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Step 8: Enrollment Form Setup

Manage the overall settings for the enrollment form.

Access the Enrollment Form Setup page via Step 8 of the Setup Wizard within the Campers Admin tab.

Use the left sidebar menu 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 (like 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 not accessible by anyone.
  3. Choose your enrollment form processing mode:
    • Manual processing mode requires admins to approve each enrollment request manually after the family submits the enrollment form. Payment isn't debited until the admin approves the camper's request. Parents may choose to make payment via non-electronic methods (e.g. check), which an admin would manually record on the family's profile.
    • Automatic processing mode will automatically approve enrollment requests when the family submits the enrollment form. Payment is debited as soon as the family submits the enrollment form, and must be made via credit card or checking account.
  4. Choose whether to show parents the number of spaces remaining for each enrollment option.
  5. Choose whether parents can return and change their responses to your enrollment questions after the enrollment form has been submitted.
  6. Choose whether "New" enrollment requests (waiting for an admin to approve) 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 campers to upload a photo 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

Add custom text to the top of each page of the enrollment form, as well as your enrollment Terms & Conditions (which parents must sign & agree to in order to checkout), and the confirmation message that displays after the enrollment form is submitted successfully.

Text boxes 1 - 4 correspond with pages 1 - 4 of the enrollment form. Add custom instructions:

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

Enrollment Questions

  • Enrollment questions are presented to ALL campers completing the enrollment form (regardless of which enrollment options they've selected).
  • If you have questions that should only be asked of some campers, add them to specific enrollment options or create a form thats restricted to certain campers.
  • 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 which enrollment options display based on how the camper answered 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

Designate any of your enrollment extras from Step 6 as a "yearly enrollment extra" to offer them for purchase once per year.

  • All campers are offered yearly extras, regardless of how many/which enrollment options they're signing up for.
  • Yearly extras can only be purchased during the camper's first enrollment for the year.
  • 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.

Alternatively, campers can purchase enrollment extras per enrollment bundle if you add extras to the bundles you create on Step 9.

  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 yearly deposit is the minimum amount that must be paid at the time of enrollment, only on the very first enrollment that occurs for the year - meaning, if a camper/family returns to enroll for more camp(s) during the same enrollment year, they won't be required to pay the deposit again.

  • Yearly deposits can also be configured once per camper OR once per family (like yearly enrollment extras).
  • If configured, the yearly deposit applies to all of your enrollment options.

Alternatively, you can configure a deposit per enrollment option instead.

  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

Create codes for families to enter at checkout in order to receive a discount towards the campers enrollment.

After creating a code, distribute it to parents (e.g. via email, newsletter, etc.). At checkout, they'll click a button to "add coupon code" and then type the code that you provided them. A discount will then be applied to their entire enrollment balance.

  • Only one coupon code can be entered on the enrollment form at a given time. 
  • Note that CampSite will accept valid coupon codes from anyone, so parents should be advised not to share the coupon code with others.
  • If you have a minimum deposit, parents will still need to pay that deposit at the time of enrollment. The coupon will only reduce their remaining balance due after their deposit is paid (unless the coupon covers the entire enrollment balance).
  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

Set up passcodes to restrict which campers have access to certain enrollment options. When an enrollment option is protected by a passcode, it will not appear on the enrollment form until after passcode has been entered.

Create all passcodes you wish to use here on Step 8. Then, apply them to the relevant enrollment option(s) on Step 9. Click here to learn how to add a passcode to an enrollment option.

  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

**There are 2 ways to disable a required passcode: 

  • Deactivate the passcode on Step 8 (and all enrollment options protected by this passcode will no longer require a passcode to view them)
  • Or, delete the passcode from individual enrollment options via Step 9

Also, remember to now add the passcode to your enrollment option(s) on Step 9.

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

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

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

Manual Enrollment Processing 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 message for Manual mode should reflect that the camper's enrollment has not been processed yet.

  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 Enrollment Processing 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 for 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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