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Database Rollover Step 1: Begin enrolling & hiring for next year

When you're ready to begin enrolling campers/hiring staff for the following year, it's time to begin the 2-step Database Rollover process. 

Access the Rollover Wizard from the Admin page, under the DB management tab.

"Step 1" allows you to begin enrolling/hiring for next year by opening the next year within your database. Completing Step 1 will not prevent enrolling/hiring for the current CampSite year you're in.  To close enrollment/hiring for the current CampSite year, you'll need to also complete Step 2 of the Rollover (after you complete Step 1).

How to Complete Step 1

In Step 1, the Rollover Wizard will offer to copy the items you've set up for the current CampSite year to the next year (to save you time so that you don't need to re-create items/settings you plan to use again). To complete this process, you'll complete various steps in which you'll need to review and verify which items you want to copy over from the current year.

Please note:

  • You cannot save your changes without submitting Step 1, so please plan to finish this process in one sitting.
  • For security purposes, CampSite will log you out after approx. 4 hours, so plan to begin Step 1 when you have time to complete it within 4 hours.
  • The Rollover Wizard is meant for copying over existing items/settings to the next camp year. It's not meant for creating new items/settings.
  • You can always edit the items that you copy over, or create new items, after you've submitted the Rollover Wizard (via the respective CampSite page for that item).
  • If you neglect to copy something, you cannot copy it once Step 1 has been submitted.
    • If you copy an item you realize you don't need, you can easily delete it.
    • If you fail to copy an item you end up needing, you'll need to create it again manually.

First, please review the "Important information" section at the top of "Step 1" before proceeding.

Enrollment Options

Copy any of your current enrollment options to the new camp year.

  • You can edit the enrollment options that you copy over by navigating to  Step 9 of the Camper Setup Wizard after you've submitted the Rollover Wizard.
  • Please note that advanced report Restrictions on enrollment options do not copy over - you must re-apply report Restrictions to your enrollment options manually every year.

Questions

Copy your current enrollment questions to the new camp year.

  • You can edit the enrollment questions that you copy over by navigating to  Step 8 of the Camper Setup Wizard after you've submitted the Rollover Wizard.

Enrollment Tags

Copy any of your current enrollment option tags to the new camp year.

  • You can edit the enrollment questions that you copy over by navigating to the Enrollment Option Tools on Step 9 of the Camper Setup Wizard after you've submitted the Rollover Wizard.

Sessions

Copy any of your current sessions to the new camp year. You may also edit the start and end date for each session, if needed.

For the session dates, CampSite will auto-populate the month and day for each session under the current year, but change the year to next year. If you wish to edit the start/end dates, you may do so before proceeding.

  • You can also edit sessions after you them copy over by navigating to Step 2 of the Camper Setup Wizard after you've submitted the Rollover Wizard.
  • If you already selected to copy an enrollment option that contains a certain session, that session will be pre-selected and must be copied to next year as well.

Tuition Plans

Copy any of your current tuition plans to the new camp year. You may also edit the amount for each tuition plan, if needed.

If you've set up any special tuition plan rates for the current year, you may also select to copy them to the next camp year. If you copy tuition plan rates, one year will be added to the current start and end dates of each rate, and the rate amount will remain the same (regardless of any changes made to the default tuition plan amount above.)

  • You can also edit the tuition plan/rate amounts later after copy them over by navigating to Step 5 of the Camper Setup Wizard after you've submitted the Rollover Wizard.
  • If you already selected to copy an enrollment option that contains a certain tuition plan, that tuition plan will be pre-selected and must be copied to next year as well.

Payment Schedules

Copy any of your current payment schedules to the new camp year. You may also edit the payment dates, if needed.

  • You can also edit the payment schedule dates after you copy them over by navigating to Step 4 of the Camper Setup Wizard after you've submitted the Rollover Wizard.

Yearly Enrollment Extras

Copy any of your current yearly enrollment extras to the new camp year.

  • You can add/remove yearly enrollment extras later by navigating to Step 8 of the Camper Setup Wizard after you've submitted the Rollover Wizard.
  • If you wish to change the current price for these extras, you may do so in the very next step.

Enrollment Extras

Copy any of your current enrollment extras to the new camp year. You may also edit the amount of each extra, if needed.

  • You can also edit the enrollment extra amounts after you copy them over by navigating to Step 6 of the Camper Setup Wizard after you've submitted the Rollover Wizard.
  • If you already selected to copy an enrollment option that contains an enrollment extra, that extra will be pre-selected and must be copied to next year as well.

Enrollment Discounts

Copy any of your current enrollment discounts to the new camp year. You may also edit the amount of each discount, if needed.

  • You can also edit the enrollment discount amounts after you copy them over by navigating to Step 7 of the Camper Setup Wizard after you've submitted the Rollover Wizard.

Coupon Codes

Copy any of your current coupon codes to the new camp year.

  • You can edit the coupon codes that you copy over by navigating to Step 8 of the Camper Setup Wizard after you've submitted the Rollover Wizard.

Bunking

Copy all of your current divisions and bunks to the new camp year.

  • You can edit the divisions and bunks that you copy over by navigating to the Bunking Boards page after you've submitted the Rollover Wizard.

Staff Application

(For camps who have added the Staff module to their database)

Copy your current staff application questions/settings to the new camp year.

  • You can edit the staff application items that you copy over by navigating to the Staff Setup Wizard after you've submitted the Rollover Wizard (go to Admin > Staff tab > Staff Setup Wizard [Steps 1 through 6]).

Staff Departments

(For camps who have added the Staff module to their database)

Copy all of your current staff departments and titles to the new camp year.

  • You can edit the departments and titles that you copy over by navigating to the Staff Departments board after you've submitted the Rollover Wizard (open the Staff menu in the navigation bar and select Staff Departments).

Registration Options

(For camps who have added the Events module to their database)

Copy your current event registration options to the new camp year.

  • You can edit the registration options that you copy over by navigating to the Events Setup Wizard after you've submitted the Rollover Wizard (via Admin > Events tab > Setup Wizard > Step 6).

Events

(For camps who have added the Events module to their database)

Copy any of your current events to the new camp year. You may also edit the start and end date for each event, if needed.

For the event dates, CampSite will auto-populate the month and day for each event under the current year, but change the year to next year. If you wish to edit the start/end dates, you may do so before proceeding.

  • You can also edit events after you them copy over by navigating to the Events Setup Wizard after you've submitted the Rollover Wizard (via Admin > Events tab > Setup Wizard > Step 2).
  • If you already selected to copy a registration option that contains a certain event, that event will be pre-selected and must be copied to next year as well.

Registration Discounts

(For camps who have added the Events module to their database)

Copy any of your current registration discounts to the new camp year. You may also edit the amount of each discount, if needed.

  • You can also edit the registration discount amounts after you copy them over by navigating to the Events Setup Wizard after you've submitted the Rollover Wizard (via Admin > Events tab > Setup Wizard > Step 4).

Forms

Copy any of your current forms (family/camper/staff/event) to the new camp year.

Note that if needed, last year's forms can still be copied over after Rollover Wizard has been submitted (via the Forms page).

  • You can edit any of these forms after you copy them over by navigating to the Forms page after you've submitted the Rollover Wizard.
  • Please note that advanced report Restrictions on forms do not copy over - you must re-apply report Restrictions to your forms manually every year.

Medical

Copy the immunization records, custom medical questions, and printed medical forms to the new camp year.

If you'd like campers and staff to re-submit their immunization records every year, do not select to copy them over.

  • You can edit custom medical questions and printed medical forms after you copy them over by navigating to the Medical Dashboard after you've submitted the Rollover Wizard.

Transportation

(For camps who have added the Transportation module to their database)

Copy your current transportation session groups and buses to the new camp year.

  • You can edit session groups and buses after you copy them over by navigating to the Transportation Dashboard after you've submitted the Rollover Wizard.

Please note that transportation transactions do not copy over - you must re-create transportation transactions manually every year.

Also, when session groups are copied, the transportation forms for each session group will rollover as "inactive" for the new year. To activate the transportation form for a session group, go to the Transportation session group page.

Program

(For camps who have added the Program module to their database)

Copy your current program segments to the new camp year.

  • You can edit program segments after you copy them over by navigating to the Program Dashboard after you've submitted the Rollover Wizard.

Statuses

Specify which status should be applied to each camper and staff in the new camp year.

By default, enrolled campers/hired staff for the current year will be labeled as "Pending" in the new camp year. This allows you to distinguish that "pending" campers and staff were enrolled/hired previously, whereas "leads" have not enrolled/been hired before.

All other statuses will retain the same value as the previous year, unless you specify otherwise.

  • You can still edit a camper or staff person's assigned status after you submit the rollover wizard.
    • To edit an individual camper or staff person's status, go to their profile page and double click their current status.
    • Or, edit statuses for multiple campers/staff by adding the "Status" field to an advanced report of campers/staff and mass editing the Status field as needed.
  • To create new statuses for the new camp year, go to Admin > Campers or Staff > Lead Statuses after you submit the Rollover Wizard.

Grades

Every camper's grade value will be incremented by one in the new camp year, based on the grade values you have configured in your official "grades" dropdown list.

Custom Fields

Copy your current custom fields from your current yearto the new camp year.

  • You can manage custom fields after you copy them over by navigating to the Custom Field section of the Admin page (for the relative module).

Submit Rollover Wizard

Once you've reviewed all of the information above and confirmed the items you wish to copy to the new camp year, click "Submit rollover wizard".

After submitting, you'll be able to process camper enrollment & event registrations and hire staff for the new camp year.

Other Suggested Items to Review

  • Enrollment Option report restrictions do not rollover. To set up report restrictions again for the new year, create/save a new version of the report for the new  year and then apply it to the relevant enrollment options. 
  • Any custom enrollment form text and staff application text that may exist
  • Any custom text on the Dashboard (go to Admin > choose a tab for the desired module > choose the 'Dashboard' option on the left sidebar)
  • Camper Forms settings (while form content rolls over, specific settings do not - e.g. categories and report restrictions)
  • Saved e-mails, Advanced Reports, Documents, Labels,  and staff contracts that contain yearly merge fields must also be updated manually by deleting the merge fields for the previous year and re-adding them for the new year. 
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