CampSite Term Glossary
1. General Terms
Module - The different sections of CampSite — such as the Medical module or the Transportation module — each managing a different part of running your camp.
Session - One of your camp weeks or other period of time campers attend — for example, "Week 1: June 23–29."
Year - The camp season (e.g., Summer 2025). Your families re-enroll each year.
Rollover - The year-end process that opens a new enrollment year for your CampSite database for your next season — your camper list carries over, but statuses and enrollment requests start fresh.
Parent Dashboard - The online portal where your camp parents will log in to enroll their child, fill out forms, and pay balances.
Vanity Name - The custom name your camp uses for things like Campers or Parents on the Parent Dashboard, or things like Divisions or Bunks on the Admin facing side — CampSite shows your terms instead of generic ones.
Session-Scoped - Information specific to a single camp week or session.
Year-Scoped - Information tied to a specific camp season, such as this summer's enrollment or form responses.
Hard Block - Something CampSite won't allow under any circumstances (e.g., checking out a camper without Card PIN verification).
Soft Block / Warning - A warning message — the system flags something to your attention, but you can still move forward. (Such as the warning message during the manual enrollment process that a session is “waitlist only” as you enroll a camper).
2. People & Roles
Camper - The person attending your camp.
Family - A family account in CampSite holds each family’s camper records, balance, and contact information.
Primary Parent - The main parent(s) or guardian(s) on the family account — typically those who signed up and manage the family's login.
Co-Parent (Divorced Parent) - An alternate household member (such as a divorced co-parent) that gets their own login with limited abilities (typically added for communication via email and text messaging updates only).
Staff - Your camp staff — counselors, specialists, and other employees managed in CampSite.
Alumni - Past campers or staff whose records you want to keep for re-engagement or history.
Donor - Supporters of your camp (individuals or businesses) who you track for donations or gifts toward either a specific family or toward your camp as a general donation.
Admin User - A member of your camp's administrative team who logs into CampSite to manage campers, finances, and operations.
Primary Account Holder - The main account owner at your camp — typically the director or owner with DB Management permissions enabled.
Authorized Pickup - The adults that have been authorized to pick up a camper from camp in place of the Primary Parent(s).
Extended Family User - A family member outside the primary household who has been given access to view your camp's photos and updates in CampToday.
Agent User - Not client-facing.) An internal CampSite team member who may access your account to provide support.
3. Enrollment & Registration
Enrollment - Signing a camper up for one or more sessions of camp through the enrollment form.
Enrollment Status - Where a camper stands with their enrollment — enrolled, waitlisted, or not yet enrolled.
Note: Always reference both Enrollment Status and Lead Status together when describing camper status, as they apply in different conditions. See Lead Status.
Lead Status - A way for your camp team to track interest and follow-up stages for families who haven't enrolled yet.
Note: Lead Status and Enrollment Status are displayed together in the same status field on the Camper Profile. The field surfaces whichever is contextually relevant — Enrollment Status when a camper is enrolled, Lead Status when they are not. Because either value may be active depending on context, always reference them together as "enrollment or lead status" rather than naming just one.
Enrollment Option - The main programs that you run at camp each summer and the first choice that a parent will make when enrolling their child. (e.g. 'Week 1', 'Week 2', 'Spring Break Camp', etc.)
Bundle - The specific combination of sessions, enrollment extras, deposit, and payment schedule grouped together into a choice for parents on the enrollment form — for example, "All Summer" or "Second Half Only."
Enrollment Checkout - A camper’s completed enrollment submission for a specific camp program.
Enrollment Checkout Status - Whether a camper’s enrollment submission has been approved, is pending, or has another status.
Tuition Plan - The price for a camp program, which may vary depending on when you register.
Tuition Plan Rate - A special price available if you enroll within a certain time frame.
Enrollment Extra - Optional items or services you can add during enrollment — like before-care, bus service, or a camp t-shirt.
Enrollment Discount - A discount applied to the cost of enrollment — for example, a sibling discount or promotional offer.
Yearly Deposit - A deposit charged once per season when a camper (or family) first enrolls - This cost is static regardless of how many programs are attended in the year by the camper or family.
Coupon CodevA promo code a parent can enter during enrollment to receive a discount.
Passcode - A private code a camp can give to a parent so they can access a restricted option on the enrollment form (e.g., for returning families only or for those who pass an audition process only).
4. Financial Management
Transaction - A single line item on an account — a tuition charge, a payment that was made, a refund, etc.
Transaction Category - The category or label that describes what a charge or payment is for.
Transaction Ledger - An account's full financial history — every charge, payment, credit, and refund, organized by year.
Payment Schedule - The payment plan for an enrollment — the schedule of when a family’s bill will be generated and due.
Invoice - A bill from a camp showing what a family will owe and when a payment is due.
Invoice Batch - A round of bills manually sent out at the same time (e.g., all families billed at the 30-day payment due date).
Amount Due Now - How much a family owes at a certain time, based on their payment plan.
Total Remaining Balance - The total amount left on a family’s account — including future payments that aren't due yet.
Auto Pay - A setting that lets CampSite admin initiate a charge to a family’s saved card or bank account on billing dates so parents don't have to log in to pay.
Auto Pay Run - The admin-initiated billing process that automatically charges families who have Auto Pay turned on.
Saved Payment Method - A card or bank account a family has saved to their account for making payments.
E-Check / ACH - Paying via a checking account (bank transfer) instead of a credit card.
Returned ACH - A bank payment that was initially accepted but later rejected by the bank — similar to a bounced check.
Arbitrary Payment Method - A custom payment type a camp has set up, like accepting checks, “cash” options, or a scholarship payment option.
Manual Transaction - An adjustment made by your camp administrator — for example, a credit added to a family’s account or a recording of a non electronic payment method; such as a check.
Credit (Financial) - An “admin facing only” amount of money credited to a family’s account — for example, an overpayment or adjustment that reduces what that family might owe.
Spending Money / Spending Category - A camp store account for a camper — parents can deposit money and then campers can spend it at the canteen or camp shop.
5. Forms & Custom Fields
Form - An online form a camp asks a parent to fill out — for enrollment information, health history, daily check-ins, etc.
Permanent Form - A form that stays the same from year to year — a parent will fill this form-type out once in their first attending year, and the information recorded applies across seasons without appearing to the parent again in subsequent years.
Yearly Form - A form that resets each season — a camp may ask parents to complete this form fresh each summer for up to date information.
Session Form - A form tied to one specific camp session, which only appears to those who are attending that specific session of camp.
Daily Form - A daily check-in or screening form a camp may ask parents or campers to complete each day with day to day information.
Custom Field - An additional question or field a camp has added to collect information specific to their program.
Permanent Custom Field - A standing question on a profile that doesn't change from year to year — like a permanent demographic field.
6. Camper & Family Profiles
Camper Profile - A camper's record in CampSite — where a camp sees their information, health history, and enrollment details.
Basic Info Tab - The main information page for a camper — name, birthday, contact info, and any standing questions a camp has set up.
Yearly Tab - A camper’s enrollment and account summary for a specific camp season.
Action Menu - (Internal tool — not visible in the Parent Dashboard.) The administrative menu available to camp admin when viewing a camper's profile in the admin interface.
Family Profile - A family's account page — where a camp manages a family’s contact info, billing, and communication history.
History Tab - An admin facing tool, not visible to end users that shows a history of changes to the profile (shows changes done by admin users or parents via the Parent Dashboard).
Notes Tab - (Internal tool; not visible to parents.) A recording of manually admin added notes to a profile page for internal use.
Custom Color - (Internal visual marker; not parent-facing.) A color that can be associated to an individual camper for internal identifying purposes.
Merge Accounts - (Internal tool.) Used by the camp when a duplicate account exists for a camper or family.
7. Medical & Health
Health History Form - The medical form that is filled out online for a camper before they attend camp. It covers health history, allergies, medications, immunizations, and emergency contacts.
Medical Profile - A camper’s full medical summary on file with the camp.
Permission to Treat - A parent’s authorization for a camp to get emergency medical care for a camper if the camp can't reach the parent.
Medical Tab - (Visible to camp staff only.) A camper’s health information as submitted through the medical form.
Medical Dashboard - (Staff-facing tool.) The main screen a camp nurse or health staff will see for managing daily medical activity.
Health Center Visit Log - A record of a visit a camper or staff member made to the camp health center.
Log Item Category - The type of health concern or reason for the visit (e.g., headache, stomachache).
Scheduled Medication - A medication a camper takes on a regular schedule that the camp health staff will administer.
PRN Medication - A medication a camper takes as needed — not on a regular schedule (ie: EpiPen, inhaler, or other emergency medication).
Medication Administration Record (MAR) - The official record of every dose of medication given to a camper at camp.
Time Period (Medical) - The time of day when scheduled medications are given — such as morning or bedtime.
Delivery Status - A recording of whether a camper received their scheduled medication, refused it, or wasn't present for the day.
Medical Awareness List - (Staff-facing tool.) A list a camp uses internally to make sure all staff are aware of campers with medical needs.
8. Attendance & Check-In/Out
Check-In - The process of signing a camper in when they arrive at camp.
Check-Out - The process of picking up a camper from camp — the staff will verify a parent or authorized pickup person's PIN number before releasing a camper.
PIN (Personal Identification Number) - A private code assigned to each person authorized to pick up a camper. A camp will ask for this at pickup of a camper.
Check-Out Event - The record of when and who picked up a camper from camp.
9. Transportation
Bus - A transportation option a camp can offer — a bus or pickup arrangement you can sign a camper up for.
Central Location Bus - A bus option where you bring a camper to one central meeting point to board a transportation option from camp.
Defined Stop Bus - A bus that travels a set route with specific pickup locations — a camper boards this transportation option at the stop closest to the chosen location.
Door-to-Door Bus - A bus that comes directly to a family’s home location to pick up a camper.
Stop - A specific pickup location on a bus route — for example, "Oak Street Park, 7:45 AM."
Session Group (Transportation) - A camp's transportation setup for a specific session — which buses are running, when the form is open, and what the fees are.
Transportation Form - The online form where parents can choose whether a camper will take the bus and which route or stop.
Transportation Exclusion - A day when the bus won't be running — a camp should let parents know if this will affect their camper.
Resident Session - An overnight camp session — transportation applies when campers travel to and from camp.
Day Camp Session - A day camp session where a camper comes home each night — transportation runs every day.
10. Program & Scheduling
Activity - One of the activities or classes available at camp that a camper can participate in.
Segment - A phase of a camp session — for example, "First Half" and "Second Half" may have different activity schedules.
Cycle - The rotating schedule a camp uses — activities rotate over a multi-day pattern.
Period - A specific time block in the daily schedule when activities happen.
Division (Program) - An age group or section of camp that campers can be manually sorted into — for example, the Junior division or Senior division.
Note: "Division" appears in multiple modules (Program, Bunking, Medical, Transportation). In all cases it refers to a named grouping of Bunks, but the context varies. Always Session-scoped.
Available Activity - An open spot in a specific activity at a specific time.
Cycle Grid - (Internal tool.) The visual schedule grid a camp uses to plan activities.
Blackout - A day when the regular activity schedule doesn't run — for example, a field trip day or maintenance of a camp location.
Department (Program) - : A category of activities — for example, all sports activities under "Athletics."
Bunk Scheduling - The schedule for groups of campers — whole cabins rotate through activities together.
Elective Scheduling - The process of signing a camper up for individual elective choices — the camper picks (or are assigned to) specific activities.
11. Bunking
Bunk - A camper’s cabin, team, group, or housing unit at camp.
Bunk Assignment - Which bunk a camper is assigned to.
Bunking Board - (Internal tool.) The screen a camp uses to place campers into cabins or groups.
Unassigned Bunk Pool - (Internal concept.) Campers who haven't been placed in a specific bunk yet.
12. Staff Management
Staff Position - The job title or role type for a staff member at camp.
Staff Qualification - A skill or certification a camp tracks for staff.
Staff Lead Status - (Internal concept.) The hiring or separation status of a staff member such as “Lead”, “Fired”, “Quit”, “Pending”, or “Rejected”.
Staff Reference - (Internal tool.) A reference check submitted for a staff member during the hiring process.
Staff Contract - (Internal document.) A staff member's employment contract.
13. Communication & Content
Saved Email - (Internal tool.) A pre-written email a camp can send to families either individually or en masse.
Text Message - A text message from a camp to a parent or staff member.
CampToday - The online place where a camp posts photos, videos, and updates so parents/family members can follow along during the summer.
Camp Today Post - An update, photo, or video a camp has posted in CampToday.
14. Admin & Permissions
Permission Level - (Internal concept.) How much access a staff member has in CampSite.
No Access - A Permission Level where the module is completely hidden from the admin user.
View Only - A Permission Level allowing an admin to read data in a module but not make any changes.
Standard (Basic Permission) - A Permission Level granting full read/write access within a module's normal workflows.
Admin (Permission Tier) - A Permission Level granting full access within a module, including configuration, deletion, and sensitive operations.
Admin with DB Management - An Admin User with Admin-level access to the Core module. The only tier able to manage other admin users and access the DB Management Tab.
DB Management Tab - A system configuration section visible only to Admins with DB Management, containing user management, dropdown lists, email templates, forms, rollover wizard, and system settings.
User Template - A pre-set collection of permissions that can be used to create a new user account in CampSite under DB Management > Users.
Deactivation (Admin User) - Preventing an admin user from accessing CampSite without removing their record.
Camp Groups - (Applicable to multi-camp organizations.) A way for an admin team to manage multiple CampSite family accounts under one login.
15. Events & Facility Rental
Event - A camp event — such as a reunion, conference, or community program — that attendees can register for.
Package (Events) - The type of registration or ticket an attendee is purchasing for a camp event.
RFI (Request for Information) - A form a camp uses to collect details from those interested in attending an event.
Group Registration - Registering a group of people (like a sports team or school group) for a camp event under one account.
Facility Rental - Renting a camp facility or space for a private event (managed through the Events Module).
16. Reporting & Analytics
Enrollment Analytics Report - (Internal report.) A summary of camp enrollment numbers by session.
Frequency Report (Bunk Scheduling) - (Internal report.) Shows how evenly activities are distributed across cabin groups.
Frequency Report (Elective Scheduling) - (Internal report.) Shows how often each camper participates in each type of activity.
User Permissions Report - (Internal report.) A summary of who has access to what in a camp’s CampSite account.
Advanced Report - A customizable report that camp admin can build to answer specific questions about their data.
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