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.
- Sessions aren’t visible on your enrollment form until they’re built into an enrollment option.
- Think of Step 2 as the internal “master list” of all the sessions you'll offer.
- Control which sessions appear on your enrollment form by managing your enrollment options on Step 9.
To manage your sessions, navigate to Step 2 of the Camper Setup Wizard within the Campers Admin tab.
From Step 2, you may:
- Add a session
- Edit a session (including group capacities)
- Delete a session
Important Note:
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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. |
Add a New Session
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.
- Select the appropriate enrollment year
- Click +Add session...
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.
Edit a Session
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.
Session Details
Edit the session details as needed.
- Using the calendar, manage the individual "active days" for the session
- Manage sub-capacities, i.e. "group capacities" for the session
Active Days
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.
- On the inactive days for a session, the Attendance module will not prompt for attendance check-ins; the Medical module will not prompt for medication deliveries; and the Transportation module will not generate bus rosters.
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."
Session Group Capacities
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.
Add Group Capacities
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.
Edit/Delete a Group Capacity
Group capacities can be edited or removed at anytime (even after enrollment has begun).
- Double click the current capacity amount to adjust it
- Remove a capacity by double clicking the delete button
Note that group capacity criteria cannot be edited. Instead, delete the capacity and add a new one with the correct criteria.
Delete a Session
Deleting a session serves to permanently remove it from your CampSite database.
- If your intention is to remove a session from your enrollment form, you may do that via Step 9, not via Step 2. On Step 9, archiving or deleting the corresponding enrollment option will prevent parents from seeing it when enrolling their camper(s). Click here to learn more.
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.
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