After submitting the New Family Enrollment form, parents are immediately logged into their new account and presented your enrollment form. That said, the New Family Enrollment form allows families to create an account and enroll for camp in the same continuous process.
Overall, the New Family Enrollment form is meant for parents who are ready to enroll for camp now, where the Request for Information form is meant for families who need to touch base with your camp before they proceed to enrollment.
With the Request for Information form not redirecting parents to the enrollment form immediately, there's a "drop off" point that could decrease the chance of the family enrolling, so use this form accordingly.
No. Each time one of these forms is submitted, CampSite double checks if the email address that P1 provided is already on file for a parent in your database.
If yes, the form content is not entered into your system (so as not to create a duplicate family account), and the parent is told that they already have an account. They're also given the links for logging in with their existing account or resetting their password, as pictured below.
The Request for Information Form is one of two forms that a family can use to create their account for the Parent Dashboard (and indicate that they'd like to learn more about your camp). For an overview of the two forms parents can complete to create an account, click here.
After the form is submitted, parents need to retrieve their account credentials and manually log into your Parent Dashboard if they want to proceed with enrollment. Depending on your camp's preference, families can receive their credentials immediately in the submission confirmation email, or your camp can issue credentials manually after making contact with the family and confirming that the family is ready to move forward with enrollment.
Provide access your Request for Information Form via link.
The link begins with the same CampSite URL you use to access the admin portal (e.g. firewood.campmanagement.com) but ends with .com/info, as pictured above.
From Step 1 of the Camper Setup Wizard, add custom header text; manage the questions that appear on the form; and designate a saved email to be sent each time the form is submitted. Step 1 is also where you control whether login credentials are included with the submission confirmation email. To learn more, click here.
You can also customize the header image that displays at the top of the Request for Info form via Admin > DB Management > Responsive Theme. To learn more, click here.
After submitting the Request for Information form, parents are presented a confirmation message and offered to return to your camp's official website. At this point, the family is waiting to be contacted by your camp before moving forward with enrollment.
In order to enroll, the family must be given their account credentials, log into your Parent Dashboard, and then access your enrollment form.
You can either issue parent dashboard credentials automatically (via email, as soon as the form is submitted), or have an admin user reset the family's password manually (e.g. when your camp establishes the family will move forward with enrolling).
To provide credentials automatically, update your Request for Information form settings via Step 1 of the Setup Wizard to "include Parent Dashboard credentials." Click here to learn more. To provide credentials manually, an admin can reset the family's password via the action menu of the family's profile page. Click here to learn more.
The New Family Enrollment Form is one of two forms that a family can use to create their account for the Parent Dashboard. For an overview of the two forms parents can complete to create an account, click here.
After the form is submitted, parents are immediately logged into their new account and presented your enrollment form to complete.
Provide access your New Family Enrollment Form via link.
The link begins with the same CampSite URL you use to access the admin portal (e.g. firewood.campmanagement.com) but ends with .com/enroll, as pictured above.
From Step 1 of the Camper Setup Wizard, add custom header text; manage the questions that appear on the form; and designate a saved email to be sent each time the form is submitted. To learn more, click here.
You can also customize the header image that displays at the top of the Request for Info form via Admin > DB Management > Responsive Theme. To learn more, click here.
As soon as parents click Submit on the New Family Enrollment form, they'll receive the submission confirmation email (designated on Step 1 of the Camper Setup Wizard). They'll also be logged into their new account immediately.
Upon being logged in, they'll be presented your enrollment form to complete. That said, the New Family Enrollment form allows families to create an account and enroll for camp in the same continuous process.
CampSite's Parent Dashboard language translation feature is powered by Amazon Translate - a machine translation service that provides fast translation in real-time.
We currently support language translation and input for French, German, Italian, Spanish, and Portuguese. You can select which/how many of these 5 languages are available for your Parent Dashboard (just communicate your preference to CampSite Support).
Parents will then choose their preferred language from a dropdown list of the languages you selected. For example:
Each parent can set their "preferred language" when creating their account initially and/or from their account settings after logging in.
A new "preferred language" question will appear for each parent added to the New Family Enrollment and Request for Information forms.
Remember that P1 is the parent completing the New Family Enrollment form.
After submitting the page, P1 will be automatically logged into their family's new account and the dashboard will be translated into P1's preferred language.
After a family has created an account can manage each parent's preferred language from the "Family Info" tab of the My Account page.
The preferred language for each parent can be changed back to English - or another language - at any time.
Each page of the parent dashboard will get translated immediately after page load.
Initially, each page will load in English, but a pop-up message will notify the parent that the translation is processing.
Once the translation is finalized, the page will reload in the parent's preferred language.
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A note about translation times: The very first time someone translates your Dashboard into a certain language, each page will take a few seconds to translate, but those translations will be cached by Amazon Translate. If that same parent logs in again later, or if another parent selects the same language, Amazon Translate will use the cached translations for a faster translation experience. |
If your camp is using the Phone Call Scheduling module, you can give parents the ability to schedule their camper's phone calls through the Parent Dashboard. If a parent needs assistance scheduling a phone call, you should walk them through the following steps:
Login to the Parent Dashboard and choose "Phone calls" from the navigation bar.
The parent's scheduled phone calls and remaining phone call credits are listed for each session in which the camper is enrolled. Primary parents (P1 & P2) cannot see phone calls scheduled for Divorced parents (D1 & D2), and vice-a-versa.
Click "Schedule this call..." to schedule a new phone call.
The new call is now scheduled. Parents may make changes to the phone call prior to the pre-phone call lockout period. During the pre-phone call lockout period, changes to phone calls must be made on the administrative side of CampSite.
To learn how to use the Medical module in CampSite, watch the training below.
In this training, we demonstrate:
Looking for something specific? Use the links below to jump ahead:
01:01 Health History Form (from the parent's perspective)
02:09 Health History Form Part 1 (Allergies, Dietary Restrictions, Restrictions, Insurance)
04:20 Health History Form Part 2 (Immunizations, TB/Chicken Pox)
05:23 Health History Form Part 3 (Medications, Forbidden OTCs)
06:45 Health History Form Part 4 (Emergency Contacts, Health Care Providers, General/Mental Health History, Permission to Treat, Custom Medical Questions)
08:39 Printed Medical Forms
09:28 Health History Form Admin Settings
11:22 Health History Form Configuration
15:20 Medical Dashboard
15:36 Medical Dashboard Medical Management tools
23:10 Medical Dashboard Health Center Visit Log tools
28:59 Medical Dashboard Medication Delivery tools
34:15 Medical Dashboard Medical Reports (Generate Medical Data in Mass)
39:59 Pulling Medical Data into Advanced Reports
42:32 Medical Data on the Camper Profile
47:36 Medications on the Camper Profile
47:58 Recording Delivery of an "As needed" Medication
50:55 Q&A
For general information on managing user permissions, please read our Admin user permissions article.
CampSite's Medical module supports HIPAA compliance by offering specific user permission settings regarding the medical data you collect within your database.
As such, you can help control the security of your camp's medical data by restricting access to this information on a per-user basis.
After the Medical module is enabled for a user (which grants them "read only" access to Medical data), you can also grant the following permissions:
Use the Medical Dashboard to manage certain medical settings, record scheduled medication deliveries and health center visits, and generate medical reports.
To access the Medical Dashboard, click the Medical link in the navigation bar.
Click the links below to learn more about a particular feature.
Begin new log entry: Log a camper's visit to the health center using a mobile friendly interface. Record the camper's symptoms, course of treatment, disposition, and the attending staff member.
View open logs: Access all of the open health center visit logs that require follow-up/still need to be closed.
Recent log activity: View all logs created over the last 72 hours.
Log archives: Generate a report of all health center visit logs.
Scheduled medication delivery log: Log the delivery status of scheduled medications for campers and/or staff.
Medication delivery report: Generate a report of all medication deliveries (past or future).
Medical profiles: Generate/print camper and staff health history form data in mass.
Medical awareness list: Generate/print all health history form data that admins have marked as 'critical'.
Medication delivery list: Generate/print all camper/staff medication deliveries for a specific date.
Manage additional settings for the medical module, including custom medical forms.
Medication delivery statuses: Customize the different delivery statuses admins can select when logging a camper's or staff's medication delivery.
Medication deliveries: Customize the different delivery times for medications. Parents/staff must select from these times when entering their medications on the health history form. Admins will generate their medication delivery lists based on these times as well.
Medical dropdown lists: Customize the responses that can be selected from dropdown lists that appear to parents/staff when completing certain questions on your camp's health history forms.
Medical log items: Customize the options that admins can select when creating a health center visit log.
Camper/Staff printed medical forms: Manage additional "printed" medical forms that campers/staff need to complete. These forms require a physical file to be uploaded (i.e. a PDF or image file). Also, print submissions of these forms in mass.
Custom medical questions (Campers/Staff): Create additional custom questions for campers/staff to answer when completing your health history forms.
CampSite's Health History Form comes with standard medical questions included (adapted from the American Camp Association's recommended health forms for camps). While the individual questions can't be edited, admins can customize the overall presentation of the form via the Medical admin settings for the Camper/Staff modules.
Click the Admin link in the navigation bar, then select either the Campers or Staff tab (depending). Within that tab, select Medical on the left. Then, navigate to the Health History Form configuration section.
For more details on how you can adjust the health history form, please click here.
The Health Center Visit Log tool allows admins to track each time a camper or staff member makes a visit to your camp's health center. Using custom options created under "Medical Log Items", your staff can quickly document cases on an easy-to-use mobile interface.
Watch the clip below from our Medical webinar where we demonstrate how to log health center visits and report on health center visit log data in mass.
Create Medical Logs to document medical assessments for Campers and Staff.
To create a new Medical Log, click the "Begin new log entry" link under the Health Center Visit Logs section of the Medical Dashboard.
To begin, select a camper or staff person by typing at least 3 characters of their first or last name and selecting them from the search results that drop down.
Note: Only enrolled campers and hired staff will appear in the search results.
After selecting a camper or staff person, their details will populate.
View their profile photo and basic details.
To view all of their medical information, click the "Go to medical profile" button to jump to their profile. From there, navigate to their Medical tab.
If the camper or staff person has any critical medical information on file, it'll display beneath their basic details for easy reference during the medical assessment.
Use the buttons/text fields to provide the medical log details.
The buttons that appear for Complaint; Assessment; Treatment; Disposition; and Staff Attending are customizable.
To add/remove buttons, go to the Medical Dashboard > Medical Management > Medical log items. Click here to learn more.
If needed, attach (1) .jpg, .jpeg, or .pdf file to the log.
Tap to select (1) or more members of your medical staff who attended to the camper/staff person during the assessment.
Again, these buttons are customizable.
To add/remove buttons, go to the Medical Dashboard > Medical Management > Medical log items. Click here to learn more.
When you reach the end of the log, you have 3 options:
If you do not wish to save the log, click "Delete and start over." The log contents will be erased and you'll be automatically redirected to the queue of logs still waiting to be closed.
If you may need to edit/add to the log later (e.g. if further treatment or follow up is needed), choose "save and continue later." This option will save the log but leave it "open" so that it can still be edited later, if needed.
If you're finished with the log and will not need to add to it or edit it later, click "finish and close log." This option will save the log and "close" it, which prevents any edits to the log later.
Visit the "Open Medical Logs" page for a list of all open Medical Logs in your database currently.
To view all of your open Medical Logs, click the "View open logs" link from the Health Center Visit Logs section of the Medical Dashboard.
View a list of every open log, along with the person's profile photo and the medical complaint.
Click on any part of the log to open it.
Use the Recent Log Activity tool to quickly view all Medical Log entries created or updated over the last 72 hours.
To access Recent Log Activity, go to the Medical Dashboard by clicking the Medical link in the navigation bar.
Select "Recent Log Activity" from the Health Center Visit Logs Section.
Click and drag the slider left to right to load log entries based on how many hours ago they were created/updated.
You can adjust the slider in 3-hour increments, spanning from 3 hours ago to 72 hours ago.
View the basic log details, including how long ago the log was created and updated. To view the entire log, click "View log entry..." Click the camper's name to navigate to their profile.
To update any open logs, return to the Medical Dashboard, click View Open Logs, and select the log you wish to edit.
Use the Log Archives tool to generate Medical Log entries in mass.
To access an individual camper or staff's medical logs, navigate to the Medical Logs tab of their profile.
To manage Log Archives, access the Medical Dashboard by clicking the Medical link in the navigation bar.
Select "Log Archives" from the Health Center Visit Logs Section.
The results will list the overall details for each log.
By default, the results are sorted by Type (Campers first, then Staff) and then by date Created, but you can click a column header to sort by different data instead.
To download a copy of all the logs in the results, double click to export the results as a .CSV file.
The spreadsheet will contain each log on a separate row with all the details in separate columns, as pictured above.
Double click the printer icon to print the report results.
Note: This will only print the data you see in the report results - not the actual log contents.
If you need to download/print the full logs, export the report as a .CSV and then print the spreadsheet.
The Scheduled Medication Delivery Log allows you to generate a list of which medications need to be delivered, and then record their delivery status within CampSite.
Watch the clip below from our Medical webinar where we demonstrate how to generate the delivery log and record the status of a camper's medication delivery.
Generate the medications that need to be delivered to campers/staff on a given day/time, and record their delivery status.
To generate the Scheduled Medication Delivery logging tool, access the Medical Dashboard by clicking the Medical link in the navigation bar.
Under Medication Delivery, select the appropriate link for either campers or staff.
Campers matching the selected criteria will display, along with their basic information and number of medications scheduled for the selected delivery time.
Clicking on an individual camper will expand their medication information.
Medication details will display, including dosage, notes and critical flags.
To mark a medication as Delivered or Missed, click the appropriate box.
After a camper's medications have all been marked as Delivered or Missed for the delivery time, they will disappear from the list.
Generate a report of all camper/staff medication delivery logs (completed deliveries and/or those that are still scheduled).
To generate the Medication Delivery Report, access the Medical Dashboard by clicking the Medical link in the navigation bar.
Select "Medication Delivery Report" from the Medication Delivery Section.
Filter which medication deliveries are generated into the report.
The results will present each delivery in a separate row, organized alphabetically by the camper or staff's last name. "Logged by" will indicate who logged the medication delivery, and "actual date + time" indicates when it was logged. If the admin took notes when logging the delivery, they'll be listed on the far right.
Notes:
To print the results or export them as a spreadsheet, double click the buttons annotated above.
Use the Medical Profiles tool to generate camper and staff health history forms in mass. The resulting PDF can be printed or downloaded as needed.
Find the "Medical profiles" link in the Medical Reports section of the Medical Dashboard.
Next, select which medical data to generate.
Note: Selecting "Critical only" will only generate data for the corresponding section that has been flagged as critical.
Who to include?:
A new window will open with the printable medical profiles based on the selected criteria.
By default, your device's print dialog box will open to allow you to print. Use the settings here to either print the profiles or save them as a PDF.
Use the Medical Awareness tool to generate Medications, Forbidden OTCs, Allergies, Dietary information and Restrictions in mass. The resulting PDF can be printed or downloaded as needed.
Find the"Medical awareness list" link in the Medical Reports section of the Medical Dashboard.
Next, select which medical data to generate.
Report options:
Who to include?:
A new window will open with the printable medical profiles based on the selected criteria.
By default, your device's print dialog box will open to allow you to print. Use the settings here to either print the profiles or save them as a PDF.
Use the Medication Delivery List tool to generate a list of campers and/or staff that need medications delivered to them. The resulting PDF can be printed or downloaded as needed.
Find the "Medical delivery list" link in the Medical Reports section of the Medical Dashboard.
Next, select which medications to generate.
Choose whether to insert page breaks between campers/staff; which medication delivery times to generate; and a specific date.
Who to include?:
A new window will open with the printable medical profiles based on the selected criteria.
By default, your device's print dialog box will open to allow you to print. Use the settings here to either print the profiles or save them as a PDF.
Customize the different delivery statuses an admin user can select when recording a medication delivery for a camper or staff member.
To manage Medical Delivery Statuses, access the Medical Dashboard by clicking the Medical link in the navigation bar.
Select "Medical Delivery Statuses" from the Medical Management Section.
By default, your database comes included with the statuses of "Delivered" and "Missed", but you can add additional custom statuses as needed.
Click "+ Add new medication delivery status..."
Type the new delivery status and submit.
Double click directly on a status to edit it. In the text field that opens, re-type the status as needed, then click OK to save.
Note: You cannot edit the "Delivered" or "Missed" statuses that come included with your database.
Double click the delete icon to delete a status permanently.
Note: A status cannot be deleted if was already selected for any medication deliveries. If you remove the status from all deliveries it's associated with (across all years), you'll then be able to delete the delivery status.
When recording a medication delivery (either through the Scheduled Medication Delivery Logging tool, or via the camper or staff profile), all of your medication delivery statuses will appear in a dropdown menu when selecting the delivery status for a given medication.
Customize the different times available for medication deliveries.
To manage Medical Deliveries, access the Medical Dashboard by clicking the Medical link in the navigation bar.
Select "Medical Deliveries" from the Medical Management Section.
Your database comes with "as needed" (for PRN medications), but you can create your own additional deliveries for specific times of the day (e.g. Breakfast; Lunch; Dinner, etc.)
Click "+Add new medication delivery..." to create an additional delivery
Note: When filling out your health history form, parents see only the name of the delivery - not the specific time.
Double click directly on the current delivery name or time to edit it. Type the new name or select a new time, then click OK to save changes.
Double click the delete button on the far right to delete a delivery.
Note: Medication deliveries cannot be deleted if any medication delivery logs exists for it already.
Customize the dropdown response lists that campers and staff can select from when entering their Allergy type, Diet Type, and Forbidden Over-the-Counter medicines on their Health History Form.
To manage your Medical Dropdown Lists, access the Medical Dashboard by clicking the Medical link in the navigation bar.
Select "Medical Dropdown Lists" from the Medical Management Section.
Click the dropdown list you wish to add values to.
Type a new value into the input field and then click Add value.
Double click the delete icon to remove that particular value from the list.
Click "OK" in the pop-up window that opens to confirm deletion.
Click and drag values to rearrange them into a different order.
Customize the items that an admin user can select when recording "Assessment," "Complaint," "Disposition," "Staff attending," and "Treatment" on a new Medical Log entry.
To see an example, jump to the bottom of the page.
To manage Medical Log Items, access the Medical Dashboard by clicking the Medical link in the navigation bar.
Select "Medical Log Lists" from the Medical Management Section.
Type a new item into the input field and then click Add medical log item.
Items will appear in alphabetical order and cannot be rearranged manually.
Remove items by either deleting or deactivating them.
Double click the delete button on the far right to permanently delete a log item.
Note: A log item cannot be deleted if it's been selected on a camper or staff person's medical log already.
Double click the Yes value under the "Active" column for the item, change it to No, and click OK to save.
To reactivate the item later, change the setting back to Yes.
Each of your active medical log items will display as a button that can be selected to fill out certain sections of a log entry. Click multiple buttons to select multiple items as needed, and tap a selected item to deselect it.
Parents can submit copies of their camper's medical documents to your camp (i.e. upload a file from their device) using Printed Medical Forms.
To create/manage your Printed Medical Forms, navigate to the Medical Dashboard.
To access the Medical Dashboard, click the Medical link in the navigation bar.
Navigate to the Medical Management section of the dashboard and click "Camper printed medical forms."
Note: An admin user must have Medical "Admin" permissions to access Medical Management tools.
From this screen, you can:
Click + Add new camper printed medical form...
After double clicking the pencil icon, the form settings window will appear.
Edit the form name, due date, active status, notification settings, and whether or not it displays during enrollment/is required to enroll. When you're finished making changes, click Submit in the bottom right.
After clicking the name of the printed form, the 'blank form' settings window will appear.
Double click the delete button to delete a form.
Note: If a form has already been completed by someone, it can't be deleted. If you wish to remove a form that can't be deleted, make the form inactive by editing the form settings.
Double click the print icon to print all submissions your camp has received for this form.
A user also has the ability to add custom questions to the Camper or Staff medical forms.
Note: This article demonstrates how parents access medical forms from within their parent dashboard. If you need help creating/editing these forms as an administrator, click here to learn about printed medical forms and click here to learn about digital health history forms.
All medical forms created within CampSite's Medical module can be submitted via the Forms tab of the Parent Dashboard.
Families can also access Medical forms during the enrollment process if you've configured your medical form(s) to display during enrollment. Click here to learn more about the Forms step of enrollment.
To access the Forms tab, click the Forms tab in the left sidebar menu.
Select a camper to access their medical form(s).
Scroll down to the "Medical forms" section to access the health history forms and printed medical forms.
Please note:
The web-based medical forms that come provided with the medical module are called "Health History Forms." Parents complete these forms by typing their responses into each form, straight from the parent dashboard.
By default, the health history forms that are included with the Medical module appear as 4 separate web forms for the parent to complete. However, each camp can customize their health history forms via their Admin settings. To learn more about customizing health history forms, click here.
To learn more about the parent's process for completing health history forms (the questions included on these forms), please read our corresponding support articles by clicking here.
If needed, camps can also create "printed" medical forms to allow parents to provide copies of medical documents to your camp (by uploading a file from their device).
Printed medical forms will appear beneath the Health History Forms (with a "Printed form" label beneath the form title).
To learn more about the parent's process for completing printed medical forms, click here.
By default, "Health History Form, Part 1" collects the camper's basic information (height and weight), allergies, dietary information, restrictions, and insurance information.
To customize this form, navigate to the "Health History Form Configuration" section of the Medical settings within the Admin tab. To learn more, click here.
Custom instructions added to "Health History Form, Part 1" will appear just below the name of the form, as pictured above.
The "Basic Information" section collects height and weight.
Note that the "Allergy Type" question contains a dropdown list of values to selet from. You can configure which values appear in this list via your camp's "Medical Dropdown Lists" settings. Click here to learn more.
Note that the "Diet Type" question contains a dropdown list of values to selet from. You can configure which values appear in this list via your camp's "Medical Dropdown Lists" settings. Click here to learn more.
Each page of the health history form must be signed before submitting.
Note that if you've made any of the question sections on this page mandatory, page cannot be submitted without completing those sections first. You can control which sections are mandatory via your health history form configuration settings. To learn more, click here.
By default, "Health History Form, Part 2" collects immunizations (including chickenpox and TB test history).
To customize this form, navigate to the "Health History Form Configuration" section of the Medical settings within the Admin tab. To learn more, click here.
Custom instructions added to "Health History Form, Part 2" will appear just below the name of the form, as pictured above.
Note that parents can also choose "None" instead of a date if their camper hasn't received a particular dose.
The bottom portion of the immunizations section collects information regarding chickenpox history and TB test results.
Each page of the health history form must be signed before submitting.
Note that if you've made any of the question sections on this page mandatory, page cannot be submitted without completing those sections first. You can control which sections are mandatory via your health history form configuration settings. To learn more, click here.
By default, "Health History Form, Part 3" collects medications and forbidden over-the-counter medications.
To customize this form, navigate to the "Health History Form Configuration" section of the Medical settings within the Admin tab. To learn more, click here.
Custom instructions added to "Health History Form, Part 3" will appear just below the name of the form, as pictured above.
Note that the list of over-the-counter medications comes provided with this form, but you may edit this list via your camp's "Medical Dropdown Lists". Click here to learn more.
Each page of the health history form must be signed before submitting.
By default, "Health History Form, Part 4" collects emergency contacts, health care providers, general and mental health history, custom medical questions, and permission to treat.
To customize this form, navigate to the "Health History Form Configuration" section of the Medical settings within the Admin tab. To learn more, click here.
Custom instructions added to "Health History Form, Part 4" will appear just below the name of the form, as pictured above.
Note that from the admin-side of CampSite, this section is referred to as "permission to treat."
Please note that the text within this section comes provided with the health history form and cannot be edited.
Each page of the health history form must be signed before submitting.
Note that if you've made any of the question sections on this page mandatory, page cannot be submitted without completing those sections first. You can control which sections are mandatory via your health history form configuration settings. To learn more, click here.
Parents can provide copies of medical documents to your camp by uploading files via the Printed Medical Forms you create.
Parents can access your printed medical forms within the "Medical Forms" section of the forms page, beneath your Health History Forms.
In the example above, Camp Firewood created a printed form (as indicated by the label beneath the form name) to allow parents to upload an immunizations file (e.g. a scanned copy of the camper's immunizations sheet from the doctor).
Please note that no medical forms will display until the camper has begun the enrollment process for the corresponding year.
Printed forms are completed by clicking the name of the form, uploading the necessary file, and submitting the form.
If you upload a blank form that parents need to download and complete, a 'download' button will also appear on the screen pictured above, allowing parents to download the blank form first.
To create printed medical forms, go to the "Medical Management" section of the Medical module dashbord.
The Medical tab appears on each Camper and Staff Profile page.
The Health History Form shows the submission status of each of your Health History Forms plus any additional printed forms you ask campers to upload.
View/manage all of the Health Center Visit Logs and Communication Logs for a camper via the Log tab of their profile page.
Admin users can create Health Center Visit Logs to document the visits that a camper has made to the Health Center.
View all of the existing logs for this camper for the selected year.
Click the paper icon to view the full details of the log.
If a log has an attachment, click the attachment filename on the right to open the file.
Note that .jpg and .jpeg files should open within your browser. PDF files may open in your browser or download to your device, depending on your personal browser settings.
Continue editing and/or close any open logs by double clicking the pencil icon for it.
Only "open" logs remain editable so you can continue to document ongoing treatment. Once treatment has concluded, the log can be closed. Closed logs are no longer editable.
If needed, permanently delete an open log by double clicking the delete icon on the far right.
Once an open log is deleted, it cannot be undeleted.
Closed logs also cannot be deleted.
Create a new log for the present camper by clicking the "+ Add log entry..." link.
After clicking this link, you'll be redirected to the log entry page.
For help creating a health center visit log, click here.
Admin users can create Communication Logs to document conversations with the camper's parent/guardian regarding the camper's health.
View the existing logs that have already been created for this camper.
To edit an existing log:
New log entries can be created by clicking the "add communication log entry" link.
In the pop-up window that opens, provide the details on the conversation that was had regarding this camper's health.
Please note that communication logs can only be accessed from each camper's profile; they cannot be generated in mass.
The General Info sub-tab contains a Camper or Staff member's height and weight, diet information and restrictions. Diet information and Restrictions can be flagged as critical by your health center staff by double clicking the flag to turn it red.
The Health Care Providers sub-tab contains contact information for a Camper or Staff member's Doctor, Dentist and Orthodontist.
To learn how to use the Campers module, watch our 4 phases of training.
In Phase 1, we demonstrate basic navigation; database management (including admin users); and setting up/editing the enrollment form.
To learn how to use the Campers module, watch our 4 phases of training.
In Phase 2, we demonstrate Saved emails, Bunking Boards, Camper & Family Forms, and Invoicing & Autopay process.
To learn how to use the Campers module, watch our 4 phases of training.
In Phase 3 of 4, we demonstrate how to Enroll a Camper, navigate the Family/Camper Profiles, use Camp Shop, and the Camper Spending Money systems.
To learn how to use the Campers module, watch our 4 phases of training.
In Phase 4 of 4, we demonstrate advanced reports (including how to send a mass email), financial reports, and managing your database financial settings.
For general information on managing user permissions, please read our Admin user permissions article.
After the Campers module is enabled for a user, you can grant the following permissions:
*By default, a new user will not have access to any saved advanced reports that were created prior to the user's account having been set up. To give the user access to existing saved reports, go to Advanced Reports Management.
For general information on managing user permissions, please read our Admin user permissions article.
After the Camper Spending Money module is enabled for a user, you can grant the following permissions:
If needed, admin users can create a family's account on their behalf using the Add New Family tool.
First, you'll create the family's account, then you'll create campers within the family.
To add a new family, click the Add New family link from the Campers menu on the navigation bar.
Note: The only required field is the family's last name.
Click "OK" to confirm that you would like to add the family.
Next, you'll be directed to the family's profile page.
Next, create the campers within this family. Note: The family can also do this themselves if they log into the parent dashboard. Click here to learn how parents add new campers to their family via the dashboard.
To manually add Campers to the family, select "Add a camper" from the Family Profile page Action Menu.
Next, you'll be directed to the Camper Profile page. To add or edit the camper's information, double-click the relative fields. To learn more, click here.
In order to log into the parent dashboard, they need to set their password.
Open the action menu on their profile page and select Reset Dashboard password to either email them a link to the password reset tool; or, to set their password for them.
To learn more on how to reset a password, click here.
Note that parents can change their password after logging in by going to the "My Account" page of the Parent Dashboard. To learn more, click here.
View a calendar of all the admin tasks in your database related to families.
Hover over the Campers button in the navigation bar and click "Family Tasks" from the dropdown.
Tasks will appear on the calendar on the day that they're due.
Beneath the calendar, see a list of all filtered tasks in full detail. Click on the task title to toggle open the task description.
From the 'Status' column, mark the task as completed (if you're the assignee or you created the task). For any tasks you've created, you may delete them using the delete button on the far right. Note that other admins cannot delete tasks that they did not create.
Filter for specific tasks based on who they're assigned to/were created by and whether they've been completed or not.
To view all tasks, checkmark the "All tasks" filter on the far right.
By default, the current month will display. Click the left/right arrow icons above the calendar to jump back/forward to different months.
See all tasks for the selected month on their respective due dates within the calendar. Beneath the calendar, see a list of all tasks in full detail.
Use the arrow buttons above the list of tasks to load more, if needed.
Click on a specific date to view a list of all tasks due on that day.
Click on the family's name for the task to view the full details down below.
Tasks are created from the Tasks tab of the family's profile page. Click here to learn more.
Each time the enrollment form is submitted, an enrollment request is created.
Manage all enrollment requests (new, approved, waitlisted, rejected, or incomplete) via the Enrollment Requests page.
Your camp's enrollment processing mode determines how campers become enrolled once they submit an enrollment request.
To access the Enrollment Requests page, click the Enrollment Requests link within the Campers menu of the navigation bar.
In this article, learn about:
Filter which New, Approved, and Rejected enrollment requests display below.
Filter requests for campers of a specific grade/age range, gender, and those who selected to pay with a particular payment method.
To filter by Age, select the checkbox for the Grade filter, then select 'Age' from the dropdown menu. Note that when filtering by 'Age', an 'as of' date is required.
Type a keyword or the full name to filter requests for specific enrollment options or sessions.
After clicking update results, the New, Approved, and Rejected tabs will refresh to display only those requests that match the filters selected.
Requests are stored in tabs based on their current status. Each enrollment request can have the following statuses:
"New" enrollment requests are requests that have not yet been processed. Admin users must manually process each new request.
For each new request, view:
Approving a camper's enrollment request is a 2-step process: first, click the Enroll button on the far right. Next, complete the Enrollment Wizard. In the Enrollment Wizard, you'll confirm the details of the camper's enrollment, process payment, and send a confirmation email to the camper's parents.
For details on how to complete the Enrollment Wizard and enroll a camper, click here.
If you have waitlisting enabled, CampSite will automatically waitlist all requests for any enrollment option(s) that are already at capacity - regardless of whether you're using manual or automatic enrollment processing mode.
To manage the waitlist settings for your enrollment form, go to Step 8: Enrollment Form Setup, open General Options, and toggle the setting for preventing parents from submitting enrollment requests for sessions that have no spots remaining.
To manually waitlist a "new" request, read below.
To waitlist a new request, click the Waitlist button on the right.
The waitlisted enrollment options will move out of the "New" requests queue and into the "Waitlisted" tab to await further processing.
To reject a new request, click the Reject button.
The rejected enrollment options will then move out of the "New" queue and onto the "Rejected" tab of the Enrollment Requests page.
The "Approved" tab contains a list of all enrollment requests that have been approved.
Note: When a camper unenrolls from an enrollment option, it does not change that they once had a request approved, so the camper's original request will still remain in the "Approved" requests tab. That said, the "Approved" tab does not necessarily reflect your current enrollment.
If you need to identify the campers who are currently enrolled/what they're enrolled for, generate an advanced report instead.
Each approved request includes:
View each enrollment option that campers have been waitlisted for, and approve or reject them as needed.
By default, campers are organized chronologically with the earliest enrollment request at the top of the table, but admins may manually rearrange campers as needed.
*Note that CampSite will not automatically enroll a waitlisted camper (e.g. if space becomes available). An admin user must enroll or reject waitlisted requests manually.
"Rejected" enrollment requests have been denied, so that the camper was not enrolled for the requested enrollment option(s).
For each rejected request:
"Incomplete" enrollment requests are requests that a camper started but never finished. This tab will display each individual enrollment option separately, similar to the Waitlist tab.
Requests are displayed in chronological order, per their 'started' timestamp (with the earliest at the bottom of the list). Note that "started" refers to the date + time when the camper submitted the 'Enrollment Options' page of their enrollment form with this option selected.
Deleting an incomplete request will deselect that particular enrollment option from the camper's enrollment form. For example, you may want to delete the request if you've reached out to the family and confirmed that they don't plan to complete the enrollment process for that option.
When an incomplete request for an enrollment option is deleted:
Each time the enrollment form is submitted, an enrollment request is created. You can set your database to process all incoming requests "manually" or "automatically".
Under manual mode, an admin user at your camp must process each new request that's received in order for the camper to become enrolled.
Watch the clip below from our Phase 2 training where we demonstrate how to process enrollment requests.
Use CampSite's Enrollment Analytics Report to generate detailed enrollment metrics for each camp session and also compare enrollment between years.
To access Enrollment Analytics, click the Enrollment Analytics link from the Campers menu on the navigation bar.
By default, the report will automatically display enrollment metrics for each of the sessions under your current enrollment year (as stipulated by the "Year" field at the top of the report.)
Each session includes:
Note: Keep in mind that if your camp processes enrollment manually, a camper is not enrolled until an admin approves the camper's request. Therefore, only approved requests will reflect in the Enrollment Analytics report.
To apply filters or make changes to this report, use the report controls at the top of the page.
Click Show filter to access the available filters for the report.
Click Show detail to add more details to your report results.
Show Session groups to also display enrollment totals for the group capacities within each session. Group capacities are created within each session on Setup Wizard Step 2.
Show Divisions to also display enrollment totals for the divisions within each session. Divisions are created via the Bunking Boards page.
Show Bunks to also display enrollment totals for the bunks within each session. Bunks are created via the Bunking Boards page.
Compare enrollment between years by selecting a year and clicking the "Compare to" button.
The results will refresh to include the total enrolled for the reported year; the total enrolled for the 'compare to' year; and the difference between the two years (i.e. how many more or fewer enrollments exist for the reported year). View comparisons per gender and then for the total overall.
For example, in the screenshot above, the highlighted columns represent:
If you have fewer campers enrolled for the reported year than you had for the year you're comparing to, the difference column will reflect a negative number and the data will be highlighted in red.
If you have more campers enrolled for the reported year than in the year you're comparing to, the difference column will reflect a positive number and be highlighted in green.
By default, the report results will generate enrollment totals for each session individually. Using the session groups feature, multiple sessions can be grouped together to generate combined enrollment totals for all sessions within a group.
Enter a name for the session group and add the session group.
All sessions within a session group will display as a separate table in the results. The enrollment totals for all of those sessions combined will then be presented at the bottom of that table.
For example, in the screenshot above, an "Afterschool" session group was created with 10 afterschool sessions therein. The enrollment totals for all 10 sessions combined are displayed at the bottom of the table (highlighted yellow in the screenshot).
The Lead Tracking page offers a quick overview of new families in a database. A “lead” is created automatically when a family creates an account, either via the New Family Enrollment Form, the Request for Information Form, or if an admin or agent manually creates the family on the admin side.
To access the Lead Tracking page, hover over the green Campers button on the top navigation bar and click the Lead Tracking button in the dropdown.
The top of the Lead Tracking Page will have a graph. This graph shows:
Monthly lead counts— The four boxes side by side show how many new leads came in during each of the last four months, so you can spot trends at a glance.
120-day trend chart— A line graph next to the monthly boxes plots daily lead counts over the past four months, making it easy to see busy stretches and slow spells.
Under the top page graphs you will see the option to Generate a spreadsheet list of leads.
Clicking on this “Generate a spreadsheet list of leads…” button will open a small form where you can pick a start date and end date. By default, this form is pre-filled with the past weeks calendar dates. Click on the dates in the white boxes to change the calendar date range.
Once a date range is selected click on the Generate button and CampSite will create a downloadable spreadsheet of every lead that came in during that range.
Below the charts, the page lists your ten most recent leads. Each lead card shows:
Family name - (click on the family name to open the family’s profile page.)
City, state - (where the family is located based on their home address.)
Camper list - ( The names of any campers attached to the family, color-coded by enrollment status. If the family hasn’t added campers yet, this will show the words “No campers.” Families with more than eight campers will show just a numeric count.)
How long ago the lead came in - (for example, “3 days ago”), plus the exact date and time.
A small map preview - (showing roughly where the family is located, if they’ve provided an address.)
At the bottom, the “Load more leads…” button pulls in the next batch of older leads beneath the current list, so you can keep scrolling back through your history without leaving the page.
Bunking boards are used to manually assign campers to groups within each of the sessions they're enrolled for.
Watch the clip below from our Phase 2 training where we demonstrate how to set up bunking boards and assign campers to their groups.
Bunking boards are used to manually assign campers to groups within each of the sessions they're enrolled for. Bunking boards offer 2 levels of grouping - a parent group (called a "division"), and then sub-groups within each division (called "bunks"). Before you can start placing campers into divisions/bunks campers, you'll need to create your division/bunks on your bunking boards.
To access your bunking boards, open the Camper dropdown menu in the navigation bar and select "Bunking boards."
Each session in your database has a separate bunking board.
To begin, select the session for which you want to create a bunking board.
First, you'll create "divisions", which are the main groups that campers will be assigned to. Within each division, you can create sub-groups called "bunks" to further organize your campers.
To create a division, click "Add a new division..."
Continue adding more divisions (if needed) until you've created all the divisions you need for this session.
To create sub-groups within a division, add bunks to the division.
To add bunks to a division, click the "Add a new bunk..." link underneath that particular division.
Bunks will be listed within each division, as pictured above. Continue adding more bunks (if needed) until you've created all the bunks you need for this division.
Continue adding bunks and divisions for the session as needed. When configuring your bunking boards, note that a camper may only be grouped into 1 division/bunk for per session. Campers may not be placed into multiple divisions or bunks for a given session.
Looking at the screenshot above, campers who enroll into Week 1 for 2020 may be placed into 1 of 2 divisions - either "Dinosaurs" or "Wildcats".
Copying Bunking Boards to other Sessions
If your divisions/bunks will be the same for multiple sessions, you can copy one bunking board layout onto other session(s) using the copy button. For more information on how to copy a bunking board, read "Copying Bunking Boards".
Assigning Campers to Divisions/Bunks
Once your bunking board is set up, you may start assigning enrolled campers to divisions/bunks. For more information on how to assign campers to a division/bunk, read "Assigning Campers And Staff To Divisions And Bunks".
Change the terms "bunking board," "division," and "bunk" to the terms used by your camp by updating your Bunking Board admin settings.
To find the bunking board terminology settings, go to Admin > Campers > Bunking Boards.
Assign campers and staff to their respective groups by dragging and dropping them into bunks on the Bunking Boards page.
If you haven't done so already, make sure to set up your bunking boards first.
First, use the dropdown menu select a session and load the corresponding bunking board.
First, assign campers to a division by selecting from a dropdown menu.
Click the corresponding link in the top right corner of the bunking board ("X campers without divisions" and "X staff without divisions").
View each camper's name, grade, and age. Staff will include gender and name only.
Continue selecting divisions. When finished, close the pop-up window and return to the bunking board.
Campers and staff will appear within that division, in a section titled "no bunk assigned."
Depending on your Admin settings for bunking boards, each the color of each camper's bunk tile background will either reflect their gender OR their custom color for the corresponding year.
When their bunk tile reflects their gender, red = Female; blue = Male; white = any other gender value.
To assign a camper or staff to a bunk, drag and drop them to the appropriate bunk by clicking and holding the camper's tile, dragging the tile to a bunk, and releasing.
If needed, re-assign campers/staff by dragging and dropping between bunks as well.
Bunk capacities do not restrict how many campers/staff an admin can assign to the bunk; they are simply for reference.
To overcap a bunk, simply continue assigning campers to the bunk as needed. To change the capacity, double click on the current capacity number, select a new number, and click OK to save.
As you near the capacity, the capacity will be written in orange.
Once a bunk is at/over capacity, it'll be written in red.
Bunking boards are created on a per-session basis. If you'd like to create the same divisions/bunks for multiple sessions, you can copy the divisions/bunks from one session to another session using the copy function.
First, set up the divisions/bunks in one of your camp sessions.
Next, double click the copy icon next to the Session dropdown menu.
Confirm the copying by clicking "OK." To cancel the copying process, click "Cancel".
The Bunking Board section of the Admin menu allows you to control the camper information that appears on each camper's Bunking Board tile.
Using CampSite's Advanced Report tool, you can create custom reports on the camper and family data within your database. Reports can also be used to complete certain actions in mass, like sending a mass e-mail, generating documents/labels for multiple campers at once, posting mass transactions, and more.
To create or view an advanced report, select Advanced Reports from the Campers dropdown menu on the navigation bar.
To open a report that's already been created/saved in your database, click the Saved Reports dropdown menu ("select...").
Select the report from the menu that drops down, or type the name of the saved report to search for it. Click the name of the report to load the current results.
To create a new report, start by adding campers to your report based on their enrollment status for the given year.
To add a session or status, click the corresponding link and select from the pop-up window that opens. Or, manually type the name of the session/status in the relative text boxes. Both sessions and statuses can be added to a report (which will generate a report containing enrolled campers and not enrolled campers).
Tip: Adding all sessions and all statuses will generate a list of every camper in your database.
By default, an Advanced Report only generates each camper's first and last name. To generate additional information about each camper, add fields to the report.
To add fields of information to your report, click "+Add a field..."
A pop-up window will open presenting all of the fields that can be added to the report.
Close out of the Fields window to return to the report. For each field you selected, additional columns will appear in the report.
For each field added to the report:
Certain fields of data could contain more than one value for a camper. For example, the "enrollment extra names field" for a camper who purchased a t-shirt, AM Extended Care, and PM Extended Care would contain all 3 of those values.
By default, fields that contain multiple values will display all of those values in the same row of the report, separated by commas.
An example of multiple values:
By activating the "splitting" function for a field that contains multiple values, the report will split those values onto separate rows in the report results.
An example of multiple values being split:
Overall, splitting results can help with seeing more individualized information in a report instead of having it all grouped together.
Note that splitting multiple values will increase the number of results in the report as campers will now be listed once per value.
Group together campers with the same value for a given field by activating the grouping function for that field.
Tip: If grouping by a field that contains multiple values, split the field first so that the report groups each value individually.
Remove certain campers from the report by adding filters.
Click +Add filters... to add a filter to the report.
A pop-up window will present all filters you can apply.
Another window will ask you to specify your filter criteria.
The report will results will update to include only the campers who meet your filter criteria. To narrow down the results even further, add additional filters as needed.
Complete an action towards all campers in the report selecting the action buttons.
Tip: If the report is grouped by a certain field, and a group has been un-checked, that group will not be included if you complete an action.
From the Advanced Reports Management page, admins can create/manage report categories; edit user permissions to reports; and archive/delete reports as needed.
Access the Advanced Reports Management page by clicking the link in the top right corner of the Advanced Reports page.
From the Advanced Reports Management page, you may:
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Please note: Each saved report has its own permission settings that specify which admin users can access it (and which level of access they have). That said, you may not be able to see all saved reports in your database due to lack of permission. To learn more about report permissions, please click here. |
View all saved reports organized by category. Categories are listed alphanumerically by category name, and the number of reports within each category is listed in parentheses.
If you have a large number of report categories, they'll be collapsed automatically (to help load this page faster). When a category is collapsed, click the name once to expand it and view all reports therein; click once more to collapse it again.
To create a new category for saving reports under, click Add new report category.
Enter the category name and click Add category to save changes.
To edit the category name, double click the pencil icon.
When a report category is removed, the category/all reports therein will no longer appear:
To remove a report category and all reports therein, archive or delete it.
While deleted categories cannot be undeleted, archived categories can be unarchived if you need to use/access them again. That said, deleting is always permanent, while archiving can be temporary if needed.
To archive a report, start by double clicking the pencil icon next to the category name.
Click Archive category.
Note that there are no special admin user permissions required to be able to archive an entire report category.
Archived categories can be unarchived later, if needed. Click here to learn how.
If a category contains no advanced reports, you can delete it by double clicking the red delete button.
To delete a category that contains reports, you must remove all of the reports from the category first. To do that, expand the category and either move all of the reports to a different category or delete the reports. Once all reports are removed from the category, it can be deleted.
If the category is collapsed, click the category name to expand it and view the reports therein.
For each report within a category, you can:
Double click the pencil icon to edit the report name; change which category it's assigned to; or archive it.
Note that users can only edit/archive a report if they have "admin" permission to it.
Double click the lock icon to select which users have permission to the report, and if so, select their permission level. To learn more about permission levels, click here. Note that you can only edit the report permissions if you yourself have "admin" permission to the report.
Note that if a user has the Reports user permission, they cannot have their permissions to individual reports edited, so they will not appear in the permissions modal. To learn more, click here.
To edit a user's permission for multiple reports at once, user the Mass Permissions Changes feature.
View your permission level to the report ("read"-only or "admin") and whether the report is being used to restrict who can see a particular form or enrollment option.
When a report is removed, it will no longer appear:
To remove a report, archive or delete it.
While deleted reports cannot be undeleted, archived reports can be unarchived if you need to use/access them again. That said, deleting is always permanent, while archiving can be temporary if needed.
Double click the pencil icon to edit the report. Note that you must have "admin" permission to archive an individual report.
Click to archive the report. The report will then be archived within the assigned category.
Or, you can select to assign the report to a different category that's currently archived. This will both move the report into that category and archive the report as well.
Double click the delete button to permanently delete a report. Note that a report cannot be deleted if it's being used as a restriction.
Also, you cannot delete a report unless you have "admin" permission to the report currently.
When a report/category is archived, it will no longer appear:
Within an active category, click "Show archived reports..." to expand the list of all archived reports within that category.
To unarchive an archived report, double click the pencil icon and then click the unarchive button in the pop-up window that opens.
Click "Load archived categories" to view all report categories (and reports therein) that have been archived.
Double click the pencil icon next to the category icon.
Click to unarchive the category.
Note that the individual reports within the category will return to the original unarchived/archived state they were in before the category was archived.
Use the "Mass permission changes" tool to edit a user's permission to multiple reports at once.
Note that you may only edit the user's permission to reports for which you currently have "admin" permission. To learn more about permission levels, click here.
Note that if a user has the Reports user permission, they cannot have their reports permissions edited through "mass permissions changes." To learn more, click here.
For step-by-step instructions on how to make mass permission changes, please see our "Managing Report Permissions" article.
Record "quick" notes about a camper via the yellow Quick Notes section of the family profile.
To add or edit Quick Notes, double click the yellow sticky note and the text area will become editable.
The camper's information is stored in different tabs. To learn more about each tab, please refer to the support article for the relevant profile tab by clicking here.
Complete various actions for this camper's account using the Action Menu.
Click the Action Menu to dropdown the following action items:
We demonstrate how to use the camper profile page in our Phase 3 training below.
Use the Manage Sessions tool if a camper has requested to swap sessions within the same enrollment bundle they originally enrolled for.
The Manage Sessions tool can also be used if your camp built the wrong session into an enrollment bundle and you need to correct which session(s) a camper is enrolled in.
If you're unsure if this applies to you, read below. To jump straight to learning how to manage sessions, click here.
When creating your enrollment options for your enrollment form, you need to create bundle(s) where you select which session(s) the camper will be placed into upon enrolling for that bundle. You can select just one session, or you can select multiple sessions (where the camper either gets enrolled in all of those sessions; or they have to "pick" from multiple sessions).
For example, in the screenshot above, the Camp Firewood enrollment option contains 8 different bundles, each containing multiple sessions. Campers who add the Camp Firewood option then must select a bundle based on how many weeks they want to attend. Then, they must "pick" their sessions, i.e. which specific weeks they want out of all 8 weeks available (e.g. "pick 4 of 8").
If a camper enrolled for "Four Weeks" and selected Weeks 1-4, but wants to switch to Weeks 5-8 instead, use the Manage Sessions tool to make these changes.
Instead, you should un-enroll and then re-enroll the camper. |
Open the Action Menu on the camper's profile and click "Manage sessions..."
The current sessions the camper is enrolled for will already be selected.
Managing a camper's sessions does not automatically update the camper's session accruals for the charges/discounts that were originally created for their enrollment.
Session accruals impact your camp's Camper Accrual Transaction Log, Camper Accrual Summary (By Session), and Camper Accrual Summary (By Accrual Period) financial reports when generating the total amount of charges/discounts allocated to specific camp sessions.
To update the camper's session accruals, an admin must manually adjust the sessions assigned to each relevant charge/discount. First, double click to edit the transaction; then, adjust the session breakdown within the transaction details.
To learn more about editing transactions, click here.
Use the Enrollment Wizard to approve an enrollment request submitted by the camper's parent or manually enroll a camper on the parent's behalf.
To enroll a camper by approving their submitted request on the Enrollment Requests page, find the request you wish to approve and click the "Enroll" button on the right.
To enroll a camper via their profile page, click the "Enroll" link in the Action Menu of the camper's profile.
If the camper already submitted an enrollment request that has not yet been approved, you'll need to specify whether you wish to approve the camper's existing request or create a new request.
Next, the Enrollment Wizard will guide you through the multi-step process of enrolling a camper.
If you're approving an existing request that was submitted by a parent/guardian, the wizard will be pre-filled. However, you may edit any/all selections and responses as needed.
If you're manually enrolling the camper on the parent's behalf, you'll need to enter all of the necessary information manually.
To read about a specific part of the enrollment process, use the links below to jump to a specific section of this article:
If needed, click the camper's name at the top of the page to navigate to their profile page.
First, confirm which enrollment options the camper will be enrolled into.
If you're manually enrolling the camper instead of approving a request the camper submitted, click "+ Add enrollment options..." and select at least one enrollment option(s).
If you're approving the camper for the options they already requested, it's not necessary to add enrollment options (though you can if needed).
In the pop-up window, checkmark which enrollment options to enroll the camper into and then click Add enrollment options.
Next, review enrollment questions and enrollment extras.
Only required questions must be answered before proceeding to the next step. If needed, you may edit a camper's existing responses and add or remove enrollment extras before proceeding.
If you have CampSite's Transportation module, the next step allows you to assign the camper's transportation for the sessions they're enrolling into.
Note: This step is optional - you may assign the camper's transportation after enrollment, if preferred.
In the "Bunking" step, campers may be assigned to a division/bunk for each session they're enrolling into.
Note: This step is optional - you may assign the camper to a bunk after enrollment, if preferred.
Note: if a camper is being enrolled into multiple sessions that have divisions/bunks of the same exact name, selecting a division or bunk for one session will auto-populate the same division/bunk for all other sessions with the same bunking configuration.
The final step of the enrollment process is the checkout step, where you'll confirm the payment information for this enrollment.
First, review the financial summary for the enrollment options/extras/transportation that were selected earlier in the Enrollment Wizard.
To apply a discount towards the balance for this enrollment, select an enrollment discount.
Enrollment discounts are pre-defined on on Step 7 of the Setup Wizard. Custom discounts cannot be entered here - they must be added to the family's profile page after the enrollment is processed.
Manual vs. Automatic Discounts
Note: If any of your enrollment discounts are worth a flat amount instead of a percentage, you may select a quantity for the discount as well.
Next, specify the details for the payment to be made for this enrollment (upon submission of this page).
Note: Only electronic payments (via credit card or checking account) can be processed at this step. If the family has selected to pay with a non-electronic form of payment, you must select 'no payment now' to indicate that an electronic payment is not being processed. You can then record the non-electronic payment on the family's profile page after the enrollment is submitted.
If an electronic payment method is selected, and a payment amount specified, the payment will begin processing once you "Submit" this page.
Specify whether to place the family onto a payment schedule for paying their remaining balance in the future.
Next, confirm the parent's signature and designate whether to send an e-mail to the parents when the camper's enrollment is submitted.
To finalize the camper's enrollment, click the "submit enrollment" button at the very bottom of the page.
Upon clicking this button,
You'll then be redirected to the camper's profile, which will reflect the camper's new enrollment.
Use the Enrollment Wizard when you're approving a camper's enrollment request or manually enrolling a camper.
Watch the clip below from our Phase 2 training where we demonstrate step-by-step how to use the enrollment wizard to process a camper's enrollment.
Use the Unenrollment wizard to remove a camper from some or all enrollment options/bundles.
To access the Unenrollment Wizard, navigate to the camper's profile page, open the Action Menu, and click the "Unenroll" link for the appropriate year.
If you're only unenrolling the camper from some (but not all) options/sessions, you must manually reverse the relevant charges via the family's profile page after submitting the unenrollment. To learn how, click here.
When a camper is being unenrolled from all of their enrollment options for the year, the following questions will appear at the bottom of the page.
Select which status to apply to the camper once they're unenrolled. By default, "Cancelled" will be applied, unless you choose a different status. Remember, you can report on campers by their lead status.
If needed, you can create new statuses by going to Admin>Campers>Lead Statuses.
Select whether to decrease the camper's "Years at camp" tally by 1.
Every camper has a "years at camp" tally based on the number of years they've enrolled for camp. Here, you can select to decrease their "years at camp" tally by 1 so that it reflects that the camper did not attend camp this year.
Select whether to reverse all of this campers charges for the year.
Also, enrollment extras must be manually removed from the camper's profile page (via the Enrollment Extras tab).
To complete the unenrollment process, click the Unenroll camper button at the bottom of the page.
You'll then be redirected to the camper's profile, which will now reflect their new enrollment status.
There is not.
Enrollment changes must be completed one camper at a time. We understand that this is not ideal during the current circumstances, but because of the many variables and specific details related to unenrolling - particularly financials - admins must unenroll campers individually to ensure accuracy.
We demonstrate how to use the camper profile page in our Phase 3 training below.
Record "quick" notes about a family via the yellow Quick Notes section of the family profile.
To add or edit Quick Notes, double click the yellow sticky note and the text area will become editable.
The family's information is stored in different tabs. To learn more about each tab, please refer to the support article for the relevant profile tab by clicking here.
Complete various actions for this family's account using the Action Menu.
Click the Action Menu to dropdown the following action items:
The "Disable 2FA" option will only appear in the Action Menu if a Family or Staff member has previously activated Two-Factor Authentication on the parent dashboard or staff dashboard.
Family and Staff profiles now feature a "Disable 2FA" tool in the Action Menu restricted by the Campers > Basic > Edit admin permission, which strips the lock, logs history data, and triggers a confirmation alert to the end user.
When this option is selected in the action menu, CampSite will ask which parent on the Family Profile page needs two-factor authentication removed. Two-factor authentication can be disabled for one parent at a time if needed. Choosing a parent on this page and confirming by clicking on "Disable 2FA" will disable the two-factor requirement, log history data on the profile, and triggers a confirmation alert to the parent via email.
Admin users can manually reset a parent's password via the Action Menu.
There are two options for resetting a parent's password:
Choose this option to let the parent set their own password initially. Select which parents to trigger a password reset email for and submit.
The email will contain a link to the password reset tool. Once the parent enters their new password they'll be logged into their account.
Upon submitting this modal, CampSite will send the following automated email, which includes the parent's username and a link to set up their account password/log in.
Upon clicking the link, the user will be directed to the password reset page
After creating a password and submitting the page, the parent/staff will be immediately logged into their Dashboard.
Choose this option to set the parent's password for them initially. They can then reset their password as soon as they log into the dashboard.
Enter a password (or, double click the wand icon to autogenerate a password), select which parents to set it for, and submit. Provide the parent with their new password and your Parent Dashboard link for logging in. For security purposes, we don't recommend putting the password into an email.
Occasionally, families will create duplicate accounts for the Parent Dashboard, resulting in two versions of the family within your database.
CampSite's "Merge Tool" allows you to merge duplicate accounts together by copying the data from one account (called the “source” account) into the other account (called the “destination” account). Once the destination account contains the data from both accounts, the source account is then deleted.
If you just need to merge duplicate accounts within the same (1) family, please click here.
Note: We cannot "undo" a merge, so please proceed with caution!
The family profile you're on when opening the Merge Tool is the "source" account. Designating the source vs. the destination is significant when it comes to "conflicting data" - i.e. when both accounts have a different value for a field that can only have one (e.g. a parent can't have more than one first or last name, primary e-mail address, home address, cell phone number, etc).
When it comes to conflicting data, the Merge Tool will keep the "destination" data & delete the "source" data, so you should designate the "destination" account as the account you'd like CampSite to defer to when data conflicts.
For example, the Smith family has 2 accounts. On account #1, P1's email is parent@mail.com. On account #2, P1's email is mom@mail.com. If you want to retain P1's email as parent@mail.com, account #2 should be the source account and account #1 should be the destination.
Once you determine which account will serve as the source and which as the destination, navigate to the destination family profile page and make note of their family ID number (located at the end of the URL, as shown above).
You'll need to enter this number into the Merge Tool later, so make sure you remember it correctly.
Next, navigate to the family's other account (i.e. the source account), open the Action Menu, and click "Merge into another family..."
There are 3 parts to completing the merge process.
Next, review the merge settings.
We cannot "undo" a merge, so please proceed with caution!
Once the merge is complete, you'll be redirected to the destination family profile.
Note that the parents will need to make sure they use the email/password for the destination account to access the Parent Dashboard.
The "Primary Parents" tab of the family profile contains primary parents' details; the family's address and lead source details; and permanent custom fields of data for the family.
Admins may manually edit any of this information by double click.
Parents can update their details from the Parent Dashboard via the "My Account" page.
Admin users can also update a parent's details by double clicking on the current information that's listed (or, the 'edit...' field if no information exists yet).
The above screenshot shows how information fields appear when being edited. To edit, double click the current information listed, change the information as needed, and then click the "Ok" button to save your changes.
View the primary parents listed for the family's account and their basic details. These details are collected when the family first creates their account.
For each primary parent, view the following details:
View/edit the family's Home and Summer address, as well as their Lead Source Information.
For both addresses:
1. Double click to open a Google map of the address
2. View the address details
3. View the phone number associated with that address
To edit an address, double click the specific address line you need to edit.
For Lead Source information, view:
4. Greeting: The custom greeting that's been set for this family (which can be merged into an email to the family).
5. Lead source: The family's response to, "How did you hear about us?" on the form used to create their account
6. Lead source details: The family's response to, "Who did you hear about us from?" on the form used to create their account
7. Lead date: The date on which the family created their account
8. How created: How this family's account was created.
View/edit the permanent custom fields of information for this family.
To add or edit data within a custom field, double click the data field.
Enter new information as needed, then click the "Ok" button to save your changes.
The "Home visit & Tour" tab of the family profile page allows admins to schedule home visits or tours for that particular family. To set up tour time slots, go to the Camper Menu > Tours.
To schedule a home visit with a family, click "+Schedule home visit..."
The home visit is now scheduled.
To schedule a tour with a family, click "+Schedule tour..."
Colors on the calendar indicate tour availability:
Green=tour slots are available
Red=all tour slots are full
Gray=no tour slots have been set up.
See documentation on creating a tour schedule for more information.
If the tour needs to be rescheduled or removed all together this can be done here as well.
Click "+Schedule tour..."
The tour calendar will open to the current day.
Click the time you wish to book the tour for.
A pop-up window will open for you to enter information about the tour.
The tour is now scheduled. The number of people, tour guide, or notes can be edited by double-clicking within the appropriate column. Double-click the red minus sign next to the family name to unschedule the tour.
Divorced parents cannot be added by the Primary parents on the Parent Dashboard. Divorced parents must be added on the admin facing side by an admin Campsite user.
The Camper Spending Money module allows admin users to track spending money and transactions made by campers throughout the summer.
To access the Camper Spending Money dashboard, select "Spending money" from the Campers dropdown menu on the navigation bar.
From the Spending Money Dashboard, admins can create new deposit and withdrawal transactions in mass; generate a log of existing spending money transactions; and manage spending money categories.
To learn more, click here and read our corresponding support articles.
Create transactions in mass via the Spending Money Dashboard.
When creating transactions in mass, you can either enter a different transaction per camper or add the same transaction to all campers in the report.
Keep in mind that transactions made individually or in mass via the Spending Money Dashboard will not transact funds through your payment gateway. To transact funds, a deposit will need to be made either on the camper profile page or on the parent dashboard.
First, create the list of campers you wish to create transactions for.
For each relevant camper, go to the corresponding row and provide the transaction type, category, description, and amount.
To create all of the transactions, click the Submit batch transaction button at the bottom of the page.
Confirm the batch transaction by clicking the OK button.
To add the same transaction to every camper in the report, start by clicking the link to "Set all transaction values...", right below the "get campers" button.
You'll then be asked to provide the transaction details.
The transaction details (Type, Category, Description, and Amount) will now be applied to every camper in the Spending Money report.
If needed, you can still edit individual transactions by clicking and editing the details within the relevant camper row.
To create all of the transactions, click the Submit batch transaction button at the bottom of the page.
Confirm the batch transaction by clicking the OK button.
The report will refresh and each camper's Balance will update to reflect the batch transaction that was just posted.
On each's camper profile, you'll also see the new transaction posted within the camper's Spending Money tab.
Again, these transactions can be posted to the Spending Money for the camper, but are not transacted through your payment gateway when created via the Spending Money Dashboard. You will not receive funds for these transactions.
The Spending Money Transaction log allows you to report on all the Spending Money deposit/withdrawal transactions in your database.
To access the Spending Money Transaction Log, click the appropriate link on the Spending Money Dashboard.
For every transaction generated onto the report, view the transaction ID, the date + time the transaction was created, the camper first + last name, and the transaction details (type, category, description, and amount).
Every spending money transaction must be assigned to a transaction category for reporting purposes. From the "Spending Money Categories" page, you can add, edit, or delete the categories available for all spending money transactions.
To create/manage Spending Money categories, click "Manage spending money categories..." from the Spending Money Dashboard.
Double click on the current category name to edit it. Make your changes, then click OK to save.
Double click the red delete button on the right. Note: You can only delete a category IF it hasn't been assigned to any transactions yet.
Manage an individual camper's Spending Money deposits or withdrawals via the Spending Money tab of their profile.
From this tab, admins can:
Select the correct year tab then select the Spending Money tab underneath.
To add a transaction, click "+ Add transaction"
To record a new transaction, click "add transaction..."
Adding a transaction will give you the option to process payment via the family's electronic payment methods on file.
Edit the "category" or "description" of a withdrawal by double clicking on the current value, making your changes, and clicking OK to save.
If you need to edit the amount, you must delete the transaction and recreate it.
Double click the "i" icon to edit a transaction.
Click Delete Transaction.
When deleting a transaction you will see the following text: "This transaction is an electronic payment, and the corresponding transaction in your payment gateway should also be voided."
The Camper References feature is an all-in-one workflow for collecting and tracking camper references:
💡For those familiar with our Staff module "References" feature, the functionality is nearly identical.
First, go to Admin > Campers > Reference form to manage new settings related to the Reference feature.
Manage the admin settings for the camper references feature.
This link redirects to the Camper Reference Form Questions page, where admins can manage the questions that appear on the form that references complete.
This is the “master switch” for the feature, for parents.
This setting determines if parents are shown the references input page during the Forms step of the Enrollment process, in addition to the camper’s Forms page.
This dropdown menu determines the minimum number of references parents must enter when submitting the references page on the parent dashboard.
This setting determines if references receive an automatic email (asking them to complete the reference form) once a parent submits the reference.
This text appears in the email body for the email that’s sent to references asking them to complete the reference form. CampSite will automatically append the end of this custom text with a link to the reference form.
This text appears at the top of the reference form that the reference completes.
This text appears on the submission confirmation page that the reference is redirected to, after submitting their reference form.
This text appears at the top of the Parent Dashboard page where parents enter their camper’s references, to provide parents instructions or guidance.
From Admin > Campers > Reference Form > Camper reference form questions, admins can create, edit, and organize the questions that appear on the form that each camper’s reference completes.
At the top of the page, find a dropdown menu for Year. Toggle between years to manage the form questions specific to that enrollment year. Changes to form questions will only apply to the year currently selected.
To create a new question for your form, click the "+ Add a new camper reference question..." link.
To “preview” how the form looks, open a copy of the form by going to the “References” tab on a camper profile and then double clicking the link icon for a reference. Click here to learn more.
When the camper reference feature is enabled, parents can submit references from the camper’s “Forms” page of the Parent Dashboard.
If the setting to collect references during enrollment is also enabled, parents can also input references via the Enrollment Form “Forms” step.
At the top of the page, parents will see the custom text added to Admin > Campers > Reference form > Custom header text when parents enter references on Parent Dashboard.
The email message will contain the custom text from “Text of e-mail that reference receives”, and then include a link to the reference form to fill out.
Notes:
→ On both the “Forms” page and Enrollment Form “Forms” step, the link to inputting references appears in a separate container titled “References”
→ The form will show a green checkmark / “References submitted” after the parent has submitted the references page with all required references.
→ If 2 enrollment years are available, two References links will appear to parents, labeled with the corresponding year that they’re for.
A camper’s references are stored in a new “References” tab of the camper profile, within each Year tab.
From this tab, admins can view, add, edit, and remove camper references; manually email references a request to submit the reference form; and view/edit reference from responses.
Each reference provided by a camper will receive an email notification requesting that they complete the online reference form.
The email sent to references will contain the custom messaging added to Text of e-mail that reference receives via Admin > Campers > Reference form, then a link to the online reference form.
The link to the reference form will open a form (themed with the same header and background as your parent dashboard), that contains:
The Agent module allows you to create Agent Users in Campsite. An Agent User is a specialized user profile for those who support or represent multiple families or campers at once.
Unlike a standard parent account, an Agent submits enrollment submissions and acts on behalf of families and campers to ensure their enrollment, documentation, and care needs are handled correctly. Unlike other users, Agents are given access to information for a limited set of families and campers and a limited set of actions within the Admin dashboard interface.
If you are interested in using the agent module in your Campsite database please click here.
Once you are ready to begin in the Agent Module, you will begin by adding Agent users. Agent users can only be added by an existing admin user under Admin > DB Management> Agents. To view this full process please see: Agent Settings
When adding Agent Users, you will need to grant permissions that they will be able to view and access on their Agent Dashboard. To see these permissions and view what they will grant please see: Agent Permissions
If a family that the Agent User will be managing enrollments for already exists in Campsite, they will need to be added to the agents new profile by an admin user. This process can be seen under: Agent Settings
If a family that the Agent User will be managing enrollments for does not already exist in Campsite, the agent user can create a profile for this family by clicking the "add family" button. This process can be seen here: The Agent Dashboard
When an Agent User is added, they will get an email where they can create their password and then log into their account. Agents can submit enrollment requests for campers within families that they manage. For more information on what this dashboard looks like please see: The Agent Dashboard
Agent Users have a limited version of the Camper and Family Profile pages in Campsite. To view what an Agent User can see on these profile pages please see: The Family Profile as an Agent User and The Camper Profile as an Agent User
An Admin user can create new Agent Users and update existing Agent Users permissions by navigating to Admin > DB Management > Agents
Click on "Add new agent..." to create a new Agent user. Here you will be able to add:
Adding an Agent triggers an automatic email to that added email address so the agent is aware of their new account and can login to their dashboard (just how creating a new Admin user triggers an automatic email)
Permissions can be granted to Agent Users under Admin> Campers> Agent
This is a different location from the rest of Campsite Permissions (which are hosted under Admin> DB Management> Users)
For more details on these permissions please see: Agent Permissions
To assign a family to an Agent User click on "Assign new family..."
A text box will appear. Begin to type the name of an existing Campsite family. You will need at least 3 letters of the family name added to the text box for a family to appear in the dropdown list.
Click on the family name to add them to the list of families you are adding to this agent.
click on the "Assign family" button when done. The family will be added to the list of assigned families for this agent. Repeat this process as needed to add more families to be managed by this agent.
You can change an Agent User's password at any time by typing into the text box under the "Change Password" section.
Type a new password following Campsite's password criteria:
Passwords must include the following:
When done click on "Save changes for this agent".
If finished with all Agent User editing click on the "Save Changes" overall button in the bottom right corner before navigating away from the page.
Permissions can be granted to Agent Users under Admin> DB Management > Agents
This is a different location from the rest of Campsite Permissions (which are hosted under Admin> DB Management> Users)
Like all other permissions begin in Campsite, you must click on "Enable module" before additional permissions can be granted for an Agent User.
The following permissions can be granted to an Agent User:
Basic
Financial
Family + Camper Notes
Once an Agent User is created by an exitsting admin in the Campsite database, they will automatically receive an email asking them to change their password to login to their new account.
Agent Users will login to Campsite via the admin login screen and will have a limited version of the admin facing side of Campsite to use (e.g. firewood.campmanagement.com/admin). This is the same page all admin users will use to login to their Campsite database.
Agent Users have a limited version of the admin side of Campsite (that can then be further restricted by their permissions as needed), despite logging in on the same screen.
A new agent with no associated families will see a message letting them know that if a family already exists in Campsite that they should contact the camp admin for assistance in adding the family to their page and associating them as the family's agent.
Only an existing admin user can associate an Agent to an already existing family in the Agent Settings section under Admin > DB Management > Agents. For information on how to do this please see: Agent Settings
Once existing families are added to be managed by an agent, they will appear as follows:
If a family does not exist in Campsite already, an agent can click to add a new family, which will associtate the agent to the family automatically.
To make a new family an Agent User can click on the "Add New Family" button.
Once this button is clicked on, it will bring the Agent User to the Add New Family form.
The process of creating a new family is the same form process that an admin user would see when adding a new family via the Camper button > Add new family.
Here the basic family information will be added by the Agent User to create the family and Camper profiles.
When done, an Agent must click on the "Add family" button at the bottom right corner of the screen.
Clicking on a camper name or creating a new family will begin the Enrollment Request Process for the family as the Agent.
If the family already exist in the database, an Agent User will click on the campers name. This will bring them to the version of the Camper Profile page that the Agent User can access. From there, the Agent will click on the Action Menu and select to Enroll the camper.
If an Agent User has just added a new family, that will lead an agent into the camper enrollment process right away
The enrollment process as an Agent User is very similar to the process that any admin who manually enrolls a camper would take.
An Agent User will first need to select the enrollment options that this camper will be attempting to enroll in. Click on "+Add enrollment options..." to begin this process.
Once options are selected, click on "Next step: Questions" to proceed.
Here agents will fill out answers to questions asked on Step 8 and Step 9 of the enrollment process. They can also select to add on enrollment extras if desired to this campers enrollment request.
When questions and enrollment extras are complete, click on "Next step: Payment Details".
On the Forms step of the enrollment process, agents will be able to fill out forms needed for camper enrollment.
Any forms the camper will need based on the enrollment selections. This may include medical forms if the camp is using the Medical Module.
Click on the name of a form to open the form.
The form will display and the agent can fill out information as needed.
Once the form information is filled out, click on "Save Changes" to submit the form.
Once a form is submitted, agents will be redirected back to the enrollment process. Submitted forms will show their received date in green and show a submission date. Agents should continue to submit forms as needed until done. Then click on "Continue to Payment" when ready to move on to Step 4.
On the payment details step an agent will see the total cost that this camper will incur for this enrollment request.
In the Payment Details box, the agent can choose a payment method for this family to pay by.
When choosing an electronic method of payment such as a Credit Card, if the family already has a card on file, it can be selected here from the list.
If a family does not already have a card on file, an agent can add a new card by selecting "Add a new credit card"
If payment schedules are available, an agent can choose to add this family to an available payment schedule.
When the enrollment form is complete, click on "Submit enrollment request"
Submitting an enrollment request as an agent will then route the agent back to that campers profile.
For more information on what an Agent User will see on the Camper Profile page please see: The Camper Profile as an Agent User
An Agent User can click on the "home" icon in the top left corner to return to their dashboard landing page.
Going back to the Agent main (landing) page will show enrollment request statuses for campers that they are managing
This shows that the agent submitted a campers enrollment request only - not the requests current status.
Even after a request is approved, this page will not change statuses.
An Agent User can see and work with a limited version of Camper Dashboards within the families that are assigned to them.
To access a camper profile page as an Agent User, click on a camper name on the agent dashboard.
On this camper profile page, Agent Users can:
The Essentials and Age and grade sections of the basic info tab can be edited by an Agent User as needed by double clicking on the current value, selecting or typing the new value, and clicking on "OK" when done.
The Yearly tab will host yearly information about this camper including.
The Basic info tab on the Yearly level hosts this campers grade and custom color. These can be edited by double clicking on the current value.
Submitted enrollment requests for the current year (as well as their current status) can be seen here along with the date and time that they were submitted.
The signed registration contract can also be seen here by clicking on "Registration contract".
Enrollment questions and their recorded responses for this camper for this year can be seen in the Enrollment questions tab. Responses can be edited as needed by double clicking on the current value, updating the selection or text, and clicking on "OK" when done.
Each session that a camper is enrolled in for the current year will have it's own tab in the Yearly tab.
If a camper is assigned to a Division and Bunk within Bunking Boards, that assignment can be seen here.
Yearly based custom fields can be seen and edited here. To edit a field, double click on the current value, slecet or type a new value, then click "OK" to save when done.
If a camp is using the Medical module and if the Agent User has been granted permission (under Admin > DB Management > Agents > Permissions) to see the camper medical information, the Medical tab will appear for the Agent on the camper profile.
The Medical tab functions the same way for an Agent User as it would for an Admin User with medical permissions enabled. For an overview of the Medical tab, please see: Medical Tab on Profile Pages
Click through all sections of the medical tab on the camper profile to input information as needed. Double click on any existing value within the medical tab to edit the current value and click "OK" when done to save.
The forms tab for Agent Users has the same functionality as the forms tab has for any Admin User with Forms permssions enabled. For an overview of how this tab works, please see: Camper Profile: Forms Tab
The Action Menu on each camper profile page currently only hosts the ability to submit an enrollment request for a camper. For more information on that process please see: The Agent Dashboard
Agent Users have access to a limited version of the family profile page for any family that they are assigned to.
To access a family profile page as an Agent User, click on the family name on the agent dashboard.
Within this limited profile page, an Agent User will have access to:
The Primary Parent Tab will host basic information on the two primary parents, Basic info + Addresses, and Permanent Custom Field information.
This information can be updated as needed by double clicking on a current value, editing as needed, then clicking "OK" to save the new value.
If needed, additional adults can be added to a family profile page via the Divorced Parents tab. To enter a parent here, double click on an empty value, add information, then click "OK" when done to save.
For more information on Divorced Parents and what they are able to do in Campsite please see: Family Profile: Divorced Parents Tab
If an Agent User has been granted permssions for the Attendance Module (under Admin > DB Management > Agents > Permissions) they will be able to access the Authorized Pickups tab.
To add an authroized pickup to this profile, click on "+ Add Authorized pickup..."
Basic information must be added to the pop up window that appears. When done entering information, click on "Add Authorized pickup" in the bottom right corner.
For more information on adding Authorized Pickups please see: Adding Authorized Pickups on the Family Profile
If family level forms exist for this family they can be accessed here on the family profile > forms tab. Agent Users can fill out and submit family level forms as needed on the family profile in this location. For more information on filling out or submitting forms please see: Camper Profile: Forms Tab
Agent Users will also have a limited version of the Financial Tab on the family profile page. Here Agent Users will be able to:
To generate a statement double click on the paper icon with the dollar sign under the Current Balance. Set a date range to generate for as needed and click "Generate Statement" when done. If a statement is needed for the entire calendar year as of the current date, leave the date range box blank and click on "Generate Statement".
To email a statement to a family, double click on the blue envelope icon under the Current Balance. Set a date range to generate for as needed and click "Generate Statement" when done. If a statement is needed for the entire calendar year as of the current date, leave the date range box blank. Select recipients as needed and compose email. Click on "Send email" when done.
For more information on both of these processes, please see: Transactions
Agent Users can make a new payment for a family as needed by clicking on the "New payment" button. This process follows the same steps as seen here: Payments
For an Agent User the invoices tab is a view only access page. Here an Agent User can view payment schedules and invoice preferences for a family.
An Agent can view and add new credit cards for a family as needed in the Credit cards tab.
This tab has the same functionality as seen here: Family Profile: Credit Cards Tab
The only functionality that does not appear on the Agent view is the ability to delete credit cards. Agents cannot delete a family credit card.
An Agent can view and add new checking accounts for a family as needed in the Checking accounts tab.
This tab has the same functionality as seen here: Family Profile: Credit Cards Tab
The only functionality that does not appear on the Agent view is the ability to delete checking accounts. Agents cannot delete a family checking account.
The Action menu can be used by an Agent User only to add a new camper to this family profile or to reset the password for the parent dashboard if needed.
These processes are both elaborated on here: Action Menu
The Program Landing Page is where you will manage everything related to your camp's Program. This includes basic Program Management, Bunk Scheduling and Elective Scheduling.
To access the Program Landing Page, click Program in the the header bar.
The Program Blackout Calendar allows you to "blackout" Program Locations in camp on certain days and times so that no Activities may be made available to Bunks.
To access Program Blackout Calendar, click Program in the the header bar.
Click Program Blackout Calendar under the Program Management section.
To add a new Blackout click " +Add blackout... "
A pop-up window will appear which allows you to add the new Program Blackout.
Program Blackouts will appear in order of Start time.
Days in which you have a blackout present will appear in red in the calendar.
Program Locations are the areas in camp in which Activities take place.
To access Program Locations, click Program in the the header bar.
Click Program Locations under the Program Management section.
To add a new Program Location click " +Add program location... "
A pop-up window will appear which allows you to add the Program Location Name and Short Name.
Program Location Names will appear in alphabetical order. You may add as many Program Locations as you wish.
Cycles represent a date range within camp in which Periods and Activities take place.
Cycles can be as short as one day or as long as you would like.
To add a Cycle to a Segment, click " +Add cycle... "
A pop-up window will appear which asks you for the:
The Cycles you have added to this Segment will show up in chronological order, by start date.
Copying Activities to another Segment allows you to quickly duplicate Activities from one Segment to the next without having to enter all of the Activities again.
Within the Segment Management page, click "Copy activities from this segment..."
A pop-up window will appear that asks you where you would like to copy activities from this segment to.
"Activities copied successfully!" will appear in a green box at the top of the screen.
Adding Activities to a Segment allows you to make these Activities available within specific Periods of a Cycle.
To add an Activity to a Segment, click " +Add activity... "
A pop-up window will appear which allows you to add an Activity to the Segment.
The Activities you have added to this Segment will show up in alphabetical order by Name.
Adding Divisions to a Segment allows you to assign the Bunks within the chosen Division to any Activities within the Cycle.
To add a Division to a Segment, click " +Add division... "
A pop-up window will appear which allows you to choose which Divisions from this Session you would like to add to the Segment.
The Divisions you have chosen to add to this Segment will show up in the order in which they appear on the Bunking Board.
Managing Segments is the second step in the Bunk Scheduling process. Now that you've created your Segment, we need to add the Divisions, Activities, and Cycles that comprise the Segment.
Choose the Segment you would like to manage by clicking on the Segment icon, to the left of the Segment Name.
The Segment Management page will now appear where you will be able to manage your:
Creating Segments is the first step in the Bunk Scheduling process. Segments are created per Session and contain all of the information related to Divisions, Activities, Cycles and Periods.
Segments can be created for any portion of your camp and are most typically broken out by age groups, i.e. Junior Camp and Senior Camp, depending on how your camp organizes Bunk Scheduling.
To access Segments, click Program in the header bar.
Click Segments under the Bunk Scheduling section
To add a new Segment click " +Add segment... "
A pop-up window will appear.
Segments will appear in the Session that you've assigned them to in alphabetical order. You may add as many Segments to a Session as you would like.
If you have set Blackouts using the Program Blackout Calendar they will appear on the Cycle Grid, alerting you that a Program Location is unavailable during the selected time frame.
A Blackout will appear on the Cycle Grid as dark grey boxes to indicate that you have assigned a Blackout to this Program Location during this time frame. If you would like to make this Program Location available for the given time frame, you must go back to the Program Blackout Calendar and delete the Blackout.
When adding a new Available Activity to a day within a Cycle, if you have a Blackout during any of the given Periods, the Period will appear italicized and crossed out.
Assigning Bunks to Available Activities indicates that the group of campers within the Bunk will be participating in the selected Activity during the assigned Period.
In order to assign a Bunk to an Available Activity Slot, "Drag & Drop" the Bunk from the "No activity assigned" area to an Available Activity Slot. When hovering over the Slot, the background of the Slot will turn Green to indicate that you may assign the Bunk here.
Copying Available Activities to other Days allows you to quickly duplicate Available Activities from one Day to the next without having to enter all of the Available Activities again.
Within the Cycle Grid, click "Copy available activities from this grid..."
A pop-up window will appear that asks you where you would like to copy the Available Activities from this grid to:
"Available Activities copied successfuly!" will appear in a green box at the top of the screen.
Available Activities are Activities that Bunks can be assigned to during Periods within a Day.
To add an Available Activity click " +Add available activity... "
A pop-up window will appear which allows you to add an Available Activity.
Available Activities will appear in alphabetical order
The Cycle Grid - Bunks is where you will manage the Available Activities within a Cycle and assign Bunks to those Available Activities
To open the Cycle Grid, click "View cycle grid..."
From the Cycle Grid you are able to:
To quickly access a Cycle Grid from the Program Landing Page, you can click on the Cycle you would like to view. You will then be taken to the first day within the chosen Cycle.
Copying Periods to other Days allows you to quickly duplicate Periods from one Day to the next without having to enter all of the Periods again.
Within the Cycle Management page, click "Copy periods to another date..."
A pop-up window will appear that asks you which Date you would like to copy.
The Periods within the Date you have chosen to copy will now appear in the Destination Cycle and Dates you selected in the previous step.
The Frequency Report is designed to give you a count of how many times during a Segment or Cycle that a Bunk has attended an Activity.
To access the Frequency Report, click Program in the the header bar.
Click Frequency Report under the Reports section of Bunk Scheduling.
Choose your criteria:
Choose your criteria:
The Schedule Generator is designed to give you an overview of Available Activities that are taking place by Bunk or by Activity on a per Cycle basis. You can then quickly print and hand out schedules to your activity and cabin staff or export the information to Excel.
To access the Schedule Generator, click Program in the the header bar.
Click Schedule Generator under the Reports section of Bunk Scheduling.
Choose your criteria:
Choose your criteria:
Cycles represent a date range within camp in which Periods and Activities take place.
Cycles can be as short as one day or as long as you would like.
To add a Cycle to a Segment, click " +Add cycle... "
A pop-up window will appear which asks you for the:
The Cycles you have added to this Segment will show up in chronological order, by start date.
Copying Activities to another Segment allows you to quickly duplicate Activities from one Segment to the next without having to enter all of the Activities again.
Within the Segment Management page, click "Copy activities from this segment..."
A pop-up window will appear that asks you where you would like to copy activities from this segment to.
"Activities copied successfully!" will appear in a green box at the top of the screen.
Adding Activities to a Segment allows you to make these Activities available within specific Periods of a Cycle.
To add an Activity to a Segment, click " + Add activity... "
A pop-up window will appear which allows you to add an Activity to the Segment.
The Activities you have added to this Segment will show up in alphabetical order by Name.
Copying Departments to another Segment allows you to quickly duplicate Departments from one Segment to the next without having to enter all of the Departments again.
Within the Segment Management page, click "Copy departments from this segment..."
A pop-up window will appear that asks you where you would like to copy departments from this segment to.
"Departments copied successfully!" will appear in a green box at the top of the screen.
Adding Departments to a Segment allows you to assign the Staff within the chosen Department to any Activities within the Cycle.
To add a Department to a Segment, click " + Add department... "
A pop-up window will appear which allows you to choose which Departments you would like to add to the Segment.
The Departments you have chosen to add to this Segment will show up in alphabetical order.
Adding Divisions to a Segment allows you to assign the Campers of the Bunks within the chosen Division to any Activities within the Cycle.
To add a Division to a Segment, click " +Add division... "
A pop-up window will appear which allows you to choose which Divisions from this Session you would like to add to the Segment.
The Divisions you have chosen to add to this Segment will show up in the order in which they appear on the Bunking Board.
Adjusting the Maximum Camper Count for an Available Activity.
The Available Activity count indicator (# of Assigned Campers / Maximum # of Available Slots for the current Period can be edited by double clicking on the Maximum # of Available Slots
Note: You may not reduce the Max Camper Count below the # of Assigned Campers. (i.e If your Max Camper Count is 5 and you have already assigned 4 campers to the specified Activity, you cannot reduce the Max Camper Count below 4)
The new Maximum Camper Count will be indicated based on your selection.
Assigning Campers to Available Activities indicates that the Camper will be participating in the selected Activity during the assigned Period.
In order to assign a Camper to an Available Activity, "Drag & Drop" the Available Activity to the Available Activity Slot. When hovering over the Slot, the background of the Slot will turn Green to indicate that you may assign the Activity to this Camper.
Copying Available Activities to other Days allows you to quickly duplicate Available Activities from one Day to the next without having to enter all of the Available Activities again.
Within the Cycle Grid, click "Copy available activities from this grid..."
A pop-up window will appear that asks you where you would like to copy the Available Activities from this grid to:
"Available Activities copied successfuly!" will appear in a green box at the top of the screen.
Available Activities are Activities that Campers and Staff can be assigned to during Periods within a Day.
To add an Available Activity click " +Add available activity... "
A pop-up window will appear which allows you to add an Available Activity.
Available Activities will appear in alphabetical order
The Cycle Grid - Campers is where you will manage the Available Activities within a Cycle and assign Campers to those Available Activities
To open the Cycle Grid, click "View cycle grid..."
From the Cycle Grid - Campers you are able to:
To quickly access a Cycle Grid from the Program Landing Page, you can click on the Cycle you would like to view. You will then be taken to the first day within the chosen Cycle.
Copying Periods to other Days allows you to quickly duplicate Periods from one Day to the next without having to enter all of the Periods again.
Within the Cycle Management page, click "Copy periods to another date..."
A pop-up window will appear that asks you which Date you would like to copy.
The Periods within the Date you have chosen to copy will now appear in the Destination Cycle and Dates you selected in the previous step.
To learn how to use the Staff module in CampSite, watch the training below.
In this training, we demonstrate:
For general information on managing user permissions, please read our Admin user permissions article.
After the Staff module is enabled for a user, you can grant the following permissions:
Note: In order to be able to use CampSite's Hiring Wizard and hire applicants, the user must be given Salary "Edit" permissions (in addition to Basic "Edit" permissions).
*By default, a new user will not have access to any saved advanced reports that were created prior to the user's account having been set up. To give the user access to existing saved reports, go to Advanced Reports Management.
View staff who have not been hired and see their overall application progress.
Note: Hired staff do not appear in the lead browser. To view hired staff, create a Staff Advanced Report instead.
To access the Staff Lead browser, hover over the Staff link in the navigation bar and then click "Staff Lead Browser" from the dropdown menu.
Staff are sorted into different tabs based on their lead status. Manage the statuses available for your staff applicants via Admin > Staff > Lead Statuses. To learn more, click here.
By default, the Lead Browser contains 1 tab for all staff assigned the "Lead" status for the selected year. To view staff with other statuses, click the + symbol next to the Lead tab and select another status.
Additional tabs will appear in your lead browser for each status.
Select the tab to view which staff have been assigned that status and see their application progress.
Click the Change lead status... dropdown menu on the far right, choose a different status, then click OK to save your changes.
After clicking OK, the applicant wil move from the present tab to the other tab for their new status.
By default, the Lead Browser will display all unhired staff within your database. This could include staff from past years who were rolled over, even though they haven't started an application for this year.
To only show staff persons who created their account during the camp year selected on the Lead Browser page, navigate to Admin > Staff > Miscellaneous and set "New staff only in lead browser?" to Yes.
The application progress bar beneath the Staff person's name indicates how much of their application they've submitted.
Each square within the progress bar represents a different page of your application. Hover your mouse over each square and a tooltip will indicate which application page it represents.
When every page has been submitted, the entire progress bar will turn a darker green color (like Kat McCole shown above).
You can view an applicant's application and/or mark them as hired from their profile page. Click on their photo or name to jump to their profile. From there, view their application data by selecting the appropriate year tab, then selecting the Application tab underneath.
To hire the applicant, open the Action Menu and select to 'Hire for 20XX'.
Assign hired staff to a department and title using the same "drag & drop" method on camper bunking boards. First, create your departments and titles, then drag + drop hired staff to assign them.
Note: If you create your departments and titles before hiring begins, you can assign a staff member to a department and title during the hiring process. Otherwise, you can drag & drop them here after they're hired.
To access the Staff Departments board, hover over the Staff link in the navigation bar and then click "Staff Departments" from the dropdown menu.
To assign staff a department and title, follow these 3 steps:
Also, learn how to:
Click the + Add new department... link to create a new department.
Provide a name for the department and submit.
Once a department is created, click + Add a new title... within it to create the different titles that pertain to it.
When adding a title, provide how many times to add it, depending on how many staff you plan to assign this title. You can always add more or delete extras later, if needed.
If a staff person was not assigned to a department/title at the time they were hired, they'll appear in a container at the bottom of the page titled "Hired with no title."
Drag and drop a staff member to assign them a specific title. Drag and drop assigned staff to different titles as needed, too.
Click on a staff person's name to expand their tile and view their profile photo; the sessions they've been hired for; their citizenship; and their start and end date. Click the link to jump to their profile.
To see the details for all staff within a department, double click the ID card icon in the department name. Double click again to collapse their details.
Hover over the contract icon in the right corner of a given staff to view whether their contract is in and their contract due date (according to data in the 'contract in' and 'contract due date' fields within the Salary details tab of their profile page).
Double click the pencil icon for a department or title to edit the name of it.
Need to edit the quantity of a certain title? Use the "Add a new title..." link to add more; or, delete existing titles that you don't need.
The delete function for titles and departments are their respective edit modals. Double click the pencil icon for the title/department you wish to delete.
Note: You can only delete a department if no titles exist for it.
Delete all of the titles within the department in order for the 'delete' button to appear in the edit modal.
You can delete a title even if someone is assigned to it. After deleting the title, refresh the page and the staff person will appear in the 'Hired with no title' section, waiting to be reassigned again.
Print or export a list of staff within a department (i.e. first name, last name, and title) using the print and export icons in the department toolbar.
Need to print multiple departments at once (or, generate more info on the staff than just first and last name)? Create a Staff Advanced Report grouped by department and print that instead.
Staff forms serve to collect additional information (beyond the Staff application) about each staff person. Staff Forms can also be used to present information (like an informational handout or camp calendar).
Create and manage all Staff forms from the Staff Forms page in CampSite.
To access the Staff Forms page, select Staff Forms from the Staff dropdown menu on the navigation bar.
Please read our "Forms Overview" article to learn how to:
Printing staff notes allows you to print data from the Notes tab of the Staff Profile page. Staff notes can be printed as a mass list of all hired staff, or by division or bunk within an individual session.
To print Staff notes, select "Staff Notes" from the Staff dropdown menu on the navigation bar.
Select "Staff notes".
Printable notes will open based on your selected criteria.
Staff notes also include Staff's profile photos and basic info, as well as division and bunk assignments when printing by division or bunk.
Using CampSite's Advanced Report tool, you can create custom reports on the staff data within your database. Reports can also be used to complete certain actions in mass, like sending a mass e-mail, generating documents/labels for multiple staff at once, posting mass transactions, and more.
To create or view an advanced report, select Advanced Reports from the Staff dropdown menu on the navigation bar.
To open a report that's already been created/saved in your database, click the Saved Reports dropdown menu ("select...").
Select the report from the menu that drops down, or type the name of the saved report to search for it. Click the name of the report to load the current results.
To create a new report, start by adding staff to your report based on their current hiring status for the given year.
To add a session or status, click the corresponding link and select from the pop-up window that opens. Or, manually type the name of the session/status in the relative text boxes. Both sessions and statuses can be added to a report (which will generate a report containing hired staff and not hired staff).
Tip: Adding all sessions and all statuses will generate a list of every staff person in your database.
By default, an Advanced Report only generates each staff person's first and list name. To generate additional information about each staff person, add fields to the report.
To add fields of information to your report, click "+Add a field..."
A pop-up window will open presenting all of the fields that can be added to the report.
Close out of the Fields window to return to the report. For each field you selected, additional columns will appear in the report.
For each field added to the report:
Certain fields of data could contain more than one value for a staff person. For example, staff could list multiple activities that they're qualified to lead, so the "Qualified to lead" field would contain multiple values for a staff person if they listed more than one qualification.
By default, fields that contain multiple values wil display all values in the same row of the report (with the values separated by commas).
An example of multiple values:
By activating the "splitting" function for a field that contains multiple values, the report will display each individual value on a separate row in the report results.
Group together staff with the same value for a given field by activating the grouping function for that field.
Tip: If grouping by a field that contains multiple values, split the field first so that the report groups each value individually.
Remove certain staff from the report by adding filters.
Click +Add filters... to add a filter to the report.
A pop-up window will present all the fields of data that you can filter by.
Another window will ask you to specify your filter criteria.
The report will immediately update to only include the staff who meet your filter criteria. Add more filters to continue narrowing down your results as needed.
Complete an action towards all of the staff in the report using the action buttons.
Tip: If the report is grouped by a certain field, and a group has been un-checked, that group will not be included if you complete an action.
From the Advanced Reports Management page, admins can create/manage report categories; edit user permissions to reports; and archive/delete reports as needed.
Access the Advanced Reports Management page by clicking the link in the top right corner of the Advanced Reports page.
From the Advanced Reports Management page, you may:
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Please note: Each saved report has its own permission settings that specify which admin users can access it (and which level of access they have). That said, you may not be able to see all saved reports in your database due to lack of permission. To learn more about report permissions, please click here. |
View all saved reports organized by category. Categories are listed alphanumerically by category name, and the number of reports within each category is listed in parentheses.
If you have a large number of report categories, they'll be collapsed automatically (to help load this page faster). When a category is collapsed, click the name once to expand it and view all reports therein; click once more to collapse it again.
To create a new category for saving reports under, click Add new report category.
Enter the category name and click Add category to save changes.
To edit the category name, double click the pencil icon.
When a report category is removed, the category/all reports therein will no longer appear:
To remove a report category and all reports therein, archive or delete it.
While deleted categories cannot be undeleted, archived categories can be unarchived if you need to use/access them again. That said, deleting is always permanent, while archiving can be temporary if needed.
To archive a report, start by double clicking the pencil icon next to the category name.
Click Archive category.
Note that there are no special admin user permissions required to be able to archive an entire report category.
Archived categories can be unarchived later, if needed. Click here to learn how.
If a category contains no advanced reports, you can delete it by double clicking the red delete button.
To delete a category that contains reports, you must remove all of the reports from the category first. To do that, expand the category and either move all of the reports to a different category or delete the reports. Once all reports are removed from the category, it can be deleted.
If the category is collapsed, click the category name to expand it and view the reports therein.
For each report within a category, you can:
Double click the pencil icon to edit the report name; change which category it's assigned to; or archive it.
Note that users can only edit/archive a report if they have "admin" permission to it.
Double click the lock icon to select which users have permission to the report, and if so, select their permission level. To learn more about permission levels, click here. Note that you can only edit the report permissions if you yourself have "admin" permission to the report.
Note that if a user has the Reports user permission, they cannot have their permissions to individual reports edited, so they will not appear in the permissions modal. To learn more, click here.
To edit a user's permission for multiple reports at once, user the Mass Permissions Changes feature.
View your permission level to the report ("read"-only or "admin") and whether the report is being used to restrict who can see a particular form or enrollment option.
When a report is removed, it will no longer appear:
To remove a report, archive or delete it.
While deleted reports cannot be undeleted, archived reports can be unarchived if you need to use/access them again. That said, deleting is always permanent, while archiving can be temporary if needed.
Double click the pencil icon to edit the report. Note that you must have "admin" permission to archive an individual report.
Click to archive the report. The report will then be archived within the assigned category.
Or, you can select to assign the report to a different category that's currently archived. This will both move the report into that category and archive the report as well.
Double click the delete button to permanently delete a report. Note that a report cannot be deleted if it's being used as a restriction.
Also, you cannot delete a report unless you have "admin" permission to the report currently.
When a report/category is archived, it will no longer appear:
Within an active category, click "Show archived reports..." to expand the list of all archived reports within that category.
To unarchive an archived report, double click the pencil icon and then click the unarchive button in the pop-up window that opens.
Click "Load archived categories" to view all report categories (and reports therein) that have been archived.
Double click the pencil icon next to the category icon.
Click to unarchive the category.
Note that the individual reports within the category will return to the original unarchived/archived state they were in before the category was archived.
Use the "Mass permission changes" tool to edit a user's permission to multiple reports at once.
Note that you may only edit the user's permission to reports for which you currently have "admin" permission. To learn more about permission levels, click here.
Note that if a user has the Reports user permission, they cannot have their reports permissions edited through "mass permissions changes." To learn more, click here.
For step-by-step instructions on how to make mass permission changes, please see our "Managing Report Permissions" article.
Click on a staff member's photo directly to change the photo as needed.
Please note that profile photo upload file types must be .JPEG or .PNG files. Please note that "iphone" photos (.heic file types) cannot be used by CampSite. In addition, "Live photos" or "motion photos" are not accepted by CampSite and cannot be used.
Use the Hiring Wizard to hire a staff person for certain session(s) for a given year. You can also set their salary details and email them their contract upon hiring.
To access the hiring wizard for a staff person, navigate to their profile page, open the Action Menu, and click "Hire for [year]".
When hiring a staff person, you'll be prompted to select:
Note: Salary details, custom salary fields, and a confirmation email/contract are not required to complete the hiring process. You can leave these sections blank and provide that information later via the staff person's profile page.
Select which camp session(s) to hire the staff person for.
By default, all sessions will be selected. Individually deselect certain sessions, and/or use the 'select all/none' feature.
For each session, you also have the option to select a camper division/bunk to assign the staff person to. This step is optional; you can always assign them to a division/bunk later via the bunking boards page or their profile.
Next, enter the staff person's salary details. None of these fields are required and may be skipped/filled out later, after the staff person has been hired.
Provide the staff person's base salary and any other custom "salary amounts" your camp has created.
For returning staff, click the "Fill with [year] salary details" to populate their base salary, title, and custom salary fields from last year. Use the 'clear all values' to empty them.
See the positions that the staff person selected on their application and checkmark which position(s) you wish to hire them for.
Click and use the calendar input to provide the start and end date for the staff person's employment.
Click and use the calendar input to provide when the contract was sent out to the staff person and when the contract is due. This data can be merged into the staff contract itself and can also be presented to the staff person on the Summer Info page of their Staff Dashboard, depending on your admin settings. Click here to learn more.
If your camp has created any custom salary information fields for the Staff module, they'll populate here for you to fill out.
Send a confirmation email to the staff person upon submitting the hiring wizard. You can also attach their contract to the email.
Use the dropdown menus to select one of your saved email messages for the Staff module as well as one of your staff contracts. If needed, you can also edit the contract before generating and sending it. Note that any changes you make will only apply to the present contract being generated, not the overall contract template.
Click "Hire staff member" to submit the page and hire the staff person. Afterwards, you'll be redirected to the staff person's profile page which will reflect their new hired status.
Use the un-hire tool to un-hire a staff person from all of their sessions for the year.
To un-hire a staff person, open the Action Menu on their profile and then select "Un-hire for [year]".
Select which lead status to apply to the staff person upon unhiring them.
To manage the staff lead statuses in your database, go to Admin > Staff > Lead statuses. Click here to learn more.
Select whether or not to remove the staff person from their assigned department and title, too (if applicable).
If you deselect this option, the staff person will still appear on your staff departments page with their assigned department and title, but their name will be appended with their new lead status, like this:
After confirming the unhiring process, you'll be redirected to the staff person's profile, which will now reflect their new un-hired status.
The "Basic info" tab contains basic information about the staff person, as well as their permanent custom fields of data.
"Essential" information is collected on the 'Basic Info' page of your staff application.**
For returning staff, their 'Basic Info' page will pre-populate information they provided previously, though they may edit it when completing the Basic Info for a subsequent year, if needed.
Edit staff data manually by double clicking directly on the current data. Note: Age is auto-calculated from the date of birth on file. To adjust a staff person's age, change 'date of birth'.
** Years at Camp is an admin-only field that CampSite calculates automatically, based on the total number of database years a staff person is listed as 'hired'. Though this data is auto-calculated, admin may still double click to edit this value if needed.
Addresses and lead source are also collected on the 'Basic Info' page of your staff application (if you've enabled these sections in your application settings).
Addresses are also rolled over year after year for returning staff so they don't need to re-enter their address each year they apply, though they may edit it if needed.
Double click the map icon to open their address in Google Maps.
View/edit the permanent custom fields of information for this staff person.
Under "Yearly info" you have the Staff Position, Department, Title, and Availability. Also, under "Yearly info" the User will have the option to generate a contract pdf. This can be generated from the Action Menu.
You can adjust Basic salary details by double clicking on the input data.
Display whether or not a Staff member uses the bus as transportation to camp.
Session tabs will appear for all sessions in which a staff member is hired.
The Application tab contains all the information submitted by the staff member on the Staff Dashboard.
First on the Staff application we have the Education section. Here a potential Staff can add their varying levels of education.
Enter employer info here. Add as many employer profiles as you want.
Potential staff can also record all of their certifications.
Staff can choose from a dropdown list of the activities your camp offers (Health and Office related duties can also be listed). Of those activities they can be set as qualified to lead or qualified to assist.
Add as many references as your camp requires.
Create questions from Admin>Staff>Setup Wizard Step 2 and then choose what you want the potential staff to answer.
Potential staff wanting to apply to a camp will navigate to the staff application URL unique to their camp (e.g. firewood.campmanagement.com/apply) to begin a new staff member application. This URL will need to be tied to a button on a camps website (e.g. "apply here") or sent directly to potential applicants externally from CampSite.
This form should only be filled out by staff members who have never filled out an application previously.
Once on this page, new staff applicants will fill in the needed information to create a new staff profile and begin the application process.
The "Begin Application" button will not be selectable until the necessary information for the form is input.
If the staff member on this page already has a profile with the input email address and information, a new account will not be able to be made. Already existing staff members (or existing applicants) should click on the "Sign in" button to sign into their existing profile page.
Any person who has a staff account with a camp can log into the Staff Dashboard. When signing into the Staff Dashboard, Staff will see the following landing page.
The colors and background of the Staff Dashboard will follow the settings for the Parent Dashboard.
The header text for the Staff dashboard can be edited and customized under Admin> Staff> Staff Dashboard> Staff Dashboard home page message.
The Staff Application must be filled out by applicants each year that they would like to apply to work at a camp.
All of the sections of information in this application can be toggled on or off under Admin> Staff> Application: Settings. Please see here for more setting information: Application: Settings
This article will review the following steps of the Staff Application process:
If a photo upload is set as active under Admin> Staff> Application Settings> Photo Upload, then a photo upload will be the first step of the application process. If a photo upload is not set to be active, this step will not appear to applicants.
Photo uploads must be .JPEG or .PNG file types. "Live photos" are not accepted.
The header text for this page can be customized under Admin > Staff> Application: Instructions> "Begin staff application" (/apply) instructions.
The photo instructions can also be customized under Admin > Staff> Application: Instructions> Photo Upload Instructions.
Once a photo is uploaded, an applicant will need to click on "Save and Continue" to move forward in the application.
The Basic info step is where you a camp can collect additional information on that first step of the application as well as ask what position at camp an applicant is applying for.
The Header text of this application page can be edited under Admin > Staff> Application: Instructions> Basic Info instructions.
The amount of positions that an applicant can apply for at once can be controlled on the Admin side under Admin > Staff> Application: Settings> Number of positions an applicant can apply for.
Positions do not come standard with CampSite and must be created on the Admin side under Admin> Staff> Setup Wizard> Step 1: Positions.
For more information on creating new Application Positions please see: Staff Wizard - Step 1: Staff positions
Additional information will ask about an applicants availability and lead details.
These sections of information for the application can be turned on or off at any time by navigating to Admin> Staff> Application: Basic Info instructions.
For more information on the Basic Info step of the Staff Application please see: Application: Basic Info
The Education step will allow applicants to add up to three past schools to their history.
The header text of this application page can be edited under Admin > Staff> Application: Instructions> Education instructions.
While one Education history option will be presented initially, more can be added (up to three) by clicking on the "+ Add Another School" button.
The number of past Education histories required can be set under Admin> Staff> Application: Settings.
The Employment step will allow applicants to add up to three past schools to their history.
The header text of this application page can be edited under Admin > Staff> Application: Instructions> Employment instructions.
While one Employment history option will be presented initially, more can be added (up to three) by clicking on the "+ Add Another Employer" button.
The number of past Employment histories required can be set under Admin> Staff> Application: Settings.
The Certification step will allow applicants to add any certifications they think are relevant to the position that they are applying for.
The header text of this application page can be edited under Admin > Staff> Application: Instructions> Certifications instructions.
The certifications noted here by the applicant do not have an option to upload a copy of a certification. This is an option for an applicant to notify a camp that they have a certification that can be provided if asked for.
If a camp would like to ask for an upload of any noted certifications, CampSite recommends setting up a Staff form to accept an upload. For more information on how to create a Staff form please see: Staff Forms
If an applicant wishes to add a certification here, they will need to add a name for the certification and add a date that the certification expires.
Once a certification is added, it will appear under the Current Certifications section. If the certification needs to be removed on the applicant side, they can click on the red "x" to remove the certification.
The header text of this application page can be edited under Admin > Staff> Application: Instructions> Qualifications instructions.
The Qualification step present a list of qualifications to applicants from different categories that are created by the camp. These categories and qualifications can be created under Admin> Staff> Setup Wizard> Step 4: Staff Qualifications.
The applicant will decide from a drop down list whether they are qualified to lead, assist or they are unqualified. They then can rank each one based on which they prefer to do.
The Reference step will allow applicants to add up to three references for a camp to contact before employment is offered.
The header text of this application page can be edited under Admin > Staff> Application: Instructions> References instructions.
While one Reference option will be presented initially, more can be added (up to three) by clicking on the "+ Add Another Reference" button.
The number of past References required can be set under Admin> Staff> Application: Settings.
For more information on creating reference questions for these references to see when they are added to this form please see: Staff Wizard - Step 6: Staff reference questions
The header text of this application page can be edited under Admin> Staff> Application: Instructions> General Questions instructions.
The questions listed here will appear for each applicant to answer, regarless of the position that they are applying for.
For more information in creating these questions please see: Staff Wizard - Step 2: Staff application questions
The header text of this application page can be edited under Admin> Staff> Application: Instructions> Position-Specific Questions instructions.
The questions listed here will appear for applicants who apply to certain positions.
For more information in creating these questions please see: Staff Wizard - Step 3: Staff application position questions
The Terms & Conditions that staff applicants will need to sign and agree to can be edited under Admin> Staff> Application: Instructions> Terms & Conditions.
This application cannot be submitted until the checkbox under the Terms & Conditions is checked off. The "Submit" button will not be selectable until this box is checked off.
Once the application is successfully submitted, the Application Complete message will appear under the Terms & Conditions. This message is customizable under Admin> Staff> Application: Instructions> Staff application completed message.
Staff forms can be used to gather additional information on potential applicants or on new hired staff for a camp year.
Staff forms can be created under Staff on the top navigation bar> Staff forms.
For more information on creating forms, please see: Staff Forms
Forms that are active for staff members will appear under the Forms tab on the Staff Dashboard. Forms will not display during the Application process for staff.
Clicking on a form will bring the staff member to the form screen where they can input information and submit the form when ready.
If a camp is using the Medical module, the option to have staff members upload medical forms will appear under the standard forms section.
The option for the Medical forms to appear to staff members who are or aren't yet hired can be found under Admin> Staff> Medical.
For more information on these electronic medical forms and settings please see: Staff Medical Settings
For more information on non electronic medical forms please see: Printed Medical Forms
All published (and active) blog posts display in a mobile-friendly layout on your camp's Camp Today page for staff.
Posts are displayed in chronological order (newest at the top) and adapt to the screen size of whatever device is being used when viewing the blog.
Depending on your settings, staff may see:
All posts
To allow staff to see all posts regardless of their hired status/which sessions they are hired for, navigate to Admin> Camp Today> Communication: Settings> "Allow all staff to see all blogs" set to "yes". This will allow staff members who are not hired at your camp to see all blog posts from Camp Today.
Posts in blogs only in which they are hired for
To NOT allow staff to see all posts (they will only see posts in blogs that are related to sessions they are actively hired for) navigate to Admin> Camp Today> Communication: Settings> "Allow all staff to see all blogs" set to "No".
For an in depth explanation of how the Camp Today dashboard works, please see: Parent Dashboard: Viewing Camp Today Blog Posts (While the article is based on the parent dashboard, all information is the same).
The Staff Dashboard "My Account" page can be used by staff to set and update their personal preferences.
To navigate to this page on the Staff Dashboard, a staff member should log into their account then click on the "My Account" option on the left side bar.
Under the Personal Info section of the My Account page, staff members can update their personal information (name, email, cell phone, and home phone), home address information, and profile photo.
Click on Save Changes when finished.
Under the Password & Security section of the My Account page, staff members can update their password and set up two factor authentication.
Click on Save Changes when finished.
Under the Messaging Preferences section of the My Account page, staff members can update their email preferences for email and texting.
Click on Save Changes when finished.
Generate custom PDFs that contain merged data from a person's CampSite profile.
First, create a Document template to customize which fields of data will populate on to the PDF and stylize it to your liking (you can even embed profile pictures into each Document, too).
Then, generate a single Document via someone's profile page or a batch of documents for everyone populating on an advanced report.
Common uses for a Document include:
In this article, learn how to:
Navigate to the Admin settings page.
Provide the overall settings for the Document:
Next, create the content that appears on the Document by double clicking the pencil icon to the left of the Document name.
Use the text editor to type text that should appear on the Document, or paste content from external sources. Merge in data from the person's profile page, and/or their profile photo.
To demonstrate, here's an example of the content for a camper Document called "Printed Enrollment Form."
Above, plain text (which appears in black) precedes each merge field (which appear in blue). When generated, the document will display the same plain text for every camper, but the merge fields will produce personalized data from the camper's profile (E.g. "Name: Rolando").
See the "Document PDF" below for a screenshot of how the "Printed Enrollment Form" Document will look when it's generated for a specific camper.
After a Document template is created, the Document can be generated for an individual or in mass.
Generate a Document for one person via the Action Menu on the person's profile page.
For example, to generate a camper Document for an individual camper, go to the camper's profile page and:
A pop-up window will display all the Documents that exist for this type of account (e.g. in the screenshot above, we're seeing all camper Documents).
Click the name of the specific Document you wish to generate and a PDF will be created. Depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
For example, here's what the "Printed Enrollment Form" Document from above looks like when generated.
See how the merge fields are populating information specific to Rolando.
Generate a Document for multiple people at once via the Advanced Reports page.
First, create an Advanced Report that contains all of the individuals you wish to generate a Document for.
Click the Documents button in the report toolbar.
A confirmation message will display at the top of the screen to confirm that CampSite has begun generating your Documents. Once they've been generated, you'll receive an e-mail with from CampSite containing a link to download all Documents that were generated.
Within the e-mail that's received, click the button that says "Click here to download" and a .zip file containing all of the Documents will be downloaded to your device.
View a calendar of all the admin tasks in your database related to families.
Hover over the Campers button in the navigation bar and click "Family Tasks" from the dropdown.
Tasks will appear on the calendar on the day that they're due.
Beneath the calendar, see a list of all filtered tasks in full detail. Click on the task title to toggle open the task description.
From the 'Status' column, mark the task as completed (if you're the assignee or you created the task). For any tasks you've created, you may delete them using the delete button on the far right. Note that other admins cannot delete tasks that they did not create.
Filter for specific tasks based on who they're assigned to/were created by and whether they've been completed or not.
To view all tasks, checkmark the "All tasks" filter on the far right.
By default, the current month will display. Click the left/right arrow icons above the calendar to jump back/forward to different months.
See all tasks for the selected month on their respective due dates within the calendar. Beneath the calendar, see a list of all tasks in full detail.
Use the arrow buttons above the list of tasks to load more, if needed.
Click on a specific date to view a list of all tasks due on that day.
Click on the family's name for the task to view the full details down below.
Tasks are created from the Tasks tab of the family's profile page. Click here to learn more.
CampSite profile pages come with a standard set of fields for storing data. To store additional data not included in our standard fields, camps can create their own "custom" fields.
Admin users then enter data into those fields from the profile page; in mass by editing an Advanced Report; or by importing a .CSV. Click here to learn more about all 3 methods of inputting data into custom fields.
Note that end users cannot see custom fields, with one exception - click here to learn more.
For example, all camper profile pages include the basic data fields shown in annotation #1 above. Annotation #2 shows examples of "permanent" custom fields for storing a camper's alumni ID, and whether or not the camper's been sent a welcome packet.
In this article, learn about:
Custom fields are managed from the Admin page, within the respective module tab. For example, the screenshot above shows custom fields for Camper profiles.
There are different types (i.e. "scopes") of custom fields for each type of profile page. The scope determines how frequently data is stored within the field and thus where the field appears on the profile page.
The following Custom Field scopes can be created for the following profile page types:
Permanent field: Only one value can be stored for each person. This type of field is available for Family, Camper, Alumni, Staff, Group, Guest, and Donor profile types. Only permanent fields can be set to be visible on the Parent or Camper profile page. No other form scopes can be set to be visible on the login dashboard. Permanent custom fields cannot be set as visible on the login dashboard to any other profile type except Family and Camper profiles.
Yearly field: One value can be stored per database year, for each person. This type of field is available only to Camper, Staff, Group, Guest, and Donor profile types.
Session field: One value can be stored per session, per year, for each person. This type of field is available only to Camper and Staff profile types.
Event field: (for CampSite's Events module) One value can be stored per event, per year, for each group or guest. This type of field is available only to Group and Guest profile types.
Salary field: (for CampSite's Staff module) One value can be stored per year, within the Salary details tab of a staff person's profile. Both types of Salary custom fields are also protected by the "Salary details" admin user permissions, to control which admins have access to the data in these custom fields. Click here to learn more. Also, "Salary amount" fields are summed together for a salary total. Click here for full details on Staff Salary fields. This type of field is available only to Staff profile types.
For example, in the screenshot above, Camp Firewood created a yearly custom field to record a camper's "swim level." This allows admins to store a separate swim level value for each year.
The location of a custom field on a person's profile depends on the scope.
Permanent custom fields are stored on the main tab of a person's profile page, e.g. the 'Basic Info' tab for Campers.
Yearly custom fields are stored within each year tab, then within a sub-tab titled Custom fields.
To find session custom fields (for Campers or Staff), select a year tab, then a session tab, then the sub-tab titled Custom fields.
Admins can enter data into a custom field one person at a time (via their profile page), or in mass via an advanced report.
Custom field data can also be imported via spreadsheet - click here to learn more.
Edit/insert custom field values the same way you edit other profile fields.
Double click directly on the current value or the word 'edit...'
Insert/edit a value into the input field and click Ok to save.
Note that the type of input field available is based on 'type' that was selected when the custom field was created.
Add the custom field to an advanced report and then activate the Edit function.
For instructions on how mass edit data through an Advanced Report, click here.
You can also add custom field values in mass by uploading a .CSV with those values.
For help on how to import data into CampSite, click here to read our "Import Data" article.
Custom fields for the Family profile page have a 'visibility' setting that controls whether this field is visible (either read-only, or editable) by the parent when logged into their parent dashboard.
When visibility is 'none', the field does not appear on the parent dashboard and is admin-only, like all other custom fields.
Primary parents can access visible custom fields by opening the "My Account" page, selecting the "Family info" tab, and viewing the "Other information" section.
Family profiles can only use the Permanent custom field type, so only Permanent fields that are set to be visible to the parent Dashboard will appear on the Parent Dashboard > "My Account" page.
Permanent Custom Fields on the Camper level can also be seen on the Parent Dashboard when set to be visible. When set as such, these can be seen under the Parent Dashboard > "My Account" page > Camper info > Click on a Campers name.
In addition to the traditional scopes (permanent, yearly, and session), the Staff module also includes custom fields for storing more salary information. All staff salary custom fields appear within the "Salary details" tab of the Staff profile page along with their basic salary information and staff charges.
There are 2 types of salary custom fields: those for storing "Salary information", and those for "Salary amounts".
Note that both "Salary amount" fields are also protected by our existing "Salary" admin user permissions.
Salary information fields are for storing additional salary-related information. You can create any type of field - yes/no, dropdown, small text, etc., and these fields appear and function like all other custom fields.
For payment amounts, use salary amount fields.
Custom salary information fields appear in a separate table, in the middle of the Salary details tab of the Staff profile page. Double click the current value/"edit..." to change insert or edit a value as needed.
Salary amount fields are for money/decimal amounts only, and are displayed as line items on the Salary tab of the staff person's profile page. They're then summed together with the staff person's "Base salary" to calculate their total salary.
Select "Salary amount" as the scope. Note that the "Type" will be locked as Money/Decimal. If you need to store non money/decimal data, create a "Salary information" field instead.
Next, select whether or not the salary amount you'll record in this field is taxable.
Salary amount fields can also be re-arranged to control the order in which they appear on the Staff profile page.
Click the rearrange icon and then drag & drop each field into the desired order.
Custom salary amount fields appear in the bottom section of the Salary details tab of the Staff profile page.
Double click the current value/"edit..." to insert or edit a value as needed.
CampSite will autocalculate the Total Salary; Total Taxable Salary; Total Charges; Adjusted Salary; and Adjusted Taxable Salary amounts at the bottom of the salary amounts table.
To learn how these amounts are calculated, click here to read our support article on the Salary details tab.
Generate custom labels that contain merged data from a person's CampSite profile.
First, create and save a custom label template that contains the data you wish to populate onto the label. Then, generate a single label for one person (from their profile page); or, a sheet of labels for multiple people (from an advanced report).
Note that all CampSite databases come included with a mailing label. Common custom Labels that camps typically create include name tags, transportation tags, and backpack labels.
Learn how to:
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Printing Tip |
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When printing out a sheet of generated labels, make sure your printer "scale" setting is set to "actual size" or 100%. Do not select “Fit to Page” or your device will resize the labels, causing them to not align correctly when printed. |
Navigate to the Admin settings page.
*Select from the list of label formats we currently support. If you're using a different label, click "My format isn't listed" and send us the label specs. If there's high demand for that type of label, we'll work to add it in a future release.
Next, to add content to the label, double click the pencil icon to the left of the label name.
Use the text editor to type plain text that should appear on every label. Click "Add merge fields" to merge in specific data from the person's profile page, and/or their profile photo.
Use the toolbar to stylize your text, embed images, etc.
To demonstrate, here's an example of a camper Label called "Bus Tag":
Above, plain text (which appears in black) precedes merge fields (which appear in blue). When generated, the label will display the same plain text for every camper, but the merge fields will produce personalized data from the camper's profile (E.g. "Bunk Name: Group 7-A").
See the "Label PDF" below for a screenshot of how the "Bus Tag" label will look when it's generated for a specific camper.
Generate a label for a single person or for multiple people at once.
Generate a label for one person via the Action Menu on the person's profile page.
For example, to generate a camper label for an individual camper, go to the camper's profile page,
Next, select all available labels depending for this type of account (e.g. all saved Camper labels when generating a label for a camper).
Click on a label and CampSite will generate a PDF with the label for you to save or print. Depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
For example, here's what the "Bus Tag" label from above looks like when generated.
See how the merge fields are populating information specific to Sandra.
Generate a sheet of labels for multiple persons at once via an advanced report.
First, create a report so that your results contain everyone you wish to generate a label for.
Then, click the Labels button above the report results.
Next, select which label you wish to generate for everyone in your report results.
CampSite will begin generating your labels as a PDF and then send them to you via email (to the address that you use to log into CampSite with).
Look for an email with the subject line, "Your labels '_____' are ready!"
Open the email and click the "Click here to download" button top download the PDF of labels that were generated.
Again, depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
Admin users can record internal notes via the "Notes" tab on each profile page in CampSite.
Each time a note is created, it's assigned to a specific note category. Camps can create/manage their preferred note categories via the Notes admin settings for their database.
Control which admin users are allowed to read/edit/create notes within each category via the note category settings.
Each module has its own Notes settings on the Admin page. First, select a module tab (e.g. Campers; Families; Staff); and then select "Notes" from the sidebar menu underneath.
From the Notes page, admins can:
Note: Admin users cannot access the "Notes" admin tab outlined in this article unless they have the Notes admin user permission for the corresponding module. Click here to learn more about user permissions.
First, click the "Add new category..." link.
Next, type the name of the category; select which admin users are permitted to read/edit/create the notes in this category, and click the add the category.
Change a category name and/or edit which users are allowed to access notes within the category.
Double click the pencil icon for the category you wish to edit.
Double click the red delete button to delete a category. If a category has notes in it, you cannot delete that category.
Save text messages in your database to easily resend later.
To manage the saved text messages in your database, navigate to Admin, select the appropriate module tab, and then select Saved text messages.
From this tab, you may:
Saved texts are assigned to a specific text message category, for organizational purposes. Create text message categories first, then save texts within them.
To create and save a new text message in your database, click + Compose a new saved text message..
For help on how to compose a text, please click here.
Texts can be un-archived, but they cannot be un-deleted.
Archived texts will be hidden on the Saved Text Messages tab and also will not appear in the 'Saved text messages' dropdown menu when sending a text. Unarchive a text any time and it'll appear in both locations again.
1. Double click the pencil icon to edit the text message
2. Click Archive this text message
Click the link to show archived text message(s).
Double click the pencil icon to edit the text message you wish to unarchive.
Click unarchive this text message.
If a saved text hasn't been sent yet, delete it by double clicking the delete button on the far right.
If a saved text has been sent already, the delete button will be deactivated to prevent you from deleting it.
You can still delete the text message if you archive it first, and then delete it from the archives.
Send a saved text message to an individual family or staff person via the action menu of their profile page, or send a mass text to multiple families/staff at once via Advanced Reports.
Save emails in your database to easily resend later, or to send automatically when certain forms are submitted.
To access saved emails, navigate to Admin, select the appropriate module tab, and then select Saved e-mails.
From this tab, you may:
This article will demonstrate with camper emails but all the information below applies to all other emails (family, staff, alumni, etc.) as well.
To create and save a new email message in your database, click + Compose a new saved e-mail...
For help on how to compose an email, please click here.
To view the mass email statistics, double click the bar graph icon.
Saved emails are assigned to a specific email category, for organizational purposes. Create email categories first, then save emails within them.
Emails can be un-archived, but they cannot be un-deleted.
Archived emails will be hidden on the Saved Emails tab and also will not appear in the 'Saved emails' dropdown menu when sending an email. Unarchive an email any time and it'll appear in both locations again for you to send in the future.
If you have multiple emails to archive, use the mass archive function. Otherwise, archive one email at a time.
Click the "Mass archive saved e-mails" link.
Select which emails to archive. Use the 'select all' links under each category to checkmark all emails; or, checkmark emails one at a time.
Click "Archive saved e-mails" to archive all selected emails.
First, click to show at least one category of archived emails.
Next, click the "Mass unarchive saved e-mails" link.
Select which emails to unarchive. Use the 'select all' links under each category to checkmark all emails; or, checkmark emails one at a time.
Click "Unarchive saved e-mails" to archive all selected emails.
Click the link to show archived emails.
Double click the pencil icon to edit the email you wish to unarchive.
Click unarchive this email.
If an email hasn't been sent yet, delete it by double clicking the delete button on the far right.
If the delete button is greyed, the email has been sent already. To delete a sent email, archive it first. Then, delete it from the archives.
Mass emails can be scheduled to send at a future day/time, to a saved advanced report. CampSite will generate the report at that time and automatically send the saved email to everyone who populates in the report results. Click here to learn how.
To manage/cancel pending scheduled emails and also view a log of all sent scheduled emails, click the "schedule emails" link.
Pending scheduled emails have not been sent yet.
View the date + time the email will be sent; the name of the saved report it will be sent to; and which saved email will be sent to all those who populate on the saved report.
To cancel a pending scheduled e-mail, double click the delete icon on the far right.
Double click the pencil icon to to update the type of e-mail; date + time; and the selected recipients.
View a log of all scheduled emails that have already been sent.
View the date + time the email was sent; the name of the saved report it was sent to; and which saved email was sent to all those who populated on the saved report.
To view the email statistics for a sent scheduled e-mail, double click the statistics icon.
Watch the clip below from our Phase 2 training where we demonstrate how to compose and save an email in your database, as well as how to save custom email signatures and header templates.
By partnering with SendGrid, CampSite records statistics on the delivery status of each e-mail you send through CampSite.
When you send a saved e-mail in mass (i.e. to 10 or more people), you can view the delivery statistics for all your recipients from the E-mail Statistics Page for the saved e-mail.
To access the Email Statistics page for a saved e-mail, follow these steps:
Note that the E-mail Statistics page only exists for e-mails that were saved before they were sent. If you sent an e-mail without saving it first, you can still access the delivery statistics on an individual basis by looking at the E-mails tab on each recipient's profile page.
On the statistics page for this e-mail, you'll find the following information:
At the bottom of the page, view a log of each instance this saved e-mail was sent in mass (each row = one mass-email campaign).
To learn more about what each e-mail action represents, read our E-mail Delivery Statuses/Actions article.
By partnering with SendGrid (a best-in-brand provider of e-mail delivery services), CampSite receives real-time updates on the actions your recipients take towards each of your e-mail messages.
There are 7 different actions a recipient can take towards your e-mail messages, described in detail below. Admins can view delivery actions on an individual message or on mass-emails (if the e-mail was saved in your camp's database prior to sending).
There are 7 different actions a recipient can take towards your e-mail message. Here's a description of what each action represents:
| Action | Description |
|---|---|
| Sent | The e-mail was successfully generated by CampSite and relayed to SendGrid but has not yet been delivered to the recipient. |
| Delivered |
The e-mail is acknowledged as being received by the recipient’s e-mail service provider. A status of ‘Delivered’ does not guarantee that the message made it to the inbox; e-mail service providers may decide to categorize the mail as spam, or not deliver the message at all. Corporate and educational e-mail providers (e.g. schools, universities) often have strict rules when it comes to the e-mails they allow through. If you have trouble delivering mail to a recipient on one of these providers, consider asking the recipient for an alternate ‘personal’ e-mail address, or having the recipient set up a filtering exception for e-mail from CampSite. |
| Opened | The e-mail was opened by the recipient. Open rates on e-mail varies depending on the industry and the nature of the e-mail, but typically average around 20%. |
| Clicked | The e-mail was opened by the recipient, and a link within the body of the e-mail was clicked. This is the highest level of engagement with your message, and is typically between 5% - 10%. |
| Bounced | The e-mail could not be delivered to the recipient. This could be a temporary problem (e.g. the recipient’s mailbox is full) or a permanent problem (e.g. the e-mail address does not exist). If an important message bounces, you should contact the recipient to resolve the issue. |
| Marked as spam | If an e-mail recipient marks your message as spam, the recipient's e-mail provider will communicate that back to SendGrid. All future e-mails you send to that recipient will be filtered directly into the recipient's spam folder by their e-mail provider. |
| Dropped | When an e-mail bounces for a “permanent” reason (as described above), the address is added to SendGrid’s "drop list". SendGrid will no longer send any mail to this address, in order to maintain a high deliverability reputation (sending e-mail to invalid addresses can lower this score). If an address is added to the drop list, it is usually for a valid reason (most often because the address is incorrect). If you have verified that the e-mail address in question is correct, please contact CampSite Support to have the address manually removed from the drop list. |
You can view the action completed by a particular recipient by locating the e-mail within the Emails tab of that recipient's profile page:
Or, view the actions taken by every recipient of a mass e-mail from the Email Statistics page for that saved e-mail. To learn more about e-mail statistics, read our E-mail Statistics article.
CampSite's e-mail tool allows admins to send outgoing e-mail messages to parents, campers, alumni, staff, groups/guests, and donors.
E-mails can be composed just prior to sending; or, they can be composed in advance and saved for sending later. Saved e-mails are useful for messages you want to send repeatedly, eliminating the need to manually compose the message each time.
To learn how to send a mass-email, please click here instead.
To begin, open the relevant profile page for the person you wish to email. For example, you can send an email to a camper's parent(s) by accessing the family's or camper's profile page.
By initiating the email from the camper's profile, you can merge specific data from the camper's profile into the body of your email to send to the camper's parents. If you start from the family's profile, note that you cannot merge camper-specific information.
Open the Action Menu on the profile page and then click "Send an e-mail".
There are 4 steps to sending an e-mail in CampSite:
**Note that e-mails cannot be sent when composing a new saved e-mail, so the recipients section/send button will not appear in that scenario.
Type your message into the input area. To merge specific data from the person's profile into your message, click "Add merge fields..." and select the relevant field(s).
Stylize your message (change the font, embed images or tables, etc.) using the toolbar above the text input area. Hover over each button to determine its function.
To copy/paste content from outside of CampSite, use the 'paste' buttons in the toolbar first (highlighted in yellow above). Click here to learn more.
After your message is created, save the e-mail in your database if you'd like to send this same message again. If you're sending a mass e-mail to 10 or more recipients, saving your message will allow you to view the delivery statistics for all your recipients in a central location.
Copy this e-mail: Save a copy of this e-mail under a specific name.
Preview this e-mail: Preview what this e-mail will look like to your recipient.
Send test e-mail: Send a test to the e-mail address you enter before sending it to your actual e-mail recipients. (This button only appears when you're sending an email - not composing a saved email).
If desired, select other admin users in your database to BCC to this message, and/or type additional e-mail addresses to BCC.
Otherwise, select which recipients should receive your message. For example, when sending an email from the camper's profile like in the example above, you can select any of the parents within the camper's family or select camper themselves (if the camper has an email address on file).
To send your email to the selected recipients, click the Send-email button as pictured above.
Click to confirm that you wish to send the email.
Once the email has been sent successfully, you'll see a confirmation message as pictured above.
E-mails can be sent in mass by generating all of your intended recipients onto an advanced report and then emailing everyone in your report results.
First, access the Advanced Reports page by hovering your mouse over the relevant module in the navigation bar and then selecting "Advanced Reports" from the menu that drops down.
Next, create your report so that the results include the exact list of recipients you wish to e-mail.
For more information on how to create an Advanced Report, read our Advanced Reports: Campers or Advanced Reports: Staff articles.
Once your report results capture all of your desired recipients, click the E-mail button in the report toolbar. Note that e-mails can be sent to a maximum of 2,000 recipients.
When sending a mass e-mail within the Campers module, you're required to specify whether you want to send a family-level e-mail or camper-level e-mail before you go on to compose/send your message.
Next, you'll be re-directed to a new window for composing/sending your e-mail message.
Note that with mass emails sent to 10+ people, if you send a saved email (whether it was previously saved, or you write and save it now before sending), you can view the delivery statistics for all of your recipients from the Email statistics page after sending.
To save your current message, click the Save e-mail button below the message contents as pictured above.
For more information on how to compose and send an e-mail, read our Composing an E-mail article.
Advanced Reports is a powerful tool for building custom reports on Camper data. Reports can also be used to complete certain actions in mass, like sending a mass e-mail, generating documents/labels for multiple campers at once, posting mass transactions, and more.
Watch the clip below from our Phase 4 webinar where we demonstrate how to generate reports and use key advanced reporting features.
From the Advanced Reports Management page, admins can create/manage report categories; edit user permissions to reports; and archive/delete reports as needed.
Access the Advanced Reports Management page by clicking the link in the top right corner of the Advanced Reports page.
From the Advanced Reports Management page, you may:
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Please note: Each saved report has its own permission settings that specify which admin users can access it (and which level of access they have). That said, you may not be able to see all saved reports in your database due to lack of permission. To learn more about report permissions, please click here. |
View all saved reports organized by category. Categories are listed alphanumerically by category name, and the number of reports within each category is listed in parentheses.
If you have a large number of report categories, they'll be collapsed automatically (to help load this page faster). When a category is collapsed, click the name once to expand it and view all reports therein; click once more to collapse it again.
To create a new category for saving reports under, click Add new report category.
Enter the category name and click Add category to save changes.
To edit the category name, double click the pencil icon.
When a report category is removed, the category/all reports therein will no longer appear:
To remove a report category and all reports therein, archive or delete it.
While deleted categories cannot be undeleted, archived categories can be unarchived if you need to use/access them again. That said, deleting is always permanent, while archiving can be temporary if needed.
To archive a report, start by double clicking the pencil icon next to the category name.
Click Archive category.
Note that there are no special admin user permissions required to be able to archive an entire report category.
Archived categories can be unarchived later, if needed. Click here to learn how.
If a category contains no advanced reports, you can delete it by double clicking the red delete button.
To delete a category that contains reports, you must remove all of the reports from the category first. To do that, expand the category and either move all of the reports to a different category or delete the reports. Once all reports are removed from the category, it can be deleted.
If the category is collapsed, click the category name to expand it and view the reports therein.
For each report within a category, you can:
Double click the pencil icon to edit the report name; change which category it's assigned to; or archive it.
Note that users can only edit/archive a report if they have "admin" permission to it.
Double click the lock icon to select which users have permission to the report, and if so, select their permission level. To learn more about permission levels, click here. Note that you can only edit the report permissions if you yourself have "admin" permission to the report.
Note that if a user has the Reports user permission, they cannot have their permissions to individual reports edited, so they will not appear in the permissions modal. To learn more, click here.
To edit a user's permission for multiple reports at once, user the Mass Permissions Changes feature.
View your permission level to the report ("read"-only or "admin") and whether the report is being used to restrict who can see a particular form or enrollment option.
When a report is removed, it will no longer appear:
To remove a report, archive or delete it.
While deleted reports cannot be undeleted, archived reports can be unarchived if you need to use/access them again. That said, deleting is always permanent, while archiving can be temporary if needed.
Double click the pencil icon to edit the report. Note that you must have "admin" permission to archive an individual report.
Click to archive the report. The report will then be archived within the assigned category.
Or, you can select to assign the report to a different category that's currently archived. This will both move the report into that category and archive the report as well.
Double click the delete button to permanently delete a report. Note that a report cannot be deleted if it's being used as a restriction.
Also, you cannot delete a report unless you have "admin" permission to the report currently.
When a report/category is archived, it will no longer appear:
Within an active category, click "Show archived reports..." to expand the list of all archived reports within that category.
To unarchive an archived report, double click the pencil icon and then click the unarchive button in the pop-up window that opens.
Click "Load archived categories" to view all report categories (and reports therein) that have been archived.
Double click the pencil icon next to the category icon.
Click to unarchive the category.
Note that the individual reports within the category will return to the original unarchived/archived state they were in before the category was archived.
Use the "Mass permission changes" tool to edit a user's permission to multiple reports at once.
Note that you may only edit the user's permission to reports for which you currently have "admin" permission. To learn more about permission levels, click here.
Note that if a user has the Reports user permission, they cannot have their reports permissions edited through "mass permissions changes." To learn more, click here.
For step-by-step instructions on how to make mass permission changes, please see our "Managing Report Permissions" article.
Each saved report in your database has its own permission settings that control the level of access each admin user has for the report. Report permissions can be managed one report at a time, or in mass.
Important note: You must have "admin" permission for a report to edit the report's permissions. By default, the user who created/saved the report plus any users with the "Reports" user permission have "admin" permission to a report.
All other admin users are granted "read"-only access, unless another user with "admin" permission grants other users "admin" permission was well.
There are 3 different levels of permission for a saved report:
Edit a user's permission for a single report using the Permissions button on the Advanced Reports page.
*If a user has the Reports user permission, they cannot have their permissions to individual reports edited, so they will not appear in the permissions modal. To learn more, click here.
Edit a user's permissions for multiple reports at once via the Advanced Reports Management page.
Click the Advanced Reports Management link in the top right corner of the Advanced Reports page.
If your report categories are collapsed, you must expand the categories before beginning to edit permissions.
Click the category name to expand every category containing the reports you wish to manage the permissions for.
Next, click the Mass permissions changes button in the top right.
Checkmark which reports you wish to update permissions for, using the "select all/none" link or by individually checkmarking reports.
Note that you may only select the reports for which you currently have "admin" permission.
To give a user new permissions for the selected reports, click Add permissions.
To revoke a user's permissions to the selected reports, click Remove permissions.
*If a user has the Reports user permission, they cannot have their report permissions edited via "mass permission changes." To learn more, click here.
When permissions are removed, the admin user can no longer see or access the saved report when using Advanced Reports.
Using CampSite's Advanced Report tool, you can create custom reports on the camper and family data within your database. Reports can also be used to complete certain actions in mass, like sending a mass e-mail, generating documents/labels for multiple campers at once, posting mass transactions, and more.
To create or view an advanced report, select Advanced Reports from the Campers dropdown menu on the navigation bar.
To open a report that's already been created/saved in your database, click the Saved Reports dropdown menu ("select...").
Select the report from the menu that drops down, or type the name of the saved report to search for it. Click the name of the report to load the current results.
To create a new report, start by adding campers to your report based on their enrollment status for the given year.
To add a session or status, click the corresponding link and select from the pop-up window that opens. Or, manually type the name of the session/status in the relative text boxes. Both sessions and statuses can be added to a report (which will generate a report containing enrolled campers and not enrolled campers).
Tip: Adding all sessions and all statuses will generate a list of every camper in your database.
By default, an Advanced Report only generates each camper's first and last name. To generate additional information about each camper, add fields to the report.
To add fields of information to your report, click "+Add a field..."
A pop-up window will open presenting all of the fields that can be added to the report.
Close out of the Fields window to return to the report. For each field you selected, additional columns will appear in the report.
For each field added to the report:
Certain fields of data could contain more than one value for a camper. For example, the "enrollment extra names field" for a camper who purchased a t-shirt, AM Extended Care, and PM Extended Care would contain all 3 of those values.
By default, fields that contain multiple values will display all of those values in the same row of the report, separated by commas.
An example of multiple values:
By activating the "splitting" function for a field that contains multiple values, the report will split those values onto separate rows in the report results.
An example of multiple values being split:
Overall, splitting results can help with seeing more individualized information in a report instead of having it all grouped together.
Note that splitting multiple values will increase the number of results in the report as campers will now be listed once per value.
Group together campers with the same value for a given field by activating the grouping function for that field.
Tip: If grouping by a field that contains multiple values, split the field first so that the report groups each value individually.
Remove certain campers from the report by adding filters.
Click +Add filters... to add a filter to the report.
A pop-up window will present all filters you can apply.
Another window will ask you to specify your filter criteria.
The report will results will update to include only the campers who meet your filter criteria. To narrow down the results even further, add additional filters as needed.
Complete an action towards all campers in the report selecting the action buttons.
Tip: If the report is grouped by a certain field, and a group has been un-checked, that group will not be included if you complete an action.
Using CampSite's Advanced Report tool, you can create custom reports on the staff data within your database. Reports can also be used to complete certain actions in mass, like sending a mass e-mail, generating documents/labels for multiple staff at once, posting mass transactions, and more.
To create or view an advanced report, select Advanced Reports from the Staff dropdown menu on the navigation bar.
To open a report that's already been created/saved in your database, click the Saved Reports dropdown menu ("select...").
Select the report from the menu that drops down, or type the name of the saved report to search for it. Click the name of the report to load the current results.
To create a new report, start by adding staff to your report based on their current hiring status for the given year.
To add a session or status, click the corresponding link and select from the pop-up window that opens. Or, manually type the name of the session/status in the relative text boxes. Both sessions and statuses can be added to a report (which will generate a report containing hired staff and not hired staff).
Tip: Adding all sessions and all statuses will generate a list of every staff person in your database.
By default, an Advanced Report only generates each staff person's first and list name. To generate additional information about each staff person, add fields to the report.
To add fields of information to your report, click "+Add a field..."
A pop-up window will open presenting all of the fields that can be added to the report.
Close out of the Fields window to return to the report. For each field you selected, additional columns will appear in the report.
For each field added to the report:
Certain fields of data could contain more than one value for a staff person. For example, staff could list multiple activities that they're qualified to lead, so the "Qualified to lead" field would contain multiple values for a staff person if they listed more than one qualification.
By default, fields that contain multiple values wil display all values in the same row of the report (with the values separated by commas).
An example of multiple values:
By activating the "splitting" function for a field that contains multiple values, the report will display each individual value on a separate row in the report results.
Group together staff with the same value for a given field by activating the grouping function for that field.
Tip: If grouping by a field that contains multiple values, split the field first so that the report groups each value individually.
Remove certain staff from the report by adding filters.
Click +Add filters... to add a filter to the report.
A pop-up window will present all the fields of data that you can filter by.
Another window will ask you to specify your filter criteria.
The report will immediately update to only include the staff who meet your filter criteria. Add more filters to continue narrowing down your results as needed.
Complete an action towards all of the staff in the report using the action buttons.
Tip: If the report is grouped by a certain field, and a group has been un-checked, that group will not be included if you complete an action.
Select either guest or group. For this example we'll choose "Advanced Reports: Guests". (Both are very similar)
We'll create a report with the event Family Picnic, and the fields of Last name, First name, Group name, and Guest ID.
Under Guest info choose Group name and Guest ID. (First name and Last name will be choose by default)
Close the window to return to the report.
Additional columns have been added to the report.
Any reportable field can also be added as a filter, which can be used to narrow down the results of your report.
We will add a filter to our report so it only includes female Guests.
Click "+Add a filter..."
Forms allow camps to collect information from a parent/staff/guest via the the Dashboard. Forms can also be used to present information (like an informational handout or camp calendar to download).
This support article explains how admin users can create/manage forms. To learn more about how forms appear on the Parent Dashboard, please click here.
Jump ahead to:
The "scope" of a form determines how frequently it must be completed.
The form "type" determines how the form is completed by the parent/staff/guest. There are two types of forms camps can create - "web" or "printed."
Web forms are completed by typing responses directly into the form via the Dashboard.
To create a web form, an admin user must create each individual question that should be presented on the form. For more information on how to create a web form, click here.
Printed forms are completed by uploading a file (e.g. PDF document, JPG image, or Word doc) into the Dashboard.
Your camp can provide a blank form that users first need to download, complete, and upload back to you; or, you can prompt users to upload their own file to you (e.g. a scanned copy of a report card; their proof of income; etc.)
For more information on how to create a printed form, click here.
To learn how to create new forms, read our other articles:
Duplicate a form and/or move it to a different scope (to change how frequently it must be submitted) using the "Move or copy form..." link.
Locate the form you want to copy or move, and then select the corresponding "Move or copy form..." link on the far right.
For example, in the screenshot above, to move or copy the Daily "Lunch Request Form," click the "Move or copy form..." link within the Daily forms section.
Move a form from the current location to a new location. Forms can be moved to a different scope (e.g. yearly to permanent), or to different sessions within the same scope.
For the Action, select "Move", and then specify which form to move and where. Select multiple sessions/years if needed. You'll also be asked to whether or not to keep the existing submissions.
Upon submitting, the form will move from the current location and appear under the new location(s) you selected.
Make a duplicate copy of a form and place it in any location.
For the Action, select "Copy", and then specify which form to move and where. Select multiple sessions/years if needed.
Upon submitting, a duplicate version of the form will appear in the location(s) you selected.
Organized forms into different categories on the Parent/Staff/Events dashboard.
First, create a category via the "Manage Form Categories" page. Then, edit the settings for a form to assign it to a specific category.
Click the "Manage form categories" link in the top right of the page to create/edit your overall form categories.
Open the settings for a form.
Note that placing a form into a category does not change how forms display on the admin's side - only the parent/staff/events Dashboard.
To learn more about how parents submit forms via the Parent Dashboard, please click here.
Double click the icon next to the left of the form name to print all submissions for that particular form.
CampSite will only generate submissions from campers/staff in the selected division(s) for that session.
Tip: If all campers enrolled in the selected session have been assigned to a division, select all divisions to print submissions for every camper enrolled in the session.
CampSite will only generate submissions from campers/staff in the selected bunk(s) for that session.
Watch the clip from our Phase 2 training to see a demonstration on how to create and manage custom forms.
Note: We demonstrate with Camper forms, but the same functionality applies to Staff and Events forms, too.
CampSite now offers a new type of camper/staff form camps can create called "daily forms." Unlike traditional forms that are completed before camp starts, daily forms must be completed on a daily basis once camp is in session.
This feature is ideal for camps needing to create a daily COVID-19 screening form that campers/staff must complete before they come to camp each day, but can be used to create any type of daily form your camp may need.
Please also note that daily forms are only available under the responsive parent and staff dashboards. If your camp is still using the original dashboard layout, you'll need to enable the new layout before you can utilize daily forms. To learn more, please click here.
Please use the following links to learn more:
Daily forms are available for campers and staff. The overall functionality is virtually identical to the permanent/yearly/sessions forms that you're used to, with a few new features:
Daily forms are created on the Camper Forms or Staff Forms page via the new "Daily Forms" section at the bottom of the page. Each daily form you create will be presented to campers/staff on a daily basis (meaning, you don't need to create a separate form per day).
From the "Daily forms" section, select a specific session and then click the "add new day form" link.
Configure the form settings like usual. You'll notice two new form settings here:
Next, add custom questions to the daily form the same way you add questions to any other type of form. To learn more, please click here.
To set up the same daily form for multiple sessions, create the form once and then use the "copy" function to copy it to all other sessions that apply.
CampSite does not have an example COVID-19 screening form to reference when creating your own.
If you're unsure of which questions to add to the form that you're creating, we recommend referencing the American Camp Association's guidelines for daily COVID-19 screening in their "Field Guide for Camps" at this link.
Unlike other forms, campers/staff will be presented a new blank version of a daily form on each day of camp.
They're expected to complete the form on the current day, then log in again the next day and complete it again, so on and so forth for the duration of the session.
Note that campers/staff can only access today's version of the form--they do not have access to submissions from previous days (though admins do).
If you've set the form to also appear on the landing page, parents/staff can easily access the form as soon as they log in without having to navigate to the Forms page first.
The process for filling out the form is the same as usual - click the form name, complete the form, and then click the "submit" button.
Admins can view the form submission status from the person's profile page, and/or reference an advanced report containing a field for everyone's form submission status. Click here to learn more.
Or, you can ask parents/staff for "proof" that they completed form by having them log into the dashboard from their cellphone and show you the form submission status.
If the form was completed today, you'll see a green checkmark with a "submitted" indicator and today's date.
If the form was not submitted today, there's no checkmark or date. If you've set the form as "required to attend," that text will appear in red beneath the form name.
Daily Forms are simply a new type of custom form that differs in when/how frequently the form is completed. In the context of COVID-19 screenings, daily forms do not have the ability to assess a person's responses and determine if they're "approved" to come to camp.
If you wish to review the actual responses that a camper/staff submitted before allowing them to attend camp, please see below.
Admins can access the most recent version of a camper/staff person's daily form via the Forms tab of a camper/staff person's profile page, or generate form data in mass via Advanced Reports.
Within the Forms tab of the camper profile, find a new section at the bottom of the page for Daily Forms.
Click the name of the form to view the most recent content that was submitted.
Add daily form data to a report using "Daily" form fields. Click to add fields to the report, then select the Forms tab and then select the Daily tab underneath.
Within the Daily Forms tab, select the correct session depending on which form you want to generate.
Checkmark fields within the Submitted tab to generate each camper's form submission status (yes/no) and the date on which the form was last submitted.
Please note that the 'Submitted?' status of the form is not specific to today. If the camper ever completed the daily form, their submission status will be Yes. To verify that the camper submitted the form today, please refer to the 'Submitted date.'
Checkmark fields within the form tab (i.e. the form name) to generate each camper's responses to each question on the form.
When accessing a camper/staff person's profile page or generating an advanced report, admins will only see the most recent version of the daily form that was submitted.
To access previous submissions for days in the past, admins can utilize the following features:
Print All Submissions
Use the tool for printing "all submissions" of the daily form (via the Camper Forms / Staff Forms page). This will generate a copy of all submissions from all past days.
If you need to generate submissions from a specific day or timeframe, enter a date range before printing all submissions. Otherwise, leave the date range blank to generate ALL past submissions.
Subscribe to a Report
Admins can also create and save an advanced report containing fields relevant to a daily form (e.g. the submission status; the individual responses they provided) and subscribe to that report daily.
CampSite would then email the report results to the admin every day. If/when an admin needs to access content from past forms, they could reference the report subscription email from that particular day.
Web forms collect information by having the user type responses directly into the form, via their Dashboard.
To create a web form, type out each question that should appear on the form.
For each question that's been added, select the desired response type (e.g. yes/no, multiple choice, dropdown list, etc.) and whether or not the question is mandatory.
First, choose a form scope. The "scope" of a form determines how frequently it must be completed.
To create a new web form, select "+Add new form..." within the appropriate scope, depending on how frequently you wish to have the form completed.
Click the form name to add/edit the questions on that form.
Add each individual question one at a time.
Click the "+Add new question..." link (as shown above).
Click "add new question" to continue adding more questions to the form, so on and so forth until the form is complete.
For example, to add a block of waiver text that persons must read before agreeing and signing, or to provide instructions before asking questions, enter this text into a new "Paragraph"-type question.
"Paragraph"-type questions do not prompt for a response. Instead, they allow you to display additional text on the form.
Note that once a question has been answered by someone, you cannot change the response "type" and you cannot delete the question.
First, save the form by clicking "Save changes" at the bottom of the page.
If you don't save the form before previewing, all unsaved changes will be lost once you click to preview!
Then, click "Preview this form" at the top of the page to see how the form will look.
Click to continue editing the form, or return to the main camper forms page.
"Printed" forms require parents/staff applicants/guests to upload a file from their device (i.e. a PDF document or image file).
Using a printed form, you can provide a blank form to download, complete, and then upload back into the Dashboard.
Providing a blank form is optional, so you can refrain from providing a blank form to only prompt users to upload their own file to you (e.g. a copy of their tax return or driver's license; proof if income; etc.)
To create a new printed form, select "+Add new form..." within the appropriate scope.
When creating a question in CampSite, you'll be asked to specify the question type by choosing from the following options:
*Multiple response questions are only available on custom web Forms.
**Money/Decimal questions are not available on Forms.
Questions set as "header" will display your question text as large, bold text, and will not prompt a response. Use "header" to create a title for a section of questions you plan to create.
Questions set as "paragraph" will display your question as regular text, and will not prompt a response.
Use "paragraph" to add a line of instructions or information to your questions section. When adding a "paragraph" question to a form, the question field will then display a toolbar for formatting your question text (e.g. font size, weight, color, etc.)
"Small text" questions will provide a small text field for providing an open-ended response.
"Large text" questions will provide a large text field for providing an open-ended response.
"Dropdown list" questions will display a dropdown list selecting a specific response.
For questions with a dropdown response, you must create the dropdown response list via Admin > DB Management tab > Dropdown lists first.
Then, select that dropdown list when creating the question.
"Multiple response" questions will allow the user to select multiple values from a specific dropdown list.
"Yes / No" questions will display a drop down with the choices "yes" or "no" to select as the response.
"Whole number" questions will display an open text field for entering a whole number as the response.
"Money / Decimal" questions will display an open text field for entering a numerical amount of money or a partial number.
"Date" questions will display a response field that when clicked on, will pop open a calendar modal to use for selecting a specific date.
In this training, we demonstrate:
CampSite's text messaging module allows admin users to send text messages to parents (and staff, if you've purchased our Staff module). Similar to emailing, texts can be sent individually via the recipient's profile page or in mass via an advanced report.
Please note that due to consumer privacy laws, parents and staff must first provide consent by "opting in" to text messages from your camp. Learn more about the opt-in process here. Once parents/staff have opted in, you may send them texts individually or send texts in mass (similar to CampSite's emailing functionality). To learn how to send text messages, please click here.
The parents and staff that you text may also send you replies, which you can access from within CampSite (either on the family/staff's profile page or from CampSite's Text Messaging Dashboard).
Note that admins cannot text campers directly. Also, text messages can only contain plain text (no images or embedded links).
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Note: Text messages can only be sent to recipients who have a US or Canadian phone number. |
There is no monthly fee for having the Text Messaging module on your CampSite subscription, but you must purchase credits in order to send outgoing text messages.
It costs one credit to send a single text message (i.e. a message of 160 characters or less, to a single recipient). Credits can be purchased in the following packages:
When you initially add the text messaging module to your subscription, we'll add the text credit package of your choice to start with (and bill the associated fee to your payment method on file with our CampSite's Billing department).
When you need to purchase additional credits, you may do so at any time via the DB Management tab of the Admin settings for your database. To learn how, click here.
A randomly generated phone number will be assigned to your account, and all text messages you send from CampSite will be sent from this number. If parents/staff wish to text you back, they can send a text to your assigned number and their response will be displayed within CampSite. That said, parents may save your assigned phone number to their contacts to identify your incoming messages and/or send you replies as needed.
Though the last 7 digits of your assigned phone number will be randomly generated, you can arrange for the CampSite Support team to customize your area code, which will be discussed during the texting setup process.
If you're ready to add the texting module to your database, contact CampSite support via support@campmanagement.com.
First, we'll have you e-sign an agreement authorizing us to update your current CampSite contract to include the texting module, and also authorizing payment for your initial credit package.
Once the agreement is signed, the Text Messaging module will be added to your database, and you can request parents to opt-in to receiving text messages from your camp. Click here to learn more about the text messaging opt-in proces.
Per the Telephone Consumer Protection Act (TCPA), you must have consent from the recipient before sending them a text--even for texts that are purely informational. Recipients provide this consent by opting-in to receiving text messages from your camp. If a parent/staff member has not opted in, you will not be able to send them text messages via CampSite.
There are several different methods available for prompting parents/staff to opt-in to text messages:
Parents can select to opt-in to text messages when they first create their account for the Parent Dashboard (via the Request for Information or New Family Enrollment Form). Upon selecting to opt-in and submitting the form, the parent will be sent a text message asking them to join text messaging with your camp. In order to complete the opt-in process, they must reply YES to this text message.
To add a text messaging opt-in prompt to your Request for Info and New Family Enrollment forms, visit Step 1 of the camper Setup Wizard and set "Present text messaging opt-in?" to Yes.
After logging into the Parent Dashboard, parents can access the “My Account” page to opt in to text message notifications.
To opt-in from here, parents need to select the 'opt in to text message notifications' for their account, click 'save changes' at the bottom of the page, and then respond YES to the text message they receive asking them to confirm if they'd like to opt-in to text messages from your camp.
Staff can find their opt in setting in the Messaging preferences tab of the My Account page of their dashboard.
After selecting the 'opt in to text message notifications' and clicking 'save changes' at the bottom of the page, they then must respond YES to the text message they receive asking them to confirm if they'd like to opt-in to text messages from your camp.
Admin users can send an opt-in request via text message to an individual parent by navigating to the family's profile page and locating the cellphone icon next to the parent's cellphone number.
When this icon is greyed out, it indicates that the parent is not opted into text messaging.
Double click the cellphone icon to text the parent an opt-in request.
Click "OK" to confirm that you wish to send the request.
The parent will then receive a text message asking them to join text messaging with your camp.
The must reply Yes to confirm. After replying Yes, they'll receive a confirmation message.
Once opted in, the cellphone icon next to the parent's phone number will no longer be greyed out.
Admin users can also merge an opt-in link into an email message to the family.
When parents click the link, it'll trigger an automated text to their phone, to which they must reply Yes in order to opt in.
To merge an opt-in link into the body of your email:
*Each parent (primary or divorced) has a unique URL they need to click, so make sure to select the appropriate opt-in URL depending on which parent(s) you're emailing. If a parent clicks a link that's not meant for them (e.g. P1 clicks the opt-in link for P2), the opt-in will not be successful.
Admin users may purchase additional text credits via the "DB Management" tab of CampSite's Admin page.
To access this tab, go to Admin > DB Management > Text Messaging. Once here, click Add additional credits...
After clicking to purchase additional credits, you'll be asked to specify the amount of credits to purchase and to sign & agree to authorize CampSite to charge your payment method on file for the associated fee.
Clicking "Submit order" will authorize payment and add credits to your database immediately, as reflected by the "Credits currently available" from this tab.
| Note: Text messages can only be sent to recipients who have a US or Canadian phone number. |
Text messages can either be sent individually via the recipient's profile page, or in mass via an advanced report.
Initiate a text to an individual family or staff person via their profile page.
On their profile page, click the Action Menu and select to send a text message.
To initiate a mass text, first create an advanced report that contains all of your desired recipients.
| Note: Your report must contain 1000 or fewer families. |
Please note that users must be granted permission via their User Permissions in order to be able to send mass texts.
To grant this permission, access their "Campers" and/or "Staff" User Permissions; go to the Advanced Reports section and select "Send text message from Advanced reports"; then click Save changes for this user.
"Quick replies" to incoming messages can also be sent via the parent or staff Text Messaging Dashboard.
After double clicking the conversation bubble for a particular conversation, a pop-up window will display all previous messages and also provide the option to send another message.
To learn more about using the Text Messaging Dashboard, click here to read our support article.
The Text Messaging Dashboard provides a central location for accessing your text message conversations.
To access the Text Messaging Dashboard, hover over the Campers button in the navigation bar and select Text Messaging from the menu that drops down.
See the 200 most recent conversations with each parent/staff person, with the most recently updated conversation at the top of the page. Note that conversations won't appear here until the parent/staff person has replied to one of your text messages. Incoming messages from a parent/staff person will be highlighted in green, until you reply or mark the message as read.
For each row (parent/staff person), you can:
Note that whenever a parent or staff person sends a text to your camp, the last admin user who texted that parent or staff person will receive an email notification of the parent's message.
After double clicking the bubble icon for a particular conversation, a pop-up window will display each message exchanged with the parent/staff person (conversation style), with the most recent message at the top.
The messages sent from your camp are grey, and texts from the parent/staff person in green.
"Custom colors" allow you to organize campers by labeling them with a custom color (on a yearly basis). This feature is useful when you need to group campers that share a certain attribute - like how they answered a certain question; if a 3rd party pays their camp fees; etc.
Reference a camper's custom color on bunking boards, enrollment requests, profile pages, and advanced reports.
Change an individual camper's custom color via the Yearly Info tab of their profile page.
Or, change custom colors in mass by editing the "Custom color" field that you've added to an advanced report. Click here to learn more.
When completing Step 1 of the rollover wizard to open a new year in your database, the "Custom colors" section allows you to choose whether or not to copy the same custom color assignments for each camper to the new year.
In your Bunking Boards admin settings, toggle whether the background color of each camper's bunking tile reflects their gender or their custom color.
Use the "Border" dropdown to toggle whether the border color on each camper's enrollment request reflects their gender or their custom color.
To add custom colors to an advanced report, click to add a field, select the Enrollment tab, select the General Enrollment Info tab, then select "Custom color."
Custom colors are displayed by their hex code with the cell background reflecting the actual color.
To filter which campers appear in a report based on their custom color, click to add a filter, select the Enrollment tab, select the General Enrollment Info tab, then select "Custom color."
Click the color picker:
Select a preset color or type in a hex code:
Double click the grouping button for the Custom color field to group campers by custom color.
Custom colors will be listed in alphanumeric order by their hex code:
Remember that campers with no custom color will show a hex code of #ffffff.
In the report results, each camper's custom color will now display as a color picker. Click a color picker to choose a preset color or enter a custom hex code. Click the 'Save changes' button just above the report when you're finished.
To apply the same custom color to all the campers in the report, after you've enabled editing, click the "Set all rows to the same value" button above the report, checkmark the Custom color field and choose the color to apply to all campers. Click 'Set all rows' and then click the 'Save changes' button just above the report when you're finished.
For a detailed guide on how to mass edit custom colors via a report (with screenshots), click here.
Change an individual camper's custom color from their profile, or edit custom colors for multiple campers at once by mass editing an advanced report.
Select the appropriate year tab. By default, the Yearly Info and Basic Info subtabs will open, which house the custom color field.
Click directly on the camper's current custom color to edit it:
In the modal that opens, select a preset color, or enter a specific hex code:
After adding the Custom color field to a report, click the Edit icon in the report toolbar.
Select the custom color field and enable editing:
The custom color field will now display a color picker for each camper. Click the color picker to select a new preset color or enter a new hex code.
Assign the same custom color to all campers in the results.
Click the Set all rows to the same value button:
Checkmark the custom color field and then click the color picker to select a new preset color or enter a new hex code:
Click to Set all rows:
You can also group campers by their existing custom color and mass edit certain groups of colors, if needed. To learn more about grouping, click here.
To learn how to use the Camp Today module and Facial Recognition add-on, watch the training below.
In this training, we demonstrate:
For general information on managing user permissions, please read our Admin user permissions article.
After the Camp Today Communication module is enabled for a user, you can grant the following permissions:
By applying tags to a blog post, parents can then filter for the posts matching specific tags.
First, create tags on the Tags page; then, when you're creating a new blog post, you can select which tags to apply to the post.
Tags can be created by selecting Tags in the Media Settings section of the Camp Today Media Dashboard.
To create a new tag, click "+Add tag..."
The new tag will be added to the list.
A blog is a collection of posts that represent one or more sessions of camp.
To create a blog, click "+Add blog..."
The new blog will be added.
Photo posts allow you to create a new Camp Today post that contains photos and text. Users will see a preview of images contained within the post, and can click on an image to view the entire gallery of all images that have been uploaded to the post. From this page, they can download each image and/or purchase prints.
To create a new Cap Today photo post, click "Add photo post".
After you create a post, you'll be redirected to your blog page. For each post that's been added, view:
Published posts will display on the Parent Dashboard (along with a "New" indicator in the top right corner). To view the entire photo gallery for a post, click the key photo for the post.
Clicking the key photo for a post will redirect you to SmugMug, where you can view all the images uploaded to this post. Use the icons above the selected image to:
When creating photo posts, you can choose from an assortment of layouts so share a preview of the images contained within the post.
Video posts allow you to share videos up to 20 minutes in length and 3 GB in size.
To add a new video post, select "Add video post".
After entering the information for the new post,click "Create post".
The new post will be added.
The new post will be added.
Select Camp Today > Communication from the navigation bar at the top of the screen.
The new e-mail batch will be created.
The print jobs within the e-mail batch will be revealed.
Double-click the printer icon to print a batch.
The print job will open and be ready for printing.
The date and time the print job was printed will be indicated. Print jobs may not be deleted after they have been printed.
You may set the minimum character count for camper e-mails in Admin > Camp Today > Communication: Settings
Click here to download the 'Getting started: Facial recognition' guide.
CampSite uses a camper's profile photo as a reference photo to identify and tag the camper in photos uploaded throughout the summer. Therefore, it is important that the camper's reference photo be as high quality as possible, in order to provide the most accurate matches.
Examples of good reference photos:
Examples of bad reference photos:
In order for a camper to be recognized by the facial recognition system, CampSite uses the camper's profile photo as a "reference photo."
Note that a new profile photo must be uploaded after the Facial Recognition module has been added to your database in order to be used as a reference photo. Profile photos that were uploaded before your camp added Facial Recognition are not automatically used as a reference photo.
Also, reference photos expire each year, so a new profile photo must be re-uploaded yearly for facial recognition purposes.
To manually upload a new profile photo/reference photo for a camper, click on the current profile image/thumbnail and select an image to upload.
Once finished, refresh their profile page and the 'Ready for facial recognition?' field will say Yes and link to the camper's reference photo.
Under the enrollment year there is a new Camp Today Media tab which houses any facial recognition matches for a camper. Admin users are able to view the created date, which blog the photo is associated with, which post it came from, and actually view the image through a SmugMug link. The option to delete an image from a camper's profile is also available.
Upload photos as you normally would by adding a photo post to a blog. For help creating a photo post, click here.
After the photo post is created, the "Facial recognition status" for the post will say "Queued for processing".
The status will change to "Processing" shortly after the post finishes uploading. Note that processing takes longer for posts with many photos, and that posts are processed one at a time.
Once the facial recognition process is complete, the status will change to "Done" and list the number of facial matches it made. Click the number of matches to review the matches for each photo.
On the next page, you'll be presented with every photo from the photo post and the facial recognition matches for each photo.
Note that CampSite can only identify campers if:
If the post contains photos of campers who are not enrolled in the sessions tied to this blog, the facial recognition software will not identify those campers. To edit the sessions tied to a blog, return to the blog and manage the blog settings.
For each facial recognition match, view the camper's name (click to visit their profile); a copy of their reference photo; and the facial recognition software's confidence in this match.
If the facial recognition software did not recognize a camper, you can manually add a match to the photo by clicking "+ Add facial recognition match..." and selecting the camper from the dropdown menu.
Note that you can only select campers who are enrolled in sessions tied to this blog and who have had a reference photo uploaded.
The 'Confidence' column will indicate if a match was added manually.
Double click the red delete button on the far right to delete a match, in the case that the facial recognition got it wrong (cases may include, but are not limited to twins, or siblings with very similar features).
In Advanced Reports, users have the option to see what campers profiles are ready for facial recognition. Note that only campers who are part of a blog (i.e., enrolled in that blog's sessions) will actually be matched for facial recognition for that blog.
The Photo Coverage Report lets you report on facial recognition matches by division, bunk or camper.
When facial recognition is activated, parents will have access to a new page with links to all of their camper's matched photos, as well as the ability to subscribe to automatic e-mail notification of new photo matches.
A new section now exists above the calendar for the Camp Today module. Here, parents will be able to view photo matches of their camper.
To learn how to use CampSite's Events Module as well as the Conference & Retreat Module, watch the training below.
First, we cover how to use the Events setup wizard to set up your Events registration form, configure your Events module settings, and approve registration requests.
We then cover how to create a Conference and Retreat package for your off-season rentals.
For general information on managing user permissions, please read our Admin user permissions article.
The permission settings for the Events and Conference and Retreat modules are identical, so the information below applies to both modules. Also, if you have both modules, the permissions will be combined as pictured in the screenshot below.
After the Events / Conference and Retreat module is enabled for a user, you can grant the following permissions:
Each time the registration form is submitted, a registration request is created. An admin user must approve each request in order for the group/guest to become registered for their requested event.
Access all registration requests your camp has received via the Registration Requests page.
To access the Registration Requests page, click the Registration Requests link within the Events menu of the navigation bar.
Registration Requests are organized into tabs for New, Approved, Waitlisted and Rejected registration requests.
When using manual processing mode, new registration requests submitted through the Events Dashboard will appear in the "New" registration requests tab until you ready to confirm the group/guest's registration.
To register a group/guest from their registration request, click "Register".
Use the Events/Conference and Retreat Calendar to view a calendar of all events / packages created in your database.
Click "Housing Boards" under the Events tab.
Here you have all of the groups/guests that registered for the selected event. You can add a building if your event requires the registrants to be place in different areas.
Back under the Admin>Events>Housing Management tabs you can set the parameters for your buildings and/or rooms.
Drag and drop the registrants into a building/room. Once the Housing board is complete you may print a list of each room or export them as a spreadsheet.
Select either guest or group. For this example we'll choose "Advanced Reports: Guests". (Both are very similar)
We'll create a report with the event Family Picnic, and the fields of Last name, First name, Group name, and Guest ID.
Under Guest info choose Group name and Guest ID. (First name and Last name will be choose by default)
Close the window to return to the report.
Additional columns have been added to the report.
Any reportable field can also be added as a filter, which can be used to narrow down the results of your report.
We will add a filter to our report so it only includes female Guests.
Click "+Add a filter..."
From the Advanced Reports Management page, admins can create/manage report categories; edit user permissions to reports; and archive/delete reports as needed.
Access the Advanced Reports Management page by clicking the link in the top right corner of the Advanced Reports page.
From the Advanced Reports Management page, you may:
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Please note: Each saved report has its own permission settings that specify which admin users can access it (and which level of access they have). That said, you may not be able to see all saved reports in your database due to lack of permission. To learn more about report permissions, please click here. |
View all saved reports organized by category. Categories are listed alphanumerically by category name, and the number of reports within each category is listed in parentheses.
If you have a large number of report categories, they'll be collapsed automatically (to help load this page faster). When a category is collapsed, click the name once to expand it and view all reports therein; click once more to collapse it again.
To create a new category for saving reports under, click Add new report category.
Enter the category name and click Add category to save changes.
To edit the category name, double click the pencil icon.
When a report category is removed, the category/all reports therein will no longer appear:
To remove a report category and all reports therein, archive or delete it.
While deleted categories cannot be undeleted, archived categories can be unarchived if you need to use/access them again. That said, deleting is always permanent, while archiving can be temporary if needed.
To archive a report, start by double clicking the pencil icon next to the category name.
Click Archive category.
Note that there are no special admin user permissions required to be able to archive an entire report category.
Archived categories can be unarchived later, if needed. Click here to learn how.
If a category contains no advanced reports, you can delete it by double clicking the red delete button.
To delete a category that contains reports, you must remove all of the reports from the category first. To do that, expand the category and either move all of the reports to a different category or delete the reports. Once all reports are removed from the category, it can be deleted.
If the category is collapsed, click the category name to expand it and view the reports therein.
For each report within a category, you can:
Double click the pencil icon to edit the report name; change which category it's assigned to; or archive it.
Note that users can only edit/archive a report if they have "admin" permission to it.
Double click the lock icon to select which users have permission to the report, and if so, select their permission level. To learn more about permission levels, click here. Note that you can only edit the report permissions if you yourself have "admin" permission to the report.
Note that if a user has the Reports user permission, they cannot have their permissions to individual reports edited, so they will not appear in the permissions modal. To learn more, click here.
To edit a user's permission for multiple reports at once, user the Mass Permissions Changes feature.
View your permission level to the report ("read"-only or "admin") and whether the report is being used to restrict who can see a particular form or enrollment option.
When a report is removed, it will no longer appear:
To remove a report, archive or delete it.
While deleted reports cannot be undeleted, archived reports can be unarchived if you need to use/access them again. That said, deleting is always permanent, while archiving can be temporary if needed.
Double click the pencil icon to edit the report. Note that you must have "admin" permission to archive an individual report.
Click to archive the report. The report will then be archived within the assigned category.
Or, you can select to assign the report to a different category that's currently archived. This will both move the report into that category and archive the report as well.
Double click the delete button to permanently delete a report. Note that a report cannot be deleted if it's being used as a restriction.
Also, you cannot delete a report unless you have "admin" permission to the report currently.
When a report/category is archived, it will no longer appear:
Within an active category, click "Show archived reports..." to expand the list of all archived reports within that category.
To unarchive an archived report, double click the pencil icon and then click the unarchive button in the pop-up window that opens.
Click "Load archived categories" to view all report categories (and reports therein) that have been archived.
Double click the pencil icon next to the category icon.
Click to unarchive the category.
Note that the individual reports within the category will return to the original unarchived/archived state they were in before the category was archived.
Use the "Mass permission changes" tool to edit a user's permission to multiple reports at once.
Note that you may only edit the user's permission to reports for which you currently have "admin" permission. To learn more about permission levels, click here.
Note that if a user has the Reports user permission, they cannot have their reports permissions edited through "mass permissions changes." To learn more, click here.
For step-by-step instructions on how to make mass permission changes, please see our "Managing Report Permissions" article.
After creating a form,
For more information on creating forms, please refer to the Camper forms article.
To view a specific group's submitted forms, go to the group profile page and click the Forms tab.
*It should be noted that if your camp is in the middle of rolling over to the next enrollment year, meaning you have completed Step 1 of the enrollment Wizard but not Step 2. Then only forms for the current year will display on the Events Dashboard. Once Step 2 of the enrollment Wizard is completed then forms for the next year will display.
Click the name of a form to open the Form viewer.
Click "Mark as received" and a stamp saying Yes, and the date will appear next to it.
Under the yearly info tab you can get a pdf copy of the enrollment options that your group is associated with.
These are all of the registration options that a particular group is signed up for. Each tab contains more information about that particular registration option.
All the questions associated with an event are presented here.
Add extras for members for your group. (i.e. more T-shirts for group members)
Add attendees to your group. Also, if applicable, assign housing (i.e. Buildings and Rooms ) to members of your groups.
Add members to the group or click on the group name to take you to the actual group.
Add new credit cards to guest profiles.
Add new checking account information to guest profiles.
Guest forms appear within the Forms tab and are organized into Permanent and Yearly. You can use the Forms tab to track the submission status of Forms.
View the guest's registration requests for the given year. Double click the PDF icon on the far left to download the associated registration contract.
Each event the guest has registered for will have a tab that contains more information regarding that event. Select the tab to view more information.
View the guest's responses to the attendee questions associated to this particular event. Double click a response to edit it.
View/edit the attendee extras associated with the guest's account for this particular event.
To add an extra, click "Add attendee extra..." The associated fee for the extra will be added to the guests's financials automatically.
To remove an extra, double click the delete icon. Deleting an extra does not remove the fee automatically. To remove the associated fee, navigate to their Financial page and reverse the relevant charge.
View/edit the guest's housing details for this particular event. To make changes, double click the name of the building or room the guest is currently assigned to and select a different value. Click OK to save changes.
To learn how to use the Campers module, watch our 4 phases of training.
In Phase 4 of 4, we demonstrate advanced reports (including how to send a mass email), financial reports, and managing your database financial settings.
There are 5 different transaction types in CampSite: Charges, Discounts, Payments, Credits, and Refunds.
All transactions are assigned to a Transaction Category, allowing camps to report on transactions per category.
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All camper charges and discounts are totaled together to calculate the family's total charges that they must pay for the enrollment year. All payments, credits, and refunds are totaled together to calculate the total payments that have been made. The family's current balance is then calculated by subtracting the total payments from their total charges. |
A charge represents the price asked for a service or good (e.g. the cost to attend a session; the price of an enrollment extra; etc.) Charges increase the family's due balance.
Charges are automatically applied to a family's account at the time of their camper's enrollment. Admin users can also create custom charges on the family's profile directly, which will apply towards their overall balance for the year.
Every charge transaction is assigned to a particular camper in the family and also to at least 1 session (relative to the camper's enrollment). This allows for financial reporting on the charges assigned to each session (e.g. when generating the expected revenue per-session and/or the total amount charged for each session).
A discount represents a reduction of the usual price of sessions or enrollment extras. Discounts decrease the family's due balance.
Discounts can be applied to a family's account at the time of their camper's enrollment (via enrollment discounts or by coupon codes). Admin users can also create custom discounts on the family's profile directly, which will apply towards their overall balance for the year.
Every discount transaction is assigned to a particular camper in the family and also to at least 1 session (relative to the camper's enrollment). This allows for financial reporting on the discounts assigned to each session (e.g. when generating the expected revenue per-session and/or the total amount discounted for each session).
A payment represents money your camp has received. Payments decrease the family's due balance.
Payments can be created at the time a camper is enrolled. Admin users may also create new payments via the family's profile page, and parents may submit payments via their Parent Dashboard.
Electronic payments can be transacted through CampSite (via your payment gateway). Payments that were transacted outside of CampSite (e.g. cash or check) can also be recorded in CampSite by an admin user, via the family's profile page.
Every payment transaction is assigned to at least one transaction category, allowing for financial reporting on payments per category. Payments are not assigned to specific sessions or campers.
A credit will reduce the family's balance (like a payment does), but funds are not transacted when a credit created in CampSite (meaning, you cannot debit the family's credit card/checking account when adding a credit to their account). Credits decrease the family's due balance.
Admin users create new credits manually via the family's profile page. When a credit is created, a transaction of funds does not occur via your payment gateway. Credits are simply recorded in CampSite to adjust the family's account balance.
Every credit transaction is assigned to at least one transaction category, allowing for financial reporting on credits per category. Credits are not assigned to specific sessions or campers.
A refund represents payment that your camp returned to a family.
Electronic refunds can be transacted through CampSite (via your payment gateway). Refunds that were transacted outside of CampSite (e.g. via check, or from within your payment gateway portal) can also be recorded in CampSite by an admin user, via the family's profile page.
Every refund transaction is assigned to at least one transaction category, allowing for financial reporting on refunds per category. Refunds are not assigned to specific sessions or campers.
Note that when a refund occurs because the family is no longer responsible for paying certain costs, the charges associated to those costs should also be reversed.
A charge represents the price asked for a service or good (e.g. the tuition plan cost for a session; the price of an enrollment extra; etc.) A discount represents a reduction of the usual price asked for a service or good.
Charges are automatically applied to a family's account once the camper enrolls, per the tuition plan the camper enrolled for (plus as any enrollment extras they purchased). Discounts can also be applied when a camper enrolls via enrollment discounts or coupon codes.
Admin users may also add a charge or discount to the family's account balance manually, outside of the enrollment process, via the family's profile page.
Every charge and discount is assigned to a particular camper and also at least 1 session (relative to that camper's enrollment). This allows for financial reporting on the charges and discounts assigned to each session (e.g. to generate the expected revenue per-session).
CampSite calculates a family's balance for an enrollment year by totaling together all of their campers' charges for the year, then deducting all discounts (if applicable). Families then make payments towards their balance.
In this article, learn how to:
Note that an admin user's ability to create, reverse, or delete transactions is determined by their user account permission settings. For more details, click here.
To manually add a new charge or discount on a family's account, open the "Financial" tab of the family's profile page.
From the Transactions tab, click the "New charge" or "New discount" button.
The following steps are the same, whether you're creating a charge or discount:
Provide the transaction details for the charge or discount.
After clicking "Use percentage...", you'll be asked to select which of the camper's existing transactions to use when calculating the new charge or discount, and the percentage amount.
Once you submit the charge or discount, the new transaction will be listed for the camper. The family's current balance will also update to reflect the new transaction.
Learn how to edit an existing charge or discount transaction via our Editing a Transaction article.
Reversing or deleting a charge or discount will remove that particular transaction from calculating towards the family's balance in CampSite, for example when a camper cancels a purchase (or in the case that an admin user applied a transaction incorrectly).
To learn how to reverse or delete a transaction, please click here.
A payment represents money your camp has received.
Electronic payments can be transacted through CampSite (via your payment gateway). Non-electronic payments (transacted outside of CampSite) can also be recorded in CampSite by an admin user, via the family's profile page.
To learn about refunding payments, please click here.
Every payment is assigned to at least one transaction category, allowing for financial reporting on payments and credits per category. However, payments are not assigned to specific sessions or campers. That said, you cannot report on payments per session or identify payments for specific campers within a family of multiple campers.
CampSite calculates a family's balance for an enrollment year by totaling together all of their campers' charges and discounts. Payments and credits are then applied to reduce the balance.
In this article, learn how to:
Note that an admin user's ability to create, reverse, or delete transactions is determined by their user account permission settings. For more details, click here.
To manually add a payment to a family's account, open the "Financial" tab of the family's profile page.
From the Transactions tab, click the "New payment" button. A pop-up window with four sections will open:
Every transaction in CampSite must be assigned to at least one of your transaction categories, for financial reporting purposes. In the "Category breakdown" section, assign which transaction category (or categories) this payment is assigned to.
Note: The transaction categories selected should correspond with the categories assigned to the charges that the family is paying for. For example, if the family is paying for charges assigned to "Tuition" and "Extended Care" categories, then their payment should be assigned to those 2 categories as well. Selecting categories for the payment, that are not affiliated with the family's charges, will lead to skewed financial reports.
You can reference the family's charge categories from the lefthand side of their Transactions tab. If needed, you can move the 'new payment' window out of the way by clicking and dragging the title bar around your screen.
* The amount(s) allocated must add up to the total payment amount.
** Descriptions will show to parents on their statement, and can also be useful to admins when running financial reports.
Next, you must specify how the payment should be allocated towards the family's invoices (for their payment schedule).
Once an invoice is generated and sent to a family, the invoice will show an "amount due." Apply the payment to a particular invoice by allocating the payment as needed within the "Invoice breakdown" section.
If you selected "Credit card" or "checking account" as the payment method, Campsite will send the transaction to your payment gateway as soon as you click submit. Your payment gateway processes all transactions sent from CampSite in batch, once a day. To determine exactly when your payment gateway will start processing the transactions you submit via CampSite today, please contact your gateway directly.
Certain details on a payment transaction can be edited after the payment is created in CampSite.
Learn how to edit an existing payment via our Editing a Transaction article.
Reversing or deleting a payment allows you to remove the payment from calculating towards the family's account balance in CampSite, in the case that the transaction did not actually occur (e.g. if a check bounced or a checking account payment was returned for insufficient funds).
Voiding a credit card/ACH payment will cancel the payment before it's settled by your payment gateway.
To learn how to reverse or delete a transaction, please click here. To learn how to void, click here.
Every credit is assigned to at least one transaction category, allowing for financial reporting on credits per category. However, credits are not assigned to specific sessions or campers. That said, you cannot report on credits per session or identify credits for specific campers within a family of multiple campers.
In this article, learn how to:
Note that an admin user's ability to create, reverse, or delete transactions is determined by their user account permission settings. For more details, click here.
* If you apply a credit to the family's account before they've enrolled for camp, the family will not be on a payment schedule for you to apply the credit towards. If they later sign up for a payment schedule, an admin will then have to edit the credit transaction to associate the credit to the family's payment schedule, in order for the family's invoices to reflect the credit. If the credit is not updated as such, the family will end up being invoiced to pay more than they should. Click here to learn how to edit a credit transaction.
If you're adding a credit to the family's account in order to move a payment to a different enrollment year, the original payment transaction must also be removed from the year it was originally made towards.
To do that, we suggest reversing (not refunding!) the original payment.
Click the reverse button, confirm the reversal, and provide the reason for reversal.
Remember that reversing a payment does not refund the payment. Click here to learn more.
Reversing or deleting a payment allows you to remove the credit from calculating towards the family's account balance.
To learn how to reverse or delete a transaction, please click here.
No, credits do not automatically roll over to the next year during the rollover process. Credits do not roll over at any point at all. A family's balance, whether positive (due to unpaid amounts) or negative (due to a credit), is considered a value specific to that year, so balances are not rolled over to next year during the rollover process. For example: In order to apply a family's payment in 2026 as a credit for 2027, an admin user needs to manually credit the family's 2027 balance and then reverse the original payment under 2026.
To credit a family's balance:
Note that if you apply a credit before the family enrolls, and the family goes onto a payment schedule upon enrolling, the credit will not be applied to their payment schedule automatically. With that, an admin will then need to edit the credit after the family enrolls and place it onto the family's payment schedule so that the family's future invoices reflect the credit. If the credit is not added to the family's payment schedule by an admin, the family's invoices will be too high. Click here to learn how to edit a transaction.
After you've reversed the camper's previous years charges but kept the family's payments on their account, the family will be left with a negative balance. That said, you can generate a report of families with a negative balance for a previous year to identify those who should receive a credit for the new year.
You can generate a list of all families with a negative balance by running the Family Summary report from the Financial Dashboard. Make sure to select the previous year, and filter only "Zero/negative" Balances. Once the report populates, look for families with a negative amount under the "Balance" column.
No, parents can not use credits/credited balances to “pay” for a new enrollment. A family's current account balance does not impact the camper's enrollment form balance, meaning that having a credit/negative account balance will not reduce the regular costs of enrollment. A credit/negative balance will only reduce the camper's remaining balance that they still need to pay after they've been enrolled. The camper will still be subject to the regular fees and required to pay the standard minimum (whether that's a minimum deposit or payment in full).
Keep in mind that payment is not debited until the camper's enrollment is approved, and campers are either approved manually or automatically depending on your camp's enrollment form processing mode.
Camps using Manual Enrollment Processing**
Camps Using Automatic Enrollment Processing
**Enable Manual enrollment processing by navigating to Admin>Campers>Setup wizard>Step 8: Enrollment form setup. Read our Enrollment Requests article to learn more about processing enrollment manually.
A refund represents payment that your camp returned to a family.
Electronic Refunds
To transact an electronic refund via your camp's payment gateway, you can either return a previous payment that the family already made or create a new (custom) refund transaction. Refunds to credit cards typically take 7-10 business days to process, but can take longer depending on the family's financial institution.
Non-Electronic Refunds
To record that a non-electronic refund was already issued to the family (outside of CampSite, like by cash or check, for example) without actually transacting a new refund, use the "New refund" button.
In this article, learn how:
To watch a short tutorial video on how to issue a refund, click here.
Refunds are created within the Financial tab of the family's profile page (under the Transactions sub-tab, below the "Payments, Credits, and Refunds" section).
Please note: If a family is receiving a refund because they're no longer responsible for paying certain charges, note that those charges (and discounts) must also be reversed from the family's account. Click here to learn how to reverse charges and discounts in addition to refunding payment.
To refund a credit card or checking account payment that the family previously made, locate the payment and open the transaction details by double clicking the info icon.
A pop-up window will open with the full transaction details. At the bottom of the pop-up window, click the "Refund the full ... payment" button.
Next, click "OK" to confirm the refund. This will initiate a refund transaction for the full payment amount back to the original payment method.
To transact a custom/"partial" credit card refund, or to record that a refund already occurred without transacting a new one, click to create a "New refund."
Please note:
In the pop-up window, provide the transaction details for the refund.
For electronic refunds, the refund transaction will be initiated as soon as the "submit" button is clicked.
To properly refund a family, you must reverse the camper's charges/discounts and then refund the family's payment towards those charges. CampSite does not have a tool that would allow you to complete both of these actions en masse, so they must be completed one family at a time.
Note that CampSite can reverse a camper's charges for you when you're unenrolling the camper - please click here to read our article on unenrolling for more information. Refunding the family's payment must still be completed manually as a separate process.
Camps using Authorize.net can issue a custom refund by refunding part of an original payment.
First, open the transaction details for the original payment.
Next, click the "Issue a partial refund" button.
Type the amount of money you'd like to refund (as an integer with up 2 decimal places). The amount entered must be less than the original payment amount. Then, click "OK" to issue the partial refund.
Reversing or deleting a refund allows you to remove the refund from calculating towards the family's account balance in CampSite, in the case that the transaction did not actually occur.
Voiding a credit card/ACH refund will cancel the refund before it's settled by your payment gateway.
To learn how to reverse or delete a transaction, please click here. To learn how to void, click here.
CampSite does not charge for processing transactions, but your payment gateway typically does. To confirm the amount of those processing fees, please contact your payment gateway provider directly.
Camps using Constellation Payments for their payment gateway can cancel same-day credit card and ACH payments/refunds using CampSite's "void" feature.
After successfully voiding the transaction, CampSite will automatically reverse the transaction with the reversal reason indicating that the transaction was voided.
Note that transactions can only be voided before being settled by Constellation that evening. To learn more, read "When can I void transactions?" below.
A transaction can be voided until it's been settled. Constellation settles transactions in mass at the end of each day, which means a transaction can be voided on the same day it was created, before being settled by Constellation that evening.
If you attempt to void a transaction that cannot be voided because it's already been settled, you'll receive an error message stating "Referenced transaction is not found..." Read What do I do when a transaction can't be voided? for more help.
A user must have Financial Read; Create Payments; Create Refunds; and Reverse + Void Transactions permissions (as shown above) in order to have access to the "Void transaction" feature for payments and refunds.
To learn more about user permissions, click here.
Use the "Void transaction" button that appears in the transaction details window of each credit card and ACH transaction on a family, guest, or group profile page.
Once as a transaction is successfully voided, CampSite will automatically reverse the transaction with the reversal reason indicating that the transaction was voided.
To void payments on a donor's profile, use "Void" button in the Actions column for both general donations and payment requests.
If a transaction can't be voided because it's already been settled, you can correct the transaction by creating another transaction.
Payment schedules allow you to batch invoice families for payment towards their due balance. If parents opt for automatic payments, you can also batch debit their payments in a single click.
Admin users can collect the payments due on a payment schedule by invoicing all families in batch. For families who selected automatic payments, admins can also batch debit families for payment.
For every payment schedule date, admins must complete 3 steps to collect payment:
If you'd prefer to watch a tutorial video on how to complete the 3-step invoicing process, click here. If you need to learn how to create payment schedules first, click here.
First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.
Next, go "Camper Financial Tools" and select "Invoicing and Auto pay."
To access the payment schedule you wish to invoice, select the corresponding payment schedule group.
All payment schedules within the selected payment schedule group will display in separate tables.
Note: Payments must be invoiced in chronological order, starting with the earliest payment on the schedule. Also, admins cannot skip a date / jump ahead in the payment schedule.
When the next step is to generate invoices, the link will read "Run now" underneath the "Invoices generated" column for the corresponding payment date.
Click "Run now" to open the "Generate invoices" page and verify all of the invoices to be generated for this payment date.
To learn more about the "Generate invoices" step, click here.
Once a step has been processed, CampSite will display the date on which it was completed.
When the next step is to send invoices, the link will read "Send now" underneath the "Invoices sent" column for the corresponding payment date.
Click "Send now" to open the "Send invoices" page and confirm the email message to be sent to all families. Each family's invoice will be attached to that email.
To learn more about the "Send invoices" step, click here.
When the next step is to debit automatic payments, the link will read "Run now" underneath the "Auto pay" column for the corresponding payment date.
Click "Run now" to open the "Auto pay" page and confirm the families/amounts to be debited.
To learn more about the "Auto pay" step, click here.
When all 3 invoice steps have been completed for a particular payment, the link will move to the next payment date for you to complete the 3-step process again, so on and so forth until all payments on the schedule have been invoiced.
When it's time to generate invoices for a payment, click the "Run now" link under the "Invoices generated" column.
Tip: If you want to generate and send invoices in advance of the payment due date, remember to complete this step several days before the payment is due.
In this step, you'll generate an itemized invoice for each family (as a PDF document). The invoice will list all transactions associated with the overall payment schedule and then the current amount that must be paid at this time.
The "Generate Invoices" checklist will identify any families who currently have balances of $0 or less for the year, and may need to be removed from the batch before you generate all invoices.
This usually happens if a family pays their balance early and an admin forgot to remove the payment schedule from their account, or an admin made an error when posting transactions to the family's account.
To prevent that family from receiving the present invoice, double click the delete button next to their name.
To confirm that the family shouldn't receive an invoice, we recommend reviewing the "Transactions" tab of their profile page to confirm whether they should remain in the invoice batch.
If a family shouldn't receive any invoices for this payment schedule, remove them from the payment schedule by navigating to the "Invoices" tab of their profile page, clicking the wrench icon, and changing the payment schedule to "None" (as pictured above). For more information on managing a family's payment schedule, click here.
Optionally, admin users have the ability to set all invoices to the same amount, or add an installment fee on every family's invoice.
By default, CampSite automatically calculates the amount of an invoice by dividing the family's total balance by the number of payment dates. For example, a balance of $500 on a schedule with 5 payments would amount to $100 per invoice.
To override the automated calculation and manually set all invoices to a specific amount, click "Set all invoice amounts..." and specify the following details in the pop-up window that opens:
Installment amounts will be created as a new charge transaction on the family's account and added to the present invoice when generated.
To add an installment fee, change "Add installment fee?" to Yes and provide the following details for the charge:
If needed, download a preview of all invoices before they're generated, and/or remove all zero dollar invoices from this batch.
After clicking "Get preview of all invoices," a pop-up window will open.
Enter an e-mail address and CampSite will send a .pdf preview of all invoices to that address.
If an invoice was paid in advance, the amount due will show as $0.00. To prevent CampSite from generating (and eventually sending) $0.00 invoices, click the link to remove all zero dollar invoices from this batch.
You'll be asked to confirm and then the page will refresh, with all $0.00 invoices removed.
Note: If you do not click to remove all $0.00 invoices, CampSite will still generate them in this batch, and they'll be sent to the corresponding families in the next step of the invoice process.
If needed, admins can review and/or edit individual invoices within the batch.
For each invoice, admins can:
When you're ready to generate all invoices for this payment date, scroll down to the bottom of the page and click the Generate Invoices button.
All invoices will be generated, and CampSite will redirect to the Payment Schedules page, where you'll be prompted to now send the invoices.
To learn more about the "Send invoices" step, click here.
When it's time to send invoices for a payment, click the "Send now" link under the "Invoices sent" column.
Note: You cannot send invoices until you generate them first. To learn how to generate invoices, click here.
In this step, you'll send a mass email to the families who had an invoice generated for them in the previous invoice step. Each family's invoice will be attached to this email as a PDF file.
Before sending the mass email, you'll confirm which email message is sent and review invoice settings. Admins may also remove certain families from receiving the email and/or preview invoices before they're sent.
The "Send Invoices" checklist will identify any families who do not have at least one parent with a valid email address designated to receive the family's invoices.
When a family appears on this checklist, they either haven't designated a parent to receive invoices OR the designated parent doesn't have a valid email address on file.
Parents may designate a parent to receive invoices via the Financial page of their Parent Dashboard, or an admin can do it for them via the "Invoices" tab of the family's profile (under Invoice Preferences). Click here to learn more.
If a parent is designated but doesn't have a valid email address on file, the family may add/edit the email addresses on file for each parent via the My Account page of their Parent Dashboard, or an admin can do it for them via the Parents tab of the family's profile.
If you proceed with sending invoices without addressing the families on the checklist, their invoices will be emailed to you instead.
Next, specify which email message to send to each family and customize the invoices.
Tip: To preview an invoice footer, double click the dollar sign icon next to a family on this page. To view the payment coupon, open an invoice for a family that's not on auto pay.
Next, confirm which families are included in the mass email.
When you're ready to email all of the families selected on this page, scroll down to the bottom of the page and click the Send Invoices button.
Upon clicking this button, the mass email will be sent.
CampSite will then redirect to the Payment Schedules page, where the next step will be to run automatic payments (on the date that payment is actually due).
When the next step is to debit automatic payments, the link will read "Run now" underneath the "Auto pay" column for the corresponding payment date.
Please note: An admin user must manually trigger this step - CampSite will NOT run this step automatically.
To learn more about how to complete the "Auto pay" step, click here.
When it's time to debit the automatic payments for an invoice, click the "Run now" link under the "Auto Pay" column.
Please note: CampSite will NOT complete this step automatically. This step must be completed manually by an admin user, following the process outlined below.
You cannot run auto pay until after you generate and send the corresponding invoices first. To learn how to generate invoices, click here. To learn how to send invoices, click here.
In this step, you'll debit all of the families who are set up for "auto pay" for the present invoice.
Before debiting the payments, you'll have the option to remove families from being debited and/or update the amount to debit from each family.
The "Run Auto Pay" checklist will identify any families who are not prepared to have automatic payments debited or who have a $0 balance for the year.
Since families can have multiple payment methods on file, each family on auto pay must indicate which saved payment method should be debited for automatic payments by designating a card/checking account as "primary" (even if the family has only one credit card or checking account on file).
If a family doesn't have their primary payment method designated, admins can manually set a card or account as primary via the Credit Cards or Checking Accounts tab of the family's profile page (double click the checkmark icon for the card/account). Or, the family can designate their primary payment method via the Financial page of the Parent Dashboard.
For all families paying by credit card, their primary card must be un-expired.
If a family's primary card is expired, admins can manage the family's primary card via the Credit Cards tab of the family's profile page. Or, the family can manage their credit card via the Financial page of the Parent Dashboard.
Lastly, CampSite will also check to make sure that the families below still have a balance for the year.
If a family is identified as having a $0 balance, we recommend reviewing the "Transactions" tab of their profile page to confirm whether they should remain in the auto pay batch and debited payment.
If the family should not be debited, double click the delete button on the far right to remove them from the auto pay batch.
If needed, admins can review and/or edit which families are set to be debited and for how much.
For each family, admins can:
When you're ready to debit all of the payments listed on this page, scroll down to the bottom and click the Run Auto Pay button.
All payments will be processed. Next, CampSite will redirect to "Auto pay results" page.
The Auto Pay Results page summarizes the status of each payment that was debited within the auto pay batch.
To learn more about the Auto Pay Results page, click here.
Once the "Auto Pay" step has been completed for a particular payment, the next step will be to generate invoices for the next invoice (at the appropriate time).
The invoice link will move to the 'invoices generated' step accordingly.
After the Auto Pay step is completed for an invoice, CampSite will create an "Auto pay results" page that summarizes the status of each payment that was debited.
Filter which payments display in the results based on their processing status. When you're finished, click "Refresh results" to view payments with the status(es) you've selected.
Note: CampSite will NOT automatically re-attempt unsuccessful payments. Any payment that "declines" and "errors" must be re-processed manually, via the family's profile page. To learn how to manually process a payment, click here.
Users can always access the Auto Pay Results page for an invoice via the payment schedule page, by clicking the "Results" link to the right of the associated payment date.
CampSite's accrual assigner identifies any charges or discounts that are not assigned to a session, and helps you assign the proper session to those transactions.
CampSite's accrual reports (i.e. the Camper Accrual Transaction Log; Camper Accrual Summary By Session; Camper Accrual Summary by Accrual Period) will generate the charges and discounts assigned to each session in your database (i.e. your earned revenue per session).
Charges and discounts that aren’t assigned to any session(s) will not populate in the results of these accrual reports.
For example, say Jill Paulson has a $25 cancellation fee charge for unenrolling from the "Week 1" session, but the charge isn't assigned to any sessions. When generating the Camper Accrual reports to determine earned revenue for Week 1, Jill's $25 cancellation fee won't be included, which will skew the results.
To ensure the accrual reports generate accurate results, all charges/discounts must be assigned to the correct session(s).
First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.
Next, go "Camper Financial Tools" and select "Accrual Assigner."
Each row on the accrual assigner page represents a different transaction. Transactions will be presented in chronological order, starting with the earliest transactions first.
If you have multiple pages worth of transactions that need to be assigned, you can access the next page of transactions after you submit assignments for the first page.
For each transaction:
CampSite will suggest sessions based on the camper's enrollments. View the "confidence" level for more details as to why those suggestions were suggested (and how confident CampSite is in suggesting them).
However, you may also want to review the camper and family's profile pages for context in choosing which session(s) are most appropriate.
After you've selected sessions, save them by clicking the "Submit session assignments" at the bottom of the page. Note that it's not necessary to assign sessions for all transactions in order to submit the page, but any transactions without a session assigned will remain in the accrual assigner.
Upon submitting, the page will refresh and display any additional transactions that need session assignments.
Accrual periods allow for reporting on the collective earned revenue across multiple sessions.
First, create accrual periods by selecting multiple sessions to group together for reporting purposes. Then, run the Camper Accrual Summary (By Accrual Period) report to generate your earned revenue per accrual period, i.e. all of those sessions combined.
For example, Camp Firewood runs camp sessions all throughout the entire calendar year. They’d like to generate earned revenue per quarter, so they create 4 accrual periods - "Q1," "Q2," "Q3," and "Q4." The "Q1" accrual period contains all sessions that are held January - March, while the "Q2" accrual period contains all sessions that are held April - June, so on and so forth.
First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.
Next, go "Camper Financial Tools" and select "Accrual Periods."
Note: You cannot assign a session to more than one accrual period.
The accrual periods you create will appear on the Camper accrual summary (by accrual period) report.
When generating this report, CampSite will calculate the total earned income for all sessions within each accrual period combined. To learn more about using this report, click here.
Click the link for Enrollment discounts to jump to the Enrollment Discounts step of the Camper Setup Wizard.
For more information on managing discounts, read the Step 7: Enrollment Discounts article.
Create Enrollment extras, such as registration fees, to be offered for purchase either on a yearly basis or once per enrollment option.
Under the Financial Dashboard select "Enrollment extras".
Don't forget to select the year that you want this extra to be applied to.
Next, to make this enrollment extra available on your enrollment form, you must either offer it as a yearly enrollment extra or an enrollment option extra (in the enrollment option bundle).
Enrollment extras are added to a campers tuition costs and cannot be separated from an enrollment option or yearly offered extra. Typically, these extras are paid for through a payment schedule combined with a campers tuition. They could also be paid for in full alongside a campers tuition if the family is paying for all costs in full at the time of enrollment.
If you would like to offer enrollment extras as items to be purchased separately after enrollment for a camper is complete, please see: How does a camper purchase an enrollment extra after enrollment?
Categories such as Tuition, Trips or Cancellation fees can be created here.
Select Transaction categories from the Financial Dashboard.
Here you can set the cost for individual sessions.
Click "Tuition Plans".
When a transaction is reversed, 2 transactions exist in your database: the original transaction, plus a reversal transaction for the inverse amount.
For example, the above shows a $10 camper charge created on 3/23/20 that was later reversed on 4/7/20.
On the profile page, a reversed transaction appears once, striked out with the amount set to $0.
When it comes to financial reports, CampSite will generate the original transaction plus the reversal transaction.
For example, see above how the Transaction Log displays the charge and the reversal as two separate line items.
Summed together, both transactions equal $0, to effectively remove the original transaction from being calculated into the grand total at the very bottom of the page.
The report filters you select determine whether or not your report results include just the original transaction or the original transaction AND the reversal transaction.
For all financial reports that provide an itemized log of transactions (e.g. the Transaction Log; Camper Accrual Transaction Log, etc.), you must select "Reversals" in the Transaction Types filter in order for the results to include the reversal transaction, as pictured above.
Keep in mind that the original transaction will be dated as to when it was created initially, but the reversal transaction is dated as to when the reversal occurred. If you filter by "date created," and the reversal occurred outside of your date range, your results will report the original transaction but not the reversal.
As such, filtering by 'Date created' provides a snapshot of transactions as they existed within the timeframe you selected.
Using Layla Gamble's reversed $10 charge as an example again, the "Date Created" filter on the Transaction Log would need to span from 3/23/20 to 4/7/20 in order to include both the original $10 and the -$10 reversal in the results.
If "Date Created" was filtered for 3/1/20 - 3/30/20, the results would include the original $10 charge but not the -$10 reversal, since the reversal was created outside of that time frame. As such, the grand total of the report results would include the $10 despite that it's been reversed.
For financial reports that present transaction summaries (instead of itemized transactions) - like the Camper Accrual Transaction Summary; Camper Accrual Summary (By Session or Accrual Period) - reversed transactions will be summed together in a separate "Reversals" column.
For example, in the Camper Transaction Summary as shown above, the Reversals column reflects all charge, discount, payment, credit, and refund reversals summed together. The individual Charges / Discounts / Payments / Credits / Refunds columns reflect all original transactions (without reversed transactions removed).
As such, the totals of each transaction type (highlighted in yellow above) still include transactions that were later reversed. Only the net total (in the very bottom right cell) reflects only transactions that were not later reversed, by summing all charge, discount, payment, credit, refund and reversal totals together.
That said, the Camper Transaction Summary report is not designed for identifying the total amount of certain transaction types (like total charges or total payments) as those numbers will not have reversed transactions removed. If you need the total amount for a certain type of transaction, use the Transaction Log instead.
The Transaction Log report generates an itemized log of all charge, discount, payment, credit, and refund transactions within your database.
First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.
Next, go "Reconciliation reports" and select "Transaction log."
To control which transactions populate in your report results, use the report filters.
Filter transactions by:
Reversed transactions will generate as 2 separate transactions in the report results: 1) the original transaction and 2) a reversal worth the inverse amount. Summed together, the reversal will zero out the original transaction when the grand total is calculated.
If you do not select to include "Reversals" in the Transaction Types filter of the report, the results will not include reversal transactions - just the original transactions.
If filtering by Date Created, note that the results will only include reversals that occurred during the time frame selected.
Learn more about reporting on reversed transactions here.
The Deposit Report reports on all payment transactions in your CampSite database.
View payment totals by payment method and per transaction category, as well as an itemized log of each individual payment transaction.
When using this report to reconcile with your bank statement:
First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.
Next, go "Reconciliation reports" and select "Deposit report."
To control which transactions populate in your report results, use the report filters.
Filter by:
*Reversed does not mean refunded.
The report results will be broken down by total payments per payment method; total payments per transaction category; and an itemized log of each individual payment.
If needed, you can manage the payment methods for your database via Admin > Campers > Financial: Payment methods. Click here to learn more.
If needed, you can manage the transaction categories for your database via Admin > Campers / Events > Setup Wizard > Step 3: Transaction Categories.
View a log of every payment transaction (which comprise the 'totals by method' and 'totals by category' above).
For each transaction, view the:
The Check Deposits report allows you to mark check payments as deposited.
First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.
Next, go "Reconciliation reports" and select "Check deposits."
Check payments that have not yet been marked as deposited will display at the top of the page.
For each check, view which event (module) the check falls under; the transaction ID for the payment transaction; when the check payment was created in CampSite; which account the payment was applied towards; the check number; and the amount.
To record a new deposit:
All selected checks will be removed from the "Undeposited checks" section, and a new check deposit containing those checks will be created.
For each check deposit:
Once marked as deposited, check payments will include their check deposit ID number in the transaction details.
The Deleted Transactions report generates a list of all transactions that admin users have deleted from CampSite.
First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.
Next, go "Reconciliation reports" and select "Deleted transactions."
Filter your results by:
**Only transactions that were deleted after the "Original Transaction Date" column was added to this report in January 2021 will show data in this column. Seeing a - in the report results indicates that the transaction was deleted before this data was designed to display in the report.
Our new Reconciliation tool brings you the ability to tie your card processor's disbursements out to the individual transactions that make them up, without maintaining a reconciliation spreadsheet by hand.
This way you can see exactly which transactions make up each deposit — and get a plain-language explanation whenever a disbursement doesn’t add up the way you would expect at first glance.
This tool can be located by clicking on the Financial button on the top navigation bar, then clicking on the "Reconciliation Assistant" button under the Reconciliation reports category.
The Reconciliation Tool will need three raw exports covering the same date range. Two are optional and one is required. Please note that although two reports are optional and are not required for the reconciliation tool to function, not including all three reports will not bring the desired result and full report abillities. To utilize this tool to it's fullest, please be sure to upload all three reports.
All three files should cover the same date range and be uploaded unmodified — no re-saving, re-filtering, or re-sorting first.
When all reports are collected, upload one period's raw exports, unmodified into CampSite.
To upload a report, click on an upload box to open up your devices file browser and select the correct export file.
The Balance Details file alone is enough to use the Reconciliation Tool. Adding the other two files labels each line item with the family and category it belongs to.
Your files are read entirely in your own browser and are never uploaded to CampSite or stored anywhere.
For information on how to log into your CSI Portal please contact the Payments Team by emailing payments@campmanagement.com or calling 516-719-7075.
When files are uploaded, their upload box in the browser will turn green. When finished uploading, click on the "Run reconciliation" button to proceed.
The results screen lists every disbursement in the date range with its date, ID, and total, plus a subtitle noting how many were found and how many are negative disbursements (shown in red).
Select any disbursement on the left side of the screen to see the breakdown of what makes up its total on the right side. The total is the sum of the line items tagged to it, the payout total from the processor's ledger, and the contributing transactions.
Where those two figures differ, a note explains why – for example disbursement chaining, a period boundary, a merchant fee split across two disbursements, or a gap the tool resolved automatically. A note will say plainly when a difference could not be explained and needs manual review.
Items marked Inferred were reconstructed by the tool rather than tagged by the processor, and should be confirmed manually against your own records.
Use the Glossary of Terms button for plain-language definitions of the terms used in these notes.
Click on the "Download reconciliation (Excel)" button to download your results.
Click on the "Start over - upload a different period" button to go back and begin again.
All files are parsed locally and are never uploaded to CampSite or anywhere else.
Most disbursements need no explanation: the tagged transactions simply add up to the payout total. The patterns below are the ones that may need additional explanation:
Negative disbursements
A disbursement where money moved the other way — pulled back from the camp’s account rather than paid out to it. This happens when refunds or chargebacks in that batch outweighed sales. This is shown in red so it’s easy to spot.
Cash accounting method (the debit/credit split)
Most merchant fees are recorded entirely within one disbursement. Occasionally, though, a single fee’s debit and credit recording lands in two different disbursements instead of one — this is a known, expected pattern in how the processor’s system works, not an error.
Worked example — a $100 monthly merchant fee, split across two disbursements:
Please note that this doesn’t change the total fees assessed — the apparent discrepancy is purely a timing difference in how cash accounting records the fee.
Mis-tagged transactions
Occasionally the processor’s own ledger tags a transaction to the wrong disbursement. The tool detects this when one disbursement has an exact matching excess and another has an exact matching shortfall, and reassigns the transaction to where it actually belongs — removing it from the disbursement it was wrongly tagged to and showing it under the correct one instead.
Rolled-forward (chained) disbursements
Some disbursements have no transactions tagged to their own total — instead, everything was bundled into a later disbursement as a single lump sum. The tool explains which later disbursement absorbed it and, where possible, shows exactly which transactions made up that lump sum.
Boundary disbursements
The very first or very last disbursement in the uploaded date range. These sit at the edge of the export window, so some of their transactions may fall just outside the dates pulled — which is why they’re sometimes harder to fully explain than disbursements in the middle of the range.
Commingled transactions
Transactions from more than one disbursement that were bundled into the same shared batch, where the combined total checks out exactly but the individual transactions can’t be split back apart to say which one belongs to which disbursement.
The Credit Card Transaction report generates a list of successful credit card transactions.
Filter by credit card type, payment vs. refund, and more.
First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.
Next, go "Payment gateway reports" and select "Credit card transactions."
Filter credit card transactions by:
*Reversed does not mean refunded.
The Credit Card Declines report generates a log of each instance when a credit card transaction was declined.
Instead, the Credit Card Declines report is more like a history log of each and every time a decline occurred.
Note that credit card transactions are declined by your payment gateway, not by CampSite. If you don't understand the "decline reason", please contact the Payments Team by emailing payments@campmanagement.com or calling 516-719-7075.
First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.
Next, go "Payment gateway reports" and select "Credit card declines."
Filter credit card declines by:
Each instance of a credit card decline (per your report filters) will display in the results.
Credit card transactions are declined within your payment gateway, not by CampSite.
A few common decline reasons for Constellation Payments customers include:
| "Transaction Error" | The payment was declined/failed when your payment gateway attempted to process it. Contact the cardholder to see if there's an issue with the card before trying again. |
|
"Amount must be between 1 and #####" |
The amount you're attempting to transact exceeds the single transaction limit that Constellation has set for your payment gateway account. For example, "between 1 and 200000" indicates a single transaction limit of $2000.00. You can either post multiple, smaller payments that are within your transaction limit; or, contact Constellation Payments and request that your limit be increased. |
| "AccountAccessory value is invalid" | The credit card is expired. Update the expiration date in the credit card details (if the card has been renewed); or, obtain a new payment method. |
| "Hold - Pick up card" | The cardholder’s bank has declined the transaction and requested cardholder’s credit card to be retained. |
Read more about Constellation Payments processing codes here.
The Expired Credit Card report generates a log of each saved credit card that has expired by the expiration date you've selected.
This report can be used to proactively notify those with an expired credit card in advance of an automatic payment that they have scheduled.
First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.
Next, go "Payment gateway reports" and select "Expired credit cards."
Filter expired credit cards by:
Expired credit cards (per your report filters) will display in the results.
The Checking Account Transaction report generates all checking account transactions in your database.
First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.
Next, go "Payment gateway reports" and select "Checking account transactions."
Filter checking account transactions by:
*Reversed does not mean refunded. Click here to learn more about reversed transactions.
Checking account transactions (per your report filters) will display in the results.
Returned checking account transactions will still appear in your report results.
Learn more about handling returned ACH transactions here.
The Camper transaction summary reports on the total amount of charges, discounts, payments, credits, refunds, and reversals per transaction category, to calculate your overall net revenue.
First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.
Next, go "Camper reports" and select "Camper transaction summary."
Note: If you filter by month or date range, the report results will only include 'Reversals' that occurred during the timeframe selected.
For example, if a charge was created in January and then reversed in March, and you only select January in your report filters, your results will not reflect the reversal, since the transaction was not reversed during the timeframe that you're filtering for.
Each row of the report results will present the transaction totals per transaction category. See the column headers for each transaction type.
The "total" listed on the far right represents the net total of all transactions for that particular category.
A positive net total represents how much your camp still needs to be paid.
A negative net total indicates that your camp received too much payment (because the total amount of payments you've collected is higher than the amount that you've charged families to pay).
For example, in the screenshot above, the After School category has a net total of $1635, because $1645 in charges have been posted but only $10 in payments have been collected. The camp still needs to collect $1635 in payments for the current charges that have been posted for the After School category.
The School Break category, on the other hand, shows a total of $0.00, to indicate that all charges have been paid for this category. This is calculated by taking the $2400 total charges and subtracting the $50 in discounts, for an adjusted total charges of $2350. With $2350 in received payments, all charges have thus been paid.
Each column of the report results will present the transaction totals of that particular type of transaction. Refer to each row for the total per transaction category.
When viewing the net totals at the bottom, please be aware that the net total does not account for reversals. ALL reversals are accounted for in the 'Reversals' column only.
That said, this report is not designed for identifying the total amount of certain transaction types. If you need that information, use the Transaction Log instead.
See the bottom right cell of the report for the net total of all transactions.
For example, in the screenshot above, the grand total of all transactions summed together equals a net of $70,192.28.
A positive net represents how much your camp still needs to be paid.
A negative net indicates that your camp received too much payment (because the total amount of payments you've collected is higher than the amount that you've charged families to pay).
The Family Summary report generates an overview of the total amount of charges, payments, and balances per family.
Admins may also send a mass email to all families generated into the results, e.g. to contact all families who still have a positive balance to pay.
First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.
Next, go "Camper reports" and select "Family summary."
Filter which families display in your report results.
1. Year: Filter which families appear in the results, based on enrollment year. Families who had any transactions created for the selected year will appear in the results (depending on other filters).
2. Balances: Filter which families appear in the results, based on whether they have a positive or negative/zero balance.
3. Balance range: Filter which families appear in the results, based on their overall balance amount.
4. Payment schedules: Filter which families appear in the results, based on which payment schedule(s) they're on.
5. Date range: Filter for transactions that occurred during a certain timeframe.
* Note that transactions that were reversed or deleted will not appear in the results - even if they were reversed/deleted outside of the filtered date range.
The Camper Accrual Transaction Log generates a list of charge and discount transactions per camper, broken down by the sessions they've been assigned to.
First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.
Next, go "Camper reports" and select "Camper Accrual Transaction Log."
Filter which transactions display in the report results.
|
NOTE If a charge or discount is not assigned to a session, it will not populate in the Camper Accrual Transaction Log. To fix this, use CampSite’s Accrual Assigner, which identifies all charges/discounts that are not currently assigned to a session and allows you to assign them as needed. Learn more by clicking here. |
Scroll down to the very bottom of the page to view the grand total of all transactions in the report results.
This figure represents the revenue you can expect to receive when all of the above charges have been paid for.
The Camper Accrual Summary by Session generates the total amount of charges per session (less any discounts), broken down by transaction category.
Please note: This report does not include payment, credit, or refund transactions (because these transactions do not get associated to specific sessions). That said, this report represents earned revenue, or what your camp can expect to receive for each session (once all charges have been paid for).
First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.
Next, go "Camper reports" and select "Camper Accrual Summary (by Session)."
Filter which sessions to generate the total charges for, and/or which transactions are included in the results.
|
NOTE If a charge or discount is not assigned to a session, it will not be calculated towards into this report. This can skew your report results. To fix this, use CampSite’s Accrual Assigner to identify all charges/discounts that are not currently assigned to a session and assign them as needed. Learn more by clicking here. |
For each session included in the report results, view the following details:
*Learn more about reporting on reversals here.
Look at the bottom right cell in each session table for the total charges/amount of expected revenue for that session (once all charges have been paid).
In the screenshot above, Camp Firewood currently has $133.56 in charges posted for the Afterschool Program - Fall Semester - Fridays session, so they can expect to receive that much money for this particular session once all families have paid those charges in full.
The Camper Accrual Summary by Accrual Period generates the total amount of charges (less any discounts) for each accrual period that your camp has defined.
Please note: This report does not include payment, credit, or refund transactions (because these transactions do not get associated to specific sessions). That said, this report represents earned revenue, or what your camp can expect to receive for each accrual period (once all charges have been paid for).
First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.
Next, go "Camper reports" and select "Camper Accrual Summary (by Accrual Period)."
Filter which transactions are calculated into your results, as well as which accrual periods are reported on.
|
NOTE If a charge or discount is not assigned to a session, it will not be calculated towards into this report. This can skew your report results. To fix this, use CampSite’s Accrual Assigner to identify all charges/discounts that are not currently assigned to a session and assign them as needed. Learn more by clicking here. |
For each accrual period, CampSite will total together the transactions associated to all sessions within the accrual period.
For each accrual period included in the report results, view the following details:
*Learn more about reporting on reversals here.
Look at the bottom right cell in each accrual period table for the total charges/amount of expected revenue for that period (once all charges have been paid).
In the screenshot above, Camp Firewood currently has $1,155.17 in charges posted for the Q1 accrual period, so they can expect to receive that much money for this particular accrual period once all families have paid those charges in full.
The Camper Past Due report generates families who have past due amounts on generated invoices for their payment schedule(s).
From the Camper Past Due report results, admins may also resend past-due invoices (in mass), and/or download a copy of all past-due invoices.
First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.
Next, go "Camper reports" and select "Camper Accrual Summary (by Accrual Period)."
If needed, filter which families are generated based on their campers' enrolled sessions, which payment schedules they're on, and the amount they have past-due.
Each family identified by your report filters will display as a separate row in your results.
Send a mass email to all families with an attached copy of their past-due invoices.
Double click the envelope icon to draft/send your email
After double clicking the email icon, you'll be asked to specify the recipients and email content. CampSite will automatically attach a PDF copy of the relevant invoice(s) to each family's email.
View the sent email on the family's profile. To view a copy of the invoice that they received, click the subject line to open the email contents, and then click the attachment link.
The Package Summary Report provides summary of all package balances.
First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.
Next, navigate to the "Conference and Retreat reports" section and then select the "Package summary report" within.
The results will provide the following columns of information:
Double click to:
The Payment requests report pertains to the Donations + Extended Payments module.
Use the Payment requests report to generate an itemized log of donor payment requests (i.e. extended payments that donors have been requested to make). Filter payment requests by the request status (paid; unpaid; or refunded) and/or the date the payment request was generated.
First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.
Next, go "Donations and Extended Payments reports" and select "Payment requests report."
To control which payment requests populate in your report results, use the report filters.
Filter payment requests by:
View an itemized list of payment requests that match your report filters.
The General donations report pertains to the Donations + Extended Payments module.
Use the General donations report to generate an itemized log of the general donation payments made by donors. Filter payments by the payment method, status (paid or refunded) and the payment date.
First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.
Next, go "Donations and Extended Payments reports" and select "General donations report."
To control which donation payments populate in your report results, use the report filters.
Filter donation payments by:
View an itemized list of general donation payments that match your report filters.
To learn how to use the Transportation module in CampSite, watch the training below.
In this training, we demonstrate:
01:18 Transportation Dashboard
01:44 Bus Routes
02:18 Create a New Bus Route
11:20 Managing a Central Location Bus Route
16:03 Managing a Defined Stop Bus Route
16:36 Defined Stop Bus - Driving Directions
26:38 Managing a Door-to-Door Bus Route
27:48 Assigning Campers to a Door-to-Door (Vehicle Wizard)
33:56 Transportation Forms (via Session Groups)
34:27 Create a Session Group
35:55 Manage a Session Group
36:29 Transportation Form Settings
42:42 Automatic Transportation Fees/Discounts
46:13 Custom Transportation Form Questions
46:33 Transportation Form on the Parent Dashboard
48:17 Camper Profile - Transportation Tab
54:05 Transportation Reports
54:18 Turn-by-turn Directions
55:56 Bus Rosters
58:22 Bus Counts
59:40 Transportation Exceptions
1:01:13 Transportation Data in Advanced Reports
If you haven't already been trained on the Transportation Module, watch our training video here first.
Follow the steps below to set up and start using the Transportation module.
First, create all of the buses (a.k.a. bus routes) that you need.
There are central location buses (which pickup and dropoff at one specific location); defined stop buses (which pickup and dropoff at specific stops that you define); and door-to-door buses (which pickup and dropoff at each family's address).
For a more detailed explanation on how to create buses, click here.
To create a session group, select specific sessions and specific buses to "group" together. Campers who enroll for any of those sessions can then select/be assigned to the buses added to the group as well.
When creating your Session Groups, note that campers can only choose (1) arriving method and (1) departing method per Session Group.
Each Session Group comes with its own transportation form for parents to select their camper's transportation methods (if/when you activate the form). See below for more details.
Click on the name of a Session Group and scroll down to the Arriving and Departing Buses. Click to 'add' a bus and select from the buses you already created on the Transportation Dashboard.
Campers enrolling for any of the session(s) added to the Session Group can select one arriving bus and one departing bus from the buses also added to the group.
Remember that there's one transportation form per Session Group and campers can pick one arriving method and one departing method on the form - even if they're enrolling for multiple sessions in the group. To see the transportation form from the parent's perspective, click here.
Manage the overall transportation form settings; control which transportation methods parents are able to see/select; add custom questions to the form; and create charges/discounts triggered when specific criteria are met.
For a more details on how to manage Transportation Form settings, click here.
If you've created vehicles for your buses, you'll need to assign campers to specific vehicles.
To assign campers to vehicles one camper at a time:
For a more detailed explanation on how to find/use this tab, click here.
To assign campers to vehicles in mass:
For a more detailed explanation on how to mass edit vehicle assignments, click here.
You can also generate bus rosters and directions via the reports on the Transportation Dashboard, and add transportation exceptions for campers/staff (i.e. assign a different transportation method for a specific timeframe).
To learn more about Transportation reports, click here.
To learn how to make transportation exceptions, click here.
For general information on managing user permissions, please read our Admin user permissions article.
After the Transportation module is enabled for a user, you can grant the following permissions:
Transportation Reports such as the Turn-by-Turn Directions Report can all be found on the Transportation Dashboard.
To get to the Transportation Dashboard, hover over the green Campers button on the navigation bar and click on the "Transportation" option.
Once on the Transportation Dashboard, you will see the Reports section. Click on the appropriate link for the Turn-by-Turn Directions Report.
Once on the report page, you will input the following information:
When ready, click on "Generate directions" in the bottom right corner of the screen.
The report results will show both a map and a list of directions. Click on the "Print" button in the top left of the screen to print these directions.
Transportation Reports such as the Bus Rosters Report can all be found on the Transportation Dashboard.
To get to the Transportation Dashboard, hover over the green Campers button on the navigation bar and click on the "Transportation" option.
Once on the Transportation Dashbord, you will see the Reports section. Click on the appropriate link for the Bus Rosters Report.
In this report, you will need to choose the:
When you are ready, click on the "Generate Rosters" option in the bottom right corner of the screen.
The report results for each selected bus or vehicle will appear at the bottom of the page.
You can choose to Print or Export these results by clicking on the appropriate button in the top left of these results.
Transportation Reports such as the Bus Counts Report can all be found on the Transportation Dashboard.
To get to the Transportation Dashboard, hover over the green Campers button on the navigation bar and click on the "Transportation" option.
Once on the Transportation Dashboard, you will see the Reports section. Click on the appropriate link for the Bus Counts Report.
Once on the report page, you will input the following information:
When ready, click on the "Get Counts" button in the bottom right corner of the screen.
The report results will appear below. You can Print or Export these results by clicking on the appropriate button in the top left corner of the results.
Transportation Reports such as the Transportation Exceptions Report can all be found on the Transportation Dashboard.
To get to the Transportation Dashboard, hover over the green Campers button on the navigation bar and click on the "Transportation" option.
Once on the Transportation Dashboard, you will see the Reports section. Click on the appropriate link for the Transportation Exceptions Report.
Once on the Transportation Exceptions report screen, you will need to idetify the following:
When ready, click on the "Submit" button in the bottom right corner of the screen.
The report results will appear below. You can Print or Export these results by clicking on the appropriate button in the top left corner of the results.
Keep in mind that the only campers who will appear in this report will be campers who have manually had a transportation exception set for the chosen date you are reporting on. Camper transportation exceptions are set on their Camper Profile page. To see more information on that process please see: Transportation
A "bus" refers to the overall route that any camp-provided vehicle(s) will take to transport multiple campers to or from camp.
Day: Bus routes that transport campers to/from camp every day that camp is session.
Residential: Bus routes that transport campers twice - on the first and last day camp is in session.
Note that camp is considered "in session" on the "active days" that fall between the session start end date.
Arriving: Bus routes that transport campers arriving to camp.
Departing: Bus routes that transport campers departing from camp.
Each bus you create is designated as either arriving or departing. With that, you can configure the same or a different bus route for arriving to vs. departing from camp. It also allows campers to choose a different bus route for arriving vs. departing (if you allow it, per your transportation settings).
If you plan to run the same route in both directions, create your arriving bus and then "clone" it to the opposite direction. If you plan to run different routes for each direction, create 2 different arriving / departing buses.
The "route type" determines which/how many stops the bus makes.
Central location bus routes stop once at a central point that you specify - e.g. a public parking lot.
Defined stop bus routes stop at several specific stops (e.g. cross streets) defined by your camp. Campers can select which stop best suits them.
Door-to-door buses go "door-to-door" to pick up and drop off at each camper's address.
To learn how to set up a Central Location bus after creating it, click here.
After creating the bus, you'll create the stops the bus will make on the next page that appears.
After the bus is created and all of your campers have made their transportation selections, you'll create the route (i.e. the order campers are picked up/dropped off in).
To learn how to set up a Door-to-Door bus after creating it, click here.
Central location bus routes stop once at a location you specify - e.g. a public parking lot - pick up or drop off campers.
All campers riding this bus must arrive at the central location for pickup and are then brought back to that central location for drop off.
First, add a bus and provide the overall bus details.
Click "+ Add bus..." from the Transportation Dashboard.
After submitting, you'll be redirected to another page for managing the bus details.
From the bus page, use the Bus Settings modal to change the bus name, time, address; capacity; linked bus, and also delete the bus if needed.
Click "Manage bus settings..."
Edit the overall bus details as needed and save changes. To delete the bus, click the Delete this bus button in the bottom left of the modal.
If you'll have multiple vehicles driving this bus route, create separate vehicles within the bus. Campers will then be assigned to specific vehicles for the route.
Click "+ Add vehicle..."
If you've added our Staff module to your database, you can assign hired staff to each bus as counselors.
Click "+ Add bus counselor..."
Use a dropdown menu to select a hired staff member and one of the vehicles created for the bus (if applicable).
If you don't see any vehicles to select, close this window and click the "+ Add vehicle..." link to create one.
If you want to offer the same bus route for the opposite direction (i.e. arriving to vs. departing from camp), you can "clone" the current bus to that direction instead of creating a new one from scratch.
The cloned bus will be "linked" to the current bus automatically. When buses are linked, you have the option to configure your transportation form settings to require that campers ride both buses that are linked together. When campers select their arriving bus, their departure bus is automatically set to the linked bus and cannot be edited.
Click the link to "Clone bus to other direction..." Use the modal to finalize the bus name and time, then submit. After submitting, you'll be automatically redirected to the page for the cloned bus.
Once your buses are created, you can include them as options on your transportation form(s) by adding them to transportation session group(s). Click here to learn more.
Linking an arriving and departing bus together is optional. When buses are linked, you can configure your transportation form settings to require that campers ride both buses that are linked together.
When your settings are set as such, once campers select their arriving bus, their departure bus is automatically set to the linked bus and cannot be edited.
To link an arriving and departing bus, you can either create one bus and then create a "clone" or duplicate version for the opposite direction; or, you can manually link 2 separate buses you've created.
If you want to offer the same bus route for the opposite direction, you can "clone" the current bus to that direction instead of creating a new one from scratch. The cloned bus will then be "linked" to the current bus automatically.
From the Bus Summary, click the link to "Clone bus to other direction..." Use the modal to finalize the bus name and time, then submit. After submitting, you'll be automatically redirected to the page for the cloned bus.
Instead of creating a clone/copy of the current bus for the opposite direction, you can also link an existing bus that's already been created.
Click "Manage bus settings..."
Select a linked bus for the opposite direction and submit.
Once your buses are created, you can include them as options on your transportation form(s) by adding them to transportation session group(s). Click here to learn more.
Defined stop bus routes stop at several specific stops (e.g. cross streets) to pick up/drop off campers.
When completing their transportation form(s), campers who select this type of bus must select a specific defined stop for pickup and/or drop off. Depending on your transportation form settings, campers can either choose different stops for each direction, or be required to choose the same stop for both.
In this article, learn how to:
First, add a bus and provide the overall bus details.
Click "+ Add bus..." from the Transportation Dashboard.
After submitting, you'll be redirected to another page for managing the bus details, including which defined stops the bus will make.
Next, define the specific stops that this bus will make. You can either use CampSite's Route Creation Wizard or define the stops manually.
As soon as you add a new defined bus, a pop-up will prompt you to use the Route Creation Wizard. Click the route creation wizard link to proceed, or close the modal and add the stops manually.
Click here to redirect to our article on how to use the Route Creation Wizard.
Click the link to enable route editing controls.
Click to add more stops to the route, or edit/delete existing stops.
When editing a stop, you can change the stop name, time, and address.
To recreate the route from scratch (via the Route Creation Wizard or manually), delete all stops via the bus settings.
Note that stops can't be deleted if a camper has already selected them on their transportation form.
Stop order is based on the "time" assigned to each stop.
To rearrange stops, edit each stop and change the stop time.
From the bus page, use the Bus Settings modal to change the bus name, time, address; capacity; linked bus, and also delete the bus if needed.
Click "Manage bus settings..."
Edit the overall bus details as needed and save changes.
To delete the bus, click the Delete this bus button in the bottom left of the modal.
Linking an arriving and departing bus together is optional. When buses are linked, you can configure your transportation form settings to require that campers ride both buses that are linked together.
When your settings are set as such, once campers select their arriving bus, their departure bus is automatically set to the linked bus and cannot be edited.
To link an arriving and departing bus, you can either create one bus and then create a "clone" or duplicate version for the opposite direction; or, you can manually link 2 separate buses you've created.
If you want to offer the same bus route for the opposite direction, you can "clone" the current bus to that direction instead of creating a new one from scratch. The cloned bus will then be "linked" to the current bus automatically.
From the Bus Summary, click the link to "Clone bus to other direction..." Use the modal to finalize the bus name and time, then submit. After submitting, you'll be automatically redirected to the page for the cloned bus.
Instead of creating a clone/copy of the current bus for the opposite direction, you can also link an existing bus that's already been created.
Click "Manage bus settings..."
Select a linked bus for the opposite direction and submit.
Once your buses are created, you can include them as options on your transportation form(s) by adding them to transportation session group(s). Click here to learn more.
Use the Route Creation Wizard to add defined stops to the bus route.
Enter each address or cross streets of all the defined stop you wish to add the route.
You have a choice between automating the time for each stop, or entering each stop time manually.
Automatic: CampSite will automatically determine the time the bus will stop at each defined stop via Google Maps, based on the "arrival time" set for the bus and the distance between stops. To enable automatic stop times, do not checkmark the box for "Manually provide times for stops."
Manual: Enter the stop time manually for each defined stop you add to the route. To enable manual stop times, checkmark the box for "Manually provide times for stops."
The "last stop" for arrivals, or "first stop" for departures will be set automatically to camp's location. Enter the first or last stop of the route, and click +Add bus stop... to set the waypoints in the middle of the route.
You may set any number of minutes to provide extra time between stopes, or manually provide the pickup or drop-off times.
Note that the first and last stops will be prefilled with the origin and arrival addresses configured for the bus. To change these, go back to the bus page and click "Manage bus settings." Click here to learn more.
Click and drag a stop to place it in a different order on the route if needed.
Preview the route on Google Maps before finalizing it.
The red pin represents the start of the route and the orange house represents the final destination.
Stops along the route display as green pins labeled in alphabetical order of the route.
Zoom in/out and move the map around as needed. You can also rearrang the stops above and preview the route again as needed.
When all defined stops have been added in the desired order, click to Create route.
After creating the route, you'll be redirected back to the bus page where you can manage the bus settings and visualize the route via Google Maps. To learn more about managing a defined stop bus, click here.
Door-to-door bus routes stop "door-to-door" to pick up and drop off at each camper's address.
First, add a bus and provide the overall bus details.
Click "+ Add bus..." from the Transportation Dashboard.
After submitting, you'll be redirected to another page for managing the bus details. Once all the campers riding this bus are assigned to it, you can then create the route (i.e. the order in which campers are picked up/dropped off).
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Start/End Address * For arriving buses, the bus route begins at the "origin address" and ends at your camp's address. For departing buses, the bus route begins at your camp’s address and ends at the "destination address." Your camp address is the address on file for your CampSite database. If needed, you can enter a different camp address to the bus via the bus settings - read below to learn more. |
From the bus page, use the Bus Settings modal to change the bus name, time, origin/departure address; capacity; linked bus, and also delete the bus if needed.
Click "Manage bus settings..."
Edit the overall bus details as needed and save changes.
Note: If you don't see the option to "Delete this bus", the bus can't be deleted because it's currently in use. You can still remove the bus from your transportation form(s), however - click here to learn more.
Use the Vehicle Wizard to set up every vehicle that will pickup/drop off campers on this route.
Click "Vehicle wizard" to begin.
For full details on how to use the vehicle wizard, click here to read our Vehicle Wizard (for door-to-door buses) article.
After using the vehicle wizard you'll be automatically redirected to the vehicle's dashboard. To open the vehicle dashboard for an existing vehicle, click on the vehicle from the bus dashboard.
For full details on how to manage/edit a vehicle from the vehicle page, click here to read our Managing Door-to-Door Vehicles article.
If you've added our Staff module to your database, you can assign hired staff to each bus as counselors.
Click "+ Add bus counselor..."
Use a dropdown menu to select a hired staff member.
Linking an arriving and departing bus together is optional. When buses are linked, you can configure your transportation form settings to require that campers ride both buses that are linked together.
When your settings are set as such, once campers select their arriving bus, their departure bus is automatically set to the linked bus and cannot be edited.
To link an arriving and departing bus, you can either create one bus and then create a "clone" or duplicate version for the opposite direction; or, you can manually link 2 separate buses you've created.
If you want to offer the same bus route for the opposite direction, you can "clone" the current bus to that direction instead of creating a new one from scratch. The cloned bus will then be "linked" to the current bus automatically.
From the Bus Summary, click the link to "Clone bus to other direction..." Use the modal to finalize the bus name and time, then submit. After submitting, you'll be automatically redirected to the page for the cloned bus.
Instead of creating a clone/copy of the current bus for the opposite direction, you can also link an existing bus that's already been created.
Click "Manage bus settings..."
Select a linked bus for the opposite direction and submit.
Once your buses are created, you can include them as options on your transportation form(s) by adding them to transportation session group(s). Click here to learn more.
Use the Vehicle Wizard to set up every vehicle that will pickup/drop off campers on this route.
Click "Vehicle wizard" to begin.
First, provide the vehicle details.
Use the Google Map plugin to assign campers and counselors to the vehicle.
Click on the map to create a shape around the campers/counselors you wish to assign to the vehicle.
After you've drawn a polygon that contains all the campers you wish to add to this vehicle, click to Calculate route.
Google Maps will automatically create the quickest driving route. If needed, you can tweak the route in the next step.
View a map of the route and a summary of the route details.
When you have your preferred route in place, click to create the vehicle.
Note: You cannot reuse the vehicle wizard to edit this route later, so it's recommended that you create the vehicle once campers' transportation assignments are in place (and few/no changes are expected). Vehicle routes can still be edited later, but must be done so manually without the Google Map plugin.
Next, you'll be redirected to the vehicle dashboard.
To learn how to use the vehicle dashboard to manage a vehicle, click here.
To set up the transportation form, create a session group. Each session group corresponds with its own transportation form for parents to select their camper's transportation methods.
Session groups combine 1 or more sessions with 1 or more buses. Campers who enroll for any sessions in the session group can select/be assigned to any of the buses also within the group. Note that campers can only choose (1) arriving method and (1) departing method per Session Group.
How should I structure my camp's session groups?
Also, note that a session cannot be added only be added to (1) session group for the year, but the same bus may be added to multiple session groups.
To learn how to create a session group, click here.
To set up the transportation form, create a session group. Each session group corresponds with its own transportation form for parents to select their camper's transportation methods.
Session groups combine 1 or more sessions with 1 or more buses. Campers who enroll for any sessions in the session group can select/be assigned to any of the buses also within the group. Note that campers can only choose (1) arriving method and (1) departing method per Session Group.
How should I structure my camp's session groups?
Also, note that a session cannot be added only be added to (1) session group for the year, but the same bus may be added to multiple session groups.
Begin by clicking the "+Add session group..." link.
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Note: Sessions cannot be removed from a session group once a camper enrolling in that session completes their transportation form, so be careful when selecting which sessions to add when creating a session group. |
Next, you'll be redirected to the session group dashboard for managing the transportation form settings.
To learn how to manage a session group, click here.
Each transportation Session Group comes with a transportation form that campers will use to provide their transportation details. Control the settings for this form via the Session Group Transportation Form Settings and Transportation Methods.
Note: If you'd like to preview how the Transportation Form looks to parents, log into your Parent Dashboard and access the forms (like a parent would). Or, click here to read our support article showing an example of a transportation form.
No: The form will not be made available on the parent dashboard.
Yes: The form will be made available on the parent dashboard for campers to fill out.
No: The transportation form will not appear on the "Forms" step of the enrollment process. Parents must navigate to the Forms page of the Dashboard to access the form.
Yes: The transportation form will appear on the "Forms" step of the enrollment process.
If the form is set to be part of the enrollment process:
No: Parents will see the transportation form when enrolling their camper, but won't be required to complete it in order to finish the enrollment process. They can access the form later via the Forms page of the dashboard.
Yes: Parents will be required to fill out the transportation form before being able to complete enrollment.
If transportation charges exist:
No: Transportation charges will be added to the family's balance for the year to be paid at a later time. If the family is also placed on a payment schedule, then they'll be invoiced for these charges.
Yes: Transportation-related charges must be paid at the time of enrollment.
No: When selecting their 'Arriving' transportation method, 'Parent dropoff' will not be available to select (just Bus; and Flight, if the session group is 'Residential').
Yes: When selecting their 'Arriving' transportation method, 'Parent dropoff' will be available to select (in addition to Bus; and Flight, if the session group is 'Residential').
No: When selecting their 'Departing' transportation method, 'Parent pickup' will not be available to select (just Bus; and Flight, if the session group is 'Residential').
Yes: When selecting their 'Departing' transportation method, 'Parent pickup' will be available to select (in addition to Bus; and Flight, if the session group is 'Residential').
No: If a parent selects Bus as their transportation method, they're then required to also select a specific bus and stop.
Yes: If a parent selects Bus as their transportation method, they are not required to also select a specific bus and stop.
No: Parents may select a different transportation method (e.g. Bus vs. Parent dropoff/pickup vs. Flight) for arriving vs. departing.
Yes: Whatever method the parent selects for arriving to camp (e.g. Bus vs. Parent dropoff/pickup vs. Flight) will also apply to their departure from camp.
No: Parents may select a different bus / stop for arriving vs. departing.
Yes: Whatever bus / stop the parent selects for arriving to camp will also apply to their departure from camp.
If you offer buses with defined stops:
No: Parents will only see the name of each bus stop, but not the time, when choosing their bus stop on the transportation form.
Yes: Parents will see the name and the time of each bus stop when choosing their bus stop on the transportation form.
Display the times set for each bus stop when parents are selecting which stop they want. Show bus stop times for "Defined stops" buses on form? will show stop times on "Defined" stops
Apply a due date for the transportation form. Note that parents are still able to submit the form after the due date, though a 'past due' indicator will appear.
If your camp uses different terminology, enter a custom name for Parent dropoff, Parent Pickup, and Bus.
Any custom names you configure will appear in lieu of the default terminology on the Parent Dashboard. Note that admins will still see the default terms, not the custom names.
To add available buses to a session group, click +Add arriving buses... or +Add departing buses...
Buses sharing the same direct and mode will be available to add to the session group.
The buses will be added to the transportation form.
Double-clicking the pencil next to a bus allows you make the bus unavailable for parents to select on the transportation form.
Transportation Transactions will result in charges or discounts automatically being posted when a transportation form is submitted based on a combination of criteria that a camper must meet.
Transportation transactions can be created by selecting +Add transaction... on the Session Group page.
Clicking +Add criteria... allows you to set the criteria a camper must meet in order for the transaction to be applied.
A variety of criteria can be applied for each transportation transaction. A camper must meet all criteria in order for the transaction to be posted to their account.
After adding the criteria, click Add transaction.
The new transaction will be listed.
While resident camps may have the same transportation options available for the arrival and departure for multiple sessions, there may be times when a certain transportation options aren't available. Exclusions all you to remove transportation methods or buses from specific arrivals and departures to ensure campers aren't able to sign up for an option that won't be running.
This resident session group has four sessions, each lasting two weeks. Campers may come to any or all sessions, and without exclusions, will have the same transportation options available no matter which sessions they're attending.
If Connecticut bus isn't going to be running for campers arriving to camp on July 19, we'll add an exclusion for the specific bus.
Enter the information for the transportation method or specific bus, and the date and direction for which it is unavailable.
After entering the information, click Add exclusion.
The new exclusion will be added and immediately implemented. The exclusion only applies to the session group and will need to be added separately to each session group to which it applies.
Assign transportation to campers in mass by editing an advanced report.
For camps with our Staff module, you can mass assign transportation to staff following the same steps below from the Staff Advanced Reports page.
When selecting sessions, remember that the buses/vehicles available to each session depends on how your Session Groups are set up.
From there, select the relevant field(s) for arriving to vs. departing from camp.
Tip: Add additional fields you might need to reference when choosing how to assign a camper's transportation, like their bus name or primary address.
Once you've added the relevant fields you wish to edit, click the Edit button above the report results to enable editing.
If you're unfamiliar with how to mass edit a report, please click here to read our support article on mass editing.
From the "Transportation" tab of the camper/staff profile page, you can:
Use the calendar to view/manage their transportation on specific days.
Click a date on the calendar to view their transportation details for that particular day. Also, add an exception to their default transportation method(s) that day.
Edit a camper's default transportation method for a particular day by adding an exception.
Access the camper's transportation data for a specific transportation session group by selecting the session group tab.
View/edit the camper's overall transportation method for this group of sessions and manage their transportation charges and discounts.
View/manage the camper's transportation method for arriving to camp and departing from camp.
To edit any of these fields, double click on the current value.
View the transportation transactions the camper incurred for their transportation selection(s).
Manually add a transportation transaction by clicking the + Add transportation transaction... link.
The transportation form will automatically add transportation transactions to a camper's account if they meet the criteria that you specified, but you can also manually add a transaction by clicking the "add" link here.
Choose whether to add a charge or discount and select one of the transactions that were created for the Session Group. Note that adding a transaction to the camper's account WILL automatically add the corresponding charge (fee) or discount to the family's financials.
Note that payment for a charge does NOT happen automatically. To process payment, add a payment to the family's profile manually or instruct the family to log into their dashboard and make the payment themselves.
To learn more about creating transportation transactions, click here.
Double click the delete icon to remove a transportation transaction.
Note that deleting a transaction from the camper's account will NOT remove the associated fee/discount from the family's financials - you must manually reverse the transaction from the Financial tab of the family's profile page.
From the "Transportation" tab of the camper's profile page, you can:
View the camper's transportation for a specific date and/or manage their transportation exceptions on a daily basis.
Edit a camper's default transportation method for a particular day by adding an exception.
Access the camper's transportation data for a specific transportation session group by selecting the session group tab.
Here, you can view/edit the camper's overall transportation method and also manage their transportation charges and discounts.
Adding transactions will automatically post the associated fee/discount to the family's financial record.
Deleting a charge/discount will NOT remove the associated fee/discount from their record - you must manually reverse the transaction from the Financial tab of the family's profile page.
Transportation forms are located on the Forms tab of the Parent Dashboard and can also be set to appear on the "Forms" step of the enrollment process.
Remember, transportation forms are linked to certain camp sessions via the transportation session group. Campers will see the transportation form(s) pertaining to the session(s) they've selected to enroll for.
To access the Forms tab, click the Forms tab in the left sidebar menu.
Select a camper to access their transportation form(s).
Scroll down to the "Transportation forms" section and click the form name to access the form.
Please note that parents cannot edit transportation forms after they've been submitted. Any changes to their original transportation requests must be verified/made by an administrator at your camp, to prevent transportation changes after bus routes have already been established.
*If you require campers to use the same method for both directions, parents will only be asked to select their method once. Afterwards, the same method will be automatically selected for the other direction, and cannot be edited.
For general information on managing user permissions, please read our Admin user permissions article.
After the Alumni module is enabled for a user, you can grant the following permissions:
From the Advanced Reports Management page, admins can create/manage report categories; edit user permissions to reports; and archive/delete reports as needed.
Access the Advanced Reports Management page by clicking the link in the top right corner of the Advanced Reports page.
From the Advanced Reports Management page, you may:
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Please note: Each saved report has its own permission settings that specify which admin users can access it (and which level of access they have). That said, you may not be able to see all saved reports in your database due to lack of permission. To learn more about report permissions, please click here. |
View all saved reports organized by category. Categories are listed alphanumerically by category name, and the number of reports within each category is listed in parentheses.
If you have a large number of report categories, they'll be collapsed automatically (to help load this page faster). When a category is collapsed, click the name once to expand it and view all reports therein; click once more to collapse it again.
To create a new category for saving reports under, click Add new report category.
Enter the category name and click Add category to save changes.
To edit the category name, double click the pencil icon.
When a report category is removed, the category/all reports therein will no longer appear:
To remove a report category and all reports therein, archive or delete it.
While deleted categories cannot be undeleted, archived categories can be unarchived if you need to use/access them again. That said, deleting is always permanent, while archiving can be temporary if needed.
To archive a report, start by double clicking the pencil icon next to the category name.
Click Archive category.
Note that there are no special admin user permissions required to be able to archive an entire report category.
Archived categories can be unarchived later, if needed. Click here to learn how.
If a category contains no advanced reports, you can delete it by double clicking the red delete button.
To delete a category that contains reports, you must remove all of the reports from the category first. To do that, expand the category and either move all of the reports to a different category or delete the reports. Once all reports are removed from the category, it can be deleted.
If the category is collapsed, click the category name to expand it and view the reports therein.
For each report within a category, you can:
Double click the pencil icon to edit the report name; change which category it's assigned to; or archive it.
Note that users can only edit/archive a report if they have "admin" permission to it.
Double click the lock icon to select which users have permission to the report, and if so, select their permission level. To learn more about permission levels, click here. Note that you can only edit the report permissions if you yourself have "admin" permission to the report.
Note that if a user has the Reports user permission, they cannot have their permissions to individual reports edited, so they will not appear in the permissions modal. To learn more, click here.
To edit a user's permission for multiple reports at once, user the Mass Permissions Changes feature.
View your permission level to the report ("read"-only or "admin") and whether the report is being used to restrict who can see a particular form or enrollment option.
When a report is removed, it will no longer appear:
To remove a report, archive or delete it.
While deleted reports cannot be undeleted, archived reports can be unarchived if you need to use/access them again. That said, deleting is always permanent, while archiving can be temporary if needed.
Double click the pencil icon to edit the report. Note that you must have "admin" permission to archive an individual report.
Click to archive the report. The report will then be archived within the assigned category.
Or, you can select to assign the report to a different category that's currently archived. This will both move the report into that category and archive the report as well.
Double click the delete button to permanently delete a report. Note that a report cannot be deleted if it's being used as a restriction.
Also, you cannot delete a report unless you have "admin" permission to the report currently.
When a report/category is archived, it will no longer appear:
Within an active category, click "Show archived reports..." to expand the list of all archived reports within that category.
To unarchive an archived report, double click the pencil icon and then click the unarchive button in the pop-up window that opens.
Click "Load archived categories" to view all report categories (and reports therein) that have been archived.
Double click the pencil icon next to the category icon.
Click to unarchive the category.
Note that the individual reports within the category will return to the original unarchived/archived state they were in before the category was archived.
Use the "Mass permission changes" tool to edit a user's permission to multiple reports at once.
Note that you may only edit the user's permission to reports for which you currently have "admin" permission. To learn more about permission levels, click here.
Note that if a user has the Reports user permission, they cannot have their reports permissions edited through "mass permissions changes." To learn more, click here.
For step-by-step instructions on how to make mass permission changes, please see our "Managing Report Permissions" article.
From the Alumni Dashboard click on an alumni name to get to the profile page.
Add or delete any years that an alumni was a staff member
From the action menu choose "Send an e-mail"
Add notes for individual alumni.
Select a category and then click "Add new note..."
Notes can be used as reminders for staff to follow up on something. (Generally they are longer notes than the quick notes section)
For general information on managing user permissions, please read our Admin user permissions article.
After the Phone call scheduling module is enabled for a user, you can grant the following permissions:
If your camp allows Campers to have scheduled phone calls with parents, you can use CampSite to manage phone calls schedules.
Setting up your phone call schedule consists of:
In addition to managing your phone call schedule from the administrative side of CampSite, parents may also schedule phone calls from the Parent Dashboard.
To manage your phone call schedule, select Phone call scheduling from the Campers dropdown menu on the navigation bar.
Call Credits refer to the number of phone calls each camper may have per session.
The new call slot has been added. Click "+Add new call slots..." to add additional phone call slots for the day.
Phone call slots can be copied to another day within the session.
The green shading on the calendar will indicate that phone call slots are now available on the selected days.
Blackouts can be set for Campers within selected divisions or bunks, preventing them from being scheduled for a phone call through the Parent Dashboard for a particular time slot. The blackout can be overwritten on the administrative side of CampSite through the Camper Profile should a camper need to be scheduled during the blackout.
Blackouts can be set for both new and existing tour slots.
Click "+Add new call slots..."
The new phone call slot will be added. Hovering over the shaded corner will reveal blackout details.
To create a blackout click on the pencil under the time slot.
Gray shading in the corner of the phone call slot indicates that there is a blackout. You can view blackout details by hovering your mouse over the shaded area.
Note: Copying phone call slots that have a blackout will also copy the blackout.
If your camp is using the Phone Call Scheduling module, you can give parents the ability to schedule their camper's phone calls through the Parent Dashboard. If a parent needs assistance scheduling a phone call, you should walk them through the following steps:
Login to the Parent Dashboard and choose "Phone calls" from the navigation bar.
The parent's scheduled phone calls and remaining phone call credits are listed for each session in which the camper is enrolled. Primary parents (P1 & P2) cannot see phone calls scheduled for Divorced parents (D1 & D2), and vice-a-versa.
Click "Schedule this call..." to schedule a new phone call.
The new call is now scheduled. Parents may make changes to the phone call prior to the pre-phone call lockout period. During the pre-phone call lockout period, changes to phone calls must be made on the administrative side of CampSite.
To learn how to use the Attendance module in CampSite, watch the training below.
In this training, we demonstrate:
Please keep in mind that to fully utilize the attendance module, a user must have access to the Camper Module (as seen here: User Permissions (Campers) and the Attendance Module, as described below:
After the Attendance module is enabled for a user, you can grant the following permissions:
After the Authorized pickups module is enabled for a user, you can grant the following permissions:
All attendance check-ins and check-outs are specific to a certain "checkpoint" (established by your camp). Before you can begin logging attendance, you must establish your camp's checkpoints first.
Every checkpoint must include specific sessions. When generating attendance lists, CampSite will only generate the campers enrolled for the corresponding sessions (active that day).
Click the Attendance checkpoints link to access the checkpoints for your camp. From the Attendance checkpoints page, you may:
On the Attendance Checkpoints page, select +Add new checkpoint...
Name the checkpoint and specify the direction, i.e. whether you plan to log when campers arrive and/or depart to this checkpoint.
Finally, checkmark which sessions of campers you want to log at this checkpoint. Note:
When you're finished, scroll down and hit the submit button.
Use the edit modal to change the name, direction, and/or sessions tied to a checkpoint.
Double click the pencil icon for the checkpoint to open the edit modal. Adjust the name or sessions as needed and submit.
Adjust the name, direction, or sessions as needed.
Note that removing sessions from a checkpoint will not impact previous attendance logs for those sessions. Altering the sessions tied to a checkpoint will only impact which campers are generated onto new attendance lists moving forward.
Note that you cannot delete a checkpoint for which attendance has already been logged.
If no attendance has been logged for the checkpoint, you can delete the checkpoint by double clicking the delete button.
When logging attendance, admins will select a specific checkpoint from those created on the Attendance Checkpoints page, as shown above.
“Staff-driven” attendance logging allows camp staff (i.e. admin users) to record camper attendance using a mobile-friendly interface.
First, generate campers by selecting an attendance checkpoint and a direction (either "arriving" to camp or "departing" from camp). Then, tap to check them in or out (depending), or to mark them as absent.
Note:
First, access the Attendance Dashboard by hovering over the Campers button in the navigation bar and then clicking Attendance in the dropdown menu.
From the Attendance Dashboard, go to Attendance Tracking and click Attendance logging (staff-driven).
First, use filters to generate the correct attendance list.
Note: If you need to log attendance for a day in the past, you must do so via the individual camper’s profile page. Click here to learn more.
Campers that match your filter criteria will appear in a list, organized alphabetically by last name. To search for a specific camper, begin typing their first or last name in the search bar at the top of the page.
Use the buttons to the right of each camper to check them in/out or mark them as absent.
To undo an attendance log, click the "undo" button in the top right corner. Each click will undo your most recent attendance log and return that camper to the list to be logged again.
Note:
If your admin settings require "Authorized Pickups" to be selected when checking a camper in or out, CampSite will prompt you to select which parent or authorized pickup person accompanied the camper.
To toggle this setting on/off, navigate to Admin > Campers > Attendance > "Always prompt for Authorized pickup..."
Select the accompanying adult from the list. If someone else accompanied the camper, click "other" and provide more details.
The accompanying adult will be noted on your Attendance report results as well as the camper's profile.
“Parent-driven” attendance logging allows primary parents and authorized pickups to log their camper's attendance using their unique PIN.
First, an admin user will set up the parent-driven logging screen on a computer or mobile device at camp. Primary parents/authorized pickups will approach the screen, enter their PIN on a PIN Pad, and then select their camper's attendance status.
Every primary parent and Authorized Pickup in CampSite is assigned a unique six-digit PIN as soon as their account is created in the database.
After someone enters their PIN into the PIN Pad, CampSite will identify who they are and then generate the campers they're associated with (that are expected at the selected checkpoint).
Please note: For security purposes, parents must re-authorize a pickup person every enrollment year. If they fail to authorize the pickup person for the current year, the pickup person's PIN will not work.
First, access the Attendance Dashboard by hovering over the Campers button in the navigation bar and then clicking Attendance in the dropdown menu.
From the Attendance Dashboard, go to Attendance Tracking and click Attendance logging (parent-driven).
Please note: Staff and Parent-Driven attendance logging can only be used for your "current" enrollment year. If you have 2 enrollment years open currently (i.e. you haven’t completed Step 2 of the Rollover Wizard yet), your "current" year is the earlier of the two years.
Before parents can record their camper's attendance, an admin user must set up the attendance PIN pad.
To do that,
Please note: The parent-driven attendance logging tool only allows attendance to be logged for the present day. If you need to log attendance for a day in the past, you must do so via the individual camper’s profile page. Click here to learn more.
Next, the PIN Pad will open. The person accompanying the camper will enter their six-digit PIN code onto the pad, using the number buttons.
PINs are located on the family's parent dashboard as well as the family's profile page (for admins).
The easiest way to retrieve a PIN is via text. To trigger a text, have the parent/pickup click the "Forgot PIN?" button on the PIN pad and then enter their cellphone number. A text will be sent to their phone immediately.
An error reading "The PIN provided was valid but has not been activated" will display if an authorized pickup person entered the correct PIN, but the family has not marked them as authorized to pickup the camper for the given enrollment year.
To verify or edit if an authorized pickup is marked as authorized for the current enrollment year, navigate to the family's profile, click the Authorized Pickups tab, and then click on the pickup person's name.
From the pickup person's profile, click the tab for the current enrollment year. If they're marked as authorized to pickup for that year, the tab will say Active? = Yes.
After entering their PIN, CampSite will display all campers within the family they're associated with (who are expected at the selected checkpoint).
To complete the check-in or check-out process, the parent/pickup will:
Upon clicking submit, each camper's attendance will be logged accordingly for that particular checkpoint and direction.
| Tip: Open the same checkpoint/direction on the staff-driven attendance logging tool after all parents/authorized pickups have left to see if any campers are still waiting to have their attendance logged. |
To leave the PIN Pad and return to the previous Attendance logging configuration page, click Admin in the top left of the screen.
To prevent parents from entering the admin-side of your database, a password must be entered upon clicking the Admin button. Your can customize this password in the Attendance section of the Admin settings page.
"Paper-based” attendance logging allows admins to print an attendance sheet and record attendance by hand.
First, access the Attendance Dashboard by hovering over the Campers button in the navigation bar and then clicking Attendance in the dropdown menu.
From the Attendance Dashboard, go to Attendance Tracking and click Attendance logging (paper-based).
Generate the correct attendance list by filtering for enrollment year; checkpoint; direction; date; and status. Optionally, select to group campers by division, bunk, or (for camps with our Transportation module), transportation method.
CampSite will generate a printer-friendly attendance list, displaying campers in alphabetical order by last name. Mark the checkbox on the far left to record the camper as checked in or out, and write notes under the "Notes" column if needed.
Use the staff-driven attendance logging tool on the same day attendance was taken on paper. CampSite will generate the same list of campers for an admin user to log attendance per their paper-based attendance sheet.
If you're not able to enter attendance into CampSite on the same day it was recorded for, you must navigate to each camper's profile page individually and record their attendance via their attendance calendar. Click here to learn more.
Navigate to the Attendance Report by hovering over the green Campers button on the top navigation bar > Attendance > Attendance Report
Use this report to generate your active attendance logs in the system, letting you know exactly how many campers to expect on a given date at a specific checkpoint, which campers were checked in or out under which status, or to find campers who perhaps were never checked in (only ‘scheduled’) for a checkpoint, direction, or date range.
You can configure your report by doing the following:
Navigate to the Attendance Conflict Report by hovering over the green Campers button on the top navigation bar > Attendance > Attendance Conflict Report
This report is specifically designed to catch discrepancies and human errors made during the busy check-in and check-out windows. It automatically flags campers who have conflicting logs on the same day or are missing check-ins, if your camp is utilizing multiple checkpoints on the same day for the same campers.
Click on the checkboxes next to "Missing" or "Absent but logged at camp" to select one or both conflict types.
Conflict Types:
When a conflict appears, you can click directly on the camper's name (e.g., Jill Paulson) to open their Camper Profile.
From their profile's Attendance tab, click on the problem date to manually edit, delete, or replace the incorrect log and clear the conflict. You can learn more about those processes in Managing A Camper’s Attendance Logs
If a camper is expected to check in or out at a different time than usual, the expected time can be changed for an individual day on their profile page. When the expected time is noted, the camper will be moved from the "Normal" check-in or checkout list to an "Early" or "Late" list.
The Year > Attendance tab on the camper's profile displays a calendar with all days for which a camper is expected to be attending camp.
To change an expected check-in or checkout time, select a date from the calendar.
A pop-up will open and allow you to change the camper's expected arrival or departure time.
The new expected arrival or departure will be created and the camper will be moved to the appropriate list for attendance logging.
Click on "Yearly info-enrolled" and then attendance. Next click on a date to start attendance loggin per camper profile.
Authorized Pickups are adults, other than a camper's primary parents, who are able to drop off or pick up campers. Collecting Authorized Pickups as a supplement to the Attendance module makes it easy for your staff identify approved individuals for each camper. Parents may enter the necessary information for their campers' Authorized Pickups through the Parent Dashboard.
Admin have the ability to provide information about a campers' Authorized Pickups through the Family Profile Page.
Once on the Family Profile, click on the Authorized Pickups tab, then click +Add Authorized pickup...
Only First name and Last name are required by default. All other fields can be made "Active" and/or "Mandatory" under Admin>Campers>Attendance. If required by a camp, a photo of an authorized pickup person may be needed.
After providing the necessary information, click Add Authorized pickup.
Once an Authorized Pickup is created, you will be directed to their new profile page. This page can only be accessed through the family profile page. It cannot be searched for in the top right search bar in the same way that camper or family profile pages can be.
The new Authorized Pickup will be added and automatically authorized for the current enrollment year.
Newly added Authorized Pickups will appear on the Authorized Pickup tab on the Family Profile.
Parents have the ability to provide information about their campers' Authorized Pickups through their Parent Dashboard account.
On the Authorized Pickups tab, click on the long green +Add Authorized pickup button in the middle of the screen.
Only First name and Last name are required by default. All other fields can be made "Active" and/or "Mandatory" under Admin>Campers>Attendance.
If required by camp, parents may also need to upload photos of their authorized pickups.
After providing the necessary information, click Add Authorized pickup.
Once submitted, a profile page will be created for the authorized pickup on the Family Profile page on the admin side of CampSite.
The new Authorized Pickup will be added and automatically authorized for the current enrollment year. Clicking on the name of the Authorized Pickup will allow parents to update contact information, or remove their authorization for the current year.
Note: If your camp allows families to indicate their child may check themselves in or out without an adult, an additional setting for each camper will appear on this tab.
🚀 New Features 🚀
Enrollment: Take Bank Account Payments with Stripe: Camps using Stripe can now accept checking and savings account payments in addition to credit cards, including US ACH, Canadian pre-authorized debits, and SEPA Direct Debit. Families, donors, and guests can pay by bank account and save the account for future use. US and Canadian accounts are confirmed with a quick microdeposit verification.
Enrollment: Set Automatic Open and Close Times for Enrollment Bundles: Each enrollment bundle can now have an optional start and end date and time. Bundles show on the Parent Dashboard only during their open window, so a single enrollment option can release different bundles at different times. A parent who selects a bundle while it is open can still finish their enrollment after it closes. The Rollover Wizard can carry these times forward to next year or leave them blank.
Financial: Reconciliation Assistant: Camps processing with Pyxis have a new Reconciliation Assistant under Financial Dashboard > Reconciliation reports. Upload the Balance Details export from your card processor, and the tool shows which transactions make up each payout deposited to your bank account. It flags any payout that doesn’t fully match, often the most recent one still settling. You can export the full breakdown to Excel. Your file is read in your browser and is never uploaded or saved, and a glossary explains each term.
myCAMPapp: Restore Deleted Albums: Admins can now recover deleted photo albums and sub-albums from the new Restore Deleted Albums option under Content → Photos in the myCAMPapp admin portal. Select one or many and restore them in a single step.
Camp Today: Responsive Media Tags Page: The Tags page under the Camp Today Media dashboard now uses the Responsive design. Add, rename, and search tags; a new tag is highlighted as soon as you add it, and renamed tags move into alphabetical order right away.
➕ Improvements ➕
Camp Shop: Custom Confirmation Email Text and Order Invoices: In Admin > Campers > Shop, you can now add your own text to the Shop purchase confirmation email. Parent Dashboard purchases now include an invoice PDF with the confirmation. On the camper profile Shop tab, each order now has options to generate its invoice and to send a confirmation email, including for orders created by an admin.
Spending Money: Deposit Confirmation Emails and Statements: Parents now receive a confirmation email with a statement attached when they add Spending Money from the Parent Dashboard. Add your own text to this email in Admin > Campers > Spending Money. On the camper profile Spending Money tab, admins can now generate a statement for any date range and resend the confirmation email.
Agent: Forms Step During Enrollment: Agent enrollment now includes the Forms step, matching the Parent Dashboard. Agents can complete camper and family forms, Health History, and Transportation forms, and the same required-form rules apply. Agents can also submit Health History Forms from the camper’s profile. The Agent Module is currently in Beta. To have it turned on, please contact support@campmanagement.com.
Labels: Eleven New Label Templates: Eleven new label formats are available in Admin > Campers > Labels > + Add new label: Avery 5371, 5162, 5165, 5161, 60517, 94106, 5293 (round), and 5195, plus DYMO 30252, CR80, and Avery/Presta 94237. The New Label window also links to our list of compatible label formats.
Accessibility Widget on More Pages: The accessibility widget is now available on enrollment request and request-for-information pages, donor registration, and staff registration. Text size changes now apply to more form question types, and the widget’s text has been simplified.
Advanced Reports Faster Report Refresh: Reports with restrictions now refresh one at a time, as they’re needed, instead of all at once. This removes slowdowns some larger camps saw after updates that affect report results.
Improved Display in Browser Dark Mode: The CampSite admin header and Saved Email previews now stay readable when your browser is set to dark mode.
✨ Exciting New Features
Camp Shop: New Stock Report: A new Stock Report has been added to the Shop dashboard that allows admins to quickly evaluate items that are running low. The report allows for filtering by calendar year, physical location, and stock range, and provides built-in shortcuts to add or reduce stock.
➕ Product Enhancements and Improvements
✨ Exciting New Feature for our MyCampApp Users!
➕ Product Enhancements and Improvements
🐛 Bug Fixes
✨ New Features
➕ Product Enhancements and Improvements
🐛 Bug Fixes
🐛 Bug Fixes – October 14th 🐛
Staff: Staff Dashboard Login Error Resolved: In some databases, staff got an error when logging in to the Staff Dashboard after the recent secondary staff email update. The update has been completed in every database, and staff can log in normally.
Email: Mass Emails No Longer Send Twice: A large mass email could go out twice if the sending window stalled and the email was sent again. We added safeguards so a repeated send no longer delivers a second copy.
Spending Money: Reversed and Voided Deposits: Reversed or voided credit card and checking account deposits were still counted in the Parent Dashboard Spending Money balance and in the admin Spending Money report totals. Both now leave out reversed and voided deposits.
Camp Today Communication: Unprinted Batches Count Corrected: The “emails held in unprinted batches” message could report emails waiting even after every batch had been printed. The count is now accurate.
Agent: Save Confirmation and Email Labels: “Save changes for this agent” now shows a confirmation message. The Add New Agent window in Admin > DB Management > Agents now closes when you submit. Notification emails triggered by an agent’s actions now show “(Agent)” after the agent’s name.
🐛 Bug Fixes – September 11th 🐛
🐛 Bug Fixes – August 13th 🐛
Camp Today: Photo Post Deletion Block Remediated: Admins were blocked from deleting photo posts or removing specific images from a Camp Today post if a parent or staff had already "saved" that photo on their dashboard. A code adjustment now allows admins to delete photos, without causing issues for the parent or staff who saved the photo.
Medical: Text Editor Stability on Health History Forms Restored: When editing health history templates in Admin > Campers/Staff > Medical, opening, closing, and reopening sub-sections would cause the text editor box to not load. The code has been updated to ensure a clean and consistent editing layout whenever the text editor box is opened.
Parent Dashboard Translation Issue Fixed: When a parent with a non-English “preferred language” navigated through the enrollment process, the Forms step "Camper Forms" section failed to translate into their language. This occurred because the “Camper Forms” section loaded text dynamically after the page's main language translator had already finished running. The system has been updated to trigger the translator whenever form content finishes loading, resolving this issue completely.
Here's what changed:
New features
Bug Fixes
⭐ New software release - April 30th ⭐
Here's what changed:
New features
Bug Fixes
Here's what's changed:
❇️ Performance & System Enhancements
🪲 Bug Fixes
❇️ Product Enhancements and Improvements
🪲 Bug fixes
❇️ Product Enhancements and Improvements
🪲 Bug Fixes
Here's what changed:
Updates:
Bug Fixes:
Here's what changed:
Today's release includes the following updates and improvements:
🌟 New features/improvements:
🪲 Bug fixes
What's new:
Today's release features the following updates and improvements (click each link to jump down the page):
In the Notes tab on profile pages, the dropdown menu for selecting a note category now includes an "all notes" option for viewing all notes from every category.
There's a new admin user permission for every module that restricts an admin's ability to see the "History" tab on the profile pages for that module.
We're now recording the date + time that a family last logged into the Parent Dashboard. Find this new field in the same section as the Lead Source information under the Primary Parents tab of the family's profile.
We've created new API endpoints to:
When viewing an individual history log (from someone's profile; recent health center visit logs; or log archives), the pop-up modal now includes a print function via a print icon in the top right corner of the modal. Click the printer icon to generate the typical printable PDF of the log, along with the camper's basic details + profile photo.
P.S.: we also updated the log contents that appear in the pop-up window so they include the person's first and last name.
Admin users can now enable two factor authentication for enhanced security when logging into CampSite.
Today's release features the following updates and improvements:
Improvements
Bug Fixes
We also fixed the following bugs:
Today's release features the following updates and improvements:
Today's release features the following updates and improvements:
Today's release features the following updates and improvements:
You can now mass archive and mass un-archive saved e-mails. In the Saved E-mails tab, find new "Mass Archive" and "Mass Unarchive" links. Select multiple emails to archive or unarchive and submit. Voila!
To learn more, click here.
For camps with our Medical module, you can now attach a file to a health center visit log.
Find a new file uploader at the bottom of the logging screen. Choose (1) file from your device to upload, if relevant. Click here to learn more.
Access log files when viewing the log via the Log Archives report and/or the Logs tab on a camper/staff person's profile page.
For camps that accept checking account payments, the new payment modal on the family profile page will now indicate which checking account is the family's "primary" account.
For camps with our Camp Today module, "saved photos" now display in a gallery layout for a better viewing experience.
After clicking the Saved Photos icon on the Camp Today homepage, parents/family members will then choose a camp year and get redirected to a gallery page of all their saved photos for that year. Just like when viewing one of your photo posts, they can click a saved photo thumbnail to view it full size.
Today’s release features the following updates and improvements:
Today’s release features the following updates and improvements:
Today’s release features the following:
Improvements:
Bug fixes:
Today's release contains two new features:
Attention all camps with our Staff module: We’ve made big improvements to Staff salary.
Click here to read a full rundown on the new and improved Staff salary details.
Today’s release features the following updates and improvements:
Today’s release features the following updates and improvements:
As part of an ongoing security project, we're gradually updating CampSite so that passwords are no longer sent to a user via email; instead, users will choose their own password when creating their account.
In today's release, we applied this change to the Request for Information and New Family Enrollment forms. Now, both of these forms will ask primary parent 1 (P1) to set their own password for the Parent Dashboard instead of emailing them a random password once the form is submitted.
See above for a screenshot of the password fields. To see how your camp's Request for Information / New Family Enrollment forms look now (and/or to test the confirmation email), go to your camp's link for each form. If you need help, click here.
What does this mean?
Today’s release features the following updates and improvements:
Today's release features the following updates and improvements:
Today’s release features the following updates and improvements:
(Lots of) New Features:
Improvements:
Today's release features the following updates and improvements:
Today’s release features the following updates and improvements:
Today’s release features the following updates and improvements:
Today’s release features the following updates and improvements:
New feature alert!
CampSite now offers a new type of camper/staff form camps can create called "daily forms." Unlike traditional forms that are completed before camp starts, daily forms must be completed on a daily basis once camp is in session.
This feature is ideal for camps needing to create a daily COVID-19 screening form that campers/staff must complete before they come to camp each day, but can be used to create any type of daily form your camp may need.
To learn all about daily forms, please click here.
Today’s release features the following updates and improvements:
For camps who have purchased our Medical module, the Immunizations section of the Health History Form now includes doses 1 and 2 of the COVID-19 vaccine.
Admin users attempting to download data via .zip files from CampSite (e.g. form submissions in mass; camper photos from an advanced report) were reporting issues with Google Chrome blocking those files from being downloaded (as a security measure). We’ve updated how these .zip files are generated on the backend to prevent Google Chrome from blocking these downloads moving forward.
We fixed a bug that caused the navigation bar to break when an admin manually uploaded a printed medical form to a camper/staff person’s profile page - the page will now reload correctly after the form is submitted.
Today's release includes the following bug fixes and improvements:
Today's release includes the following bug fixes and improvements:
Today's release includes the following features and improvements:
Today's release includes the following features and improvements:
Today's release includes the following features and improvements:
Today's release includes the following features and improvements:
Today's release includes the following features and improvements:
Today's release includes the following features and improvements:
Today's release includes the following features and improvements:
Today's release includes the following features and improvements:
Today's release includes the following new features and improvements:
Today's release includes the following new features and improvements:
Today's release includes the following new features and improvements:
We're excited to announce that the CampSite API is now out of beta and is available for all camps! The API provides a way for your camp to send data between CampSite and other systems, such as your website, a separate internal database or accounting software. (Note: An IT or development resource will be necessary to take advantage of this functionality).
You can read the API documentation here. Please send an email to support@campmanagement.com if you are interested in adding this feature to your camp's account.
Today's release includes the following new features and improvements:
We're excited to announce that CampSite's responsive Parent Dashboard has graduated out of beta and is now ready to be activated for your camp!
The new Parent Dashboard has all of the same functionality as our current version, but in a responsive layout - a layout that adjusts to whatever size screen its being viewed on. Whether its a phone, tablet or desktop, the interface adjusts to present the best experience on any device.
Moreover, control of the Parent Dashboard appearance is now in your hands! You'll be able to control the color theme, background image and other settings right from CampSite, without having to submit a support ticket.
Were really excited about this new parent experience, and we think your families with love it.
If you're interested, please read the FAQs below on how to get started. The responsive Parent Dashboard is anopt-infeature - if you're happy with the current Parent Dashboard, you can safely disregard this email.
How do we activate the responsive Parent Dashboard?
Simply go to Admin -> Campers -> Parent Dashboard and find the 'Enable responsive Parent Dashboard?' toggle at the bottom of the page. Once you switch the toggle to 'Yes' and click 'Save changes', the new dashboard will be activated for all parents. See this article for more details.
Can I try it out first before we commit?
Yes! Using the toggle mentioned above, you can review and evaluate the new Parent Dashboard, and deactivate it if desired.
How do I change the appearance of the responsive Parent Dashboard? Will our current 'skin' be copied over to the new one?
We've put control of the appearance of the responsive Parent Dashboard in your hands! Once you activate the responsive Parent Dashboard, a new tab will show up under Admin -> DB Management, labelled 'Responsive theme' (you'll need to refresh the 'Admin' page after activating the toggle for it to show up). See this article for more details.
If you'd like us to copy your current Parent Dashboard skin into the new one, we can do that too - just click the link at the top of the 'Responsive theme' tab to open a support ticket.
What if we want to switch back?
No worries - you'll be able to deactivate the new Parent Dashboard through CampSites Admin page at any time, with no loss of data or side effects.
Today's release includes the following new features and improvements:
Today's release includes the following new features and improvements:
Today's release includes several improvements in our campers module!
Today's release has several new features for CampSite's staff module!
Along with these improvements, we've also enabled our responsive design for admin users loading CampSite on a mobile device! This will allow users to take advantage of the mobile-friendly version of CampSite "on the go", while still being able to utilize our existing version when on a desktop or laptop computer. (Users who have already opted in to the responsive design will continue to get that version on all devices, including desktop. If you'd like to opt out of the responsive design completely on all devices, you can do so via the 'My Profile' page.)
Today's release has several new features to help configure CampSite just right to meet the needs of your camp!
Today's release include several new features:
Now that Summer 2017 has come to a close, it's a great time to take a look at the full range of modules CampSite has available to help you get the most out of your software. Our support team is happy to activate a free trial for any of the following modules:
Drop us an e-mail if you'd like to try any of the modules above - there's absolutely no commitment!
Today's release has several features that will help your camp get even more out of CampSite this off-season!
Summer is in full swing, and the CampSite development team is hard at work addressing the most highly requested features for the upcoming off-season!
Today's release is the first of several focusing on the staff module. The following improvements and features are now available:
Our last release of 2016 includes several updates:
The CampSite responsive design beta is now available!
You can opt in to the beta on the My Profile page. (Note that the opt-in is only for your account and will not affect other users at your camp. You can opt out at any time via the same link.)
We're excited to hear your feedback on this new layout - feel free to e-mail us at support@campmanagement.com, or use the icon in the CampSite navigation bar to submit feedback.
The beta has been rolled out to over 20 pages at launch, including the Camper and Staff profiles. We'll be updating more pages with this design over the next few months. Be sure to log in with your smartphone or tablet as well!
Other improvements in this release include:
Our latest release includes several new features and improvements:
Our latest release includes several new features and improvements:
Our latest release includes several improvements to the batch invoicing process, including:
Several improvements have been made on the Family Profile 'Transactions' tab:
Other improvements include:
Our latest release includes several improvements to the CampSite financial system, including:
Other updates include:
Tasks
The old Reminders system has been changed to Tasks, which can be created on the new Tasks tab of the Family or Staff profile page. Tasks make it easy to manage your team's "to-do list" by having a specific date and time, and the ability to be assigned to multiple administrators.
Assignees can see their past due and upcoming tasks, and mark them as complete, in multiple locations:
A task may be marked as completed by any of its assignees, or the administrator that created the task. Only the task's creator may delete it from CampSite.
Additional functionality will be rolling out over the coming months - please check out the CampSite blog for more information!
Product Enhancements
Miscellaneous product updates, including:
Product Enhancements
Miscellaneous product updates, including:
Enrollment Discounts
Enhancements have been made to the enrollment discounts system, allowing discounts to be posted to camper accounts automatically during the enrollment process based on specific criteria.
When creating new discounts, you now have the option of choosing Manual or Automatic for the mode. Manual mode discounts are applied by administrators and Automatic mode discounts are added to the camper’s enrollment during the checkout process based on the camper meeting defined criteria. Any existing discounts in your database are set for manual mode to retain their current behavior.
The following criteria type can be selected when creating automatic discounts:
If you set multiple criteria for a discount, campers must meet all criteria with their enrollment request in order for the discount to be applied.
By default, discounts do not have limits, and will be applied each time a camper submits an enrollment request meeting the criteria for the discount. Limits can be set to have the discount applied once per camper or once per family for each enrollment year.
The calculation of discounts and coupon codes follow the existing behavior:
Discounts are applied independently of each other and always calculate off the total of the tuition plans associated with the enrollment request
Coupon codes calculate off the total amount of the enrollment request
Options have been added to the Financial: Settings section of the Admin menu to allow for stacking of enrollment discounts and coupon codes, as well as set coupon codes to calculate off tuition only. If stacking is turned on, discounts will be applied in the order in which they are listed on the Enrollment Discounts setup page.
Product Enhancements
Miscellaneous product updates, including:
Custom Medical Questions
A new section for Custom Medical Questions is available on both the Camper and Staff Health History forms. Custom Medical Questions can be created in the Medical Management section of the Medical Dashboard.
Product Enhancements
Miscellaneous product updates, including:
Tuition Plan Rates
You now have the ability to set date-based pricing on each of your tuition plans to allow for tuition to automatically change on a set date. Tuition plan rates can be created using the following steps:
If a camper submits an enrollment request during the period during which a rate plan is active, their tuition will reflect that rate.
When processing enrollments during manual mode enrollment, or through the Action Menu on a camper profile, administrators can change the rate being applied by double-clicking the pencil on the Payment Information step. Users with financial permission may view the rate applied to an enrollment under the Year > Enrollment Requests tab on a camper profile, or by adding the field for “Enrollment option + bundle + tuition plan rate name” to an Advanced Report.
Product Enhancements
Miscellaneous product updates, including:
Staff Medical Form Updates
The sections included on the Staff Medical Form can now be toggled on or off, or presented in a custom order on the Health History Form. The form may be customized in Admin > Staff > Medical. By default the form is presented in four sections.
In addition, “Group Number” has been added as a standard field in the Insurance section.
Accrual Summary Updates
The Camper Accrual Summary and Events Accrual Summary reports now include an option to include specific transaction types when running the report. Please note that Reversals will be included only for transaction types included when generating the report.
Product Enhancements
Miscellaneous product updates, including:
If you need to reset your password please follow the steps below:
It’s possible that the email to reset your password was caught in junk mail.
If it’s in the junk/spam folder, please move it to your inbox before clicking the hyperlink to reset your password.
Typically this is caused by a user trying to login with the wrong email address. If a user has a different email address on file with the camp, they will need to register again in the app using that email.
There may be a couple reasons why you are getting this error.
A: If this is your first time using the app, please make sure to “SIGN UP” first.
Steps to SIGN UP:
1. Launch the app, and from the landing page, tap "First time using the app? Click here to Sign Up!"
2. On the Sign Up page, enter the email used that is on file with the club/camp
3. Fill in the password information and click Sign Up
4. From there, a new confirmation email and token will be generated
5. Find the confirmation email within your email and click verify your email
6. From there, you should be confirmed and ready to login
B: Your password is wrong. To reset your password, please complete the steps below:
1. Launch the app
2. On the landing page, tap “Sign In with Email”.
3. On the Sign In page, tap “Forgot Password?” (Link is under “Sign In” button about mid-way down the page.)
4. On the Forgot Password? page, enter your email on file with the camp then press “SEND”.
An email will then be sent to you with a link which will allow you to change your password.
Once the email is received, please follow the steps below:
1. Open your email, Subject should be “Reset your Password”
2. Locate the link within the email titled “RESET YOUR PASSWORD” and click it
3. A new webpage will pop-up allowing you to enter your desired password
4. Once the password is entered, please click “CREATE PASSWORD” and a message should display confirming the password was changed
Before accessing the app, all new staff users must create an account (possibly enter a “registration code”) and set a password. If a user tries to "Sign In" without having created an account, the app will display an error message.
Within your admin portal, you can easily identify whether a user has successfully created an account; a phone icon will appear next to their name.
If a user has not yet created an account in the app. Please follow the steps below:
When a user attempts to log in to an app using a private network, they may encounter a connection error that displays one of the following messages:
| "An SSL error has occurred and a secure connection to the server cannot be made" |
or
| "The certificate for this server is invalid. You might be connecting to a server that is pretending to be "apiv2.my1218app.com" which could put your confidential information at risk." |
It’s possible that the WIFI a user is connected to is private and has a firewall. In this case, try to connect to a different WiFi or using cellular network to connect and login the app.
To login the online Media Center a user must first create their account in the app
A user must first register their account on the Camp mobile app before they can login the web photo viewer by following these step by step instructions.
The app uses Microsoft technology for facial recognition. You can learn more about the Microsoft Azure Face API on their website.
The Microsoft Azure Face API is designed to work with human faces globally.
Accuracy will largely depend on the quality of the camper photos uploaded in the app by the parents.
If a parent receives a photo of another child, they can tap the tumbledown icon to remove the photo from their album.
Parents must set up Facial Recognition for their camper on their own. Admin cannot set up Facial Recognition for a camper.
Below are the steps to use the Facial Recognition feature in your myCAMPapp:
Repeat steps for each camper.
The Facial Recognition software will then automatically scan all new photos added to the app for matches. Photos that match your campers will be saved on the Photos tab in a separate albums named for each of your campers.
The camera preview is black when trying to take photo of camper for facial recognition.
This means that the camera settings need to be changed to allow the app to access the phone camera.
Instructions to edit your camera settings:
For iPhone/iPad (iOS):
Alternatively, go to Settings > scroll to the app’s name > tap Camera and toggle the permission.
For Android:
Alternatively, go to Settings > Privacy > Permission manager > Camera, then select the app and adjust its permission.
Did the user accept to receive push notifications from the app?
To check if you have “allowed” push notifications from the app please follow the steps below:
In the mobile app:
On your phone “Settings”:
If the user did allow Notifications, please make sure they are opted-in to the categories for which they want the notifications; in the app go to “More” and then Settings. Here they will see all the categories and be able to opt-in or out.
This can only be done if you are a non-campsite client
This will not be available for campsite/mycampapp clients after the CampSite integration!
You can create the new campers manually and assign them to existing app users (parents), or you can upload several at a time using the template CSV for User List Upload.
To create a new camper and assign them to parents that are already on your list of app users:
1- Go to Users > select Campers
2- Click on + Camper
3- Enter the information for the new camper and click + Parent to assign their parent from the existing user list. If the parent is not found, the parent must be created.
To create a new parent/app user and assign them to their camper:
1- Go To Users > select View/Manage
2- Click on + User
3- Enter the information and click SAVE before assigning the camper.
Import your User list from a comma-separated value (CSV) file using the myCAMPapp template. The CSV template is available for download on the Admin Portal: go to Users > Upload List. The CSV must contain the app user’s first name, last name, email, and User Type. Other information is optional. Please note, their email address is the unique identifier.
If you are a client of CampDoc, CampMinder, CampBrain, or Active Network, you can receive a report of this data that is unique to your database. To do so, you will just need to reach out to your support team to make sure that your account is set up and ready to take the correct spreadsheet format.
The Admin Portal is only accessible online - there is no app for it. You can login to the online admin portal from your mobile web browser to access and create/edit news, events and notifications, and view/manage Users. All other functions must be accessed from a desktop browser.
You are able to give certain app users the ability to upload photos from their mobile device gallery directly to your app.
You can grant permission for certain staff app users to upload photos from their personal mobile device directly into your camp app’s photo albums.
Did you know? You can also limit their permission to upload photos only to a “photo triage” album that is not published in the app for parents.
The camp director or app admin can then review the photos and move them to a camp album once they are approved.
Please note: App Users who are given permission to upload photos from their mobile device to an Album in your myCAMPappp, MUST select "Allow Access to All Photos" when prompted by iOS.
If they use an Android device, they should pick "Allow".
- A strong internet connection is required for the upload operation. If your Internet connection is not strong or reliable, you will experience issues while uploading photos from your device.
- It takes less than 1 minute to upload 50 photos with a good WiFi connection (upload speed at about 30 Mbps).
- Upload smaller batches if your connection is slower.
Below are the steps of uploading a photo:
1. From the Photos tab, select an album that you would like to upload a photo into.
2. From the Gallery, select Upload, located on the upper right corner of the display.
(If prompted make sure you “allow” the app to access your photos)
3. From there, a dialogue should display asking which source you would like to upload the photo from.
4. Pick a source and select an image.
5. Press Upload on the bottom of the screen to upload the image to the album.
6. A progress indicator will be displayed showing the status of your upload.
Once uploaded the image will be located on the bottom of the gallery. (The image will be repositioned to the top of the page if the you leave the album then go back into it.)
This article is part of our Payment Processing Support Help Center and covers topics related to Constellation Payments. It is intended for users seeking help with setting up their merchant processing accounts and reconciling within Constellation Payments. It does not cover specific payment-related features inside CampSite.
PCI DSS (Payment Card Industry Data Security Standard) is a globally recognized set of security requirements ensuring safe handling of cardholder data. Your account is enrolled in a guided program to simplify this process.
Action is required within 90 days to avoid a monthly non-compliance fee of $79.99.
Completing these steps will certify your compliance and remove the monthly fee if it is currently being assessed.
This article is part of our Payment Processing Support Help Center and covers topics related to Constellation Payments. It is intended for users seeking help with setting up their merchant processing accounts and reconciling within Constellation Payments. It does not cover specific payment-related features inside CampSite.
Step 1: Request the Change Form Email payments@campmanagement.com to notify us that you need to update the principal signer. Our team will send you the required form via PandaDoc.
Step 2: Complete and Submit the Form When you receive the form, please provide the following:
Step 3: Await Confirmation Once submitted, our team will process the update. We will contact you if more information is needed and will send a final email confirming when the change is complete.
This is a generic decline from the cardholder's bank. To find the specific reason, run the Financial Dashboard > Credit Card Declines Report.
Note: This only applies to the account number, not the routing number.
This article is part of our Payment Processing Support Help Center and covers topics related to Constellation Payments. It is intended for users seeking help with setting up their merchant processing accounts and reconciling within Constellation Payments. It does not cover specific payment-related features inside CampSite.
This guide will walk you through viewing, exporting, and scheduling disbursement reports.
If you need assistance with a negative disbursement, please email payments@campmanagement.com with the specific date and dollar amount of the transaction.
Use this section to view the specific transactions (sales and refunds) that make up a single disbursement.
Merchant Fees Tip: Any debit transaction on the 3rd of the month marked with a statement icon represents your monthly merchant fees.
This section allows you to download one-time reports or schedule recurring reports to be sent automatically via email.
A. Generating a One-Time Report
Click "Generate Report" to download the file.
B. Scheduling an Automated Report
Click "Confirm" to finish scheduling your report.
This article is part of our Payment Processing Support Help Center and covers topics related to Constellation Payments. It is intended for users seeking help with setting up their merchant processing accounts and reconciling within Constellation Payments. It does not cover specific payment-related features inside CampSite.
Changing your legal business name or Tax ID Number (TIN) requires creating a new merchant account and closing your old one.
Please review the following process and key details.
Step 1: Start the Process - Email payments@campmanagement.com to notify us of the change. Our team will send you a new merchant account application via PandaDoc.
Step 2: Complete the Application - Fill out and submit the new application. The underwriting and setup process typically takes about 7 business days. We will contact you if any additional information is needed.
Step 3: Receive Confirmation - We will notify you as soon as the new account is active and integrated into your database.
Step 1: Sign the Closure Form - Once your new account is active, we will send a closure form for your principal signer to complete.
Step 2: Finalize the Closure - We will confirm once the old account is officially closed. You will receive one final bill for any remaining fees, as these are charged in arrears.
This article is part of our Payment Processing Support Help Center and covers topics related to Constellation Payments. It is intended for users seeking help with setting up their merchant processing accounts and reconciling within Constellation Payments. It does not cover specific payment-related features inside CampSite.
Follow these simple steps to request login credentials for the portal, which you can use for reconciliation, viewing chargebacks, and reviewing transaction history.
Before requesting access, you must be an authorized user on your organization's merchant account.
Open your email client and compose a new message to payments@campmanagement.com.
Use a clear subject line, such as "Request for CSIPay Portal Access".
In the body of your email, please include the following details for the individual who needs access:
Once the request is processed, new login credentials will be sent directly to the user's email address in a separate message.
If your organization processes ACH payments, you will need access to a separate portal called Zift.
To get access, simply mention this in your same email request to payments@campmanagement.com.
Example email text: "Hello, I am requesting CSIPay portal access for Jane Doe (jane.doe@email.com). We also process ACH payments and will require access to the Zift portal as well. Thank you."
The Camp Shop module allows you to offer items like apparel, gear, and camp trips directly on the parent dashboard. Parents will be able to make purchases at any time! In this module, you can manage inventory levels and secure revenue upfront.
When getting started with Camp Shop, these are the recommended steps Campsite believes will give you the best start!
In order to use your new Camp Shop module you will need to activate your permissions and decide on which Admin in your database can see and work in the Shop on the Admin facing side.
To access camp shop settings, Admin with DB Management permissions will need to navigate to Admin > DB Management > Users. Grant permissions to all users who need access to your Shop.
For information on what these permissions will grant please see: Admin User Permissions: Camp Shop
Before ordering can begin in your Camp Shop, you will need to address your options via the Camp Shop Dashboard. These setting options will allow you to create items for the Camp Shop that can have varied locations for pickup, colors, sizes, filters, and fulfillment statues. For more information on this please see: How to add Shop Locations, Sizes, Colors, Tags, and Statuses
Your next step will be creating your Camp Shop items. Some tips for adding items include having some photos handy for uploading that parents will be able to see, knowing how many items you will have in stock for each item type, and knowing the price for each item. For this process, please see: How to Add a Camp Shop Item
Your Camp Shop settings will control if the Shop is available to parents on the Parent Dashboard. These settings will also control if an item that is purchased needs to be paid in full at the time of checkout, or if an items cost can be added to an already existing payment schedule that the family is already on. Additionally, on this page you can create custom header text that will appear at the top of all Camp Shop pages on the Parent Dashboard to assist parents with directions on how to navigate your Shop! Please see here for more information: Camp Shop Admin Settings
The best way to see the parent facing side in Campsite is to be a parent yourself! Create a family and camper in your database and test out how the parent dashboard looks. Please see here for creating a new family and camper: Adding a New Family
A tip for viewing both the Admin side and the Parent Dashboard at the same time: Use two different browser types. Sign into your Admin login for Campsite on one browser type (ex: Chrome), then use another browser type (ex: Firefox) to sign in as a parent to your Parent Dashboard. This way you can have both pages open at once without the need to sign in and out each time you want to view the Parent Dashboard.
For a sneak look at what the Parent Dashboard will look like for the Shop, please see: How to Purchase Items on the Parent Dashboard from the Camp Shop
Knowing what to expect and what you can manage on the Admin side is important too! Once you create a test item and experience the Parent Dashboard, make sure to go to a campers profile to explore the items and options available to you as an Admin user! For a guide on what you can do on the Camper Profile as an Admin please see: The Shop Orders Tab on the Camper Profile
Be sure to navigate to the Shop Dashboard to run the Order Report! This report lets you see orders that have come into the shop and what their current status is. A review on how this report works can be found here: The Camp Shop Order Report
Before you add items to the Shop, review your Locations, Sizes, Colors, Tags, and Statuses on the Shop Dashboard.
To get to the Shop Dashboard, click on the "Shop" option on the top navigation bar.
Clicking on "Locations" will bring you to the Camp Shop locations editing page.
"Locations" is referring to a physical place that an item from the Store can be found.
To add a new location for items in your Camp Shop, click on "Add location..."
Type in the name of your new location and then click "add location" when done.
The location will now be available to you when creating new shop items.
To delete a location, double click on the red delete icon to the far right side.
Clicking on "Sizes" will bring you to the Camp Shop Sizes editing page.
"Sizes" are the options for sizes that are available for items in the Store.
To add a new size, click on the "Add Size..." button.
Type in the name of your new size and click "Add size" when done.
The size will now be available to you when creating new shop items.
To delete a size, double click on the red delete icon to the far right side.
Click and hold the three gray lines icon to the left of a size to drag and drop and re-order the order that the size appears in on the parent dashboard.
Clicking on "Colors" will bring you to the Camp Shop Sizes editing page.
"Colors" are the options for colors that are available for items on the Store
To add a new color click on the "Add color..." button.
Type in the name of your new color and click "Add color" when done.
The color will now be available to you when creating new shop items.
To delete a color, double click on the red delete icon to the far right side.
Click and hold the three gray lines icon to the left of a color to drag and drop and re-order the order that the color appears in on the parent dashboard.
Clicking on "Tags" will bring you to the Camp Shop Sizes editing page.
Tags can be associated to items in the Camp Store and can then be used to filter items on the Parent Dashboard.
To add a new tag click on the "Add tag..." button.
Type in the name of your new tag and click "Add tag" when done.
The tag will now be available to you when creating new shop items.
To delete a tag, double click on the red delete icon to the far right side.
Click and hold the three gray lines icon to the left of a tag to drag and drop and re-order the order that the tag appears in on the parent dashboard.
Clicking on "Fulfillment Statues" will bring you to the Camp Shop Fulfillment Status editing page.
These are the fulfillment statuses that your camp will be available to set orders to.
To add a new Status click on the "Add status..." button.
Type in the name of your new status and click "Add status" when done.
The status will now be available to you when fulfilling shop orders.
To delete a status, double click on the red delete icon to the far right side.
Click and hold the three gray lines icon to the left of a status to drag and drop and re-order the order that the status appears in on the Admin side.
To add a new shop item, click on the "Shop" button on the top navigation bar.
Once on the Camp Store Dashboard, choose your year in the dropdown if necessary, then click on the "+ Add Camp Shop Item...." button.
When choosing where an item will be available, your locations will appear. For more information on these locations please see: How to add Shop Locations, Sizes, Colors, Tags, and Statuses
Click on the "Next Step" button when done.
If options are available for this item, change the "No" in the appropriate drop down box to "Yes" and select the sizes and colors this item can be purchased in.
For more information on these Sizes or Colors please see: How to add Shop Locations, Sizes, Colors, Tags, and Statuses
Click on the "Next Step" button when done.
On Step 3 you can set the Price for each item (how much each item costs) and Stock of each item (how many are available for purchase).
You can type these numbers individually into the boxes available, or you can use the "Mass edit" button to set all prices and stock to the same numbers.
If an unlimited number of stock is available, click the box next to "unlimited" on that item.
Double click on the red icon to the far right to delete and option for this item.
Click on the "Next Step" button when done.
On Step 4 you can restrict the item in the camp shop to appear only to parents of campers who are enrolled in certain sessions from Step 2 of the Camper Setup Wizard.
If this item should be left available to everyone INCLUDING THOSE WITH UNENROLLED CAMPERS, leave the restriction setting on "No".
If you would like to restrict this item to appear only to those who do have an enrolled camper in the current year, change the dropdown to "Yes" and click to "select all" sessions.
If you would like to restrict this item to appear only to those who do have an enrolled camper in a set of specific sessions in the current year, change the dropdown to "Yes" and click to select the boxes next to the appropriate sessions.
Click on the "Next Step" button when done.
On Step 5 you can select up to 6 images to display for this item on the camp shop for parents.
Either drag and drop photos into the gray area or click on the gray area to open up a file explorer and upload images from your device.
Once your photos are uploaded, double click on one photo to make it the "key photo" for the item.
When ready, click on the "Add Item" button in the bottom right corner of the screen.
Do not refresh the page.
You will be re-directed back to the Camp Store Dashboard when done.
Your item will now be available on the Parent Dashboard.
Camp Shop items can be purchased by parents on the Parent Dashboard when set to be available. Camp Shop purchases are done separately from the Camper Enrollment Process.
To make a purchase on the Parent Dashboard first login to the Parent Dashboard, then click on the "Shop" button on the left navigation bar.
On the Shop Dashboard, click on the blue "Shop for...." button for the camper you wish to make a purchase for.
In the Shop page for each camper, you can see the following:
The image example above is of an out of stock item that can still be seen on the Parent Dashboard.
When hovering over an item, click on the "view item" button to view the items specific page.
On the items page, you can do the following:
When the "Add to Cart" button is clicked, a green pop up banner will appear confirming the action.
The item is now added to the shopping cart where a parent can delete the item, change the quantity of the item in the cart, or select to "Go to Cart" when ready to checkout.
When in the Cart, parents can again choose to remove an item or change the size, color, or quantity of an item before purchasing.
If permitted via your Campsite settings, parents may be allowed to add the cost of the item to a payment schedule that they are already a part of.
If this setting is not activated in this way to allow adding the cost of this item to a payment schedule, they will instead be asked to select a payment method for checkout.
This payment method must be a method that the parent already has on file. If the parent has no payment method currently on file, they will need to add one by clicking on the "Add Credit Card" or "Add Checking Account" buttons.
When parents click "Place Order", they will be prompted one last time to confirm this purchase.
When a purchase is completed, parents will be redirected to the "View Past Orders" page, where they can view the order they've just placed alongside all past orders for this camper.
You can adjust Shop orders for a camper on their Camper Profile page. First use the search bar to navigate to their Profile Page by searching for them by name.
Click on the name of the camper to go to their profile.
Once on the Camper Profile, click on the Yearly tab.
Next, click on the Shop Orders tab.
Here on the Shop Orders tab, you can see a history of the items the camper has ordered so far this year.
Here you can:
Add new orders
Edit Existing orders
Delete existing orders
To add a new order, click on the "Add order..." button.
First, select the Status you would like to give to this new item. Statuses can be created on the Store Dashboard. For more information on creating Statues please see: How to add Shop Locations, Sizes, Colors, Tags, and Statuses
When finished assigning a status, click on "+ Add item..."
Here you will need to:
When finished, click on the first "Add to order" button in the gray area.
The item is now added to this order. If you need to continue adding items to this order, click on the "+ Add item..." button and repeat the above process as needed.
Adjust Sizes and Colors as needed with the dropdown items.
To remove an item from the order, double click on the red delete icon to the far right of each item.
If you are done adding items to this order, click on the remaining "Add order" button.
Once an order is added to the profile, it will appear in the list of orders for this year.
Please keep in mind that adding an order here on the Camper Profile page does not automatically transact funds from any method of payment that the parents may have on file.
Orders here must be added to a payment schedule to be paid over later calendar dates via the invoice and auto pay system, or funds must be transacted manually through the Family Profile page> Financial tab.
Double click on the pencil icon to the far left of an existing order to edit the order details.
From this edit screen you can:
Update an items status
Add a new item to this order with the "+ Add item..." button
Change the Sizes or Colors of an item in the order with the dropdown optioins.
Delete an item from the order by double clicking on the red delete icon to the far right.
When an item's status changes, you will want to update that status here on the Camper Profile page. Changing this status will be reflected in the Order Report.
Click on the dropdown and choose a new status.
Click "Update order" when done.
If you need to refund or return an item, first we recommend editing the orders status.
In this case, it could be helpful to create a custom status that items can be set to under the Camp Shop Dashboard. Please see here for how to create a new status for Camp Shop items: How to add Shop Locations, Sizes, Colors, Tags, and Statuses
Once your new status is set, click. "Update order" to update the orders status.
To remove the charge for this order, you will need to navigate to the Family profile page > Financial tab > Transactions tab and locate the items charge under the campers charges for this year.
Double click on the blue "i" icon next to the charge to bring up the transaction details.
From here, choose to reverse the transaction.
After confirming to reverse the transaction, you will need to give a reason for the reversal. When done, click "OK".
The transaction is now reversed and the charge has been removed from the family account.
Reversing a transaction does not refund payment already made to you for the transaction.
If you need to refund the money for a returned item, you will need to create a "New refund" on the right side of the Family Profile Financial tab. For more information on how to create a custom refund, please see: Refunds
To delete an order, double click on the red delete icon to the far right of an order.
You will see a pop up warning when deleting an order that will state: "Deleting this order will not automatically adjust related charges or payments. Please make any needed financial changes in the Financial tab of the Family profile."
Deleting an order from the camper profile will reverse the charge on the family profile.
Deleting an order will not refund any funds, refunds will always need to be issued manually on the Family Profile Financial Tab as demonstrated above in this article.
Please be sure to make all adjustments needed to the Family Profile> Financial tab after deleting an order.
To edit your Camp Store admin settings, first click on the "Admin" button on the top navigation bar.
Click on "Shop".
On this Shop admin page, you can control settings and header text information that will appear on the Parent Dashboard.
Choose first if the Camp Shop is available to parents on the Parent Dashboard. Selecting "Yes" here will reveal Camp Shop on the Parent Dashboard. Selecting "No" will keep Camp Shop hidden from the Parent Dashboard.
Choose if parents are required to "Pay in Full" for Camp Shop items immediately.
Choose if families should be forced to "Pay in Full" for a Camp Shop item if they are not currently part of a payment schedule.
Click into the "Shop Landing Page" textbox to customize information that should appear for parents to see when they select the "Camp Store" option on the parent dashboard."
Click into the "Shop Header Text" space to type out any text that should appear when parents select a camper to shop for.
Use the "Shop Checkout Instructions" to share any information or instruction for parents on the checkout page to the Camp Store.
Use the "Shop Pickup Instructions" section to inform parents how their items should be picked up from camp. This universal text will appear for pickup instructions of all Camp Shop items.
Click "Save changes" when done.
To learn how to use CampSite's Conference & Retreat Module, watch the training below.
For general information on managing user permissions, please read our Admin user permissions article.
The permission settings for the Events and Conference and Retreat modules are identical, so the information below applies to both modules. Also, if you have both modules, the permissions will be combined as pictured in the screenshot below.
After the Events / Conference and Retreat module is enabled for a user, you can grant the following permissions:
Use the Events/Conference and Retreat Calendar to view a calendar of all events / packages created in your database.
All of the dates included in the packages will be presented even if they do not have meals associated with them.
Select either guest or group. For this example we'll choose "Advanced Reports: Guests". (Both are very similar)
We'll create a report with the event Family Picnic, and the fields of Last name, First name, Group name, and Guest ID.
Under Guest info choose Group name and Guest ID. (First name and Last name will be choose by default)
Close the window to return to the report.
Additional columns have been added to the report.
Any reportable field can also be added as a filter, which can be used to narrow down the results of your report.
We will add a filter to our report so it only includes female Guests.
Click "+Add a filter..."
After a package has been created you may want to create package invoices for the client.
Click on the financial tab to set up your invoices.
If you set up payment installments for your package they will show here, however you will need to double click on the pencil icon to transform them into actual invoices. (you may also add extra invoices if you so choose)
After clicking on the pencil icon (or the Add invoice) you will be allowed to either generate the invoice with the credentials you choose in the installment set up, or select new dates and amounts.
After a Package is created for a group the rate is sent to the "Charges and discounts" section under the transactions tab.
Making a payment functions the same as it does elsewhere in CampSite.
After creating a form,
For more information on creating forms, please refer to the Camper forms article.
To view a specific group's submitted forms, go to the group profile page and click the Forms tab.
*It should be noted that if your camp is in the middle of rolling over to the next enrollment year, meaning you have completed Step 1 of the enrollment Wizard but not Step 2. Then only forms for the current year will display on the Events Dashboard. Once Step 2 of the enrollment Wizard is completed then forms for the next year will display.
Click the name of a form to open the Form viewer.
Click "Mark as received" and a stamp saying Yes, and the date will appear next to it.
Add members to the group or click on the group name to take you to the actual group.
Guest forms appear within the Forms tab and are organized into Permanent and Yearly. You can use the Forms tab to track the submission status of Forms.
Notes will appear in chronological order with the newest note at the top.
Double-click on the pencil icon.
1. Change category and/or edit text.
2. Click "Submit" to save.
The edited note is now saved.
The "Files" tab allows you to upload documents to a Guest's Profile.
To attach a file to a Camper Profile page, click "+Upload file..."
Select the file you wish to upload.
Files appear in chronological order, with the newest file at the top.
To create a package begin by clicking on the Action menu and scrolling down to "Create package for 20xx"
Also, if you create a package and another group is already renting a facility or a piece of equipment a warning will be displayed. If you hover over you will see is says "This facility/equipment is booked for another package during these dates: Name of the group that has it booked". This does not prevent you from renting just wanting you that you maybe overbooking.
The outline of the package agreement. Here you can check to make sure everything is correct before you submit it.
The charge has been added to the groups profile. (if you set up installments they will be listed under invoices.)
If you need to print a package agreement, confirm a signature, or make updates to an existing package you can do this under the group profile>year>yearly info>packages.
By clicking on the name of the package (step 4 from the previous screen) you are brought back to the package wizard. Here details maybe be edited and updated to the package agreement.
After a package has been created you can view the reserved dates on the Events calendar. Go to the Events tab and find Events calendar in the dropdown.
By clicking on the package title you will be brought back to the group profile page.
Also, You may "on click" the Facilities at the top to display what facility is being rented out. (this helps to prevent over booking)
Toggle to 'Yes' to reveal Package detail requests, rentable Facilities, and rentable Equipment.
Once logged in click on the Packages tab at the top of the Dashboard.
Select which package you would like to view.
After you have signed a package you may view and pay invoices from the Dashboard. If you have not entered payment information please observe the following to add payment information under "My Account"
When you're ready to enable enrollment/hiring for the following year, it's time to complete Step 1 of the Rollover Wizard.
This webinar displaying the Rollover Process was recorded on March 4th, 2026.
For more information on the Rollover Process, please see:
Database Rollover Step 1: Begin enrolling & hiring for next year
The Setup Wizard is Campsite's step by step tool to build new programs in your database.
This webinar was recorded on March 18th, 2026.
For more information on the Setup Wizard process please see:
Step 1: Request for information + New family enrollment form setup
This webinar recording for the Camp Shop module was completed on June 24th, 2026.
The Camp Shop module allows you to offer items like apparel, gear, and camp trips directly on the parent dashboard. Parents will be able to make purchases at any time! In this module, you can manage inventory levels and secure revenue upfront.
For more information on how to get started with the Camp Shop module please see: Getting Started with the Camp Shop
This recording of the Camper Spending Money module was completed on February 18th, 2026.
The Camper Spending Money module allows admin users to track spending money and transactions made by campers throughout the summer.
For more information on the Camper Spending Money module please see: Camper Spending Money
Camps using Manual Enrollment Mode can utilize the Enrollment Wizard to approve an enrollment request submitted by the camper's parent or camps using both Manual and Automatic Enrollment Modue can manually enroll a camper on the parent's behalf via the Camper Profile page.
This webinar showing how to enroll a camper or change a campers enrollment was recorded on April 1st, 2026.
For more information on enrolling a camper or changing the enrollment for a camper please see:
Using CampSite's Advanced Report tool, you can create custom reports on the camper and family data within your database. Reports can also be used to complete certain actions in mass, like sending a mass e-mail, generating documents/labels for multiple campers at once, posting mass transactions, and more.
This recording of the Camper Advanced Reports System was completed on April 15th, 2026.
To learn how to use the Donations & Extended Payments module in CampSite, watch the training below.
In this training, we demonstrate:
The Donation + Extended Payments module allows your camp to collect payments from 3rd parties via a secure online Donor Dashboard.
From the admin side, each donor will have a profile page containing their personal data and payment history, with features for manually creating & refunding payments; sending emails; and other basic profile functionality.
Donors can create their own account via your database's Donor Registration form. Admins can also create Donors manually via the "Add a Donor" page.
Learn more about creating donors here.
Donor payments come in two forms: "General donations" and "Extended payments."
Donors can make payments via their account for your Donor Dashboard. Admins can also manually post payments on the Donor's behalf via the Donor's profile page.
Use the "General donation" and "Payment requests" tabs on each donor's profile page to create payments manually; request extended payments; issue refunds; and manage their saved payment methods.
Note: Admin users must create a "payment request" before a Donor can make an extended payment.
Learn more about using the:
Configure the administrative settings for the Donor module via Admin > Donors tab.
To learn more, click here.
In addition to managing donor payments, admins can also use the donor profile page to:
The Donor Advanced Reports tool allows you to report on donor data in mass.
For general information on managing user permissions, please read our Admin user permissions article.
After the Donation + Extended payments module is enabled for a user, you can grant the following permissions:
The Donor Dashboard allows donors to manage their payment methods, submit general donations/extended payments, and manage their account information.
Change the end of your CampSite URL to /donor-register to access the Donor Registration Form (to create a donor account):
To learn more about creating a donor account, click here.
Change the end of your CampSite URL to /donors to log into the Donor Dashboard with an account:
Donors see your customized homepage message upon logging into their account.
Using the left sidebar menu, they can access their Payment methods, Payment requests, General donations, or "My account" information.
From the Payment Methods page, Donors can add/manage the electronic payment methods saved to their account.
Note that donors must save a payment method to their account before they can make a payment.
The payment requests tab presents all requested payments the donor has received.
Each payment request will include the name of the family the payment will be applied towards; the amount requested to pay; the payment status for the request; the option to download an invoice for the request; and the link to make the requested payment.
For more details on how donors fulfill payment requests, click here.
The General donations tab will include the history of all previous general donations submitted by the donor and the ability to make a new general donation.
For more details on how donors make a general donation, click here.
From the "My account" page, Donor's can manage their Donor account info.
After selecting the Change Password tab of the "My account" page, Donors can edit their password by providing their existing password and the new password they'd like to apply to their account.
Donors must save a payment method to their account before they can make a general donation.
Select a saved payment method, enter a note (optional), and the donation amount, and submit.
Donors can create their own account via the Donor Registration form; or, you can create their account manually via the "Add a Donor" page.
If you create their account manually, in order to also grant them login credentials to access their account for the Donor Dashboard, you'll want to make sure you add their email address to their profile and then trigger a password reset. Read more in the "Grant them Donor Dashboard access" section below.
Provide donors the link to your Donor Registration Form in order for them to create their own account. Your Donor Registration Form URL is your camp's standard URL, ending in /donor-register.
For example, campfirewood.campmanagement.com/donor-register.
Donors must provide their full name, email, and create a password for their account.
Fields for collecting their phone numbers and address also appear on the form, but are not mandatory.
After clicking the "Submit registration" button, the donor's account is created and they're logged into the Donor Dashboard:
Set up a Donor profile/account manually by hovering over the Donors menu and clicking the "Add New Donor" link.
Provide the donor's first and last name and submit:
You'll be redirected to the donor's new profile page. Double click to edit fields/add more information.
In order for the donor to log into their new account for your Donor Dashboard, you'll need to:
Click to send email them the password reset link:
The donor will receive the following email with a link to set their password. After setting their password, they'll be logged into their account for the Donor Dashboard.
Donors must save a payment method to their account before they can make a requested payment.
Donors will see a list of all payment requests in this tab - paid and unpaid.
Each unpaid payment requests will show a "Make a payment" link on the far right.
From the My Account tab, donors can edit their basic information; access account statements; and change their password.
From the Donor Info tab, donors can:
From the Account Statement tab, donors can download PDF copies of their financial statements per database year.
Account statements include all general donations and requested payments that are applying towards the corresponding year.
From the Change Password tab, donors can change their current password for their Donor Dashboard login.
Unlike extended payments which must be initiated by an admin, general donations are made at will by a donor for an amount of their choosing, These payments are not assigned to a family's balance like extended payments.
Learn how to use the General Donations tab of the Donor's profile page to:
Manually post a general donation by clicking the "+ Add new general donation..." link.
From the General Donations tab, click to "+ Add new general donation".
Choose a different transaction category for the general donation to be allocated towards.
If you need to create a new transaction category for a donation, go to Financial > Camper financial tools > Transaction categories.
Use the action buttons to refund or void a general donation.
To learn more about voiding payments, click here.
In order for a donor to make an extended payment towards a family's balance, an admin user must request payment from the donor by creating a "payment request."
Donors can make extended payments towards their payment requests via their Donor Dashboard; or, an admin user may submit a donor payment manually via the donor's profile page.
Learn how to use the Payment Requests tab of the Donor's profile page to:
1. Start typing the last name of the family towards which you want to apply this payment.
2. Select the correct family from the search results that display.
3. Type the amount of the payment.
4. Select the payment schedule group that the family's payment schedule belongs to. CampSite will then apply this payment towards the family's payment schedule, to reduce the amount the family owes on for this payment schedule once the payment request is paid.
5. Click to create the payment request on the donor's account.
Admins can email the donor regarding their payment request by double clicking the envelope icon for the request after it's been created.
A PDF invoice of the request can also be attached to the email.
Customize the email and submit.
Double click the statement icon to generate a PDF copy of the invoice for a payment request.
If the extended payment has not been paid yet, admins may edit the payment request by double clicking the pencil icon.
Edit the amount and/or which of the family's payment schedule groups the payment will be applied towards.
Manually post an extended payment towards a donor's payment request using the "Pay" button.
First, click the "Pay" button for the particular payment request you wish to fulfill.
After a payment is posted successfully, you will see:
Use the action buttons to refund or void a payment.
To learn more about voiding payments, click here.
Donor payments will appear in a separate table within the family's Transactions tab, as shown below:
All donor payments are added into the family's total "payments" when calculating their "Current balance."
In this article, we will present the steps that CampSite would recommend an admin user take to create a simple Full Summer camp option should be created using the Setup Wizard.
If the following statement sounds like your camp program needs, then this setup may be for you:
"My program is a single session long. Participants sign up for the entire program with no customization of dates attended. This might be a full-summer camp, after school care for a semester, or a program that runs a single week or session of operation."
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Request For Information Form + New Family Enrollment Form Setup, please see: Campers Wizard - Step 1: Request for information + New family enrollment form setup
You’ll want to create a session that encompasses the start date, the end date, and any capacity restrictions you have.
If you need to add sub capacities or edit the active days of this session, you can double click the pencil to the left of the session name.
You can learn more about how create a new session in more detail here: Step 2: Sessions
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Transaction Categories, please see: Campers Wizard - Step 3: Transaction Categories
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Payment Schedules, please see: Campers Wizard - Step 4: Payment Schedules
Next, we’ll create a tuition plan for the summer session. Note, you may need to make more if your camp is able to be purchased at different rates (like a members rate and a non-members rate).
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Enrollment Extras, please see: Campers Wizard - Step 6: Enrollment Extras
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Enrollment Discounts, please see: Campers Wizard - Step 7: Enrollment Discounts
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Enrollment Form Setup, please see: Campers Wizard - Step 8: Enrollment Form Setup
In this step, we’ll create an enrollment option for parents to select for your camp. Since you only have a singular session, you may only need to create one option, with a single bundle inside.
If you have multiple price points for this session, or need to create multiple different enrollment restrictions, you may need to create more than one enrollment option for your program.
If you need to set up multiple prices restricted on criteria, repeat these steps above.
When repeating these steps, please ensure the session selected in the bundle creation menu is your singular all-season session.
In this article, we will present the steps that CampSite would recommend an admin user take to create a simple Weekly Camp option should be created using the Setup Wizard.
If the following statement sounds like your camp program needs, then this setup may be for you:
"My program runs more than one session. Typically, guardians can opt their campers in on a week by week basis, and they attend the full week. This might be programs like weekly day camps, travel camps, or any other program where families are signing up one week at a time."
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Request For Information Form + New Family Enrollment Form Setup, please see: Campers Wizard - Step 1: Request for information + New family enrollment form setup
You’ll want to create a session that encompasses the start date and end date, and any capacity restrictions you have PER WEEK.
If you need to add sub capacities or edit the active days of this session, you can double click the pencil to the left of the session name. You can learn more about these actions here: Campers Wizard - Step 2: Sessions
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Transaction Categories, please see: Campers Wizard - Step 3: Transaction Categories
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Payment Schedules, please see: Campers Wizard - Step 4: Payment Schedules
Next, we’ll create a tuition plan for the week-long sessions.
Note, you may need to make more if your camp is able to be purchased at different rates (like a members rate and a non-members rate) - or if you have pro-rated week rates for a holiday/closure.
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Enrollment Extras, please see: Campers Wizard - Step 6: Enrollment Extras
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Enrollment Discounts, please see: Campers Wizard - Step 7: Enrollment Discounts
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Enrollment Form Setup, please see: Campers Wizard - Step 8: Enrollment Form Setup
In this step, we’ll create an enrollment option for parents to select for your camp. There are two main ways to set this up within CampSite:
A setup with one option where parents/guardians can select how many weeks to attend, then which weeks, provides a seamless experience for parents on the initial sign up.
It does not favor setups with pricing dependent on restrictions (like multiple age/grade restrictions, or multiple report restrictions) as well, and will require more administration if a family wants to add additional weeks on to their first enrollment à la carte.
If you are creating one enrollment option with many bundles (pick 1 week, 2 weeks, 3 weeks):
This type of setup does create more options for the administrator to manage on the administrative side, but the benefit is that parents can add options into their checkout a la carte, and this can support more nuance in restrictions, since restrictions are set per enrollment option and this setup has an option per week.
If your restrictions on grades, ages, or other criteria for campers might fluctuate week to week (Week 1 is preK-1st, week 2 is 1st-5th, etc), this is the recommended option.
If you are creating enrollment options PER WEEK with single bundles inside:
If you need to set up multiple prices restricted on criteria, repeat these steps.
In this article, we will present the steps that CampSite would recommend an admin user take to create a simple Daily Summer camp option should be created using the Setup Wizard.
If the following statement sounds like your camp program needs, then this setup may be for you:
My program runs more than one session. Campers sign up for a session that spans several days, but can pick how many of those days they attend, like 3 days a week, or only T/Th. This is best for camps that do daily enrollment, allow flexibility on how many days a camper can attend in a week long session, or for camps that run drop in care.
Click on a link below to skip right to the Step 9: Enrollment Options setup suggestions for each option:
Setting up Pick X of 5 (variable day bundles)
To start, you’ll want to create a session per day - so every day your program is occurring, there is a session.
If you need to add sub capacities or edit the active days of this session, you can double click the pencil to the left of the session name. You can learn more about these actions here:Campers Wizard - Step 2: Sessions
Please keep in mind that sessions on Step 2 of the setup wizard default to alphabetic/numeric order by name. While the default order cannot be changed, the page can be re-ordered by clicking on the column headers for Name, Start Date, End Date, Currently Enrolled, and Capacity.
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Transaction Categories, please see: Campers Wizard - Step 3: Transaction Categories
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Payment Schedules, please see: Campers Wizard - Step 4: Payment Schedules
Here in Step 5, you’ll need to decide what types of rates will exist - AKA, what purchasing options. Are days going to be offered in increasing increments, like a one day price, a two day price, a three day price? Or are prices going to be specialized: a full week price, a Monday/Wednesday/Friday price, a Tuesday/Thursday price? Some camps use one approach or the other, while others do a combination!
Setting up your rates:
In this step, we’ll set up your enrollment options and bundles. The most common setup for a ‘Daily’ program is by grouping the days into enrollment options representing your weeks of service. In this, a parent will select ‘week one’ as an enrollment option, and then select the bundle that should reflect their enrollment ‘1 day, MWF, Full Week, etc.’
If you would like your families to have the total ability to elect any singular day into their cart and submit for enrollment (‘adding a la carte’), you could also set up an enrollment option per day with a singular bundle inside. This is not typically recommended because it creates many enrollment options, and can be harder to set up discounts/extras for.
This set up will be similar to the above, but instead of picking ‘any’ day out of the available days, the sessions will be restricted to just those that fall on the specific days of the week. An Enrollment option could contain both ‘pick any’ bundles and dedicated day of the week (mwf/t-th) bundles, and typically only occurs when the programs have a price difference (three days is not the same price as MWF, or two days and T-Th, for example).
In this article, we will present the steps that CampSite would recommend an admin user take to create a simple Half Day Summer camp option should be created using the Setup Wizard.
If the following statement sounds like your camp program needs, then this setup may be for you:
"My program operates Half Days (Morning, Afternoon, and a Full Day Option)."
"My program runs for more than one session. Parents/guardians can select specific days within that session, and further select which half of the day they are attending. This article is for organizations that run some sort of ‘half day’ enrollment program."
You’ll want to create a session per day and per option - so every day your program is occurring, there is a session for the smallest increment a camper can be present. This could mean you have up to three sessions on the same date - a Morning Half, an Afternoon Half, and a Full Day session. You’ll start by creating your full day sessions:
Repeat the above process for half days. If you have AM and PM half days, you’ll want to repeat it twice, once for each option. Make sure to include AM/PM or Morning/Afternoon in the session title for quicker reference.
If you need to add sub capacities or edit the active days of this session, you can double click the pencil to the left of the session name. You can learn more about these actions here: Campers Wizard - Step 2: Sessions
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Transaction Categories, please see: Campers Wizard - Step 3: Transaction Categories
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Payment Schedules, please see: Campers Wizard - Step 4: Payment Schedules
Here in step five, you’ll need to make the different rates. A daily rate, a half day rate, and maybe two half day rates if the prices vary between morning and afternoon. If your camp does a pro-rated rate for a full week of full days, you might also want to create that here as well.
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Enrollment Extras, please see: Campers Wizard - Step 6: Enrollment Extras
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Enrollment Discounts, please see: Campers Wizard - Step 7: Enrollment Discounts
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Enrollment Form Setup, please see: Campers Wizard - Step 8: Enrollment Form Setup
Here, we’ll want to really take into consideration what you want your bunking boards and reports to look like when building your bundles in your enrollment options. Should campers who attend a half day still be present in the full roster?
....campers need to be on a combined bunking board and when I pull the full session roster, I want half day participants to be reflected. This is the best option if you are also assigning staff to groups of campers in the bunking boards with the Staff module, and/or utilizing bunk scheduling with the Program module. This is best for using the staff module alongside it and integrated reporting.
By the end of this process, your enrollment option should have three bundles inside, of which parents can pick one option. Monday AM places the camper in the Monday AM session and the combined full day session, similarly with Monday PM, or Monday full day - which places them on both of the half day rosters and a combined roster. This allows you to have a roster of everyone attending regardless of half/full status on bunking boards, but still separate out campers on each option easily within Advanced Reports.
....campers will not be on the full day bunking board, nor returned in advanced reports when pulling the full day roster. This is best when the half days are totally separate from one another, and can only participate in one half (cannot attend full day).
In this article, we will present the steps that CampSite would recommend an admin user take to create a simple Half Day Summer camp option should be created using the Setup Wizard.
If the following statement sounds like your camp program needs, then this setup may be for you:
"My program is a school-year based program that runs concurrently with a semester or trimester. My program runs:
Per Week - Participants elect into programs on a weekly basis.
Click on the option above to skip directly to that setup suggestion for Step 9: Enrollment Options.
If your program operates PER WEEK, follow the setup instructions listed in the WEEKLY summer camp options, with your fall dates in mind! If there are multiple options per week, you’ll need to make multiple sessions.
If your program has campers enrolling in ‘SAME DAY EACH WEEK PER SEMESTER/TRIMESTER’:
If your program operates ENTIRE SEMESTER/TRIMESTER, follow the setup instructions for FULL SUMMER with your fall dates in mind. If there are multiple options per semester/trimester for a student, you’ll need to make multiple sessions.
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Transaction Categories, please see: Campers Wizard - Step 3: Transaction Categories
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Payment Schedules, please see: Campers Wizard - Step 4: Payment Schedules
Here, you’ll make any tuition rates you’ll need for programming. Follow the instructions on this article for tuition plans to create weekly rates, semester long rates - any base pricing for your enrollment options.
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Enrollment Extras, please see: Campers Wizard - Step 6: Enrollment Extras
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Enrollment Discounts, please see: Campers Wizard - Step 7: Enrollment Discounts
This step has no direct instruction for this setup sample outside of it's general functionality. If you have questions about Enrollment Form Setup, please see: Campers Wizard - Step 8: Enrollment Form Setup
Participants elect into programs on a weekly basis.
If your participants make a selection between programs per week, you’ll want to follow the setup under Weekly Enrollment Options With No Flexibility Setup Sample, making separate bundles under that week’s enrollment option for each program option a participant may be able to attend.
Participants select a program for the entire semester between offerings on a particular day of the week
If your participants can sign up for a day of the week (like all mondays for the semester), you’ll want to create an enrollment option PER day of the week, then bundles inside with any options of programs (if necessary).
If you are creating enrollment options PER DAY OF THE WEEK with single bundles inside (no choice of programs in bundles, but done via forms/questions later):
If you are creating one enrollment option with many bundles for a parent to select between (chess club, sports camp, study hall, etc):
Participants sign up for every day of the semester/trimester with no variations in days.
If your participants sign up in general for the entire semester/trimester, and do not select specific subsets (weeks, days), you can follow the setup under Full Summer With No Flexibility Setup Sample with your semester and trimester dates in mind.
This article will show suggestions and examples of how CampSite can be used to gather form information about campers. Camper forms gather information about each individual camper who is part of a family unit.
To see how forms are created instead, please see: Forms Overview
Click on the option below to jump to a certain form scope:
Becuase Permanent Forms are full of information that is gathered only one time (the first time the family creates their account and enrolls a camper), Permanent Forms should be for information that is unlikely to change in the future.
One example of a Permanent Form is a Photo Release Form.
A Photo Release Form would ask if a camp is allowed to take photos or videos of a camper. It may also ask if those photos and videos can be posted to a camps website, or even to the camps Camp Today Blog within CampSite.
Having a dropdown option for parents to select "Yes" or "No" tends to be easiest here.
It is also common that a "Signature" questions is added using the "Small Text" field. This gives parents/guardians the option to type in their name and electronically sign the form.
A date question is also common in a form like this. This will ask parents/guardians to select the date that they are filling out the form before submitting.
Yearly Forms will be full of information that needs to be gathered for each camper each year that they enroll in a camp. This will be information that is likely to be consistent for the entire calendar year.
One sample of this type of form is a Camper Information Form.
A Camper Information Form could be full of information that is needed for this years placements or activities. Asking for a campers interests, skills, habits, or needs could assist camp staff with placing that camper in a bunk, group, or activity that they can thrive in for the camp season.
This form best utilizes "Large Text" and "Small Text" answer type questions.
Session forms are unique to each session from Step 2 of your Setup Wizard. These types of forms will only display to those campers who are enrolling in the sessions that the form is created for. This is a way to restrict who needs to fill out a form and who can bypass it completely.
One example of a Session Form is a Field Trip or Activity Waiver.
A Field Trip or Activity Waiver is best used as a Session Form when only certain sessions out of your camp season are going on a field trip, while other sessions are not. For example, perhaps your session called "Art Camp" has a field trip to the local museum each year, while your session called "Math Camp" does not go off campus during their camp season.
Having a dropdown option for parents to select "Yes" or "No" tends to be easiest here so parents can approve or not approve their campers participation in trips or activities very clearly.
It is also common that a "Signature" questions is added using the "Small Text" field. This gives parents/guardians the option to type in their name and electronically sign the form.
A date question is also common in a form like this. This will ask parents/guardians to select the date that they are filling out the form before submitting.
Daily forms are form information that is filled out by parents/guardians each active day of the session that the camper is enrolled in. Just like Sesssion forms, these forms will only display to campers who are actively enrolled in the sessions that they are made for. Unlike the other form scopes, Daily Form information is only reportable and active for the calendar date it is filled out for.
For this reason, a common Daily Form type is a Lunch Choice Form.
The Dropdown List option is best in this type of form to display the options a camper will have for the day.
It is also common to ask for food allergies or needs in a form like this using a "Large Text" field to describe allergies or needs if necessary.
This article will show suggestions and examples of how CampSite can be used to gather form information from families. Family information is gathered for the family as a whole, not on an individual level.
To see how forms are created instead, please see: Forms Overview
Becuase Permanent Forms are full of information that is gathered only one time (the first time the family creates a family profile and enrolls a camper), Permanent Forms should be for information that is unlikely to change in the future.
One example of a Permanent Family Form is a Household Information Form.
In a Household Information Form could gather information such as additional languages spoken at home or permanent emergency contacts (other than Parent 1 and Parent 2) who may live with the camper(s) and should be contacted in case of emergency.
Yearly Forms will be full of information that needs to be gathered for the family unit each year that they enroll their campers in a camp session. This will be information that is likely to be consistent for the entire calendar year.
One sample of this type of form is a Financial Aid Application.
A Financial Aid Application type form would ask questions about the family's income and enrollment status in assistance programs. This would typically be an optional form for families to fill out each year.
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