Welcome to CampSite

Navigate to the Admin settings page.

1. Select the appropriate module
2. Select "Documents"
3. Click "Add new document"

Provide the overall settings for the Document:

1. Name the Document
2. Specify the desired PDF width (in inches)
3. Specify the desired PDF height (in inches)
4. Submit
   

Next, create the content that appears on the Document by double clicking the pencil icon to the left of the Document name. 

Use the text editor to type text that should appear on the Document, or paste content from external sources. Merge in data from the person's profile page, and/or their profile photo.

To demonstrate, here's an example of the content for a camper Document called "Printed Enrollment Form."

Above, plain text (which appears in black) precedes each merge field (which appear in blue). When generated, the document will display the same plain text for every camper, but the merge fields will produce personalized data from the camper's profile (E.g. "Name: Rolando").

See the "Document PDF" below for a screenshot of how the "Printed Enrollment Form" Document will look when it's generated for a specific camper.

 After a Document template is created, the Document can be generated for an individual or in mass.

Custom fields are managed from the Admin page, within the respective module tab. For example, the screenshot above shows custom fields for Camper profiles.

1. Select the tab that corresponds with which profile pages you want to create the custom field for
2. Select the Custom fields side-tab
3. Click the link to + Add new custom field

1. Name the custom field.
2. Choose the input 'type', which determines how you'll input the data you enter into this field. Read more about each type here.
3. Choose the 'scope' of how frequently you need to store data in this field.
4. Provide additional details (based on the scope you selected)
5. Click Submit to create the custom field.

1. Edit the overall settings for a custom field by double clicking the pencil icon.
   Note: Not all details are editable after the field has been created.
2. Rearrange the order that custom fields appear in on the corresponding profile page.
3. Permanently delete a custom field by double clicking the delete icon.
   Note: You cannot delete a custom field if there's data stored in it currently. If you delete all data stored within the field, you can then delete it.
   Tip: You can delete custom field data in mass by editing the field from an advanced report and replacing the current values with a blank value instead. Click here to read about editing custom fields from a report.

The location of a custom field on a person's profile depends on the scope.

Admins can enter data into a custom field one person at a time (via their profile page), or in mass via an advanced report.

Custom field data can also be imported via spreadsheet - click here to learn more.

In addition to the traditional scopes (permanent, yearly, and session), the Staff module also includes custom fields for storing more salary information. All staff salary custom fields appear within the "Salary details" tab of the Staff profile page along with their basic salary information and staff charges.

There are 2 types of salary custom fields: those for storing "Salary information", and those for "Salary amounts".

Note that both "Salary amount" fields are also protected by our existing "Salary" admin user permissions.

• If a user does not have "Salary" permissions for Staff, they cannot access these Salary fields on the staff profile page.

First, click the "Add new category..." link.

Next, type the name of the category; select which admin users are permitted to read/edit/create the notes in this category, and click the add the category.

Change a category name and/or edit which users are allowed to access notes within the category.

Double click the pencil icon for the category you wish to edit.

1. Type a new name to change the current category name
2. Select which users can read/edit/create notes for this category
3. Click "Edit category" to save changes

Double click the red delete button to delete a category.  If a category has notes in it, you cannot delete that category.

To create and save a new email message in your database, click + Compose a new saved e-mail...

For help on how to compose an email, please click here.

• Emails cannot be sent from here. To send a saved email, navigate to the recipient's profile page and select 'Send an email' from the Action Menu; or, send a mass e-mail to everyone populating on an Advanced Report.

1. To edit the saved email name or category, double click the pencil icon.
2. To edit the email message, click the email name.

Saved emails are assigned to a specific email category, for organizational purposes. Create email categories first, then save emails within them.

1. Create a new category by clicking + Add new saved camper email category...
2. Edit the name of a category by double clicking the pencil icon
3. Delete a category by double clicking the delete icon
   • A category cannot be deleted if it contains emails. The standard 'uncategorized' category also cannot be removed.

• Archive a saved email to hide it without removing it completely.
• Delete a saved email to permanently remove it from your database.

Emails can be un-archived, but they cannot be un-deleted.

Mass emails can be scheduled to send at a future day/time, to a saved advanced report. CampSite will generate the report at that time and automatically send the saved email to everyone who populates in the report results.  Click here to learn how.

To manage/cancel pending scheduled emails and also view a log of all sent scheduled emails, click the "schedule emails" link.

To open a report that's already been created/saved in your database, click the Saved Reports dropdown menu ("select...").

Select the report from the menu that drops down, or type the name of the saved report to search for it. Click the name of the report to load the current results.

To create a new report, start by adding campers to your report based on their enrollment status for the given year.

1. Add enrolled campers to your report by selecting the sessionsthey're enrolled for.
   • When a session is added to a report, all campers currently enrolled for that session will display in the report results.
2. Add campers who are not enrolled by selecting their lead status.
   • When a status is added to a report, all campers  labeled with that status will display in the report results. 

To add a session or status, click the corresponding link and select from the pop-up window that opens. Or, manually type the name of the session/status in the relative text boxes. Both sessions and statuses can be added to a report (which will generate a report containing enrolled campers and not enrolled campers).

Tip: Adding all sessions and all statuses will generate a list of every camper in your database. 

By default, an Advanced Report only generates each camper's first and last name. To generate additional information about each camper, add fields to the report.

To add fields of information to your report, click "+Add a field..."

A pop-up window will open presenting all of the fields that can be added to the report.

1. Fields are organized under different tabs, based on the type of information they represent. Select a tab to view the available fields within it.
2. Checkmark a field to generate that data in the report.

Close out of the Fields window to return to the report. For each field you selected, additional columns will appear in the report.

For each field added to the report:

1. Click and drag fields by the three gray lines icon on the far left side of each field name to re-arrange the order of the columns in the report.
2. Double-click on the two pronged arrow icon to split multiple values onto separate rows in the report.
3. Double-click on the bullet point list icon to group the report results by the data within this field.
4. Double-click on the red icon to remove the field from the report.
5. Single click a column header to sort the report by the data in that particular field (A-Z). Click again to sort Z-A.

Remove certain campers from the report by adding filters.

Click +Add filters... to add a filter to the report.

A pop-up window will present all filters you can apply.

1. Fields are organized under different tabs, based on the type of data they represent. Select a tab to view the available fields within it.
2. To select a filter, click the corresponding checkbox.

Another window will ask you to specify your filter criteria.

1. First, select how to filter by this field.
   • Filter criteria are dependent on how the data in that field is collected. For example, age can be filtered by "is between", "is not between", "is blank", or "is not blank".
2. Enter the filter criteria.
3. Add the filter.

The report will results will update to include only the campers who meet your filter criteria. To narrow down the results even further, add additional filters as needed.

1. Info: Rename or delete the report. Note: you must have "admin" level permission to the saved report to make changes to it.
2. Save: Save the report.
3. Save as: Save a copy of the report under a different name.
4. Permissions: Manage which permission level each admin user has for the report.
   • Read = The user can view the report, but cannot edit or delete it
   • Admin = The user can view/edit/delete the report
   • Learn more about managing report permissions here.
5. Subscribe: Subscribe to a report and CampSite will generate the email on a regular basis and email the user with a summary of the new report results.
6. Advanced Report Management: Manage report permissions in mass; manage report categories; and delete reports.

Complete an action towards all campers in the report selecting the action buttons.

Tip: If the report is grouped by a certain field, and a group has been un-checked, that group will not be included if you complete an action.

1. Refresh the report results.
2. Print the report.
3. Send a mass e-mail to all of the parents and/or campers in the report.
4. Schedule a mass e-mail to send automatically at a date + time of your choosing. Note: The report must be saved before an e-mail can be scheduled.
5. Send a text message to the parents of every camper in the report.  
6. Export the report results as a .csv spreadsheet.
7. Share this report via e-mail with other CampSite admin users.
8. Generate documents for every camper in the report.
9. Generate labels for every camper in the report.
10. Post the same note on the profile of every camper in the report.
11. View a Family Map of every camper in the report (i.e. their home address).
12. Download the profile photos of every camper in the report.
13. Mass edit data for every camper in the report.
14. Post a mass transaction for all campers or families in the report.
15. Identify the Missing Forms for every camper in the report (i.e. which forms each camper still needs to submit).
16. Generate a PDF copy the financial statement for every family in the results.

To create or view an advanced report, select Advanced Reports from the Staff dropdown menu on the navigation bar.

To open a report that's already been created/saved in your database, click the Saved Reports dropdown menu ("select...").

Select the report from the menu that drops down, or type the name of the saved report to search for it. Click the name of the report to load the current results.

To create a new report, start by adding staff to your report based on their current hiring status for the given year.

1. Add hired staff to your report by selecting the sessions they've been hired for.
   • When a session is added to a report, all staff currently hired for that session will display in the report results.
2. Add unhired staff to your report by selecting their lead status.
   • When a status is added to a report, all unhired staff labeled with that status will display in the report results.

To add a session or status, click the corresponding link and select from the pop-up window that opens. Or, manually type the name of the session/status in the relative text boxes. Both sessions and statuses can be added to a report (which will generate a report containing hired staff and not hired staff).

Tip: Adding all sessions and all statuses will generate a list of every staff person in your database.

By default, an Advanced Report only generates each staff person's first and list name.  To generate additional information about each staff person, add fields to the report.

To add fields of information to your report, click "+Add a field..."

A pop-up window will open presenting all of the fields that can be added to the report.

1. Fields are organized under different tabs, based on the type of information they represent. Select a tab to view the available fields within it.
2. Checkmark a field to generate that data in your report.

Close out of the Fields window to return to the report. For each field you selected, additional columns will appear in the report.

Remove certain staff from the report by adding filters.

Click +Add filters... to add a filter to the report.

A pop-up window will present all the fields of data that you can filter by.

1. Fields are organized under different tabs, based on the type of information they represent. Select a tab to view the available fields within it.
2. Checkmark a field to filter the staff in the report based on their data within that field.

Another window will ask you to specify your filter criteria.

1. First, select how to filter by this field.
   • Filter criteria are dependent on how the data in that field is collected. For example, age can be filtered by "is between", "is not between", "is blank", or "is not blank".
2. Enter the filter criteria.
3. Add the filter.

The report will immediately update to only include the staff who meet your filter criteria. Add more filters to continue narrowing down your results as needed.

1. Info: Rename or delete the report. Note: you must have "admin" level permission to the saved report to make changes to it.
2. Save: Save the report.
3. Save as: Save a copy of the report under a different name.
4. Permissions: Manage which permission level each admin user has for the report.
   • Read = The user can view the report, but cannot edit or delete it
   • Admin = The user can view/edit/delete the report
   • Learn more about managing report permissions here.
5. Subscribe: Subscribe to a report and CampSite will generate the email on a regular basis and email the user with a summary of the new report results.
6. Advanced Report Management: Manage report permissions in mass; manage report categories; and delete reports.

Complete an action towards all of the staff in the report using the action buttons.

Tip: If the report is grouped by a certain field, and a group has been un-checked, that group will not be included if you complete an action.

1. Refresh the report results.
2. Print the report.
3. Send a mass e-mail to all of the staff in the report.
4. Schedule a mass e-mail to send automatically at a date + time of your choosing. Note: The report must be saved before an e-mail can be scheduled.
5. Send a text message to all of the staff in the report.  
6. Export the report results as a spreadsheet.
7. Share this report via e-mail with other CampSite admin users.
8. Generate documents for every staff in the report.
9. Generate labels for every staff in the report.
10. Post the same note on the profile of every staff in the report.
11. Download the profile photos of every staff in the report.
12. Mass edit data for every staff in the report (first, add a field for the data to the report; then click the Edit button to start editing in mass).
13. Identify the Missing Forms for every staff in the report (i.e. which forms each staff still needs to submit).

The "scope" of a form determines how frequently it must be completed.

• Permanent forms are filled out only once, and the responses remain on the form permanently (year after year).
• Yearly forms must be filled out once a year.
• Session forms are only completed by campers enrolling for/staff applicants hired for that particular session.
• Daily forms are completed on a daily basis by campers enrolled/staff hired for that particular session. Click here to learn more.

The form "type" determines how the form is completed by the parent/staff/guest. There are two types of forms camps can create - "web" or "printed."

To learn how to create new forms, read our other articles:

• Creating web-based forms
• Creating printed forms

1. Click and drag to reorder forms.
2. Double-click to edit the form settings.
3. Click to preview the form.
4. Click to print all submissions received for this form.
   • Web form submissions will be generated in your browser, while printed form submissions will be emailed to you.
5. Click the name of a form to access/edit the contents of the form.
6. View the total number of submissions received so far.
7. Double-click the red minus sign to delete a form. Note: a form cannot be deleted if someone filled it out already.

Organized forms into different categories on the Parent/Staff/Events dashboard.

• Forms don't have to be categorized. Without categories, all forms are listed in the same "Standard Forms" section, arranged in order you've placed them on the admin-side.
• This feature can be helpful for camps who want to distinguish certain forms from others, and/or camps who have a lot of forms and wish to present them in a more organized fashion.

First, create a category via the "Manage Form Categories" page. Then, edit the settings for a form to assign it to a specific category.

Double click the icon next to the left of the form name to print all submissions for that particular form.

1. Filter by the date on which forms were submitted. Leave blank to generate ALL submissions.
2. Choose which order the submissions should appear in.
3. Optionally: Filter submissions from a specific division/bunk.

To create a new printed form, select "+Add new form..." within the appropriate scope.

1. Enter the display name for the printed form.
2. Select "Printed" as the form Type.
3. Optional: Upload a blank form for the parent/staff to download.
   • If you have a blank form to provide, upload it here. Parents/staff/guests will be prompted to download the blank form and upload the completed version back you.
   • If you do not have a blank form to provide, skip this step. Parents/staff/guests can upload their own file to you.
   • Note that parents/staff can only upload 1 file per form.
4. Optional: Enter a due date for the form.
5. Optional: Enter instructions that will display above where the parent/staff/guest clicks to upload their file into the form.
6. Choose whether to make the form actively display to parents/staff/guests (as soon as you submit this window).
7. Choose if the form is "download only", meaning that the parent/staff will not be prompted to upload anything. Use this feature for "read-only" material you want them to download.
8. Choose whether to allow the user to edit/re-submit the form.
9. Choose whether admins who have "form submission notifications" enabled should receive email notifications regarding this particular form.
10. Organize the form into a certain form category.
11. Select if you'd like to restrict this form to only display to specific campers/staff/guests. 
    • First, configure your restrictions by creating and saving an Advanced Report that either captures who should or should not see the form.
    • Then, select whether or not to display this form to those who "appear on" or "do not appear" on the report you saved.
    • Finally, select the saved report.

There is no monthly fee for having the Text Messaging module on your CampSite subscription, but you must purchase credits in order to send outgoing text messages.

It costs one credit to send a single text message (i.e. a message of 160 characters or less, to a single recipient). Credits can be purchased in the following packages:

• 3,000 credits for $150
• 10,000 credits for $300
• 25,000 credits for $600

When you initially add the text messaging module to your subscription, we'll add the text credit package of your choice to start with (and bill the associated fee to your payment method on file with our CampSite's Billing department). 

When you need to purchase additional credits, you may do so at any time via the DB Management tab of the Admin settings for your database. To learn how, click here.

• Tip: When choosing how many credits to purchase, note that credits never expire, and unused credits will rollover year to year. Also, credits are not used on any text replies that you receive - only on texts that you send.

A randomly generated phone number will be assigned to your account, and all text messages you send from CampSite will be sent from this number. If parents/staff wish to text you back, they can send a text to your assigned number and their response will be displayed within CampSite. That said, parents may save your assigned phone number to their contacts to identify your incoming messages and/or send you replies as needed.

Though the last 7 digits of your assigned phone number will be randomly generated, you can arrange for the CampSite Support team to customize your area code, which will be discussed during the texting setup process.

If you're ready to add the texting module to your database, contact CampSite support via support@campmanagement.com.

First, we'll have you e-sign an agreement authorizing us to update your current CampSite contract to include the texting module, and also authorizing payment for your initial credit package.

Once the agreement is signed, the Text Messaging module will be added to your database, and you can request parents to opt-in to receiving text messages from your camp. Click here to learn more about the text messaging opt-in proces.

After logging into the Parent Dashboard, parents can access the “My Account” page to opt in to text message notifications. 

To opt-in from here, parents need to select the 'opt in to text message notifications' for their account, click 'save changes' at the bottom of the page, and then respond YES to the text message they receive asking them to confirm if they'd like to opt-in to text messages from your camp.

Staff can find their opt in setting in the Messaging preferences tab of the My Account page of their dashboard.

After selecting the 'opt in to text message notifications' and clicking 'save changes' at the bottom of the page, they then must respond YES to the text message they receive asking them to confirm if they'd like to opt-in to text messages from your camp.

Admin users can send an opt-in request via text message to an individual parent by navigating to the family's profile page and locating the cellphone icon next to the parent's cellphone number.

When this icon is greyed out, it indicates that the parent is not opted into text messaging.

Double click the cellphone icon to text the parent an opt-in request.

Click "OK" to confirm that you wish to send the request.

The parent will then receive a text message asking them to join text messaging with your camp.

The must reply Yes to confirm. After replying Yes, they'll receive a confirmation message.

Once opted in, the cellphone icon next to the parent's phone number will no longer be greyed out.

Admin users can also merge an opt-in link into an email message to the family. 

When parents click the link, it'll trigger an automated text to their phone, to which they must reply Yes in order to opt in.

To merge an opt-in link into the body of your email:

1. Click + Add merge field
2. Select the Family Info tab
3. Scroll down to the Text Messaging Opt-In URLs section
4. Click the relevant field*

*Each parent (primary or divorced) has a unique URL they need to click, so make sure to select the appropriate opt-in URL depending on which parent(s) you're emailing. If a parent clicks a link that's not meant for them (e.g. P1 clicks the opt-in link for P2), the opt-in will not be successful.

Text messages can either be sent individually via the recipient's profile page, or in mass via an advanced report.

Initiate a text to an individual family or staff person via their profile page.

On their profile page, click the Action Menu and select to send a text message.

1. Load a previously saved text message.
2. Write the text message. Click + Add merge fields... to merge data from the recipient's profile page into the body of your message.
3. Save this message to send again later. Save a copy of this message to send again later.
4. Calculate how many credits this message will use (in regards to the number of character in the message and how many opted-in recipients are selected). Preview the message.
5. Select which parents to send the text message to.
6. View the recipients and note which parents in the family have opted in. Parents who have not opted in will not receive your text message (and no credit[s] will be used on parents not opted in).
7. Send the text message.
   

To initiate a mass text, first create an advanced report that contains all of your desired recipients.

Please note that users must be granted permission via their User Permissions in order to be able to send mass texts.

To grant this permission, access their "Campers" and/or "Staff" User Permissions; go to the Advanced Reports section and select "Send text message from Advanced reports"; then click Save changes for this user.

"Quick replies" to incoming messages can also be sent via the parent or staff Text Messaging Dashboard.

Change an individual camper's custom color via the Yearly Info tab of their profile page.

Or, change custom colors in mass by editing the "Custom color" field that you've added to an advanced report. Click here to learn more.

When completing Step 1 of the rollover wizard to open a new year in your database, the "Custom colors" section allows you to choose whether or not to copy the same custom color assignments for each camper to the new year.

• If you deselect the option to roll over custom colors, every camper's custom color for the new year will be empty (a.k.a. white).
• You can still edit a camper's custom color for the new year via their profile page, or in mass via advanced reports.

In your Bunking Boards admin settings, toggle whether the background color of each camper's bunking tile reflects their gender or their custom color.

Use the "Border" dropdown to toggle whether the border color on each camper's enrollment request reflects their gender or their custom color.

Select the appropriate year tab. By default, the Yearly Info and Basic Info subtabs will open, which house the custom color field.

Click directly on the camper's current custom color to edit it:

In the modal that opens, select a preset color, or enter a specific hex code:

After adding the Custom color field to a report, click the Edit icon in the report toolbar.

Select the custom color field and enable editing:

The custom color field will now display a color picker for each camper. Click the color picker to select a new preset color or enter a new hex code.