Agent Module FAQ Page

Q: Can Agents self-register via a public link?

A: No. There is currently no public-facing registration link for Agent users to create their own account at this time. All Agent accounts must be manually created and granted permissions by a camp administrator. If an Agent user requires assistance in creating an account, they should contact their camp administrator directly. Please note that CampSite Support Technicians cannot create an agent account for a camp or independent Agent.

Q: How are families linked or assigned to an Agent?

A: Linking can happen in two ways:

• Manual Admin Assignment: In the Families section of the Agent setup page, an administrator can assign existing family profiles to the Agent. (Note: Only one agent can be assigned per family, and there is no automatic assignment tool for existing profiles).
• Via Agent Family Creation: The Agent can directly create a new family profile themselves when logging into their dashboard.

Q: What does an Agent user do if they login but have no permissions/abilities?

A: If an Agent user requires assistance in creating an account, please contact the camp administrator directly. Please note that CampSite Support Technicians cannot assist an Agent user to the full extent in which they can assist a camp Admin user.

Q: Where do Agents log in? Can they use the Parent Dashboard?

A: Agents cannot use the front-facing Parent Dashboard. Agent Users will login to Campsite via the admin login screen and will have a limited version of the admin facing side of Campsite to use (e.g. firewood.campmanagement.com/admin). This is the same page all admin users will use to login to their Campsite database. Despite this being the same login page that an admin user would use, the Agent login will present Agents with a modified, streamlined version of the admin interface. 

Q: What happens when an Agent logs in for the first time without any assigned families?

A: They will see a prompt advising them that if a family already exists in the system, they must contact the camp administrator to be linked. If the family does not exist, a button is provided to add a new family.

Q: What is the process when an Agent adds a new family?

A: Clicking to add a new family opens the exact same form a regular administrator uses via the “Add new family” button. Once submitted, the newly created family is automatically linked to that Agent's profile, and the system immediately routes the Agent straight into the camper enrollment workflow.

Q: What does the Agent main landing page display?

A: Returning to the main landing page displays a tracking grid showing the current enrollment request statuses for all campers the Agent manages. This is a simplified, read-optimized version of the status view that camp administrators see, primarily confirming that the request was successfully submitted.

Q: What can an Agent view and do on the Camper Profile level?

A: Agents have access to the Basic info and the Yearly tab. Basic information can be updated directly, and bunking details are fully visible. If granted medical permissions, a Medical tab appears, allowing the Agent to update fields by double-clicking blocks. The Action menu at the camper level is restricted strictly to the "Enroll" operation.

Q: What tools and tabs are accessible on the Family Profile level?

A: By clicking the family name on the top left of the screen, the Agent can navigate to the full Family Profile, which contains:

• Primary & Divorced Parent Tabs: Viewable and editable via a double-click interaction.
• Authorized Pickup Tab: Full administrative double-click editing capabilities.
• Forms Tab: Ability to view and fill out forms as required.
• Financial Tab: Operates exactly like the admin side. Includes a Transactions tab to post payments against active balances, an Invoices tab to email statements to families, and tools to manage saved credit cards or checking accounts.
• Action Menu: Used to add a new camper to the family or trigger a password reset for the family's standard parent dashboard.

Q: How does a Camp Administrator create a new Agent user?

A: Navigate to Admin > DB Management > Agent. From there, fill out the required information: First Name, Last Name, Email Address, and Agency Name. Saving this form triggers an automated system email to the Agent, identical to the flow for creating a new administrative user. Admins also have the option to set a manual password here if needed.

Q: What permissions are required to properly set up an Agent account?

A: To grant an Agent functional access, the "Enable module" check box must be selected first. Once activated, specific modular permissions must be toggled based on operational needs: Module Area Permissions Available / Required Campers Basic, Edit, Enrollment Processing, Profile History Log, Financial (Financial read, Create payments), Family + Camper Notes, Admin, Medical Camper Medical, Medical edit, Medical read, Attendance “Enable module only” (Specifically utilized for adding authorized pickups).

Q: How do Agents access the enrollment page for a camper?

A: To start the enrollment process, Agents should log into their Agent Dashboard, click the name of the camper they wish to enroll, click on the Action Menu on that camper's profile, then click on the “Enroll” button to begin the enrollment process.

Q: Can multiple campers be enrolled at the same time?

A: No. Campers must be enrolled one at a time. Once the first camper's enrollment is completed, Agents can return to the main dashboard landing page to start the process for the next camper.

Q: How do Agents select camp sessions or packages?

A: On the Step 1: Enrollment Options step, Agents will:

1. Select the specific session(s) or option(s) they want to register a camper for.
2. Click Save & Continue when done.

• Bundles & Selections: If an option includes multiple bundle choices or requires session selections, clicking the option will expand it to prompt the Agent for those additional choices.

Q: Where do Agents answer custom questions or buy add-ons?

A: The Step 2: Enrollment Questions and Additional Options step is where Agents answer any camp-specific questions and choose optional enrollment extras (like camp t-shirts, gear, or special activities).

• Once finished selecting their extras and answering questions, Agents click Save & Continue.

Q: How are payments, discounts, and coupons handled?

A: On the final Checkout page, Agents will see a breakdown of the enrollment balance a family will owe:

• Discounts: Any automated discounts the camper qualifies for will be calculated and displayed automatically beneath the subtotal.
• Payment Info: Agents will enter a family’s payment details on this screen. If payment details already exist for a family, they can be selected from the dropdown list. 

Q: Is a signature required by an Agent to submit the Enrollment form?

A: No. An Agent does not need to sign any terms and conditions to submit an enrollment request for a camper.

1. Missing Forms Step in Enrollment: The "forms" phase is currently missing from the initial agent enrollment sequence. As a workaround, forms will not appear or restrict submission during enrollment; however, Agents can successfully fill out and submit all required forms directly on the Camper or Family profiles after the initial request is completed.
2. Medical Step Restriction: Medical information cannot be added by Agents during the enrollment process at this time. Agents must navigate to a campers profile page after an enrollment request is submitted and double-click to enter data field-by-field within the Medical tab.