Follow

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

The first step in the database rollover process allows you to begin enrolling/hiring for next year. Note: Completing Step 1 will not prevent enrolling/hiring for the previous camp season.

To close all enrollment/hiring for the previous camp season, complete Step 2 after you complete Step 1.

To begin enrolling campers and hiring staff for next year, select Step 1 in the Rollover Wizard section under the DB Management tab of the Admin menu.

During Step 1, the Rollover Wizard will offer to copy your previous year's settings to the following year (so that you don't need to re-create those items/settings if you plan to use again).

Note that any items you select to copy to the new year may still be edited afterwards via the corresponding Setup Wizard page. Keep reading to learn more about each section of the Rollover Wizard (including exactly how to edit each item - if needed - after you choose to copy it to the new year).

Enrollment Options

You may select to copy any of your current enrollment options to the new camp year. Any items associated with these options, including sessions, tuition plans and enrollment extras, will be automatically selected to be copied.

You may still edit Enrollment Options after you submit Step 1 of the rollover by going to the campers Setup Wizard Step 9: Enrollment Options.

Questions

By default, enrollment questions will be selected to copy to the new camp year. You may un-check this option if you do not want to copy your current enrollment questions to the following year.

You may still edit Enrollment Questions after you submit Step 1 of the rollover by going to the campers Setup Wizard Step 8: Enrollment Form Setup Page.

Sessions

By default, all sessions from the current year will be selected to copy to the new camp year. CampSite will keep the same month/day for each session start and end date, but change the year to the following year. If you wish to edit the start/end dates for these sessions, click the date field and enter a different date before proceeding.

Note: Sessions cannot be unchecked if they are included in an enrollment option that you selected to copy above.

You may still edit Sessions after you submit Step 1 of the rollover by going to the campers Setup Wizard Step 2: Sessions page.

Tuition Plans

By default, all tuition plans from the current year will be selected to copy to the new camp year. You can un-check any tuition plans that are not associated with the enrollment options you selected to copy. If needed, you may edit tuition plan amounts before copying them over.

You may also select to copy tuition plan rates from the current year to the new camp year. If selected, your tuition plan rates will be copied exactly as-is from last year.

You may still edit Tuition Plans and/or Tuition Plan Rates after you submit Step 1 of the rollover by going to the campers Setup Wizard Step 5: Tuition Plans.

Payment Schedules

By default, all payment schedules from the current year will be selected to copy to the new camp year, with one year added to each of the payment schedule's invoice dates.

Deselect any payment schedule you do not wish to copy, and click on any invoice date to change the date as needed for the new year.

You may still manage your Payment Schedules after you submit Step 1 of the rollover by going to the campers Setup Wizard Step 4: Payment Schedules.

Yearly Enrollment Extras

If you configured any year enrollment extras in the current year, you can choose to copy those same yearly enrollment extras to the new camp year. In the next step of the wizard, you'll be able to adjust the price.

Enrollment Extras

By default, all enrollment extras will be selected to copy to the new camp year. You can deselect any enrollment extras you do not wish to copy, if they are not being used in the Enrollment Options you selected to copy, or selected as a Yearly Enrollment Extra to copy (in the previous step). Edit the cost of each enrollment extra before copying (if needed).

You may still edit Enrollment Extras after you submit Step 1 of the rollover by going to the campers Setup Wizard Step 6: Enrollment Extras.

Enrollment Discounts

By default, all enrollment discounts will be selected to copy to the new camp year. You can deselect any enrollment discounts you do not wish to copy. Edit the amount of each enrollment discount before copying (if needed).

You may still edit Enrollment Discounts after you submit Step 1 of the rollover by going to the campers Setup Wizard Setup Wizard Step 7: Enrollment Discounts.

Bunking

By default, the divisions and bunks from your current year's bunking boards will be copied to the new camp year (for the sessions you chose to copy as well).  You can deselect this option if you do not wish to copy the current year's divisions and bunks.

You may still edit Bunking Boards after you submit Step 1 of the rollover by going to the Bunking Boards page within the Campers navigation bar menu.

Staff Departments

By default, Staff Departments and Titles from your current year will be copied to the new camp year. Deselect this option if you do not wish to copy the current year's staff departments and titles.

You may still edit Staff Departments after you submit Step 1 of the rollover by going to the Staff Departments page within the Staff navigation bar menu.

Forms

By default, all yearly forms and session forms (for the sessions you have chosen to copy above) from your current year will be copied to the new camp year. If you do not wish to copy a specific type of form, deselect it.

You may still edit Forms after you submit Step 1 of the rollover by going to the Forms page for the appropriate module (campers or staff).

Medical

  1. By default, immunization records for both campers and staff will be copied to the new year. You may deselect this box if you do not wish to copy immunization records (i.e. if you'd like parents/staff to re-submit their immunization data again for the new camp year).
  2. Custom medical questions for both campers and staff will be copied to the new year. You may deselect this box if you do not wish to copy the current year's custom medical questions for both modules.
  3. Printed medical forms for both campers and staff will be copied to the new year. You may deselect this boxe if you do not wish to copy the current year's printed medical forms to the new year.

You may still edit Custom Medical Questions and/or Printed Medical Forms after you submit Step 1 of the rollover by going to the Medical Dashboard.

Transportation

By default, session groups and buses (for the sessions you selected to copy) will be copied to the new camp year. If you do not wish to copy transportation methods and buses, deselect this box.

You may still edit Transportation Session Groups and Buses after you submit Step 1 of the rollover by going to the Transportation Dashboard.

Note: When transportation session groups are copied, the transportation forms for your session group(s) will rollover as "inactive" for the new year. To activate the transportation form for a session group, go to the Transportation session group page. Also, note that  Transportation transactions do not copy over to the new year; they must be re-created every year (if applicable).

Program

By default, Program segments from your current year setup of the Program module will be copied (for the sessions you selected to copy above) to the new camp year.  Note: Copying Program segments will not copy cycles within a Segment; Cycles must be re-created each year.

You may still edit Program Segments after you submit Step 1 of the rollover by going to the Program Dashboard.

Statuses

Specify the statuses that existing campers and staff should receive in the new camp year.

By default, the statuses of campers enrolled and staff hired for your current year will be set to "Pending" in the new camp year. This allows for a distinction of your unenrolled campers/unhired staff in the new year - those who are "pending" attended camp last year, while those who are "leads" did not attend last year. All other statuses will retain the same value as the previous year.

Use the dropdowns menus to make changes as needed.

Grades

By default, 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

By default, custom fields from your current year will be copied to the new camp year. Deselect any custom fields that you do not wish to copy the current year's staff departments and titles.

You may still edit Custom Fields after you submit Step 1 of the rollover by going to the Admin settings page, select the appropriate module tab, and click the Custom Fields option in the left sidebar menu.

Submit Rollover Wizard

Once you have 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 will be able to accept camper enrollment and event registrations, and hire staff for the new camp year.

Other Suggested Items to Review

Also, note that any yearly merge fields in your saved Advanced Reports, Documents, Labels, saved e-mails and staff contracts will not update to reflect the new year - you must update these manually.

Was this article helpful?
2 out of 2 found this helpful
Have more questions? Submit a request

Comments

Powered by Zendesk