Events (Automated Tasks/Emails) – CampSite Support

For Campers, Families, and Staff, use "Events" to automatically send an email or create an admin task each time a specific event occurs.

For most events, choose whether the email/task is created immediately, or so many days later.

The types of events that trigger an email/task differ per module:

Campers

Non-enrolled camper status
Camper birthday

Families

Request for Information Form Submission
New Family Enrollment Form Submission

Staff

Inactive staff application
Staff birthday

How Events Work (In General)

Once a camper/or staff receives an event action, they won't receive it again within the same year.
For example, if you create a 'Non-enrolled camper status' event that send an email 14 days after their account is created, an eligible camper will receive the email 14 days after being created. If 14 more days pass and they're still not enrolled, they will not receive the email again. Their eligibility resets 365 days after they received the first email.
Campers/staff who were created before an event was created will still trigger the event, if they qualify.
For example, if Johnny created his account yesterday and is still not enrolled, and today you create a 'Non-enrolled camper status' event that fires 2 days later, Johnny will trigger the event tomorrow.
If you create multiple actions for the same event, individuals who qualify for each event will trigger the action every time.
For example, if you create 3 separate 'Non-enrolled camper status' actions for a saved email to send 1 day; 5 days; and 10 days later, and Johnny is still not registered when each 1, 5, or 10 days later, he'll receive all 3 emails.

Camper Events

Note that all emails triggered by a camper event will appear on the camper's profile, even if sent to the parents. Tasks will appear on the family's profile.

Non-enrolled camper status

Trigger an email or task based on camper enrollment inactivity.
Send a saved camper email to any of the camper's parents or create an admin task when a camper has not become enrolled after X many days since their account was created.

Note: A camper must become enrolled to not trigger this event. Even if they submit the enrollment form but are waiting for your camp to approve their request; or, they submitted a request that was waitlisted, the email/task will still be created.

For this reason, this event is best suited for camps using automatic processing mode or those using manual processing mode & approving requests the same day they're received.

Camper birthday

Trigger an email or task for an enrolled camper's birthday.

Send a saved camper email to the camper's parents or the camper themselves on their birthday.
Create an admin task X days before the camper's birthday. The task will always be dated/due on their actual birthday.

Note: This event applies only to campers enrolled for the current enrollment year. If your camp has 2 database years open, they must be enrolled for at least one of the two.

Family Events

Request for Information Form Submission

Trigger an email or task after a family submits your Request for Information form.

Select whether to send a saved family email or create an admin task immediately (i.e. as soon as the form is submitted), or X many days later.
It doesn't matter if the family's camper has already been enrolled - the email/task will still be created.

New Family Enrollment Form Submission

Trigger an email or task after a family submits your New Family Enrollment form.

Select whether to send a saved family email or create an admin task immediately (i.e. as soon as the form is submitted), or X many days later.
It doesn't matter if the family's camper has already been enrolled - the email/task will still be created.

Note: that Step 1 of the Camper Setup Wizard also allows you to automate a submission confirmation email when these forms are submitted, so creating a Family event to send a saved email 'immediately' could be redundant.

Staff Events

Inactive staff application

Trigger an event based on staff application inactivity.

Send the applicant an email or create an admin task when an applicant who's not yet hired has not updated their staff application after X many days since their account was created.
If the applicant is hired before the action was triggered, the email/task won't be created.

Note: This event is triggered by application inactivity. If the applicant has finished their application and therefore has had no application activity, but your camp has hired them yet, the email/task will still be created.

Staff birthday

Trigger an email or task for a hired staff person's birthday.

Send an email to the staff person on their birthday.
Create an admin task X days before the staff person's birthday. The task will always be dated/due on their actual birthday.

Note: This event applies only to staff hired for the current hiring year. If your camp has 2 database years open, they must be hired for at least one of the two.