Pre Yearly Rollover Checklist

• Be sure to have a dedicated block of time: Set aside up to 4 hours in a single sitting. Step 1 must be completed in one session and cannot be saved mid-way or re-entered once submitted.

Decide and discuss with your team in advance which of the following items to copy over:

• Basic camp information:
  • Dates of camp sessions
  • Tuition prices for camp sessions
  • Discounts or Tuition Plan Rates for camp session costs
  • Enrollment Extras for next season
  • Enrollment Options
  • Enrollment Questions
  • Enrollment Option Tags
  • Payment Schedules
  • Coupon Codes
• Bunking: Divisions and Bunk structure
• Forms & Medical:
  • Which camper, family, staff, or event forms to bring over.
  • Custom medical questions and printed medical forms.
  • Immunization Records Policy: Decide whether to roll records over or force re-submission by leaving them un-copied.
• Staff & Events Modules: Staff application questions/settings, staff departments/titles, registration options, and events.
• Operations for Modules such as Transportation & Program: Transportation session groups, buses, and program segments.

• Enrollment Options: Choose which of the Enrollment Options from Campers Wizard - Step 9: Enrollment Options you would like to copy over to the next season. These can be edited at a later time once they are copied, but they cannot be copied at a later time if they are not copied in this step. By default CampSite selects all Enrollment Options that are available to rollover.
• Enrollment Questions: Discuss updates needed to Enrollment Questions on Campers Wizard - Step 8: Enrollment Form Setup. These can be edited later once rolled over.
• Session Dates: Start and end dates for all upcoming sessions. This can be an estimation or a placeholder if you are unsure of your dates for next season. These dates can be edited at a later time from Campers Wizard - Step 2: Sessions. (If no dates are selected manually, CampSite defaults to whatever your last year's dates were with the year incremented by +1).
• Tuition & Rate Adjustments: Updated base tuition plan amounts and specific tuition plan rates. This can be an estimation or a placeholder if you are unsure of your prices for next season. These prices can be edited at a later time from Campers Wizard - Step 5: Tuition Plans.
• Payment Schedule Adjustments: Choose which of the currently existing Payment Schedules from Campers Wizard - Step 4: Payment Schedules to roll over. These can be edited later once they are rolled over if needed. (If no dates are selected manually, CampSite defaults to whatever your last year's dates were with the year incremented by +1).
• Yearly Enrollment Extras/ Enrollment Extras: Updated costs for general enrollment extras from Campers Wizard - Step 9: Enrollment Options and yearly enrollment extras from Campers Wizard - Step 8: Enrollment Form Setup. All extras are created on Campers Wizard - Step 6: Enrollment Extras.
• Coupon Codes: Adjusted rates for coupon codes.
• Discounts: Updated costs for general enrollment discounts from Campers Wizard - Step 7: Enrollment Discounts
• Staff Application: Select which of the items from the Staff Application should be copied. They can be edited at a later time.
• Registration Options: Updated registration costs and discounts for the Events module (if your camp is using the Events Module).
• Events: Start and end dates for all upcoming events. This can be an estimation or a placeholder if you are unsure of your dates for next season. These dates can be edited at a later time from the Events Setup Wizard. (If no dates are selected manually, CampSite defaults to whatever your last year's dates were with the year incremented by +1).
• Registration Discounts: If Group or Individual discounts exist for the Events Module, choose if you would like to roll them over to the new year here.
• Forms: Which camper, family, staff, or event forms to bring over.
  • Custom medical questions and printed medical forms.
  • Immunization Records Policy: Decide whether to roll records over or force re-submission by leaving them un-copied.
• Medical: Decide if you would like to rollover Camper and Staff Immunization records, Camper and Staff Custom Medical Questions from the previous year, and Camper and Staff Printed Medical Forms from the previous year.
• Transportation: Decide if you would like to copy any session groups and buses from the previous year.
• Program: Decide if you would like to copy any program segments from the previous year.
• Statuses: Determine the default new-year status for currently enrolled campers and hired staff (defaults to "Pending" for previously enrolled campers).
• Custom Colors: Decide if you would like to copy custom colors the previous year (if custom colors are being used on the Camper Profile pages. If no colors are copied over, all colors will default to white for the new year.
• Grades:  Grades all increase by +1 automatically. This step is informational only. No choice needs to be made here.
• Custom Fields: Custom field assignments and whether to preserve custom camper colors (leaving un-copied resets them to white).
• Shop Items: Shop items are copied over to the new year automatically. On this step, decide if price changes are needed for the new year.

These settings do not carry over during Step 1 and will need manual updates once Step 1 is submitted:

• Passcodes & Restrictions: Enrollment option passcodes, report restrictions on enrollment options, and report restrictions on forms.
• Dates & Rules: Form due dates (standard and medical) and transportation transactions.
• Content & Messaging: Camper/staff dashboard text, enrollment instructions/terms, instructions on medical pages, saved email templates (especially enrollment confirmation messages), advanced reports, documents/labels, and staff contracts containing year-specific merge fields.

Once the Yearly Rollover Process Step 1 is completed, we highly recommend viewing the Items to Review After Completing the Yearly Rollover: Part 1 article where you can walk through all of the items that may need manual updating.