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Step 8: Enrollment Form Setup

Manage the overall settings for your enrollment form via the Enrollment Form Setup page.

Access the Enrollment Form Setup page via Step 8 of the Setup Wizard.

Use the left sidebar menu on Step 8 to manage the following items:

  1. General options
  2. Instructions + Terms & Conditions
  3. Enrollment questions
  4. Yearly enrollment extras
  5. Yearly deposits
  6. Coupon codes
  7. Passcodes
  8. Automatic e-mail responses (when the enrollment form is submitted)

Note: There is no "preview" function for the enrollment form. To view the form, create your own family account for the parent dashboard and log in/access the enrollment form (as actual parents would).

General Options

  1. Enable/disable the enrollment for returning families (i.e. families with at least one camper whose "Years at camp" value is one or more).
  2. Enable/disable the enrollment for new families (i.e. families with at least one camper whose "Years at camp" values equal zero).
    • When the above 2 settings are set to "no", your enrollment form is completely disabled for everyone.
  3. Choose the enrollment form processing mode:
    • Manual processing mode requires administrators to process each enrollment request manually after the family submits the enrollment form. Payment is debited from the family at the time the admin processes the camper's request.
    • Automatic processing mode will automatically process enrollment requests once the family submits the enrollment form. Payment is debited at the time the family submits the enrollment form, and must be made via credit card or checking account.
  4. Choose whether to display the number of spaces remaining for each enrollment option.
  5. Choose whether parents can return and make changes to their responses to your enrollment questions after the enrollment form has been submitted.
  6. Choose whether "New" enrollment requests (waiting for an admin to process) will be counted against the number of spots remaining in a session.
  7. Choose whether "Waitlisted" enrollment requests will be counted against the number of spots remaining in a session.
  8. Choose to prevent families from submitting enrollment requests for sessions that have no spots remaining.
    • If set to "No", waitlisting is enabled (i.e. when a camper requests a session that's full, their request will automatically be waitlisted).
  9. Choose whether to require camper photos to be uploaded during enrollment.
  10. Choose how to display the "Enroll" button on the Parent Dashboard.
    • If set to "Yes," the Enroll button for your 2020 enrollment year would display as "Enroll in 2020 - 2021"
    • If set to "No," the Enroll button for your 2020 enrollment year would display as "Enroll in 2020"
  11. Save and changes

Instructions + Terms & Conditions

Form the "Instructions + Terms" tab, admins can edit custom instructions that display at the top of each page of the enrollment form; the Terms & Conditions on the enrollment form; and the confirmation message that displays once parents successfully submit the form.

From this tab, admins can customize the text that displays:

  1. At the top of the "Enrollment options" page of the enrollment form
  2. At the top of the "Questions options" page of the enrollment form
  3. At the top of the "Forms" page of the enrollment form
  4. At the top of the "Payment information" page of the enrollment form
  5. As the Terms & Conditions that all parents must agree to before submitting the enrollment form
  6. As the confirmation message that displays after the entire enrollment form is successfully submitted
  7. Save any changes

Enrollment Questions

Enrollment questions are displayed on the "Questions" page of the enrollment form.

  • ALL campers completing the form are asked these questions (regardless of which enrollment options they've selected to enroll for). If wish to pose certain questions only for certain sessions, create them as enrollment option questions on Step 9 instead - click here to learn more.
  • Enrollment questions are asked once per year, meaning if a camper enrolls more than once within the same enrollment year, their original responses to these questions will still be saved on the form when they're filling it out again.
  1. Choose the relevant enrollment year
  2. Add a new question
  3. Edit existing questions
  4. Save any changes

Add New Enrollment Questions

  1. Type the question you wish to ask
  2. Choose the response type for the question.  Click here to learn more.
  3. Choose whether to ask this question before the camper selects their enrollment options * 
  4. Choose whether this question is mandatory
  5. Choose whether this question is actively displaying on your enrollment form
  6. Click Add question to create the question

 * If set to "No", this question will be asked after the Enrollment Options page of the enrollment form. If set to "Yes," the question will be asked before the Enrollment Options page (as "pre-enrollment" questions)l. 

If you create pre-enrollment questions, you can restrict the which enrollment options display based on how the camper those preliminary questions. Click here to learn more.

Edit Enrollment Questions

  1. Reorder questions by clicking the rearrange icon and dragging & dropping
  2. Edit a question by double clicking the pencil icon
  3. Permanently delete a question by double clicking the delete button
    • A question cannot be deleted if it's already been answered. Instead, you can remove it from your enrollment form by editing the question settings and setting "Active" to No.
  4. Save any changes

Yearly Enrollment Extras

The enrollment extras you've created on Step 6 of the Setup Wizard can be offered for purchase 2 different ways: as a "yearly enrollment extra" or an "enrollment option extra."

When offered as a yearly enrollment extra, the extra is made available for purchase once a year (only during the camper's first enrollment for the year), regardless of which enrollment option/how many enrollment options the camper is enrolling for.

  • Yearly extras can be offered for purchase once per camper OR once per family.
  • Only enrollment extras set for a flat amount (not a percentage) can be set as a yearly enrollment extra.
  1. Choose the relevant enrollment year
  2. Add new yearly enrollment extras
  3. Edit existing yearly enrollment extras
  4. Save any changes

Select +Add yearly enrollment extra...

Add New Yearly Enrollment Extras

Note: You must create the enrollment extra on Step 6 of the Setup Wizard before you can offer it for purchase as a yearly enrollment extra.  

  1. Choose an enrollment extra from Step 6
  2. Choose whether to offer the extra for purchase once per family or once per camper (for the year)
  3. Choose whether the extra is mandatory
  4. Choose whether the extra is actively displaying on the enrollment form
  5. Click to Add extra

Edit Yearly Enrollment Extras

  1. Reorder extras by clicking the rearrange icon and dragging & dropping
  2. Edit the settings for an extra by double clicking the pencil icon
  3. Permanently remove a yearly extra from the enrollment form by double clicking the delete button
    • An extra cannot be permanently removed from the enrollment form if it's already been selected by a camper. However, you can still remove it from your enrollment form by making it inactive (edit the settings and change "Active" to No).
  4. Save any changes

Yearly deposit

A deposit is the minimum amount of the camper's enrollment balance that must be paid at the time of enrollment. Deposits can be configured 2 different ways: paid once per year ("yearly deposit") or paid per enrollment (i.e. for each enrollment option).

Yearly deposits are paid by all campers once per enrollment year, during the camper's very first enrollment for the year. If the camper enrolls more than once throughout the enrollment year, the minimum deposit is not required for their additional enrollments. Also, yearly deposits apply to all campers using your enrollment form, regardless of which enrollment option/how many enrollment options the camper is enrolling for.

Yearly deposits can also be offered for purchase once per camper OR once per family.

  1. First, select the correct enrollment year
  2. Next, select the "mode" (for how frequently the deposit is required)

Next, provide:

  1. Which transaction category the deposit payments will be assigned
  2. The description to apply to the deposit payment transaction
  3. The amount of the deposit payment
  4. Save changes

Note: When a yearly deposit is set, any existing enrollment option deposits will be ignored. Families will only be charged the deposit amount defined by the yearly deposit settings.

Coupon Codes

Families can enter coupon codes on the final checkout page of the enrollment form to receive a discount on the camper's enrollment balance.

Note: The only restriction that can be applied to a coupon code is an expiration date. You cannot limit the number of times a coupon code is used. Also, CampSite will accept a coupon code from anyone, so if the code is shared with families who should not have it, you can't prevent them from using it.

  1. Choose the relevant enrollment year
  2. Add a new coupon code
  3. Edit existing coupons
  4. Save any changes

Add a Coupon Code

After clicking "+ Add coupon code...", you'll be asked to provide the following coupon code details:

  1. Type the code
  2. For financial reporting purposes, select which session to assign all coupon code discounts with. This setting does NOT determine which session the coupon is valid for; it's strictly related to tracking program financials when generating financial reports in CampSite. Click here to learn more.
  3. Choose which transaction category the discount transactions will be assigned
  4. Choose the type of discount received: a flat amount, or a percentage of their balance.
  5. Specify the amount
  6. Specify the coupon code's expiration date
  7. Select whether the coupon code is Active. An inactive coupon code will not be accepted on the enrollment form.
  8. Click Add coupon code to create the code

Edit a Coupon Code

  1. Double-click to edit the coupon code settings
  2. View how many times the code has been used
  3. Double-click to permanently delete a coupon code
    • A coupon code cannot be permanently deleted if a camper has already used it. However, you can disable the use of a coupon code if you make it inactive (edit the settings and change "Active" to No.)

Passcodes

Passcodes can be used to restrict which campers have access to certain enrollment options.

Setting up passcode is a 2-step process:

  1. Create the passcode on Step 8
  2. Attach the passcode to the enrollment option(s) on Step 9 (click here to learn more)
  1. Select the correct enrollment year
  2. Create a new passcode
  3. Edit existing passcodes
  4. Provide custom instructions that appear on the enrollment form (where the passcode is to be entered by parents)
  5. Save changes

Create a New Passcode

After clicking "+ Add passcode...", you'll be asked to provide the following passcode details:

  1. Type the passcode
  2. Select whether to activate the passcode**
  3. Click Add passcode to create the passcode

**In addition to activating the passcode, the passcode must also be attached to the relevant enrollment option(s) on Step 9.

  • If a passcode has been attached to enrollment options, but is made not active here on Step 8, the passcode is no longer required to see those enrollment options (so campers could enroll for the option without needing a passcode anymore).

Edit a Passcode

  1. Double click the passcode to change it. Click "OK" when finished
  2. Double click the current Yes/No setting to change whether the passcode is active or not**
  3. Double click to permanently delete a passcode
  4. Save your changes

** If a passcode has been attached to enrollment options, but is made inactive here on Step 8, the passcode is no longer required to see those enrollment options.

Automatic E-mail Responses

Configure which one of your saved email messages is automatically sent each time a family submits the enrollment form.

  • A different automatic e-mail can be designated for each enrollment processing mode (Manual or Automatic). CampSite will only refer to the automatic email designated for the mode you're currently operating in. Verify/change your processing mode via "General Options" on Step 8.
  • By default, an email is already provided/set up as your automatic email response for both modes.
    • To edit the email that we provide, go to Admin > Campers > Saved E-mails > click the name of the "Enrollment form submission confirmation" email. Make changes as needed and click the "Save" button at the bottom left when finished.

Manual Mode

Note: When families submit the enrollment form under Manual processing mode, they're submitting an enrollment request and waiting for your camp's approval in order for their camper to be enrolled. That said, the automatic email response under Manual mode should reflect that the camper's enrollment is still pending approval.

  1. Choose the Manual mode tab
  2. Select which saved camper e-mail CampSite should send each time the enrollment form is submitted under Manual mode
  3. Click Save changes

Automatic Mode

Note: When families submit the enrollment form under Automatic processing mode, their camper is immediately enrolled (or waitlisted) as soon as the enrollment form is submitted. That said, the automatic email response under Automatic mode should reflect that the camper's enrollment request has already been processed.

  1. Choose the Manual mode tab
  2. Select which saved camper e-mail CampSite should send each time the enrollment form is submitted under Manual mode
  3. Choose whether to attach a copy of the camper's registration contract to the email**
  4. Choose whether to attach an updated financial statement to the email
  5. Click Save changes

**Families have no other way of accessing the registration contract unless you choose to email it to them.

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