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Events

Training Video

Events Module Training

To learn how to use CampSite's Events Module as well as the Conference & Retreat Module, watch the training below.

First, we cover how to use the Events setup wizard to set up your Events registration form, configure your Events module settings, and approve registration requests.

We then cover how to create a Conference and Retreat package for your off-season rentals.

Admin User Permissions

User Permissions (Events / Conference and Retreat)

For general information on managing user permissions, please read our Admin user permissions article.

Events / Conference and Retreat

The permission settings for the Events and Conference and Retreat modules are identical, so the information below applies to both modules. Also, if you have both modules, the permissions will be combined as pictured in the screenshot below.

After the Events / Conference and Retreat module is enabled for a user, you can grant the following permissions:

Basic

Admin: Permission to access the Admin settings for the Events / Conference and Retreat module (i.e. access to the "Events / Conference and Retreat" tab within the Admin settings page and all the settings therein.)
Edit: Permission to edit information within the Events / Conference and Retreat modules (i.e. guest/group profile data).
Delete: Permission to delete group / guest profile pages.

Group + guest notes

Admin: Permission to create + manage Events / Conference and Retreat notes categories, and designate which users have access to view and create notes in those categories.
- To allow an admin user to view notes on your guest / group profiles, go to Admin > Events and/or Conference and Retreat tab > Notes: Groups or Notes: Guests > double click the pencil icon to edit the appropriate Notes category > Select the admin user > Edit category > Save changes.

Financial

Financial read: Permission to view basic financial information (such as transactions and payment methods) on group + guest profile pages.
Create charges: Permission to post new charges to a group or guest's account.
Create discounts: Permission to post new discounts to a group or guest's account.
Create payments: Permission to post new payments to a group or guest's account.
Create refunds: Permission to post new refunds to a group or guest's account.
Create credits: Permission to post new credits to a group or guest's account.
Reverse transactions: Permission to reverse transactions of any type they have permission to create.
Delete transactions: Permission to delete transactions of any type they have permission to create.
Financial management: Permission to create and manage financial information on a group or guest's profile, such as editing existing transaction details, adding/removing payment methods and payment schedules, and accessing "financial notes."
Financial reports: Permission to access all Events / Conference + Retreat financial reports on the Financial dashboard.
Financial admin: Permission to make global changes to financial items (Invoicing and Auto pay; Registration discounts; and Transaction categories)

Advanced reports

View + manage Advanced reports: Permission to access the Events / Conference + Retreat advanced reports page (i.e. create and save reports; manage advanced report categories).
Send e-mail from Advanced reports: Permission to send a mass e-mail to everyone generated in an Events / Conference + Retreat advanced report.
Export spreadsheets from Advanced reports: Permission to download data from an Events / Conference + Retreat advanced report as a spreadsheet.
Mass field editing in Advanced reports: Permission to use the "Edit" button in the Events / Conference + Retreat advanced report toolbar to mass edit group / guest profile data.

Events Menu

Registration Requests

Each time the registration form is submitted, a registration request is created. An admin user must approve each request in order for the group/guest to become registered for their requested event.

Access all registration requests your camp has received via the Registration Requests page.

To access the Registration Requests page, click the Registration Requests link within the Events menu of the navigation bar.

Registration Requests are organized into tabs for New, Approved, Waitlisted and Rejected registration requests.

Approving Group/Guest Registration Requests

When using manual processing mode, new registration requests submitted through the Events Dashboard will appear in the "New" registration requests tab until you ready to confirm the group/guest's registration.

To register a group/guest from their registration request, click "Register".

Registration information selected on the group/guest registration form. You may add additional registration options, remove the selected options, or change the registration bundle and sessions.
Click "Next step: Attendees".

Here you will find all of the information about the group members. If you are registering a guest it will just be their information.
Click "Next step: Questions + extras".

These are all of the questions that a group/guest answered in their registration form. If there happen to be extras associated with this event they will be presented here as well.
Click "Next step: Checkout"

If you need to change or amend something you can go back by clicking here.
The amount for the event.
The group/guest registration discounts if you have them will be present here. You may also manually add or take away a registrants discount.
The payment information that a group or guest added.
Signature and date the form was summited.
Choose to send a saved email to the group leader or an individual guest.
Once finished click the "Submit registration" button.

Events/Conference and Retreat Calendar

Use the Events/Conference and Retreat Calendar to view a calendar of all events / packages created in your database.

Select which items you would like to show on the calendar. The calendar defaults to showing Events and Packages.
By clicking on the title of the Package or the Event title the User will be presents with more info concerning the selected item.
Once the Package or Event has been clicked on a new modal will open to display on clickable info about the package or in the case of Events the ability to generate a guest list for the selected event.

Housing Boards

Click "Housing Boards" under the Events tab.

Select the year.
Select the event.

Here you have all of the groups/guests that registered for the selected event. You can add a building if your event requires the registrants to be place in different areas.

Back under the Admin>Events>Housing Management tabs you can set the parameters for your buildings and/or rooms.

Add a building.
Add a room.
Double click to add or change #of rooms.
Double click to add or change capacity.
Double click the "Red Dot" to delete option.

Click "Add building..."
Select which buildings you would like to include.
Click "Add buildings".

Drag and drop the registrants into a building/room. Once the Housing board is complete you may print a list of each room or export them as a spreadsheet.

Group and Guest Advanced Reports

Select either guest or group. For this example we'll choose "Advanced Reports: Guests". (Both are very similar)

If you have any saved reports, you can select them from the dropdown. In this example, we will create a new report.
You can choose to include all guests or select individual Events. (be sure that you select the year that you want.)

We'll create a report with the event Family Picnic, and the fields of Last name, First name, Group name, and Guest ID.

Fields

Click on "Event" and choose Family picnic.
Next click "Add fields..."

Under Guest info choose Group name and Guest ID. (First name and Last name will be choose by default)

Close the window to return to the report.

Additional columns have been added to the report.

Click and drag a field to re-order the columns on the report.
Double-click the red minus sign to remove a field.
Click a column header to sort data alphabetically or numerically.

Filters

Any reportable field can also be added as a filter, which can be used to narrow down the results of your report.

We will add a filter to our report so it only includes female Guests.

Click "+Add a filter..."

First select "Gender" under Guest info.
Once under the filter for gender select Gender "is", "is not", "is blank" , "is not blank"
Choose from male, female, both or other gender categories if your camp has set it that way.
Click "Add filter".

Displays the results for male guests.
Print
E-mail the male guests.
Export to a spreadsheet.
Share saved report with other administrators.
Generate documents.
Generate labels.
Download profile photos for all individuals on the report.
Edit registrant data on the report.

Click "Save as" to save the report and re-use it in the future.
Advanced Reports Management.

Advanced Reports Management

From the Advanced Reports Management page, admins can create/manage report categories; edit user permissions to reports; and archive/delete reports as needed.

Access the Advanced Reports Management page by clicking the link in the top right corner of the Advanced Reports page.

From the Advanced Reports Management page, you may:

Add a New Report Category
Remove a Report Category
Manage Individual Reports
Remove a Report
Manage Archived Categories/Reports
Make Mass Permission Changes

Please note: Each saved report has its own permission settings that specify which admin users can access it (and which level of access they have).
That said, you may not be able to see all saved reports in your database due to lack of permission. To learn more about report permissions, please click here.

Managing Categories

View all saved reports organized by category. Categories are listed alphanumerically by category name, and the number of reports within each category is listed in parentheses.

If you have a large number of report categories, they'll be collapsed automatically (to help load this page faster). When a category is collapsed, click the name once to expand it and view all reports therein; click once more to collapse it again.

Add a New Report Category

To create a new category for saving reports under, click Add new report category.

Enter the category name and click Add category to save changes.

To edit the category name, double click the pencil icon.

Remove a Report Category

When a report category is removed, the category/all reports therein will no longer appear:

In the list of "Saved Reports" located at the top of the Advanced Reports page
In the list of reports to select from when adding a restriction to a form or enrollment option
As an available category to select when saving a new report

To remove a report category and all reports therein, archive or delete it.

While deleted categories cannot be undeleted, archived categories can be unarchived if you need to use/access them again. That said, deleting is always permanent, while archiving can be temporary if needed.

Archive a Category

To archive a report, start by double clicking the pencil icon next to the category name.

Click Archive category.

Note that there are no special admin user permissions required to be able to archive an entire report category.

Archived categories can be unarchived later, if needed. Click here to learn how.

Delete a Report Category

If a category contains no advanced reports, you can delete it by double clicking the red delete button.

To delete a category that contains reports, you must remove all of the reports from the category first. To do that, expand the category and either move all of the reports to a different category or delete the reports. Once all reports are removed from the category, it can be deleted.

Manage Individual Reports

If the category is collapsed, click the category name to expand it and view the reports therein.

For each report within a category, you can:

Edit a Report Name/Assigned Category

Double click the pencil icon to edit the report name; change which category it's assigned to; or archive it.

Note that users can only edit/archive a report if they have "admin" permission to it.

Edit Permissions for the Report

Double click the lock icon to select which users have permission to the report, and if so, select their permission level. To learn more about permission levels, click here. Note that you can only edit the report permissions if you yourself have "admin" permission to the report.

Note that if a user has the Reports user permission, they cannot have their permissions to individual reports edited, so they will not appear in the permissions modal. To learn more, click here.

To edit a user's permission for multiple reports at once, user the Mass Permissions Changes feature.

View the Report Details

View your permission level to the report ("read"-only or "admin") and whether the report is being used to restrict who can see a particular form or enrollment option.

Remove a Report

When a report is removed, it will no longer appear:

In the list of "Saved Reports" located at the top of the Advanced Reports page
In the list of reports to select from when adding a restriction to a form or enrollment option

To remove a report, archive or delete it.

While deleted reports cannot be undeleted, archived reports can be unarchived if you need to use/access them again. That said, deleting is always permanent, while archiving can be temporary if needed.

Archive a Report

Double click the pencil icon to edit the report. Note that you must have "admin" permission to archive an individual report.

CampSite: Advanced Reports Management: Campers 🔊

Click to archive the report. The report will then be archived within the assigned category.

Or, you can select to assign the report to a different category that's currently archived. This will both move the report into that category and archive the report as well.

Delete a Report

Double click the delete button to permanently delete a report. Note that a report cannot be deleted if it's being used as a restriction.

Also, you cannot delete a report unless you have "admin" permission to the report currently.

Manage Archived Categories/Reports

When a report/category is archived, it will no longer appear:

In the list of "Saved Reports" located at the top of the Advanced Reports page
In the list of reports to select from when adding a restriction to a form or enrollment option
As an available category to select when saving a new report

View Archived Reports within an Active Category

Within an active category, click "Show archived reports..." to expand the list of all archived reports within that category.

Unarchive a Report

To unarchive an archived report, double click the pencil icon and then click the unarchive button in the pop-up window that opens.

View Archived Categories

Click "Load archived categories" to view all report categories (and reports therein) that have been archived.

Unarchive a Category

Double click the pencil icon next to the category icon.

Click to unarchive the category.

Note that the individual reports within the category will return to the original unarchived/archived state they were in before the category was archived.

Mass Permission Changes

Use the "Mass permission changes" tool to edit a user's permission to multiple reports at once.

Note that you may only edit the user's permission to reports for which you currently have "admin" permission. To learn more about permission levels, click here.

Note that if a user has the Reports user permission, they cannot have their reports permissions edited through "mass permissions changes." To learn more, click here.

For step-by-step instructions on how to make mass permission changes, please see our "Managing Report Permissions" article.

Group Profile Page

Group Profile Page: Overview

Currently enrolled group events
Quick notes (group Events)
Group profile Action menu (see below)
Group profile tabs

Send out emails to group leads.
Generate documents associated with the group.
Generate labels
Register groups for Events.
Unregister groups from Events.
Create packages for groups (this only appears/applies for clients who have purchased the Conference and Retreat module)
Allows you to merge Events + Conference & Retreat groups, without the support ticket! Go to the action menu of the Group Profile, select the new 'Merge' action and enter the Group ID of the group you wish to merge into. It's that easy!
Delete a group all together.

Group Profile: Basic Info Tab

Group leader information. (this person also has a guest profile which can be accessed by clicking on their name)
Basic info for the group: address, google map location, and mailing labels

Group Profile: Group Members Tab

Add new group members
List of active group members. Also, you can star the group lead and delete group members.

Group Profile: Financial Tab

Transactions:

Select the year.
Add financial notes.
Click the "i" for details on the transaction type.
Add new transactions or new discounts.
Add new payments, credits, and refunds.
Generate statements, and/or send statement

New Charges/New Discounts

Add date to new charge/discount.
Select your registration option.
Select your event.
Select the charge/discount category.
Add a description of the charge/discount (i.e. Category=Merchandise Description=T-shirt)
Enter the dollar amount you want to use or select percentage and choose what percent you want.
Submit.

New payment

Set the date for the payment. (Automatically is defaults to the current date)
Choose your registration option.
Payment method.
If choosing credit card or checking account select which one to use.
Add the amount.
Select the event, category, set the amount and add a description for the new payment.
Set the amount for the invoice.
Send a statement to the leader of the group.
Submit the new payment.

New Credit

Set the date for the credit. (Automatically is defaults to the current date)
Choose a registration option.
Select an event.
Select a category.
Add a description of the credit.
Enter an amount.
Submit.

New Refund

Set the date for the refund. (Automatically is defaults to the current date)
Choose a registration option.
Select the method for which you will refund the groups money.
Add the amount to be refunded.
Select the event, select the category, set the amount that you typed above, and add a description.
Submit.

Invoices

Select the year.
Add an invoice.
Double click to edit an existing invoice.
Double click to generate an invoice.
Double click to send an invoice.
Double click to delete.

Group Profile: Forms Tab

Creating Group forms

Choose whether to create a Permanent or Yearly form and click the corresponding link.
- Permanent forms are only completed once, and the responses provided are rolled over every year. Yearly forms must be re-completed for every year the group attends.

After creating a form,

Double click to edit the form's settings.
Double click to preview the form content.
Double click to print all submissions that have been received for this form.
Click the name of the form to edit the content of the form.

For more information on creating forms, please refer to the Camper forms article.

Viewing a Submitted Events form on the group profile

To view a specific group's submitted forms, go to the group profile page and click the Forms tab.

Viewing forms

*It should be noted that if your camp is in the middle of rolling over to the next enrollment year, meaning you have completed Step 1 of the enrollment Wizard but not Step 2. Then only forms for the current year will display on the Events Dashboard. Once Step 2 of the enrollment Wizard is completed then forms for the next year will display.

Click the name of a form to open the Form viewer.

Marking forms as received

Click "Mark as received" and a stamp saying Yes, and the date will appear next to it.

Group Profile: Yearly Info Tab

Yearly info

Under the yearly info tab you can get a pdf copy of the enrollment options that your group is associated with.

Registration Options tabs

These are all of the registration options that a particular group is signed up for. Each tab contains more information about that particular registration option.

Group Questions

All the questions associated with an event are presented here.

Group Extras

Add extras for members for your group. (i.e. more T-shirts for group members)

Event: Attendees and Housing

Add attendees to your group. Also, if applicable, assign housing (i.e. Buildings and Rooms ) to members of your groups.

Guest Profile Page

Guest Profile Page: Overview

Currently enrolled guest events
Quick notes (guest Events)
Guest profile Action menu (see below)
Guest profile tabs

Guest Profile: Basic Info Tab

Guest information.
Basic info for the guest: address, google map location, and mailing labels

Guest Profile: Groups Tab

Add members to the group or click on the group name to take you to the actual group.

Guest Profile: Financial Tab