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Admin
Campers Tab
Attendance & Authorized Pickups
The Attendance tab of the Admin menu contains settings for Attendance module (mostly pertaining to Authorized Pickups).
1. Select whether to require that parents provide photos of Authorized Pickups that they add to their family's account.
2. Select whether to ask parents to indicate if their child may check themselves in or out without an adult (click here to learn how this looks to parents)
Settings 3 - 6 only pertain to the Transportation module:
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Select whether or not to ask staff to provide who dropped off/picked up the camper up in the following Transportation scenarios: 3. When checking in campers whose transportation arrival method is “parent drop-off” 4. When checking out campers whose transportation departure method is “parent pick-up” 5. When checking in a camper whose transportation arrival method is “bus” 6. When checking out a camper whose transportation departure method is “bus” |
7. Select whether to require a signature from parents and authorized pickups signature when using parent-driven attendance logging
8. Select whether to require the staff member checking a camper in to select which parent/authorized pickup who checked the camper in
9. Select whether to require the staff member checking a camper out to select the which parent/authorized pickup who checked the camper out
10. Specify the password that must be entered to leave the parent PIN page and return to the admin-side of CampSite
11. Select whether to ask parents to provide Authorized Pickups during the enrollment process
- If "No", parents must manually navigate to the Authorized Pickups page of the parent dashboard in order to manage their pickups)
12. If you select to ask parents to provide Authorized Pickups during the enrollment process, select whether Authorized Pickups are required
13. Select whether to display parents and authorized pickups their assigned attendance PINs on the Parent Dashboard
- If "No", PINs will not be displayed on the dashboard nor will they be automatically texted to authorized pickups when parents add them to their account
- Parent PINs are on the My Account page. Click here to see where Authorized Pickup PINs are located
14. Select whether to allow campers to have their attendance logged more than once for the same checkpoint on the same day
15. Authorized Pickups Fields: Customize which data parents must provide on authorized pickups by adjusting the fields presented on the authorized pickup form.
- "First name" and "Last name" are always required, but "Relationship", "Gender", "Date of birth", "E-mail address", "Cell Phone", "Work phone", and "Home phone" are customizable.
- To enable a field on the authorized pickup form, make it "Active"
- To make an active field required, make it "Mandatory"
- To change the setting for a field, double click the current Yes or No value and adjust as needed.
16. Save changes.
Bunking Boards
This article details how to manage the overall admin settings for your camp's bunking boards. To learn how to create or edit your actual bunking boards, read our other articles at this link.
1. Edit the display settings for camper tiles
The first four settings allow you to choose how much detail to display for each camper on the bunking board. These additional details may help admins decide which division/bunk to assign campers to.
See above for an example of a bunking board when all four settings are set to yes.
Every camper tile includes their grade and age to the right of the camper's name. Kristin Casey demonstrates how a camper enrolled in multiple sessions this year is labeled with a red dot. Alina Gamble demonstrates how a new camper this year appears with a bold tile border.
2. Customize the display names
If your camp uses different terminology than the default "division" and "bunk" terms, you can enter custom names instead.
These custom names will appear throughout CampSite in place of the default terminology, like when adding fields to an advanced report (for example).
3. Apply the camper's 'custom color' as tile background
By default, the background color of each camper's bunk tile corresponds with their gender ('Male' = blue; 'Female' = pink; and any other value = white).
Using this setting, you can choose to apply the camper's custom color for that year as their bunk tile background, instead of their gender color. This may help your admin team assign campers to certain divisions/bunks based on their color-coding.
See above for an example of how bunking board tiles appear when their background reflects the camper's custom color.
- If this setting is set to Yes, note that campers who do not have a custom color will have a white bunk tile background.
- If the "Indicate new campers with a bolded tile border" setting is set to Yes, the tile border will still follow the gender color-coding.
Custom Fields
CampSite profile pages come with a standard set of fields for storing data. To store additional data not included in our standard fields, camps can create their own "custom" fields.
Admin users then enter data into those fields from the profile page; in mass by editing an Advanced Report; or by importing a .CSV. Click here to learn more about all 3 methods of inputting data into custom fields.
Note that end users cannot see custom fields, with one exception - click here to learn more.
For example, all camper profile pages include the basic data fields shown in annotation #1 above. Annotation #2 shows examples of "permanent" custom fields for storing a camper's alumni ID, and whether or not the camper's been sent a welcome packet.
In this article, learn about:
Creating Custom Fields
Custom fields are managed from the Admin page, within the respective module tab. For example, the screenshot above shows custom fields for Camper profiles.
Custom Field Scopes
There are different types (i.e. "scopes") of custom fields for each type of profile page. The scope determines how frequently data is stored within the field and thus where the field appears on the profile page.
The following Custom Field scopes can be created for the following profile page types:
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Family Profiles
- Permanent Custom Fields
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Camper Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Session Custom Fields
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Staff Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Session Custom Fields
- Salary Information Custom Fields
- Salary Amount Custom Fields
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Alumni Profiles
- Permanent Custom Fields
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Group Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Event Custom Fields
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Guest Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Event Custom Fields
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Donor Profiles
- Permanent Custom Fields
- Yearly Custom Fields
Permanent field: Only one value can be stored for each person. This type of field is available for Family, Camper, Alumni, Staff, Group, Guest, and Donor profile types. Only permanent fields can be set to be visible on the Parent or Camper profile page. No other form scopes can be set to be visible on the login dashboard. Permanent custom fields cannot be set as visible on the login dashboard to any other profile type except Family and Camper profiles.
Yearly field: One value can be stored per database year, for each person. This type of field is available only to Camper, Staff, Group, Guest, and Donor profile types.
Session field: One value can be stored per session, per year, for each person. This type of field is available only to Camper and Staff profile types.
Event field: (for CampSite's Events module) One value can be stored per event, per year, for each group or guest. This type of field is available only to Group and Guest profile types.
Salary field: (for CampSite's Staff module) One value can be stored per year, within the Salary details tab of a staff person's profile. Both types of Salary custom fields are also protected by the "Salary details" admin user permissions, to control which admins have access to the data in these custom fields. Click here to learn more. Also, "Salary amount" fields are summed together for a salary total. Click here for full details on Staff Salary fields. This type of field is available only to Staff profile types.
For example, in the screenshot above, Camp Firewood created a yearly custom field to record a camper's "swim level." This allows admins to store a separate swim level value for each year.
Adding a New Custom Field
- Select the tab that corresponds with which profile pages you want to create the custom field for
- Select the Custom fields side-tab
- Click the link to + Add new custom field
- Name the custom field.
- Choose the input 'type', which determines how you'll input the data you enter into this field. Read more about each type here.
- Choose the 'scope' of how frequently you need to store data in this field.
- Provide additional details (based on the scope you selected)
- Click Submit to create the custom field.
Editing, Rearranging, and Deleting Custom Fields
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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. - Rearrange the order that custom fields appear in on the corresponding profile page.
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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.
Custom Fields on the Profile Page
The location of a custom field on a person's profile depends on the scope.
Permanent Custom Fields
Permanent custom fields are stored on the main tab of a person's profile page, e.g. the 'Basic Info' tab for Campers.
Yearly Custom Fields
Yearly custom fields are stored within each year tab, then within a sub-tab titled Custom fields.
Session Custom Fields
To find session custom fields (for Campers or Staff), select a year tab, then a session tab, then the sub-tab titled Custom fields.
Entering Data into a Custom Field
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.
Via an Individual's Profile
Edit/insert custom field values the same way you edit other profile fields.
Double click directly on the current value or the word 'edit...'
Insert/edit a value into the input field and click Ok to save.
Note that the type of input field available is based on 'type' that was selected when the custom field was created.
Custom Fields in Advanced Reports
Add the custom field to an advanced report and then activate the Edit function.
For instructions on how mass edit data through an Advanced Report, click here.
Import Custom Fields
You can also add custom field values in mass by uploading a .CSV with those values.
For help on how to import data into CampSite, click here to read our "Import Data" article.
Parent Dashboard
Custom fields for the Family profile page have a 'visibility' setting that controls whether this field is visible (either read-only, or editable) by the parent when logged into their parent dashboard.
When visibility is 'none', the field does not appear on the parent dashboard and is admin-only, like all other custom fields.
Primary parents can access visible custom fields by opening the "My Account" page, selecting the "Family info" tab, and viewing the "Other information" section.
Family profiles can only use the Permanent custom field type, so only Permanent fields that are set to be visible to the parent Dashboard will appear on the Parent Dashboard > "My Account" page.
Permanent Custom Fields on the Camper level can also be seen on the Parent Dashboard when set to be visible. When set as such, these can be seen under the Parent Dashboard > "My Account" page > Camper info > Click on a Campers name.
Staff Salary Fields
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.
Salary information fields
Salary information fields are for storing additional salary-related information. You can create any type of field - yes/no, dropdown, small text, etc., and these fields appear and function like all other custom fields.
For payment amounts, use salary amount fields.
Custom salary information fields appear in a separate table, in the middle of the Salary details tab of the Staff profile page. Double click the current value/"edit..." to change insert or edit a value as needed.
Salary amount fields
Salary amount fields are for money/decimal amounts only, and are displayed as line items on the Salary tab of the staff person's profile page. They're then summed together with the staff person's "Base salary" to calculate their total salary.
Select "Salary amount" as the scope. Note that the "Type" will be locked as Money/Decimal. If you need to store non money/decimal data, create a "Salary information" field instead.
Next, select whether or not the salary amount you'll record in this field is taxable.
- All fields where Taxable = Yes will be summed together on each Staff person's profile for a 'Total taxable salary' and total 'Adjusted taxable salary' amount.
- All fields where Taxable = No will be summed together on each Staff person's profile for a 'Total salary' and total 'Adjusted salary'
Salary amount fields can also be re-arranged to control the order in which they appear on the Staff profile page.
Click the rearrange icon and then drag & drop each field into the desired order.
Custom salary amount fields appear in the bottom section of the Salary details tab of the Staff profile page.
Double click the current value/"edit..." to insert or edit a value as needed.
Total and Adjusted Salaries
CampSite will autocalculate the Total Salary; Total Taxable Salary; Total Charges; Adjusted Salary; and Adjusted Taxable Salary amounts at the bottom of the salary amounts table.
To learn how these amounts are calculated, click here to read our support article on the Salary details tab.
Events (Automated Tasks/Emails)
For Campers, Families, and Staff, use "Events" to automatically send an email or create an admin task each time a specific event occurs.
For most events, choose whether the email/task is created immediately, or so many days later.
The types of events that trigger an email/task differ per module:
Campers
Families
Staff
How Events Work (In General)
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Camper Events
Note that all emails triggered by a camper event will appear on the camper's profile, even if sent to the parents. Tasks will appear on the family's profile.
Non-enrolled camper status
- Trigger an email or task based on camper enrollment inactivity.
- Send a saved camper email to any of the camper's parents or create an admin task when a camper has not become enrolled after X many days since their account was created.
Note: A camper must become enrolled to not trigger this event. Even if they submit the enrollment form but are waiting for your camp to approve their request; or, they submitted a request that was waitlisted, the email/task will still be created.
For this reason, this event is best suited for camps using automatic processing mode or those using manual processing mode & approving requests the same day they're received.
Camper birthday
Trigger an email or task for an enrolled camper's birthday.
- Send a saved camper email to the camper's parents or the camper themselves on their birthday.
- Create an admin task X days before the camper's birthday. The task will always be dated/due on their actual birthday.
Note: This event applies only to campers enrolled for the current enrollment year. If your camp has 2 database years open, they must be enrolled for at least one of the two.
Family Events
Request for Information Form Submission
Trigger an email or task after a family submits your Request for Information form.
- Select whether to send a saved family email or create an admin task immediately (i.e. as soon as the form is submitted), or X many days later.
- It doesn't matter if the family's camper has already been enrolled - the email/task will still be created.
New Family Enrollment Form Submission
Trigger an email or task after a family submits your New Family Enrollment form.
- Select whether to send a saved family email or create an admin task immediately (i.e. as soon as the form is submitted), or X many days later.
- It doesn't matter if the family's camper has already been enrolled - the email/task will still be created.
Note: that Step 1 of the Camper Setup Wizard also allows you to automate a submission confirmation email when these forms are submitted, so creating a Family event to send a saved email 'immediately' could be redundant.
Staff Events
Inactive staff application
Trigger an event based on staff application inactivity.
- Send the applicant an email or create an admin task when an applicant who's not yet hired has not updated their staff application after X many days since their account was created.
- If the applicant is hired before the action was triggered, the email/task won't be created.
Note: This event is triggered by application inactivity. If the applicant has finished their application and therefore has had no application activity, but your camp has hired them yet, the email/task will still be created.
Staff birthday
Trigger an email or task for a hired staff person's birthday.
- Send an email to the staff person on their birthday.
- Create an admin task X days before the staff person's birthday. The task will always be dated/due on their actual birthday.
Note: This event applies only to staff hired for the current hiring year. If your camp has 2 database years open, they must be hired for at least one of the two.
Financial: Communication
From your Financial: Communication settings, you can control your automatic email notifications for approved and declined transactions within the Campers module, as well as custom texts that appear on financial statements and invoices.
To access your Financial: Communication settings, go to Admin>Campers>Financial: Communication.
Automatic Emails for Approved Transactions
Control whether or not CampSite automatically sends an email when a credit card or checking account transaction is approved.
If these emails are enabled, the email will be sent to the "billing address" associated with the payment method that was used.
- When a credit card transaction is approved, select whether or not to send automatic emails to the billing address on file for the card.
- When a checking account transaction is approved, select whether or not to send automatic emails to the billing address on file for the card.
- Add additional text to the automatic email.
Note: The automatic email already contains standard text auto-populated by CampSite. See below for an example:
- This text automatically appears in the email. It cannot be edited.
- This is where your additional text would appear.
Automatic Emails for Declined Transactions
Control whether or not CampSite automatically sends an email when a credit card or checking account transaction is declined.
If these emails are enabled, the email will be sent to the "billing address" associated with the payment method that was used.
- When a credit card transaction is declined, select whether or not to send automatic emails to the billing address on file for the card.
- When a checking account transaction is declined, select whether or not to send automatic emails to the billing address on file for the card.
- Add additional text to the automatic email.
Note: The automatic email already contains standard text auto-populated by CampSite. See below for an example:
- This text automatically appears in the email. It cannot be edited.
- This is where your additional text would appear.
Custom Text on Invoices and Statements
In the bottom portion of the "Financial: Communication" tab, you can add additional text to appear on all financial statements and invoices that are generated from your database.
- Provide additional text to appear above the Payment Coupon
Payment coupons appear at the bottom of invoices that are not set up for auto pay. Parents can detach the coupon, write their payment method information, and mail it to your camp so that an admin can manually process the payment. - Provide custom text to display on all financial statements
- Choose whether or not to display all of the campers' session dates on each family's statement*
- Provide custom text to display on all invoices
- Choose whether or not to display all of the campers' session dates on each family's invoice*
*If enabled, the dates will display in a bulleted list at the bottom of the invoice.
Tips:
- You can preview your statements by generating a statement for one of your families (via their Financial tab). Click here to learn more.
- You can preview invoices during the "generate invoices" step of the invoicing + auto pay process (learn more); or, open a previously generated invoice from a family's profile page (learn more).
- To preview the payment coupon, review an invoice that's not set up for auto pay.
Financial: Parent Dashboard
From your Financial: Parent Dashboard settings, you can add custom text to the Financial tab of the Parent Dashboard and also control what parents can see/do when accessing this page.
Tip: To view the Financial tab of your camp's Parent Dashboard, log into your Parent Dashboard and click "Financial" on the left. Click here for more information.
To access your Financial: Parent Dashboard settings, go to Admin>Campers>Financial: Parent Dashboard.
From here, you can control:
Financial Dashboard Homepage Message
Add a custom message to the top of the Financial page (like important payment instructions or who to contact with questions). Note that all parents - whether their campers are enrolled or not - will be able to see this message.
To see an example of the homepage message at it appears on the Parent Dashboard, click here.
Parent Financial Permissions
Note: If you prevent parents from being able to complete certain financial actions, admin users can complete those actions on the family's behalf via the Financial tab of the family's profile.
Make sure to click "save changes" at the bottom of the page when you're finished updating any of the below settings.
Balance + Statement
Select whether or not:
- Parents are shown their balance amount (per year)*
- Parents can download an itemized financial statement (per year)*
*If set to Yes, parents will be able to access their balances and statements for the current year as well as all past years they've attended camp. To see an example, click here.
If set to No, please note that parents also cannot make payments.
Payment Methods
Select whether or not:
- Parents can view the payment methods they have saved to their account
- Parents can add new payment methods to their account
- Parents can manage their saved payment methods (i.e. edit the email address & expiration date; or change which method is 'primary' for auto pay)
To see an example, click here.
Payments
- Choose whether parents are able to make payments towards their total balance for a given year
- Choose whether parents are able to make payments towards open invoices*
*When making a payment, parents can select a payment schedule to apply the payment towards, but not individual invoices.
If this setting is set to Yes, when a family makes a payment towards a payment schedule for which they have an unpaid invoice, the payment will be automatically applied to that invoice.
If this setting is set to No, the payment will be applied towards the overall payment schedule balance but not towards the unpaid invoice. An admin user would then need to manually apply the payment towards the invoice via the Invoices tab of the family's profile. - Customize the payment confirmation message that appears after a payment is submitted successfully
To keep parents from making payments outside of the invoice schedule, disallow payments towards their balance but allow payments towards open invoices.
To see an example of making a payment on the Parent Dashboard, click here.
Payment Schedule + Invoices
Select whether or not:
- Parents can change their invoice preferences (i.e. which parent[s] should receive invoices)
- Parents can view their payment schedule dates and download generated invoices
To see an example of viewing payment schedules/invoices, click here. For an example of the invoice e-mail preferences, click here.
Campers Setup Wizard
Campers Wizard - Step 1: Request for information + New family enrollment form setup
Parents use the "Request for information" and "New family enrollment" forms to create their family's account for your Parent Dashboard.
Both forms come with basic questions included, which you can customize by rearranging the order they appear in and whether they actively appear on each form.
Add additional custom questions to both forms, and also customize the header text that appears at the very top of each form (for important information or additional instructions, etc.)
To manage your Request for information + New family enrollment forms, navigate to Step 1 of the Camper Setup Wizard within the Campers Admin tab.
From Step 1, you may:
What's the difference between the two forms?
Both forms allow parents to create an account, but the forms differ in how parents are redirected after each form is submitted.
- After submitting the New Family Enrollment Form, the parent is immediately logged into their account and presented your enrollment form to complete.
- After submitting the Request for Information Form, the parent is presented a confirmation message and offered to return to your camp's official website. At this point, the family is waiting to be contacted by your camp before moving forward with enrollment.
For more information about these two forms (with examples), please click here.
Form Setup
First, select the correct tab on the left sidebar menu depending on which form you want to edit.
For either form, you'll find the following settings:
- Customize the Header Text that displays at the top of the form
- Customize the questions that are asked on the form
- Apply additional settings
Note that there's no preview function for these forms. To see how the forms appear, visit the actual forms by following the appropriate links.
Header Text
Add custom text/content to the header area of each form. This can be used to provide useful information, instructions, external links, etc. that you wish to present to families before they start completing the form.
Type content into the textbox and use the toolbar to format the content as needed (e.g. embed images, links, change font colors, etc.)
Save changes when finished.
Section order
The "section order" lists the questions that come included on the form, which are organized into different sections.
Customize how these questions display by rearranging the order each section appears in, and/or toggling whether an entire section actively appears on the form.
- Click + drag to rearrange the order in which each section of questions appears on the form.
- Double click to expand a section and customize the individual questions within that section.
- Enable/disable an entire section of questions by changing the "Active" status for the section.
- To edit, double click the current Yes/No setting, change it as needed, and click Ok to save.
- "Yes" = the section of questions is actively displaying on your form.
- "No" = the section of questions is not displaying on your form.
- Save any changes made on this page
Manage Individual Questions
Expand a question section to display the built-in questions that exist within that section.
Note that you cannot edit the actual wording of the built-in questions on this form. You can, however, rearrange questions, make certain questions mandatory, or remove certain questions from the form by making them not active.
To add custom questions to the form, click "Family Questions" or "Camper Questions" in the left sidebar menu. Click here to learn more.
- Click + drag to rearrange the order in which each question appears on the form.
- View the name of the question.
- Manage whether the question is mandatory.
- Double click the current "yes" or "no" setting to edit as needed.
- Manage whether the question is actively displaying on your form.
- Double click the current "yes" or "no" setting to edit as needed.
Note that you can also add additional custom questions, beyond those that are built-in, using the correct tabs on the left sidebar menu.
Additional Settings
- Select which one of your saved Family E-mails should be sent every time a family submits the form
- Select whether to include the family's Parent Dashboard login credentials in their submission confirmation e-mail
- This setting only applies to the Request for Information form. Credentials are always attached to the confirmation email for the New Family Enrollment form.
- If no, parents will have to contact your camp and have an administrator issue a password in order to access the Parent Dashboard.
- If yes, parents will receive their credentials within the confirmation email so they can access the Parent Dashboard without an admin's help.
- For camps using our Text Messaging module, select whether to ask parents to opt-in to text messages when creating their account
- Save any changes made on this page
Add Custom Questions
Add additional custom questions to these forms by creating "Family questions" and/or "Camper Questions" via the sidebar menu.
Family Questions are asked only once, while Camper Questions are asked once per camper.
- Remember that families only complete your Request for Info or New Family Enrollment forms one time (to create their account), so they'll only answer your custom questions one time as well.
- If you have questions that need to be filled out every time a camper enrolls, they should be created as Enrollment Questions on Step 8 of the Setup Wizard instead.
- Select family or camper questions
- Add a new question
- Click + drag to rearrange the order in which questions appear
- Edit an existing question by double clicking the current question text, making your changes, and then clicking Ok to save.
- View the response type for the question. To edit, click once.
- View whether the question is mandatory. To edit, double click the current Yes/No setting, make your changes, and click Ok to save.
- View whether the question is actively displaying on your form. To edit, double click the current Yes/No setting, make your changes, and click Ok to save.
- Permanently delete a question
- Questions cannot be deleted if they've already been answered. Instead, make the question not active to remove it from your form.
- Save your changes
Note: In order for custom Family or Camper questions to appear on either form, these question sections must be active under the "section order" settings for the form.
CAPTCHA
Enable a CAPTCHA prompt on the Request for Information and New Family Enrollment Forms to prevent spam or bot submissions of either form. Users completing the form must prove they're not a robot before they can submit.
For now, enabling CAPTCHA for the Request for Information and New Family Enrollment forms will also enable CAPTCHA for the Staff and Donor modules (if you have those as well), though we plan to create separate CAPTCHA settings for each module in the future.
To enable CAPTCHA:
- Select Yes from the dropdown menu.
- Click to save your changes.
Note: This should be set to 'No' unless your camp is receiving spam submissions.
CampSite's CAPTCHA uses Google's latest reCAPTCHA technology. To learn more, click here.
Campers Wizard - Step 2: Sessions
Sessions indicate the time frames when campers attend camp. On Step 2, create all of the different sessions you plan to add to your enrollment form. Then on Step 9, add these sessions to your enrollment from by select them when creating an enrollment option.
- Sessions aren’t visible on your enrollment form until they’re built into an enrollment option.
- Think of Step 2 as the internal “master list” of all the sessions you'll offer.
- Control which sessions appear on your enrollment form by managing your enrollment options on Step 9.
To manage your sessions, navigate to Step 2 of the Camper Setup Wizard within the Campers Admin tab.
From Step 2, you may:
- Add a session
- Edit a session (including group capacities)
- Delete a session
Important Note:
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To add a new session to your enrollment form, create the session on Step 2, then go to Step 9 and add the session to an enrollment option. |
Add a New Session
Sessions should correspond with the different timeframes campers can choose to attend. For example, if you allow campers to sign up for individual days of the week, create a session for each day they can select. If you're running a week-long program where campers attend the full week, create a session that spans that entire week, so on and so forth.
- Select the appropriate enrollment year
- Click +Add session...
Provide the name, start/end date and time, the maximum capacity (to limit how many campers, overall, may enroll for the event), and select the 'Active Days' on which campers will attend camp for this session.
If you need to enter custom active days, you may do so by editing the session after it's been created. You may also configure sub-capacities ("group capacities") by editing the session after it's created.
The new session will now appear on Step 2, and you can now build the session into an enrollment option on Step 9 so that the session appears on your enrollment form.
Edit a Session
Note that you may edit a session at anytime, even if registration has already begun. Any changes you make will apply to new registrations that occur from that point forward.
Double-click the pencil to edit a session.
Session Details
Edit the session details as needed.
- Using the calendar, manage the individual "active days" for the session
- Manage sub-capacities, i.e. "group capacities" for the session
Active Days
Active days refer to the days on which campers report to camp for this particular session.
Note: The "Active days" setting is for admin reference only, and is only relevant to the Attendance, Medical, and Transportation modules. If you do not have these modules, the "active days" setting is irrelevant.
- On the inactive days for a session, the Attendance module will not prompt for attendance check-ins; the Medical module will not prompt for medication deliveries; and the Transportation module will not generate bus rosters.
Using the calendar, click on a date to activate/deactivate that day of the session. If a date is green, it's active. If a date is grey, it's not active.
Apply your changes by clicking "Update session."
Session Group Capacities
Create group capacities to limit how many campers of a certain age, gender, and/or grade level may enroll for the session.
Note: Group capacities limit how many can enroll. They do not restrict who is eligible to enroll. For example, having a group capacity for K-3rd graders does not mean that 4th and up can't enroll; it just means you're limiting how many K-3rd graders can.
To restrict who can enroll, you need to add restrictions to the enrollment option(s) that contain this session. Enrollment options (and their restrictions) are managed on Step 9.
Add Group Capacities
Click + Add group capacity...
Select a capacity amount and the appropriate gender/age/grade filters (select multiple filters if needed). For example, in the screenshot above, the session is limiting only 25 spots for campers grades K-1st.
Click 'add group capacity' when finished. Add additional group capacities as needed.
Edit/Delete a Group Capacity
Group capacities can be edited or removed at anytime (even after enrollment has begun).
- Double click the current capacity amount to adjust it
- Remove a capacity by double clicking the delete button
Note that group capacity criteria cannot be edited. Instead, delete the capacity and add a new one with the correct criteria.
Delete a Session
Deleting a session serves to permanently remove it from your CampSite database.
- If your intention is to remove a session from your enrollment form, you may do that via Step 9, not via Step 2. On Step 9, archiving or deleting the corresponding enrollment option will prevent parents from seeing it when enrolling their camper(s). Click here to learn more.
To delete a session, double click the red delete button.
When the delete button is grey, it indicates that the session cannot be deleted. A session can't be deleted if it's built into an enrollment option/transportation session group or a staff applicant has been hired for it. To see exactly where/how a session is being used, hover over the grey delete button and wait for the tool tip to open.
Campers Wizard - Step 3: Transaction Categories
Transaction categories allow you to organize the transactions within your CampSite database into certain categories, for reporting purposes.
Every transaction in your database is labeled with at least 1 transaction category. Admin users can then filter financial reports by transaction category to generate more specific financials on a per category-basis.
For example, create a"Merchandise" category for all of your merchandise enrollment extras to report on the payments you've received for merchandise specifically.
To manage your transaction categories, navigate to Step 3 of the Camper Setup Wizard within the Campers Admin tab.
How do transaction categories work?
First, create various transaction categories on Step 3 to reflect the different types of transactions you expect to generate. Then, designate these categories to certain enrollment-related transactions you configure (e.g. tuition plans, enrollment extras, enrollment discounts, deposits).
When a camper enrolls and those transactions are posted, they'll automatically be labeled with the category you specified when setting up the transaction. Transaction categories are also used when admins create new transactions manually (via the family's profile).
Add a New Transaction Category
Click + Add a new transaction category...
Name the transaction category, optionally, assign a ledger code. Ledger codes are also included in financial reports.
Select which enrollment year(s) the category is relevant and then click "Add transaction category" to save your changes.
The new transaction category will be added to your database. To apply the transaction category to certain enrollment form transactions, navigate to the corresponding setup wizard step and edit the "Category" settings for the transaction (e.g. tuition plans, enrollment extras, enrollment discounts, deposits).
Edit a Transaction Category
Edit the name, ledger code, or enrollment years for a transaction category by double clicking the corresponding pencil icon.
Note: "Tuition" and "Cancellation fee" are built into your CampSite database so you cannot edit the name or delete either category.
Also, you can't disassociate a transaction category from a year in which the category was assigned to transactions.
Delete a Transaction Category
To permanently delete a transaction category from your database, double click the delete button on the right. Note: "Tuition" and "Cancellation fee" are built into your CampSite database and cannot be permanently deleted.
A transaction category cannot be deleted if it's been applied to transactions already (even in past years). However, you can hide a transaction category for certain year enrollment years by editing the transaction category and deselecting the year(s) for which it's not relevant.
Campers Wizard - Step 4: Payment Schedules
This article explains how to create and edit payment schedules. To learn how to complete the batch invoicing process, read these articles or watch this video instead.
If a family doesn't pay in full at the time of enrollment, you can offer payment schedules for their remaining balance. Each payment schedule consists of specific dates on which all families are expected to remit payment to your camp. For each payment date, an admin user will batch generate and email invoices to collect payment from the relevant families. For all families on "auto pay," an admin will also batch debit invoice payments from each family's preferred payment method.
If you require families to pay in full at the time of enrollment, payment schedules are not relevant to your camp and do not need to be configured.
To manage your payment schedules, navigate to Step 4 of the Camper Setup Wizard within the Campers Admin tab.
Adding payment schedules to your enrollment form is a 3-step process:
- Create a group to contain the payment schedules
- Create payment schedules within the group
- Link the group to an enrollment option
Add a New Payment Schedule Group
Payment schedules are organized into groups. First, you'll create a payment schedule group; then, you'll create payment schedules within the group. Finally, you'll add your payment schedules to your enrollment form by linking a group of payment schedules to an enrollment option.
- For example, if you offer summer camp and afterschool programs, you'll create a group of payment schedules for the Afterschool program and then a separate group of schedules relative to Summer Camp.
- If you want to offer the same set of payment schedules to all of your enrollment options, you can create only one group of schedules and link that same group to all of your options.
To add a payment schedule group:
- Choose the right enrollment year
- Click to add a payment schedule group
Next, provide a name for the group and click Add payment schedule group.
Payment Schedules
Payment schedules are contained within each group.
Click the name of the payment schedule group to access/manage the schedules within that group.
From the payment schedules page, you can create payment schedules and manage existing payment schedules. To learn how to complete the batch invoicing process, read this article or watch this video instead.
Create a New Payment Schedule
To create a new payment schedule, click +Add a new payment schedule...
- Name the payment schedule
- Select whether or not "auto pay" is required
- When a family selects auto pay, your camp will draft their payments for them, on the payment due date
- If auto pay is required, all parents must agree to let your camp draft their payments
- Select whether to offer this payment schedule on your enrollment form
- If No, parents won't be offered the schedule, but admin users may place a family onto it manually
- Enter the first date on which payment will be due
- Click to add more payment dates to the schedule
- Each family's balance will be divided into equal payments per date
- E.g. a balance of $500 on a schedule with 5 dates = $100 payments
- (Optional) Add custom instructions for this specific schedule
- Click Submit to create the payment schedule
Manage Payment Schedules
- Click to create another payment schedule within the group
- When a group contains multiple schedules, parents can choose which payment schedule they want (but they can only choose 1 schedule per group).
- Edit the general settings for the payment schedule (double click)
- Add* another payment date to the schedule (double click)
- Change an existing payment date (double click)
- Delete* a payment date (double click)
- Delete the entire payment schedule (double click)
- A schedule cannot be deleted if a family already checked out with it.
- Remove a payment schedule from your enrollment form by editing the general settings and configuring "Show on enrollment form?" to No.
*Adding and deleting dates will impact all families that are already on the payment schedule, as well as new families who add the schedule moving forward. Changing the number of payment dates will also impact the amount that each family has to pay per date, since their balance is divided evenly across all payment dates.
Add Payment Schedules to the Enrollment Form
Add payment schedules to your enrollment form by linking a group of payment schedules to an enrollment option. You can manage your enrollment options via Step 9 of the Camper Setup Wizard.
Navigate to Step 9 of the Camper Setup Wizard and then:
- Expand the enrollment option
- Select the "Payment schedule group" tab
- Click the dropdown menu and select the appropriate group
- Save changes
All campers selecting this enrollment option will then be asked to select one of the payment schedules within the group when enrolling (if they don't pay in full at the time of enrollment).
Invoicing for Payment
To learn how to complete the batch invoicing process, read this article or watch this video.
Campers Wizard - Step 5: Tuition Plans
Tuition Plans indicate the cost for attending your camp sessions. You’ll select from these tuition plans later on to assign a price to each of the enrollment options you add to your enrollment form.
For each tuition plan, you can also create "Tuition Plan Rates" to offer a different price to campers who start enrolling during a certain timeframe (e.g. "early bird" prices early on in your registration period).
To manage your tuition plans, navigate to Step 5 of the Camper Setup Wizard within the Campers Admin tab.
On Step 5, you may:
Add a New Tuition Plan
- Select the correct enrollment year (based on which enrollment option you plan to link the tuition plan to)
- Click +Add tuition plan...
Next, provide the details for the tuition plan.
- Enter the name of the tuition plan*
- Select a transaction category**
- Enter the amount
- Click Submit to create the tuition plan
* All charges created for this tuition plan will list the tuition plan name as the "Description" of the charge (on the family's statement/in your financial reports).
** All charges created for this tuition plan will be labeled by this transaction category, for reporting purposes. If you need to create a new category for the tuition plan, go to Step 3 of the Setup Wizard first.
The new tuition plan will be added to your database (in alphabetical order).
To add this tuition plan to your enrollment form, select this tuition plan when creating enrollment options on Step 9. Click here to learn more.
Edit a Tuition Plan
Admins can change the name, amount, or transaction category of a tuition plan anytime after it's been created.
- Any changes made will automatically apply to all enrollment option bundles that include this tuition plan.
- Changes will only impact new enrollments that occur after changes have been applied. Campers who already registered for the tuition plan will NOT be impacted.
Double-click the pencil icon to edit a tuition plan.
Edit the name, category, and amount as needed, then click Submit to apply your changes.
Delete a Tuition Plan
Admins can permanently delete a tuition plan from the database if:
- The tuition plan isn't currently built into to any enrollment options.
- No campers have registered for the tuition plan.
If you need to remove a certain tuition plan from your enrollment form, it's not necessary to permanently delete it. You can remove a tuition plan from your enrollment form via Step 9 by managing which tuition plan is assigned to your enrollment option bundle(s).
To permanently delete the tuition plan from your database, double-click the delete icon on the right.
Create a Tuition Plan Rate
Tuition Plan Rates allow you to offer a different price for a tuition plan during a certain timeframe.
Each tuition plan rate must include a start and end date during which that rate applies. Campers who start enrolling during that timeframe will be charged the amount indicated for the tuition plan rate instead of the standard tuition plan amount.
If a camper starts enrolling outside of the dates for any tuition plan rates, they will be charged the standard or 'default' tuition plan amount.
- Locate the correct tuition plan and double click the 3 dots to expand the plan
- Click + Add tuition plan rate... (underneath the tuition plan)
- Enter the name of the rate*
- Select a transaction category**
- Enter the amount of the rate
- Enter the full amount that should be paid (NOT the discount that should be deducted from the standard amount)
- Select the first day on which this rate should apply.
- Select the last day on which this rate should apply.
- Set whether or not to activate the rate.
- Click to add the rate.
* All charges created for this tuition plan rate will list the tuition plan rate name as the "Description" of the charge (on the family's statement/in your financial reports).
** All charges created for this tuition plan rate will be labeled by this transaction category, for reporting purposes. If you need to create a new category for this rate, go to Step 3 of the Setup Wizard first.
The new rate will be created for the selected tuition plan.
If needed, create additional tuition plan rates to offer several different rates at different times of the year.
Edit a Tuition Plan Rate
Admins can change the name, transaction category, amount, start + end date, and active status of a tuition plan rate anytime after it's been created.
- Locate the corresponding tuition plan and double click the 3 dots to expand the plan
- Double click the pencil icon for the tuition plan rate
Edit the settings for the tuition plan rate as needed, then click "Update rate" to apply your changes.
Note that any changes will only impact new enrollments that occur after your changes have been applied (campers who already registered will NOT be impacted).
Delete a Tuition Plan Rate
Admins can permanently delete a tuition plan rate from the database if no campers have registered under that rate yet.
- If you need to disable a certain tuition plan rate, but can't delete it, deactivate it by editing the rate settings and configuring the "Active" setting to No.
To permanently delete the tuition plan rate from your database, locate the corresponding tuition plan, expand the plan, and then double click the delete icon for the rate.
Add a Tuition Plan to the Enrollment Form
Add a tuition plan to your enrollment form by selecting the tuition plan when you create enrollment option bundles on Step 9.
When creating bundles for each new enrollment option, admins designate the price for the bundle by selecting a tuition plan that was already created on Step 5.
Then, when a camper enrolls for this particular enrollment bundle, they'll be charged the price stipulated by the tuition plan that was built into the bundle.
For more information on creating enrollment options and bundles, click here.
Campers Wizard - Step 6: Enrollment Extras
Create enrollment extras to offer additional items or services campers can purchase along with their enrollment, like before and after care; transportation to/from camp; or camp merchandise.
Enrollment extras can either be offered for purchase once per year (during the camper's very first enrollment for the year); or, once per enrollment option (whenever the camper selects for the associated option[s]).
Adding enrollment extras to your enrollment form is a 2-step process:
- First, create the enrollment extra on Step 6 of the Setup Wizard
- Then, add the enrollment extra to the enrollment form via Step 8 or 9, depending on how often campers can purchase them
To manage your enrollment extras, navigate to Step 6 of the Camper Setup Wizard within the Campers Admin tab.
On Step 6, you may:
After you create an enrollment extra on Step 6, go to Step 8 or 9 to add it to your enrollment form - click here to learn more.
Create an Enrollment Extra
The first step in adding enrollment extras to your enrollment form is to create the extra in your database via Step 6.
To create a new enrollment extra:
- Select the correct enrollment year
- Click +Add enrollment extra...
Next, you'll be asked to provide the details for the enrollment extra.
- Name the enrollment extra
- Select which type of charge should be incurred - 'by amount' (i.e. a flat fee) or 'percentage' (i.e. a percentage of their tuition costs)
- For financial reporting purposes, select which session to assign all associated charges with
- This setting does NOT add the enrollment extra to your enrollment form for that session. This setting is strictly related to internally tracking program financials when generating financial reports in CampSite. Click here to learn more.
- Select a transaction category*
- Optional: Enter a description of the extra (to provide parents with more details about their purchase)
- Enter the amount that the extra costs
- Click Submit to create the extra
*All charges created for this enrollment extra will be labeled by this transaction category, for reporting purposes. If you need to create a new category for the extra, go to Step 3 of the Setup Wizard first.
The new enrollment extra will be added to your database (in alphabetical order).
To add this enrollment extra to your enrollment form, go to Step 8 or 9 (depending on how often campers can purchase the extra) - click here to learn more.
Edit an Enrollment Extra
Admins can change the name, transaction category, description, and cost of an enrollment extra anytime after it's been created.
To edit an enrollment extra, double click the pencil icon on the far left.
Edit the name, category, description, or amount as needed and submit your changes.
Note that changes to an enrollment extra will only impact new purchases of that extra after your changes have been applied. Campers who already purchased the enrollment extra will NOT be impacted.
Delete an Enrollment Extra
Admins can permanently delete an enrollment extra from CampSite if:
- The enrollment extra hasn't been purchased by any campers yet.
- The enrollment extra has been removed from the enrollment form (via step 8 or 9, depending)
If you need to remove a certain enrollment extra from your enrollment form, it's not necessary to permanently delete it via Step 6.
You control which extras display on your enrollment form via Step 8 or 9 (depending on how you added the extra to your form originally).
To learn how to remove a yearly extra from your enrollment form (Step 8), click here.
To learn how to remove an extra from certain enrollment options (Step 9), click here.
To permanently delete the enrollment extra from your database, double-click the delete icon on the right.
Adding Enrollment Extras to the Enrollment Form
To add an enrollment extra to your enrollment form, first you need to decide how often you wish to allow campers to purchase the extra:
-
Offer the extra as a "yearly enrollment extra."
Yearly enrollment extras are available for purchase once a year (during the camper's first registration for the year), regardless of which enrollment option/how many enrollment options a camper is enrolling for. Yearly extras can be offered for purchase once per camper OR once per family. Note that yearly enrollment extras cannot be purchased after the camper's first registration for the year.
To add an extra to your enrollment form as a yearly extra, go to Step 8: Enrollment Form Setup > Yearly Enrollment Extras. Read more in our "Step 8" Support Article.
-
Offer the extra on individual enrollment options.
Enrollment option extras can be purchased once per enrollment option, depending on which enrollment options you associate the extra with. Once campers select an enrollment option, any enrollment extras that were associated to that particular option will be offered for purchase. This allows you to offer an extra only for certain enrollment options/sessions that are relevant (or, for every one of your options, if desired). It also allows the camper to purchase the extra more than once (if they're enrolling in several options and the extra is available on each of those options). Also, enrollment option extras can be made available for campers to purchase after they enroll, if desired (unlike yearly extras).
Note that Enrollment option extras must be purchased per camper (they cannot be offered "once per family").
To add an extra to an enrollment option, go to Step 9: Enrollment Options and edit the 'extras' setting for the bundle(s) within an enrollment option. You can add extras to a bundle when first creating the bundle (click here to learn more) OR add them to a bundle that's already been created (click here to learn more).
Families Tab
Custom Fields
CampSite profile pages come with a standard set of fields for storing data. To store additional data not included in our standard fields, camps can create their own "custom" fields.
Admin users then enter data into those fields from the profile page; in mass by editing an Advanced Report; or by importing a .CSV. Click here to learn more about all 3 methods of inputting data into custom fields.
Note that end users cannot see custom fields, with one exception - click here to learn more.
For example, all camper profile pages include the basic data fields shown in annotation #1 above. Annotation #2 shows examples of "permanent" custom fields for storing a camper's alumni ID, and whether or not the camper's been sent a welcome packet.
In this article, learn about:
Creating Custom Fields
Custom fields are managed from the Admin page, within the respective module tab. For example, the screenshot above shows custom fields for Camper profiles.
Custom Field Scopes
There are different types (i.e. "scopes") of custom fields for each type of profile page. The scope determines how frequently data is stored within the field and thus where the field appears on the profile page.
The following Custom Field scopes can be created for the following profile page types:
-
Family Profiles
- Permanent Custom Fields
-
Camper Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Session Custom Fields
-
Staff Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Session Custom Fields
- Salary Information Custom Fields
- Salary Amount Custom Fields
-
Alumni Profiles
- Permanent Custom Fields
-
Group Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Event Custom Fields
-
Guest Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Event Custom Fields
-
Donor Profiles
- Permanent Custom Fields
- Yearly Custom Fields
Permanent field: Only one value can be stored for each person. This type of field is available for Family, Camper, Alumni, Staff, Group, Guest, and Donor profile types. Only permanent fields can be set to be visible on the Parent or Camper profile page. No other form scopes can be set to be visible on the login dashboard. Permanent custom fields cannot be set as visible on the login dashboard to any other profile type except Family and Camper profiles.
Yearly field: One value can be stored per database year, for each person. This type of field is available only to Camper, Staff, Group, Guest, and Donor profile types.
Session field: One value can be stored per session, per year, for each person. This type of field is available only to Camper and Staff profile types.
Event field: (for CampSite's Events module) One value can be stored per event, per year, for each group or guest. This type of field is available only to Group and Guest profile types.
Salary field: (for CampSite's Staff module) One value can be stored per year, within the Salary details tab of a staff person's profile. Both types of Salary custom fields are also protected by the "Salary details" admin user permissions, to control which admins have access to the data in these custom fields. Click here to learn more. Also, "Salary amount" fields are summed together for a salary total. Click here for full details on Staff Salary fields. This type of field is available only to Staff profile types.
For example, in the screenshot above, Camp Firewood created a yearly custom field to record a camper's "swim level." This allows admins to store a separate swim level value for each year.
Adding a New Custom Field
- Select the tab that corresponds with which profile pages you want to create the custom field for
- Select the Custom fields side-tab
- Click the link to + Add new custom field
- Name the custom field.
- Choose the input 'type', which determines how you'll input the data you enter into this field. Read more about each type here.
- Choose the 'scope' of how frequently you need to store data in this field.
- Provide additional details (based on the scope you selected)
- Click Submit to create the custom field.
Editing, Rearranging, and Deleting Custom Fields
-
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. - Rearrange the order that custom fields appear in on the corresponding profile page.
-
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.
Custom Fields on the Profile Page
The location of a custom field on a person's profile depends on the scope.
Permanent Custom Fields
Permanent custom fields are stored on the main tab of a person's profile page, e.g. the 'Basic Info' tab for Campers.
Yearly Custom Fields
Yearly custom fields are stored within each year tab, then within a sub-tab titled Custom fields.
Session Custom Fields
To find session custom fields (for Campers or Staff), select a year tab, then a session tab, then the sub-tab titled Custom fields.
Entering Data into a Custom Field
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.
Via an Individual's Profile
Edit/insert custom field values the same way you edit other profile fields.
Double click directly on the current value or the word 'edit...'
Insert/edit a value into the input field and click Ok to save.
Note that the type of input field available is based on 'type' that was selected when the custom field was created.
Custom Fields in Advanced Reports
Add the custom field to an advanced report and then activate the Edit function.
For instructions on how mass edit data through an Advanced Report, click here.
Import Custom Fields
You can also add custom field values in mass by uploading a .CSV with those values.
For help on how to import data into CampSite, click here to read our "Import Data" article.
Parent Dashboard
Custom fields for the Family profile page have a 'visibility' setting that controls whether this field is visible (either read-only, or editable) by the parent when logged into their parent dashboard.
When visibility is 'none', the field does not appear on the parent dashboard and is admin-only, like all other custom fields.
Primary parents can access visible custom fields by opening the "My Account" page, selecting the "Family info" tab, and viewing the "Other information" section.
Family profiles can only use the Permanent custom field type, so only Permanent fields that are set to be visible to the parent Dashboard will appear on the Parent Dashboard > "My Account" page.
Permanent Custom Fields on the Camper level can also be seen on the Parent Dashboard when set to be visible. When set as such, these can be seen under the Parent Dashboard > "My Account" page > Camper info > Click on a Campers name.
Staff Salary Fields
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.
Salary information fields
Salary information fields are for storing additional salary-related information. You can create any type of field - yes/no, dropdown, small text, etc., and these fields appear and function like all other custom fields.
For payment amounts, use salary amount fields.
Custom salary information fields appear in a separate table, in the middle of the Salary details tab of the Staff profile page. Double click the current value/"edit..." to change insert or edit a value as needed.
Salary amount fields
Salary amount fields are for money/decimal amounts only, and are displayed as line items on the Salary tab of the staff person's profile page. They're then summed together with the staff person's "Base salary" to calculate their total salary.
Select "Salary amount" as the scope. Note that the "Type" will be locked as Money/Decimal. If you need to store non money/decimal data, create a "Salary information" field instead.
Next, select whether or not the salary amount you'll record in this field is taxable.
- All fields where Taxable = Yes will be summed together on each Staff person's profile for a 'Total taxable salary' and total 'Adjusted taxable salary' amount.
- All fields where Taxable = No will be summed together on each Staff person's profile for a 'Total salary' and total 'Adjusted salary'
Salary amount fields can also be re-arranged to control the order in which they appear on the Staff profile page.
Click the rearrange icon and then drag & drop each field into the desired order.
Custom salary amount fields appear in the bottom section of the Salary details tab of the Staff profile page.
Double click the current value/"edit..." to insert or edit a value as needed.
Total and Adjusted Salaries
CampSite will autocalculate the Total Salary; Total Taxable Salary; Total Charges; Adjusted Salary; and Adjusted Taxable Salary amounts at the bottom of the salary amounts table.
To learn how these amounts are calculated, click here to read our support article on the Salary details tab.
Documents
Generate custom PDFs that contain merged data from a person's CampSite profile.
First, create a Document template to customize which fields of data will populate on to the PDF and stylize it to your liking (you can even embed profile pictures into each Document, too).
Then, generate a single Document via someone's profile page or a batch of documents for everyone populating on an advanced report.
Common uses for a Document include:
- Printing information from CampSite to store on paper (like a "hard copy" of each camper's Enrollment Form)
- Creating physical documents to distribute to others (like a "Camper information sheet" to hand out to counselors)
In this article, learn how to:
Create a Document template
Navigate to the Admin settings page.
- Select the appropriate module
- Select "Documents"
- Click "Add new document"
Provide the overall settings for the Document:
- Name the Document
- Specify the desired PDF width (in inches)
- Specify the desired PDF height (in inches)
- Submit
Add Content to the Document
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.
Document Settings
- Double click to edit the body of the Document
- Double click to duplicate the Document
- Double click to preview the Document
- Double click directly on the name to change it
- Double click directly on the the width to change it
- Double click directly on the the height to change it
- Double click to delete the Document
Generating a Document
After a Document template is created, the Document can be generated for an individual or in mass.
Generating an Individual Document
Generate a Document for one person via the Action Menu on the person's profile page.
For example, to generate a camper Document for an individual camper, go to the camper's profile page and:
- Open the Action Menu dropdown
- Click "Generate document"
A pop-up window will display all the Documents that exist for this type of account (e.g. in the screenshot above, we're seeing all camper Documents).
Click the name of the specific Document you wish to generate and a PDF will be created. Depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
Document PDF
For example, here's what the "Printed Enrollment Form" Document from above looks like when generated.
See how the merge fields are populating information specific to Rolando.
Generating Documents in Mass
Generate a Document for multiple people at once via the Advanced Reports page.
First, create an Advanced Report that contains all of the individuals you wish to generate a Document for.
Click the Documents button in the report toolbar.
- Choose whether or not to insert page breaks between each Document
- Click on the name of the Document you wish to generate
A confirmation message will display at the top of the screen to confirm that CampSite has begun generating your Documents. Once they've been generated, you'll receive an e-mail with from CampSite containing a link to download all Documents that were generated.
Within the e-mail that's received, click the button that says "Click here to download" and a .zip file containing all of the Documents will be downloaded to your device.
Events (Automated Tasks/Emails)
For Campers, Families, and Staff, use "Events" to automatically send an email or create an admin task each time a specific event occurs.
For most events, choose whether the email/task is created immediately, or so many days later.
The types of events that trigger an email/task differ per module:
Campers
Families
Staff
How Events Work (In General)
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Camper Events
Note that all emails triggered by a camper event will appear on the camper's profile, even if sent to the parents. Tasks will appear on the family's profile.
Non-enrolled camper status
- Trigger an email or task based on camper enrollment inactivity.
- Send a saved camper email to any of the camper's parents or create an admin task when a camper has not become enrolled after X many days since their account was created.
Note: A camper must become enrolled to not trigger this event. Even if they submit the enrollment form but are waiting for your camp to approve their request; or, they submitted a request that was waitlisted, the email/task will still be created.
For this reason, this event is best suited for camps using automatic processing mode or those using manual processing mode & approving requests the same day they're received.
Camper birthday
Trigger an email or task for an enrolled camper's birthday.
- Send a saved camper email to the camper's parents or the camper themselves on their birthday.
- Create an admin task X days before the camper's birthday. The task will always be dated/due on their actual birthday.
Note: This event applies only to campers enrolled for the current enrollment year. If your camp has 2 database years open, they must be enrolled for at least one of the two.
Family Events
Request for Information Form Submission
Trigger an email or task after a family submits your Request for Information form.
- Select whether to send a saved family email or create an admin task immediately (i.e. as soon as the form is submitted), or X many days later.
- It doesn't matter if the family's camper has already been enrolled - the email/task will still be created.
New Family Enrollment Form Submission
Trigger an email or task after a family submits your New Family Enrollment form.
- Select whether to send a saved family email or create an admin task immediately (i.e. as soon as the form is submitted), or X many days later.
- It doesn't matter if the family's camper has already been enrolled - the email/task will still be created.
Note: that Step 1 of the Camper Setup Wizard also allows you to automate a submission confirmation email when these forms are submitted, so creating a Family event to send a saved email 'immediately' could be redundant.
Staff Events
Inactive staff application
Trigger an event based on staff application inactivity.
- Send the applicant an email or create an admin task when an applicant who's not yet hired has not updated their staff application after X many days since their account was created.
- If the applicant is hired before the action was triggered, the email/task won't be created.
Note: This event is triggered by application inactivity. If the applicant has finished their application and therefore has had no application activity, but your camp has hired them yet, the email/task will still be created.
Staff birthday
Trigger an email or task for a hired staff person's birthday.
- Send an email to the staff person on their birthday.
- Create an admin task X days before the staff person's birthday. The task will always be dated/due on their actual birthday.
Note: This event applies only to staff hired for the current hiring year. If your camp has 2 database years open, they must be hired for at least one of the two.
Labels
Generate custom labels that contain merged data from a person's CampSite profile.
First, create and save a custom label template that contains the data you wish to populate onto the label. Then, generate a single label for one person (from their profile page); or, a sheet of labels for multiple people (from an advanced report).
Note that all CampSite databases come included with a mailing label. Common custom Labels that camps typically create include name tags, transportation tags, and backpack labels.
Learn how to:
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Printing Tip |
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When printing out a sheet of generated labels, make sure your printer "scale" setting is set to "actual size" or 100%. Do not select “Fit to Page” or your device will resize the labels, causing them to not align correctly when printed. |
Create a Label
1. Navigate to Admin
Navigate to the Admin settings page.
2. Add a New Label
- Select the appropriate tab
- Open the "Labels" side-tab
- Click "Add new label"
- Provide a name for the label
- Select the label format*
- Submit
*Select from the list of label formats we currently support. If you're using a different label, click "My format isn't listed" and send us the label specs. If there's high demand for that type of label, we'll work to add it in a future release.
3. Edit the Label
Next, to add content to the label, double click the pencil icon to the left of the label name.
Use the text editor to type plain text that should appear on every label. Click "Add merge fields" to merge in specific data from the person's profile page, and/or their profile photo.
Use the toolbar to stylize your text, embed images, etc.
To demonstrate, here's an example of a camper Label called "Bus Tag":
Above, plain text (which appears in black) precedes merge fields (which appear in blue). When generated, the label will display the same plain text for every camper, but the merge fields will produce personalized data from the camper's profile (E.g. "Bunk Name: Group 7-A").
See the "Label PDF" below for a screenshot of how the "Bus Tag" label will look when it's generated for a specific camper.
Manage Labels
- Double click to edit the name, body, and format of the Label
- Double click to duplicate the Label
- Double click to preview the Label
- Double click to delete the Label
Generate Labels
Generate a label for a single person or for multiple people at once.
Generate an Individual Label
Generate a label for one person via the Action Menu on the person's profile page.
For example, to generate a camper label for an individual camper, go to the camper's profile page,
- Open the Action Menu dropdown
- Click "Generate label"
Next, select all available labels depending for this type of account (e.g. all saved Camper labels when generating a label for a camper).
Click on a label and CampSite will generate a PDF with the label for you to save or print. Depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
Example Label
For example, here's what the "Bus Tag" label from above looks like when generated.
See how the merge fields are populating information specific to Sandra.
Generate Labels in Mass
Generate a sheet of labels for multiple persons at once via an advanced report.
First, create a report so that your results contain everyone you wish to generate a label for.
Then, click the Labels button above the report results.
Next, select which label you wish to generate for everyone in your report results.
CampSite will begin generating your labels as a PDF and then send them to you via email (to the address that you use to log into CampSite with).
Look for an email with the subject line, "Your labels '_____' are ready!"
Open the email and click the "Click here to download" button top download the PDF of labels that were generated.
Again, depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
Notes Categories
Admin users can record internal notes via the "Notes" tab on each profile page in CampSite.
Each time a note is created, it's assigned to a specific note category. Camps can create/manage their preferred note categories via the Notes admin settings for their database.
Control which admin users are allowed to read/edit/create notes within each category via the note category settings.
Each module has its own Notes settings on the Admin page. First, select a module tab (e.g. Campers; Families; Staff); and then select "Notes" from the sidebar menu underneath.
From the Notes page, admins can:
Note: Admin users cannot access the "Notes" admin tab outlined in this article unless they have the Notes admin user permission for the corresponding module. Click here to learn more about user permissions.
Add New Categories
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.
Edit Categories
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.
- Type a new name to change the current category name
- Select which users can read/edit/create notes for this category
- Click "Edit category" to save changes
Delete Categories
Double click the red delete button to delete a category. If a category has notes in it, you cannot delete that category.
Saved Emails
Save emails in your database to easily resend later, or to send automatically when certain forms are submitted.
- 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.
To access saved emails, navigate to Admin, select the appropriate module tab, and then select Saved e-mails.
From this tab, you may:
- Compose a new saved email
- Edit a saved email
- Manage saved email categories
- Remove a saved email
- Review scheduled emails
This article will demonstrate with camper emails but all the information below applies to all other emails (family, staff, alumni, etc.) as well.
Compose a new saved email
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.
Edit a saved email
- To edit the saved email name or category, double click the pencil icon.
- To edit the email message, click the email name.
Duplicate or preview an email
- To duplicate the email, double click the copy icon.
- To preview the email, double click the magnifying glass icon.
- To view the mass email statistics, double click the bar graph icon.
- To learn more about email statistics, click here.
View mass email statistics
To view the mass email statistics, double click the bar graph icon.
- To learn more about email statistics, click here.
Manage saved email categories
Saved emails are assigned to a specific email category, for organizational purposes. Create email categories first, then save emails within them.
- Create a new category by clicking + Add new saved camper email category...
- Edit the name of a category by double clicking the pencil icon
- 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.
Remove a saved email
- 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.
Archive emails
Archived emails will be hidden on the Saved Emails tab and also will not appear in the 'Saved emails' dropdown menu when sending an email. Unarchive an email any time and it'll appear in both locations again for you to send in the future.
If you have multiple emails to archive, use the mass archive function. Otherwise, archive one email at a time.
Archive emails in mass
Click the "Mass archive saved e-mails" link.
Select which emails to archive. Use the 'select all' links under each category to checkmark all emails; or, checkmark emails one at a time.
Click "Archive saved e-mails" to archive all selected emails.
Archive an individual email
- Double click the pencil icon to edit the email
- Click Archive this e-mail
Unarchive emails in mass
First, click to show at least one category of archived emails.
Next, click the "Mass unarchive saved e-mails" link.
Select which emails to unarchive. Use the 'select all' links under each category to checkmark all emails; or, checkmark emails one at a time.
Click "Unarchive saved e-mails" to archive all selected emails.
Unarchive an individual email
Click the link to show archived emails.
Double click the pencil icon to edit the email you wish to unarchive.
Click unarchive this email.
Delete emails
If an email hasn't been sent yet, delete it by double clicking the delete button on the far right.
Deleting a saved email that's been sent already
If the delete button is greyed, the email has been sent already. To delete a sent email, archive it first. Then, delete it from the archives.
Review scheduled emails
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.
1. Pending scheduled e-mails
Pending scheduled emails have not been sent yet.
View the date + time the email will be sent; the name of the saved report it will be sent to; and which saved email will be sent to all those who populate on the saved report.
To cancel a pending scheduled e-mail, double click the delete icon on the far right.
Double click the pencil icon to to update the type of e-mail; date + time; and the selected recipients.
2. Sent scheduled e-mails
View a log of all scheduled emails that have already been sent.
View the date + time the email was sent; the name of the saved report it was sent to; and which saved email was sent to all those who populated on the saved report.
To view the email statistics for a sent scheduled e-mail, double click the statistics icon.
Staff Tab
Application: Basic Info
Customize the built-in questions on the "Basic Info" page of the Staff application.
- The Basic Info page comes with built-in questions.
- You cannot edit the wording of these questions.
- You can control whether or not each question appears on the Basic Info page; whether they're mandatory; and the order they appear in.
- You can also add your own custom questions, but not from this tab. To add custom questions, go to Step 2 of the Staff Setup Wizard, click to add a new question, and select "Yes" for "Show on basic information step?"
Access the Basic Info page settings from the "Application: Basic Info" tab within the Staff tab of your database Admin settings.
From this tab, you may:
Enable/Disable an Entire Question Section
Control whether an entire section of question appears on the Basic Info page using the "Active?" setting. When set to No, the section will not actively appear on the Basic Info page.
Double click the current Yes or No setting under the Active? column and change it accordingly. Click OK to save.
Rearrange Question Sections
Control the order the question sections appear in by rearranging them.
Click the rearrange icon and then drag & drop to change the section order.
Manage Specific Questions
Double click the 3 dots to expand a section and view the questions therein.
Enable/Disable a Question
Double click the current Yes or No setting under the Active? column and change it accordingly. When set to No, the question will not actively appear on the Basic Info page. Click OK to save.
Toggle whether the Question Mandatory
Double click the current Yes or No setting under the Mandatory? column and change it accordingly. Click OK to save.
Rearrange Questions
Click the rearrange icon and then drag & drop to change the order questions appear in.
Application: Instructions
Add custom instructions to each page of the staff application, as well as the page applicants initially use to create an account; the custom text that appears when they successfully submitting the last page of the application; and the "Terms & Conditions" they must agree to for employment.
Access the application instruction settings from the "Application: Instructions" tab within the Staff tab of your database Admin settings.
Use the text editors to control the instructions/custom text for each application page/area. Refer to the header above each text editor as to what it controls.
"Begin staff application" (/apply) instructions
The "Begin staff application" (/apply) page is the page that staff use to create an account for your Staff Dashboard. Since accounts are only created one time, staff will only use this page (and see your custom instructions) once as well.
For example, "To begin, please fill out the information below to create an account for our Staff Dashboard. If you already have an account, please click here to sign in."
Basic Info instructions
Add custom instructions to the Basic Info page, where applicants select which position to apply for and provide basic demographic info like their date of birth, address, etc.
For example, "Please select which position(s) you wish to apply for and add/update your basic information."
Education instructions
Add custom instructions to the Education page, where applicants list the schools they've attended, including their major and extracurriculars.
For example, "Please include your extracurriculars if applicable."
Employment instructions
Add custom instructions to the Employment page, where applicants list their current/previous employers, including their supervisors' contact information.
For example, "To add another employer, click the 'Add employer' button and provide additional details."
Certifications instructions
Add custom instructions to the Certifications page, where applicants enter any certifications they have, including the expiration date.
For example, "If you have no certifications to provide, please click Save & Continue to proceed with the rest of the application."
Qualifications instructions
Add custom instructions to the Qualifications page, where applicants use the list of qualifications you created to indicate what they're qualified to "lead" and qualified to "assist" in.
For example, "Please indicate which camp activities you're qualified to lead or assist with. Click to expand a category, then use the dropdown to indicate whether you're qualified to lead; qualified to assist; or unqualified for that activity."
References instructions
Add custom instructions to the References page, where applicants list reference persons for your camp to contact.
For example, "A valid email address must be included for each reference. As soon as you submit this page, your references will emailed our online reference questionnaire to complete."
General Questions instructions
Add custom instructions to the General Questions page, where all applicants answer any general (custom) questions you've added to your application.
For example, "Please answer the following questions to help us get to know you better."
Position-specific Questions instructions
Add custom instructions to the Position-specific Questions page, where applicants answer questions specific to whichever position(s) they've selected to apply for (on the Basic Info page of the application).
For example, "Please answer the following questions in regards to the position(s) you selected to apply for. To change which positions you've selected, return to the Basic Info page."
Photo Upload instructions
Add custom instructions to the Photo Upload page, where applicants upload a photo for their profile.
For example, "For identification purposes, we keep a photo of every staff person on file. Please click the 'upload profile photo' button below and select a photo that represents how you look currently."
Staff application completed message
Add custom text to appear as a confirmation message that the applicant successfully submitted the final page of their application.
For example, "Thank you for submitting your staff application! One of our staff recruiters will email you shortly. If you'd like to review or update your application, click the Step from the menu on the left and re-submit the page as needed."
Terms & conditions
Add your camp's Terms & Conditions for employment. This text appears on the "Terms & Conditions" page of the application, where applicants must checkmark that they agree to your terms before submitting the page.
Application: Settings
Control the overall settings of your Staff application, including which pages of the application are enabled; the minimum age to apply; and the automatic email to be sent when an application is completed.
Access the application settings from the "Application: Settings" tab within the Staff tab of your database Admin settings.
Application Sections
The staff application contains 10 sections, or pages, as listed under the Application Sections here.
The "Education", "Employment", and "References" pages come included with prewritten questions. These questions cannot be edited, but you can customize whether the overall page displays on your application, and/or if certain items are required. You can also add custom instructions/text to the top of each page via Application: Instructions.
The "Qualifications", "General Questions", and "Position Specific Questions" pages do not contain built-in questions - they consist only of the custom content you've created via the Staff Setup Wizard.
Active Column
Toggle the active setting for each application section to choose whether or not they actively display on your application. If yes, that section will appear as another page in the application. If no, that page/step will not appear.
Required Column
Education (schools), Employment, and References can be made required in order for the applicant to complete their application.
- Choose whether none, 1, 2, or 3 items are required for each page, using the dropdown list under the "Required" column.
- Note that when an item is required, the applicant must answer all questions for that item in order to submit the page.
Other Settings
Staff application minimum age: Designate a minimum age for applying. If an applicant does not meet this age requirement, they cannot access the application.
Number of positions an applicant can apply for: Limit how many positions an applicant can select to apply for when completing the "Basic Info" page.
Applicant age as of: If you've set a minimum age, specify the date as of which they must turn that age.
Present text messaging opt-in on staff application? For camps using our Text Messaging module, select whether to ask applicants to opt-in to text messages on the "Basic Info" application page.
Application started confirmation e-mail: Select a saved e-mail to send automatically once an applicant creates an account for your Staff Dashboard.
Application completed confirmation e-mail: Select a saved e-mail to send automatically once an applicant submits the final step of the application (i.e. "Terms & Conditions").
View the Application
To see how your application looks, create a fake staff account and log into your Staff Dashboard like a staff applicant would, then open the Application via the sidebar menu.
Bunking board
Customize how new & multi-session staff appear on your camper Bunking Boards.
Access the staff bunking board settings from the "Bunking board" tab within the Staff tab of your database Admin settings.
Indicate new staff with a bolded title border
If this is their first year being hired, apply a bolded border to their bunk tile.
Indicate multi-session staff with red dot on their tile
For staff hired for multiple sessions, display a red dot on their bunk tile.
See above for an example of staff on a bunking board when both the Staff > Bunking board settings are set to yes.
Every camper tile includes their grade and age to the right of the camper's name. Sarah Hamar's bunk tile has a bold border, indicating that it's her first year being hired. Marge Spalton shows a red dot, indicating that she's been hired for multiple camp sessions. Rob Schindlbeck has been hired for multiple sessions and this is his first year being hired.
Staff Charges
- Add new transaction categories for assigning new staff charges to.
- Access the Staff charges report.
Staff Charges Report
- Set the year for the report.
- Select the categories for which you want to appear on the report.
- Give a date range.
- Select a transaction amount to narrow your search.
- Filter with a text description.
- Run the Report.
Contracts
Create and manage customized contracts to send to hired staff.
- Add custom content to the contract using a text editor.
- Merge fields to populate data from the staff person's profile so the contract is personalized each time it's generated.
- Once created, contracts can be generated as a PDF document and sent via email, and/or downloaded via the Staff Dashboard.
Access staff contracts from the "Contracts" tab within the Staff tab of your database Admin settings.
From here, you may:
- Set the default 'start date' and 'end date' for employment
- Create a new contract
- Edit/remove existing contracts
Note that contracts can be generated via the Hiring Wizard when hiring an applicant, or via the "Action Menu" on the applicant's profile page.
Default Start + End Date
Configure a default employment start and end date for all staff. The default date will auto-populate when hiring a staff person (though admins may edit the date for each hire, as needed).
Create a New Contract
Click + Add new contract... and provide a name for the contract, then submit.
Add Content to the Contract
Next, create the content that appears on the contract by double clicking the pencil icon to the left of the contract name.
Use the text editor to type text that should appear on the contract or paste external content using the Paste buttons.
Click + Add merge fields... to merge data from the applicant's profile page into the contract as needed.
Edit/Remove an Existing Contract
- Double click to edit the contents of the contract
- Double click to duplicate the contract
- Double click to preview the contract
- Double click on the name to edit it
- Double click to delete the contract
Generate a Contract
Generate a contract when hiring an applicant (and attach it to their hiring confirmation email), or generate/send it via their profile "Action Menu."
To allow staff to download their generated contract via the Staff Dashboard, navigate to Admin > Staff > Staff Dashboard, toggle "Show 'Summer info' page on Staff Dashboard?" to Yes, and then toggle "Allow staff to download contract on 'Summer info' page?" to Yes as well.
Staff Setup Wizard
Staff Wizard - Step 1: Staff positions
In Step 1, enter the staff positions that you're hiring for. Applicants are presented these positions on the "basic info" page of the staff application, and must checkmark which position(s) they want to apply for.
Depending on your camp's Application: Settings, you can allow staff to apply/get hired for more than one position, if desired.
To manage your staff positions, navigate to Step 1 of the Staff Setup Wizard within the Staff Admin tab.
From Step 1, you may:
Add a New Staff Position
Click the link to + Add new position...
- Provide the position Name
- Provide a Description for the position
- Click Submit to save
Applicants will see the name and description of all staff positions on the first page of your application (listed in alphabetical order).
Edit a Staff Position
The details for a position can be edited at any time, even if an applicant has already selected it on their application.
Double click the current name, description or 'show on staff application?' settings to edit.
Make the necessary changes and click OK to save.
Remove a Staff Position
There are two options for removing a staff position:
- Hide the position from the application without completely deleting it. To do that, make the position inactive by double clicking the word "Yes" under "Show on Staff Application?", changing it to "No", and clicking OK to save changes.
Note: Admins can manually assign staff to a position that's hidden from the application. Also, inactive positions can always be reactivated to re-appear on the application again. - Delete the position to completely remove it from the application and from your database. To do that, double click the red delete button.
Note: You cannot delete a position if an applicant has already selected it (instead, you can deactivate it). Deleted positions cannot be undeleted. If you need the position on the application again, you'll need to re-create it.
Staff Wizard - Step 2: Staff application questions
In Step 2, enter questions that all applicants should answer on the staff application (regardless of which position they're applying for). By default, questions will appear on the "General Questions" page of the application, unless you select to show the question on the "Basic Info" step at the very beginning of the application.
To manage position-specific questions, go to Step 3 of the Staff Wizard.
To manage your staff application questions, navigate to Step 2 of the Staff Setup Wizard within the Staff Admin tab.
From Step 2, you may:
Add a New Question
Click the link to + Add new staff application question...
- Enter the question text
- Select a response type
- Select whether a response is mandatory
- Select whether to actively display the question on the application
- Select whether to show the question on the Basic Information step of the application*
- Click Submit to create the question
*Staff provide basic demographics (name, date of birth, address, etc.) and select which position to apply for on the Basic Info page. Application questions shown on the Basic Info page still need to be re-filled out every year, unlike the applicant's demographics which roll over.
Edit a Question
Staff application questions can be edited at any time, even if an applicant has already answered the questions on their application.
Edit Question
Double click the pencil icon to edit a question.
Make any changes to the question text, response type, mandatory/active status, and whether the question shows on the basic info step of the application, then click Submit to save changes.
Rearrange a Question
Rearrange the question order by clicking the rearrange icon on the far left and dragging & dropping the question to a different rank on the page.
Remove a Question
There are two options for removing a staff application question:
- Hide the question from the application without completely deleting it. To do that, make the question inactive by double clicking the pencil icon to edit the question, setting Active? to No, and submitting your changes.
Note: Admins can manually enter a response for a question that's inactive via the applicant's profile. - Delete the question to completely remove it from the application and from your database. To do that, double click the red delete button on the far right.
Note: You cannot delete a question if a response has already been entered for it (instead, you can deactivate it). Deleted questions cannot be undeleted. If you need the question on the application again, you'll need to re-create it.
Staff Wizard - Step 3: Staff application position questions
Create specific questions for each of your staff positions. Applicants will only be presented questions that correspond with the positions they've selected to apply for earlier in the application.
To manage general questions that all applicants should answer, go to Step 2 of the Staff Wizard.
To manage your staff application position questions, navigate to Step 3 of the Staff Setup Wizard within the Staff Admin tab.
From Step 3, you may:
Add a New Question
Click the link to + Add new staff application position question...
- Enter the question text
- Select a response type
- Select which position the question applies to
- Select whether a response is mandatory
- Select whether to actively display the question on the application
- Click Submit to create the question
Edit a Question
Position questions can be edited at any time, even if an applicant has already answered the questions on their application.
Edit Question
Double click the pencil icon to edit a question.
Make any changes to the question text, response type, and mandatory/active status, then click Submit to save changes.
Note that you cannot edit the position the question is assigned to. If a question is assigned to the wrong position, you must delete the question and re-create it correctly.
Rearrange a Question
Rearrange the question order by clicking the rearrange icon on the far left and dragging & dropping the question to a different rank on the page.
Remove a Question
There are two options for removing a position question:
- Hide the question from the application without completely deleting it. To do that, make the question inactive by double clicking the pencil icon to edit the question, setting Active? to No, and submitting your changes.
Note: Inactive questions can always be reactivated to re-appear on the application again. Admins can manually enter a response for a question that's inactive via the applicant's profile. - Delete the question to completely remove it from the application and from your database. To do that, double click the red delete button on the far right.
Note: You cannot delete a question if a response has already been entered for it (instead, you can deactivate it). Deleted questions cannot be undeleted. If you need the question on the application again, you'll need to re-create it.
Staff Wizard - Step 4: Staff qualifications
In Step 4, enter different qualifications (usually activities) that applicants can select on the staff application.
Using the list of qualifications you provide, applicants will indicate whether they're able to "lead" or "assist" with each qualification.
To manage your staff qualifications, navigate to Step 4 of the Staff Setup Wizard within the Staff Admin tab.
From Step 4, you may:
Add a New Qualification Category
Qualifications are organized into categories. First, create a category to contain certain qualifications, then add qualifications to the category.
To create a new category of qualifications, click the link to + Add new staff qualification category...
- Enter the category name
- Click Submit to save
Add New Qualifications
Qualifications are created within an existing category. If you haven't created a category for the qualification yet, do that first.
First, expand the corresponding category by clicking the icon on the far left.
- Type the name of the qualification
- Click to add the qualification
Qualifications will appear in the order that you create them and cannot be rearranged.
Edit a Qualification
A qualification cannot be edited. If you need to change a qualification, delete it and re-create it.
Qualifications also cannot be rearranged.
Delete a Qualification
Double click the delete icon for a qualification to delete it.
If an applicant already selected the qualification, it cannot be deleted/removed from the current year's application.
Delete a Qualification Category
A qualification category can be deleted if no applicants selected any of the qualifications therein.
To delete a category, double click the delete button on the far right.
Staff Wizard - Step 5: Staff interview questions
In Step 5, create interview questions that you plan to ask applicants during their interview. Admin users can then record the applicant's responses to those questions on the applicant's profile page.
Staff interview questions do not appear on the application. Staff interview questions are only visible by admin users, from the "Interview" tab of the applicant's profile page.
To manage your staff interview questions, navigate to Step 5 of the Staff Setup Wizard within the Staff Admin tab.
From Step 5, you may:
Add a New Interview Question Category
Interview questions are organized into categories. First, create a category to contain certain interview questions, then add questions to the category.
To create a new category of interview questions, click the link to + Add new staff staff qualification category...
Enter the category name and click to add the category.
Edit or Remove an Interview Question Category
- Double click on the current category name to edit it.
- Double click the delete button to delete a category.
Note: You can only delete a category if there are no questions within it.
Edit the category name as needed and click OK to save your changes.
Add a New Interview Question
To create a new interview question, click + Add new staff interview question...
- Enter the question text
- Select the response type
- Assign the question to an existing category
- Click to add the question
Edit an Interview Question
Interview questions can be edited at any time, even if an admin has already recorded a response for the question.
Double click the pencil icon for the interview question.
Make any changes to the question text, response type, and whether or not it's active, then click Edit question to save changes.
When a question is inactive, the question is hidden when admin are adding responses to the Interview tab of the applicant's profile page. Inactive questions can always be reactivated later.
Rearrange the question order by clicking the rearrange icon on the far left and dragging & dropping the question to a different rank (within the same question section).
Note that questions cannot be moved to a different section. Instead, delete the question and re-create it under the correct section.
Remove an Interview Question
There are two options for removing an interview question:
- Deactivate the question without completely deleting it. Make a question inactive by double clicking the pencil icon to edit the question, setting Active? to No, and submitting your changes.
Note: Inactive questions do not display when admin are adding responses to the Interview tab of the applicant's profile page, but can always be reactivated later if the questions are needed. - Delete the question to completely remove it from your database. To do that, double click the red delete button on the far right.
Note: You cannot delete a question if a response has already been entered for it (instead, you can deactivate it). Also, deleted questions cannot be undeleted. If you need the question again, you'll need to re-create it.
Staff Wizard - Step 6: Staff reference questions
In Step 6, add questions to your online Reference Form.
What is the Reference Form?
The Reference Form is an online form that each applicant's reference can complete in regards to the applicant. Applicants cannot access your reference form or the questions therein.
References are sent a link to the form via email. Once the reference submits the form, their responses are stored under the References tab of the applicant's profile along with the rest of the applicant's application.
- Control whether references are emailed the reference form automatically (or an admin user must manually email the form) via your camp's Reference: Communication settings.
To manage your staff reference questions, navigate to Step 6 of the Staff Setup Wizard within the Staff Admin tab.
From Step 6, you may:
Add a new Reference Question
Click the link to + Add new staff reference question...
- Enter the question text
- Select a response type
- Select whether a response is mandatory
- Click Submit to create the question
Edit a Reference Question
Double click the pencil icon to edit a question.
- Edit the question
- Edit whether to show the question on the reference form*
- Edit whether a response is mandatory
- Click Submit to save any changes
Rearrange Reference Questions
Rearrange the question order by clicking the rearrange icon on the far left and dragging & dropping the question to a different rank on the page.
Remove a Reference Question
There are two options for removing a reference question:
- Hide the question from the reference form without completely deleting it. To do that, make the question inactive by double clicking the pencil icon to edit the question, setting Active? to No, and submitting your changes.
Note: Inactive questions can always be reactivated to re-appear on the reference form again. Admins can also see/manually enter a response for an inactive question, via the References tab of the applicant's profile. - Delete the question to completely remove it from the reference form and from your database. To do that, double click the red delete button on the far right.
Note: You cannot delete a question once a reference has been entered by an applicant (instead, you can choose not to show it on the reference form). Deleted questions cannot be undeleted. If you need the question on the application again, you'll need to re-create it.
Alumni Tab
Custom Fields
CampSite profile pages come with a standard set of fields for storing data. To store additional data not included in our standard fields, camps can create their own "custom" fields.
Admin users then enter data into those fields from the profile page; in mass by editing an Advanced Report; or by importing a .CSV. Click here to learn more about all 3 methods of inputting data into custom fields.
Note that end users cannot see custom fields, with one exception - click here to learn more.
For example, all camper profile pages include the basic data fields shown in annotation #1 above. Annotation #2 shows examples of "permanent" custom fields for storing a camper's alumni ID, and whether or not the camper's been sent a welcome packet.
In this article, learn about:
Creating Custom Fields
Custom fields are managed from the Admin page, within the respective module tab. For example, the screenshot above shows custom fields for Camper profiles.
Custom Field Scopes
There are different types (i.e. "scopes") of custom fields for each type of profile page. The scope determines how frequently data is stored within the field and thus where the field appears on the profile page.
The following Custom Field scopes can be created for the following profile page types:
-
Family Profiles
- Permanent Custom Fields
-
Camper Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Session Custom Fields
-
Staff Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Session Custom Fields
- Salary Information Custom Fields
- Salary Amount Custom Fields
-
Alumni Profiles
- Permanent Custom Fields
-
Group Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Event Custom Fields
-
Guest Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Event Custom Fields
-
Donor Profiles
- Permanent Custom Fields
- Yearly Custom Fields
Permanent field: Only one value can be stored for each person. This type of field is available for Family, Camper, Alumni, Staff, Group, Guest, and Donor profile types. Only permanent fields can be set to be visible on the Parent or Camper profile page. No other form scopes can be set to be visible on the login dashboard. Permanent custom fields cannot be set as visible on the login dashboard to any other profile type except Family and Camper profiles.
Yearly field: One value can be stored per database year, for each person. This type of field is available only to Camper, Staff, Group, Guest, and Donor profile types.
Session field: One value can be stored per session, per year, for each person. This type of field is available only to Camper and Staff profile types.
Event field: (for CampSite's Events module) One value can be stored per event, per year, for each group or guest. This type of field is available only to Group and Guest profile types.
Salary field: (for CampSite's Staff module) One value can be stored per year, within the Salary details tab of a staff person's profile. Both types of Salary custom fields are also protected by the "Salary details" admin user permissions, to control which admins have access to the data in these custom fields. Click here to learn more. Also, "Salary amount" fields are summed together for a salary total. Click here for full details on Staff Salary fields. This type of field is available only to Staff profile types.
For example, in the screenshot above, Camp Firewood created a yearly custom field to record a camper's "swim level." This allows admins to store a separate swim level value for each year.
Adding a New Custom Field
- Select the tab that corresponds with which profile pages you want to create the custom field for
- Select the Custom fields side-tab
- Click the link to + Add new custom field
- Name the custom field.
- Choose the input 'type', which determines how you'll input the data you enter into this field. Read more about each type here.
- Choose the 'scope' of how frequently you need to store data in this field.
- Provide additional details (based on the scope you selected)
- Click Submit to create the custom field.
Editing, Rearranging, and Deleting Custom Fields
-
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. - Rearrange the order that custom fields appear in on the corresponding profile page.
-
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.
Custom Fields on the Profile Page
The location of a custom field on a person's profile depends on the scope.
Permanent Custom Fields
Permanent custom fields are stored on the main tab of a person's profile page, e.g. the 'Basic Info' tab for Campers.
Yearly Custom Fields
Yearly custom fields are stored within each year tab, then within a sub-tab titled Custom fields.
Session Custom Fields
To find session custom fields (for Campers or Staff), select a year tab, then a session tab, then the sub-tab titled Custom fields.
Entering Data into a Custom Field
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.
Via an Individual's Profile
Edit/insert custom field values the same way you edit other profile fields.
Double click directly on the current value or the word 'edit...'
Insert/edit a value into the input field and click Ok to save.
Note that the type of input field available is based on 'type' that was selected when the custom field was created.
Custom Fields in Advanced Reports
Add the custom field to an advanced report and then activate the Edit function.
For instructions on how mass edit data through an Advanced Report, click here.
Import Custom Fields
You can also add custom field values in mass by uploading a .CSV with those values.
For help on how to import data into CampSite, click here to read our "Import Data" article.
Parent Dashboard
Custom fields for the Family profile page have a 'visibility' setting that controls whether this field is visible (either read-only, or editable) by the parent when logged into their parent dashboard.
When visibility is 'none', the field does not appear on the parent dashboard and is admin-only, like all other custom fields.
Primary parents can access visible custom fields by opening the "My Account" page, selecting the "Family info" tab, and viewing the "Other information" section.
Family profiles can only use the Permanent custom field type, so only Permanent fields that are set to be visible to the parent Dashboard will appear on the Parent Dashboard > "My Account" page.
Permanent Custom Fields on the Camper level can also be seen on the Parent Dashboard when set to be visible. When set as such, these can be seen under the Parent Dashboard > "My Account" page > Camper info > Click on a Campers name.
Staff Salary Fields
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.
Salary information fields
Salary information fields are for storing additional salary-related information. You can create any type of field - yes/no, dropdown, small text, etc., and these fields appear and function like all other custom fields.
For payment amounts, use salary amount fields.
Custom salary information fields appear in a separate table, in the middle of the Salary details tab of the Staff profile page. Double click the current value/"edit..." to change insert or edit a value as needed.
Salary amount fields
Salary amount fields are for money/decimal amounts only, and are displayed as line items on the Salary tab of the staff person's profile page. They're then summed together with the staff person's "Base salary" to calculate their total salary.
Select "Salary amount" as the scope. Note that the "Type" will be locked as Money/Decimal. If you need to store non money/decimal data, create a "Salary information" field instead.
Next, select whether or not the salary amount you'll record in this field is taxable.
- All fields where Taxable = Yes will be summed together on each Staff person's profile for a 'Total taxable salary' and total 'Adjusted taxable salary' amount.
- All fields where Taxable = No will be summed together on each Staff person's profile for a 'Total salary' and total 'Adjusted salary'
Salary amount fields can also be re-arranged to control the order in which they appear on the Staff profile page.
Click the rearrange icon and then drag & drop each field into the desired order.
Custom salary amount fields appear in the bottom section of the Salary details tab of the Staff profile page.
Double click the current value/"edit..." to insert or edit a value as needed.
Total and Adjusted Salaries
CampSite will autocalculate the Total Salary; Total Taxable Salary; Total Charges; Adjusted Salary; and Adjusted Taxable Salary amounts at the bottom of the salary amounts table.
To learn how these amounts are calculated, click here to read our support article on the Salary details tab.
Documents
Generate custom PDFs that contain merged data from a person's CampSite profile.
First, create a Document template to customize which fields of data will populate on to the PDF and stylize it to your liking (you can even embed profile pictures into each Document, too).
Then, generate a single Document via someone's profile page or a batch of documents for everyone populating on an advanced report.
Common uses for a Document include:
- Printing information from CampSite to store on paper (like a "hard copy" of each camper's Enrollment Form)
- Creating physical documents to distribute to others (like a "Camper information sheet" to hand out to counselors)
In this article, learn how to:
Create a Document template
Navigate to the Admin settings page.
- Select the appropriate module
- Select "Documents"
- Click "Add new document"
Provide the overall settings for the Document:
- Name the Document
- Specify the desired PDF width (in inches)
- Specify the desired PDF height (in inches)
- Submit
Add Content to the Document
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.
Document Settings
- Double click to edit the body of the Document
- Double click to duplicate the Document
- Double click to preview the Document
- Double click directly on the name to change it
- Double click directly on the the width to change it
- Double click directly on the the height to change it
- Double click to delete the Document
Generating a Document
After a Document template is created, the Document can be generated for an individual or in mass.
Generating an Individual Document
Generate a Document for one person via the Action Menu on the person's profile page.
For example, to generate a camper Document for an individual camper, go to the camper's profile page and:
- Open the Action Menu dropdown
- Click "Generate document"
A pop-up window will display all the Documents that exist for this type of account (e.g. in the screenshot above, we're seeing all camper Documents).
Click the name of the specific Document you wish to generate and a PDF will be created. Depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
Document PDF
For example, here's what the "Printed Enrollment Form" Document from above looks like when generated.
See how the merge fields are populating information specific to Rolando.
Generating Documents in Mass
Generate a Document for multiple people at once via the Advanced Reports page.
First, create an Advanced Report that contains all of the individuals you wish to generate a Document for.
Click the Documents button in the report toolbar.
- Choose whether or not to insert page breaks between each Document
- Click on the name of the Document you wish to generate
A confirmation message will display at the top of the screen to confirm that CampSite has begun generating your Documents. Once they've been generated, you'll receive an e-mail with from CampSite containing a link to download all Documents that were generated.
Within the e-mail that's received, click the button that says "Click here to download" and a .zip file containing all of the Documents will be downloaded to your device.
Labels
Generate custom labels that contain merged data from a person's CampSite profile.
First, create and save a custom label template that contains the data you wish to populate onto the label. Then, generate a single label for one person (from their profile page); or, a sheet of labels for multiple people (from an advanced report).
Note that all CampSite databases come included with a mailing label. Common custom Labels that camps typically create include name tags, transportation tags, and backpack labels.
Learn how to:
|
Printing Tip |
|
When printing out a sheet of generated labels, make sure your printer "scale" setting is set to "actual size" or 100%. Do not select “Fit to Page” or your device will resize the labels, causing them to not align correctly when printed. |
Create a Label
1. Navigate to Admin
Navigate to the Admin settings page.
2. Add a New Label
- Select the appropriate tab
- Open the "Labels" side-tab
- Click "Add new label"
- Provide a name for the label
- Select the label format*
- Submit
*Select from the list of label formats we currently support. If you're using a different label, click "My format isn't listed" and send us the label specs. If there's high demand for that type of label, we'll work to add it in a future release.
3. Edit the Label
Next, to add content to the label, double click the pencil icon to the left of the label name.
Use the text editor to type plain text that should appear on every label. Click "Add merge fields" to merge in specific data from the person's profile page, and/or their profile photo.
Use the toolbar to stylize your text, embed images, etc.
To demonstrate, here's an example of a camper Label called "Bus Tag":
Above, plain text (which appears in black) precedes merge fields (which appear in blue). When generated, the label will display the same plain text for every camper, but the merge fields will produce personalized data from the camper's profile (E.g. "Bunk Name: Group 7-A").
See the "Label PDF" below for a screenshot of how the "Bus Tag" label will look when it's generated for a specific camper.
Manage Labels
- Double click to edit the name, body, and format of the Label
- Double click to duplicate the Label
- Double click to preview the Label
- Double click to delete the Label
Generate Labels
Generate a label for a single person or for multiple people at once.
Generate an Individual Label
Generate a label for one person via the Action Menu on the person's profile page.
For example, to generate a camper label for an individual camper, go to the camper's profile page,
- Open the Action Menu dropdown
- Click "Generate label"
Next, select all available labels depending for this type of account (e.g. all saved Camper labels when generating a label for a camper).
Click on a label and CampSite will generate a PDF with the label for you to save or print. Depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
Example Label
For example, here's what the "Bus Tag" label from above looks like when generated.
See how the merge fields are populating information specific to Sandra.
Generate Labels in Mass
Generate a sheet of labels for multiple persons at once via an advanced report.
First, create a report so that your results contain everyone you wish to generate a label for.
Then, click the Labels button above the report results.
Next, select which label you wish to generate for everyone in your report results.
CampSite will begin generating your labels as a PDF and then send them to you via email (to the address that you use to log into CampSite with).
Look for an email with the subject line, "Your labels '_____' are ready!"
Open the email and click the "Click here to download" button top download the PDF of labels that were generated.
Again, depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
Notes Categories
Admin users can record internal notes via the "Notes" tab on each profile page in CampSite.
Each time a note is created, it's assigned to a specific note category. Camps can create/manage their preferred note categories via the Notes admin settings for their database.
Control which admin users are allowed to read/edit/create notes within each category via the note category settings.
Each module has its own Notes settings on the Admin page. First, select a module tab (e.g. Campers; Families; Staff); and then select "Notes" from the sidebar menu underneath.
From the Notes page, admins can:
Note: Admin users cannot access the "Notes" admin tab outlined in this article unless they have the Notes admin user permission for the corresponding module. Click here to learn more about user permissions.
Add New Categories
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.
Edit Categories
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.
- Type a new name to change the current category name
- Select which users can read/edit/create notes for this category
- Click "Edit category" to save changes
Delete Categories
Double click the red delete button to delete a category. If a category has notes in it, you cannot delete that category.
Saved Emails
Save emails in your database to easily resend later, or to send automatically when certain forms are submitted.
- 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.
To access saved emails, navigate to Admin, select the appropriate module tab, and then select Saved e-mails.
From this tab, you may:
- Compose a new saved email
- Edit a saved email
- Manage saved email categories
- Remove a saved email
- Review scheduled emails
This article will demonstrate with camper emails but all the information below applies to all other emails (family, staff, alumni, etc.) as well.
Compose a new saved email
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.
Edit a saved email
- To edit the saved email name or category, double click the pencil icon.
- To edit the email message, click the email name.
Duplicate or preview an email
- To duplicate the email, double click the copy icon.
- To preview the email, double click the magnifying glass icon.
- To view the mass email statistics, double click the bar graph icon.
- To learn more about email statistics, click here.
View mass email statistics
To view the mass email statistics, double click the bar graph icon.
- To learn more about email statistics, click here.
Manage saved email categories
Saved emails are assigned to a specific email category, for organizational purposes. Create email categories first, then save emails within them.
- Create a new category by clicking + Add new saved camper email category...
- Edit the name of a category by double clicking the pencil icon
- 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.
Remove a saved email
- 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.
Archive emails
Archived emails will be hidden on the Saved Emails tab and also will not appear in the 'Saved emails' dropdown menu when sending an email. Unarchive an email any time and it'll appear in both locations again for you to send in the future.
If you have multiple emails to archive, use the mass archive function. Otherwise, archive one email at a time.
Archive emails in mass
Click the "Mass archive saved e-mails" link.
Select which emails to archive. Use the 'select all' links under each category to checkmark all emails; or, checkmark emails one at a time.
Click "Archive saved e-mails" to archive all selected emails.
Archive an individual email
- Double click the pencil icon to edit the email
- Click Archive this e-mail
Unarchive emails in mass
First, click to show at least one category of archived emails.
Next, click the "Mass unarchive saved e-mails" link.
Select which emails to unarchive. Use the 'select all' links under each category to checkmark all emails; or, checkmark emails one at a time.
Click "Unarchive saved e-mails" to archive all selected emails.
Unarchive an individual email
Click the link to show archived emails.
Double click the pencil icon to edit the email you wish to unarchive.
Click unarchive this email.
Delete emails
If an email hasn't been sent yet, delete it by double clicking the delete button on the far right.
Deleting a saved email that's been sent already
If the delete button is greyed, the email has been sent already. To delete a sent email, archive it first. Then, delete it from the archives.
Review scheduled emails
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.
1. Pending scheduled e-mails
Pending scheduled emails have not been sent yet.
View the date + time the email will be sent; the name of the saved report it will be sent to; and which saved email will be sent to all those who populate on the saved report.
To cancel a pending scheduled e-mail, double click the delete icon on the far right.
Double click the pencil icon to to update the type of e-mail; date + time; and the selected recipients.
2. Sent scheduled e-mails
View a log of all scheduled emails that have already been sent.
View the date + time the email was sent; the name of the saved report it was sent to; and which saved email was sent to all those who populated on the saved report.
To view the email statistics for a sent scheduled e-mail, double click the statistics icon.
Events + Conference and Retreat Tab
Conference and Retreat Setup Wizard
Under admin you will see the Conference and Retreat tab (if your camp happens to also have the Events module it will say "Events + Conference and Retreat") This tab houses the Conference and Retreat setup. Here you can configure the your rental set up.
- Click on each section to set facilities to be rented, equipment to be rented, meals to be served, or set up a package template to sell.
- Set up terms and conditions for your users to agree to upon signing.
Facilities
- Add new facilities to be rented out.
- Remove unwanted facilities from the rental list.
- Click on the facility title to edit or upload images of the facility.
- Name your facility that you are renting out.
- If your facility has a capacity you may add that here.
- Include the square footage.
- You may set a default rate either by flat rate, or per day.
- Add the facility.
If you click on the individual facilities you are brought here where you can upload/remove images of your facilities. You can edit the name, capacity, square footage, rate type, and/or rate amount, as well.
Equipment
- Add new equipment to your inventory to rent.
- Remove equipment from inventory.
- Click on the equipment title to edit or upload images of the equipment.
- Name your equipment.
- List the quantity you have.
- Give a description of the item.
- Set a rate type and/or rate amount.
- Add the equipment to your inventory.
If you click on the individual equipment you are brought here where you can upload/remove images of your equipment. You can edit the name, quantity, description, rate type, and/or rate amount, as well.
Meals
- Add new meals.
- Remove meal options.
- Edit meal options.
- Name a meal option.
- Set a rate type and rate amount. (You may set as a flat rate or per person)
- Add a meal to your list of choices.
Package templates
Package templates are pre set packages you can create with:
- Facilities, equipment, and meals.
- Set quantiles for equipment.
- Set meal options.
- Defined rate types/amounts.
These package templates can then be used as pre-sets to select from and sell to clients.
Select "Add new package template..."
Once the package template is named you may click on the title to fill out the template.
- Add a facility fromthe list of facilities you offer.
- Add equipment fromyour inventory list.
- Add meals you will be offering to your package.
Events Dashboard
Add custom text to different pages of your Events Dashboard and configure which links display on the login page.
Access your Events Dashboard settings via Admin > Events tab > Events Dashboard.
Note: If you've also added our Conference + Retreat module, the tab will read "Events + Conference and Retreat".
Events Dashboard home page message
Add custom content to the homepage of the Events Dashboard.
The homepage is the first page guests see immediately upon logging into the Dashboard. Use the text editor toolbar to add add text, links, images, tables, and more.
Note: All guests see the same homepage (whether they're the leader of a group registration, or registered as an individual), so any content you add here will be seen by all guests.
Group registration page header text
Add custom content to the Group registration page of the Events Dashboard. Group leaders access the Group registration page to begin the registration process.
Individual registration page header text
Add custom content to the Individual registration page of the Events Dashboard. Guests registering individually access the Individual registration page to begin the registration process.
Login page links
Show RFI links on Event Dashboard login page: Choose whether to display the link for your group/individual "Request for Information" forms on the login page (e.g. if a group leader/guest who doesn't have an account yet accidentally accesses the login page, when they actually need to request more information).
Show new registration form links on Event Dashboard login page: Choose whether to display the link for your group/individual "Direct Registration" forms on the login page (e.g. if a group leader/guest who doesn't have an account yet accidentally accesses the login page, when they need to create an account and register).
Documents
Generate custom PDFs that contain merged data from a person's CampSite profile.
First, create a Document template to customize which fields of data will populate on to the PDF and stylize it to your liking (you can even embed profile pictures into each Document, too).
Then, generate a single Document via someone's profile page or a batch of documents for everyone populating on an advanced report.
Common uses for a Document include:
- Printing information from CampSite to store on paper (like a "hard copy" of each camper's Enrollment Form)
- Creating physical documents to distribute to others (like a "Camper information sheet" to hand out to counselors)
In this article, learn how to:
Create a Document template
Navigate to the Admin settings page.
- Select the appropriate module
- Select "Documents"
- Click "Add new document"
Provide the overall settings for the Document:
- Name the Document
- Specify the desired PDF width (in inches)
- Specify the desired PDF height (in inches)
- Submit
Add Content to the Document
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.
Document Settings
- Double click to edit the body of the Document
- Double click to duplicate the Document
- Double click to preview the Document
- Double click directly on the name to change it
- Double click directly on the the width to change it
- Double click directly on the the height to change it
- Double click to delete the Document
Generating a Document
After a Document template is created, the Document can be generated for an individual or in mass.
Generating an Individual Document
Generate a Document for one person via the Action Menu on the person's profile page.
For example, to generate a camper Document for an individual camper, go to the camper's profile page and:
- Open the Action Menu dropdown
- Click "Generate document"
A pop-up window will display all the Documents that exist for this type of account (e.g. in the screenshot above, we're seeing all camper Documents).
Click the name of the specific Document you wish to generate and a PDF will be created. Depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
Document PDF
For example, here's what the "Printed Enrollment Form" Document from above looks like when generated.
See how the merge fields are populating information specific to Rolando.
Generating Documents in Mass
Generate a Document for multiple people at once via the Advanced Reports page.
First, create an Advanced Report that contains all of the individuals you wish to generate a Document for.
Click the Documents button in the report toolbar.
- Choose whether or not to insert page breaks between each Document
- Click on the name of the Document you wish to generate
A confirmation message will display at the top of the screen to confirm that CampSite has begun generating your Documents. Once they've been generated, you'll receive an e-mail with from CampSite containing a link to download all Documents that were generated.
Within the e-mail that's received, click the button that says "Click here to download" and a .zip file containing all of the Documents will be downloaded to your device.
Custom Fields
CampSite profile pages come with a standard set of fields for storing data. To store additional data not included in our standard fields, camps can create their own "custom" fields.
Admin users then enter data into those fields from the profile page; in mass by editing an Advanced Report; or by importing a .CSV. Click here to learn more about all 3 methods of inputting data into custom fields.
Note that end users cannot see custom fields, with one exception - click here to learn more.
For example, all camper profile pages include the basic data fields shown in annotation #1 above. Annotation #2 shows examples of "permanent" custom fields for storing a camper's alumni ID, and whether or not the camper's been sent a welcome packet.
In this article, learn about:
Creating Custom Fields
Custom fields are managed from the Admin page, within the respective module tab. For example, the screenshot above shows custom fields for Camper profiles.
Custom Field Scopes
There are different types (i.e. "scopes") of custom fields for each type of profile page. The scope determines how frequently data is stored within the field and thus where the field appears on the profile page.
The following Custom Field scopes can be created for the following profile page types:
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Family Profiles
- Permanent Custom Fields
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Camper Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Session Custom Fields
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Staff Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Session Custom Fields
- Salary Information Custom Fields
- Salary Amount Custom Fields
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Alumni Profiles
- Permanent Custom Fields
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Group Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Event Custom Fields
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Guest Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Event Custom Fields
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Donor Profiles
- Permanent Custom Fields
- Yearly Custom Fields
Permanent field: Only one value can be stored for each person. This type of field is available for Family, Camper, Alumni, Staff, Group, Guest, and Donor profile types. Only permanent fields can be set to be visible on the Parent or Camper profile page. No other form scopes can be set to be visible on the login dashboard. Permanent custom fields cannot be set as visible on the login dashboard to any other profile type except Family and Camper profiles.
Yearly field: One value can be stored per database year, for each person. This type of field is available only to Camper, Staff, Group, Guest, and Donor profile types.
Session field: One value can be stored per session, per year, for each person. This type of field is available only to Camper and Staff profile types.
Event field: (for CampSite's Events module) One value can be stored per event, per year, for each group or guest. This type of field is available only to Group and Guest profile types.
Salary field: (for CampSite's Staff module) One value can be stored per year, within the Salary details tab of a staff person's profile. Both types of Salary custom fields are also protected by the "Salary details" admin user permissions, to control which admins have access to the data in these custom fields. Click here to learn more. Also, "Salary amount" fields are summed together for a salary total. Click here for full details on Staff Salary fields. This type of field is available only to Staff profile types.
For example, in the screenshot above, Camp Firewood created a yearly custom field to record a camper's "swim level." This allows admins to store a separate swim level value for each year.
Adding a New Custom Field
- Select the tab that corresponds with which profile pages you want to create the custom field for
- Select the Custom fields side-tab
- Click the link to + Add new custom field
- Name the custom field.
- Choose the input 'type', which determines how you'll input the data you enter into this field. Read more about each type here.
- Choose the 'scope' of how frequently you need to store data in this field.
- Provide additional details (based on the scope you selected)
- Click Submit to create the custom field.
Editing, Rearranging, and Deleting Custom Fields
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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. - Rearrange the order that custom fields appear in on the corresponding profile page.
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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.
Custom Fields on the Profile Page
The location of a custom field on a person's profile depends on the scope.
Permanent Custom Fields
Permanent custom fields are stored on the main tab of a person's profile page, e.g. the 'Basic Info' tab for Campers.
Yearly Custom Fields
Yearly custom fields are stored within each year tab, then within a sub-tab titled Custom fields.
Session Custom Fields
To find session custom fields (for Campers or Staff), select a year tab, then a session tab, then the sub-tab titled Custom fields.
Entering Data into a Custom Field
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.
Via an Individual's Profile
Edit/insert custom field values the same way you edit other profile fields.
Double click directly on the current value or the word 'edit...'
Insert/edit a value into the input field and click Ok to save.
Note that the type of input field available is based on 'type' that was selected when the custom field was created.
Custom Fields in Advanced Reports
Add the custom field to an advanced report and then activate the Edit function.
For instructions on how mass edit data through an Advanced Report, click here.
Import Custom Fields
You can also add custom field values in mass by uploading a .CSV with those values.
For help on how to import data into CampSite, click here to read our "Import Data" article.
Parent Dashboard
Custom fields for the Family profile page have a 'visibility' setting that controls whether this field is visible (either read-only, or editable) by the parent when logged into their parent dashboard.
When visibility is 'none', the field does not appear on the parent dashboard and is admin-only, like all other custom fields.
Primary parents can access visible custom fields by opening the "My Account" page, selecting the "Family info" tab, and viewing the "Other information" section.
Family profiles can only use the Permanent custom field type, so only Permanent fields that are set to be visible to the parent Dashboard will appear on the Parent Dashboard > "My Account" page.
Permanent Custom Fields on the Camper level can also be seen on the Parent Dashboard when set to be visible. When set as such, these can be seen under the Parent Dashboard > "My Account" page > Camper info > Click on a Campers name.
Staff Salary Fields
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.
Salary information fields
Salary information fields are for storing additional salary-related information. You can create any type of field - yes/no, dropdown, small text, etc., and these fields appear and function like all other custom fields.
For payment amounts, use salary amount fields.
Custom salary information fields appear in a separate table, in the middle of the Salary details tab of the Staff profile page. Double click the current value/"edit..." to change insert or edit a value as needed.
Salary amount fields
Salary amount fields are for money/decimal amounts only, and are displayed as line items on the Salary tab of the staff person's profile page. They're then summed together with the staff person's "Base salary" to calculate their total salary.
Select "Salary amount" as the scope. Note that the "Type" will be locked as Money/Decimal. If you need to store non money/decimal data, create a "Salary information" field instead.
Next, select whether or not the salary amount you'll record in this field is taxable.
- All fields where Taxable = Yes will be summed together on each Staff person's profile for a 'Total taxable salary' and total 'Adjusted taxable salary' amount.
- All fields where Taxable = No will be summed together on each Staff person's profile for a 'Total salary' and total 'Adjusted salary'
Salary amount fields can also be re-arranged to control the order in which they appear on the Staff profile page.
Click the rearrange icon and then drag & drop each field into the desired order.
Custom salary amount fields appear in the bottom section of the Salary details tab of the Staff profile page.
Double click the current value/"edit..." to insert or edit a value as needed.
Total and Adjusted Salaries
CampSite will autocalculate the Total Salary; Total Taxable Salary; Total Charges; Adjusted Salary; and Adjusted Taxable Salary amounts at the bottom of the salary amounts table.
To learn how these amounts are calculated, click here to read our support article on the Salary details tab.
Labels
Generate custom labels that contain merged data from a person's CampSite profile.
First, create and save a custom label template that contains the data you wish to populate onto the label. Then, generate a single label for one person (from their profile page); or, a sheet of labels for multiple people (from an advanced report).
Note that all CampSite databases come included with a mailing label. Common custom Labels that camps typically create include name tags, transportation tags, and backpack labels.
Learn how to:
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Printing Tip |
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When printing out a sheet of generated labels, make sure your printer "scale" setting is set to "actual size" or 100%. Do not select “Fit to Page” or your device will resize the labels, causing them to not align correctly when printed. |
Create a Label
1. Navigate to Admin
Navigate to the Admin settings page.
2. Add a New Label
- Select the appropriate tab
- Open the "Labels" side-tab
- Click "Add new label"
- Provide a name for the label
- Select the label format*
- Submit
*Select from the list of label formats we currently support. If you're using a different label, click "My format isn't listed" and send us the label specs. If there's high demand for that type of label, we'll work to add it in a future release.
3. Edit the Label
Next, to add content to the label, double click the pencil icon to the left of the label name.
Use the text editor to type plain text that should appear on every label. Click "Add merge fields" to merge in specific data from the person's profile page, and/or their profile photo.
Use the toolbar to stylize your text, embed images, etc.
To demonstrate, here's an example of a camper Label called "Bus Tag":
Above, plain text (which appears in black) precedes merge fields (which appear in blue). When generated, the label will display the same plain text for every camper, but the merge fields will produce personalized data from the camper's profile (E.g. "Bunk Name: Group 7-A").
See the "Label PDF" below for a screenshot of how the "Bus Tag" label will look when it's generated for a specific camper.
Manage Labels
- Double click to edit the name, body, and format of the Label
- Double click to duplicate the Label
- Double click to preview the Label
- Double click to delete the Label
Generate Labels
Generate a label for a single person or for multiple people at once.
Generate an Individual Label
Generate a label for one person via the Action Menu on the person's profile page.
For example, to generate a camper label for an individual camper, go to the camper's profile page,
- Open the Action Menu dropdown
- Click "Generate label"
Next, select all available labels depending for this type of account (e.g. all saved Camper labels when generating a label for a camper).
Click on a label and CampSite will generate a PDF with the label for you to save or print. Depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
Example Label
For example, here's what the "Bus Tag" label from above looks like when generated.
See how the merge fields are populating information specific to Sandra.
Generate Labels in Mass
Generate a sheet of labels for multiple persons at once via an advanced report.
First, create a report so that your results contain everyone you wish to generate a label for.
Then, click the Labels button above the report results.
Next, select which label you wish to generate for everyone in your report results.
CampSite will begin generating your labels as a PDF and then send them to you via email (to the address that you use to log into CampSite with).
Look for an email with the subject line, "Your labels '_____' are ready!"
Open the email and click the "Click here to download" button top download the PDF of labels that were generated.
Again, depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
Notes Categories
Admin users can record internal notes via the "Notes" tab on each profile page in CampSite.
Each time a note is created, it's assigned to a specific note category. Camps can create/manage their preferred note categories via the Notes admin settings for their database.
Control which admin users are allowed to read/edit/create notes within each category via the note category settings.
Each module has its own Notes settings on the Admin page. First, select a module tab (e.g. Campers; Families; Staff); and then select "Notes" from the sidebar menu underneath.
From the Notes page, admins can:
Note: Admin users cannot access the "Notes" admin tab outlined in this article unless they have the Notes admin user permission for the corresponding module. Click here to learn more about user permissions.
Add New Categories
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.
Edit Categories
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.
- Type a new name to change the current category name
- Select which users can read/edit/create notes for this category
- Click "Edit category" to save changes
Delete Categories
Double click the red delete button to delete a category. If a category has notes in it, you cannot delete that category.
Events Setup Wizard
Events Wizard - Step 1: Request for information setup + Direct registration form
The "Request for information" and "Direct Registration" forms are used by groups/guests to create their account for your Events Dashboard.
To manage your Request for information + Direct Registration forms, navigate to Step 1 of the Events Setup Wizard within the Events Admin tab.
What's the purpose of these forms?
Before they can access your Events Dashboard (including your registration form, payments, and more), groups/guest must create an account first. In order to create an account, they must complete either the Request for Information or Direct Registration form.
Note that there's a "group" and "individual" version of each form.
Group leaders who plan to register a group of people for an event should use the Group Request for Info or Direct Registration forms. Individuals who plan to register only themselves for an event should use the Individual Request for Info/Direct Registration forms.
What's the difference between a Request for Info and Direct Registration?
The Request for Info form is meant for sending an inquiry to your camp to follow up on before the group/guest proceeds with registration.
The Direct Registration form will proceed the group/guest directly to registration immediately after they create their account.
Form Setup
General Options
Both the Request for Information and Direct Registration Forms come included with sections of basic questions (date of birth, contact information, etc.)
Under "General Options", customize how these question sections display by rearranging the order they appear in and/or controlling whether a section actively appears on the form. For example, if you don't wish to collect the group leader's address, make the "group address" section not active.
- Click + drag to rearrange the order question sections appear in on the form
- Double click to edit whether the section actively displays on the form
- Select yes/no whether date of birth and cellphone are required on both forms
- Click to Save changes
Header Text
Add custom text to the header area of each form. This can be used to provide useful information, instructions, external links, etc. that you wish to present to groups/guests before they start completing the form.
Type content into the textbox and use the toolbar to format the content as needed (e.g. embed images, links, change font colors, etc.)
Save changes when you're finished.
Custom Questions
Add your own custom questions to these forms in addition to the questions that come included.
To add custom questions to the group forms, click "Group questions" on the left. To add questions to the forms for individuals, click "individual questions."
Note: In order for custom question sections to appear on the form, the "group questions" and "guest questions" sections must be active under General Options.
- Click to add a new custom question
- For existing questions, double click a field to edit it (e.g. the question text, whether it's active or not)
- Double click to delete a question
- Questions cannot be deleted if they've already been answered. Instead, make the question not active to remove it from your form.
Automatic E-mail Responses
Create an email message to send to groups/individuals as soon as they complete the form.
- Choose whether or not to provide login credentials in the email (so the group leader/individual can access their account for the Events Dashboard)
If included, the credentials will appear below the custom email message that you create - Create a custom email for group leaders
- Create a custom email for individuals
Use the text editor toolbar to format the automatic email message, and/or embed images, links, etc.
Make sure to click "Save Changes" before leaving the page.
Events Wizard - Step 2: Events
Create "events" to represent the different events that groups/guest can register to attend. Each event must have a specific start and end date, and can also have a maximum capacity (to limit the number of attendees who may register).
Important note:
- When a group/guest completes your registration form, they select registration options that contain certain events at a specific rate (price).
- Registration options are created later on Step 6. Before you can build a registration option, you need to create the corresponding event(s) here on Step 2 first.
To manage your Request for information + Direct Registration forms, navigate to Step 1 of the Events Setup Wizard within the Events Admin tab.
From Step 2, you may:
Important Note:
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Create a new event on Step 2, then go to Step 6 and add the event to an enrollment option. |
Add a New Event
- Select the appropriate year
- Click + Add event...
Provide the name, start/end date and time, the maximum capacity (to limit how many may register for the event), and a description of the event.
You may also configure sub-capacities ("group capacities") by editing the event after it's created.
Edit an Event
Note that you may edit an event at anytime, even if registration has already begun. Any changes you make will apply to new registrations that occur from that point forward.
Double-click the pencil to edit an event.
Edit the event details as well as group capacities.
Event Group Capacities
Using group capacities, you can limit how many attendees of a certain age/gender may register for the event.
Note that capacities only limit how many can register; they do not limit who is eligible to register.
Add a Group Capacity
Click + Add group capacity...
Select a capacity amount and the appropriate gender and/or age filters. For example, in the screenshot above, the event is limiting only 50 spots for attendees age 0-17 as of 9/18/2021.
Click 'add group filter' when finished. Add additional group capacities as needed.
Edit/Delete a Group Capacity
Group capacities can be edited or removed at anytime (even after enrollment has begun).
- Double click the current capacity amount to adjust it
- Remove a capacity by double clicking the delete button
Note that group capacity criteria cannot be edited. Instead, delete the capacity and add a new one with the correct criteria.
Delete an Event
Deleting an event serves to permanently remove it from your CampSite database.
- If your intention is to remove an event from your registration form, you may do that via Step 6, not via Step 2. On Step 6, deactivating or deleting the corresponding registration option bundle will prevent guests/groups from seeing it when registering.
To delete an event, double click the red delete button.
When the delete button is grey, it indicates that the event cannot be deleted because it's been built into a registration option.
Events Wizard - Step 3: Transaction categories
Event transaction categories allow you to organize the Events transactions within your CampSite database.
Each time an Events transaction is created, it's labeled with at least 1 Events transaction category. Admin users can then filter financial reports by transaction category in order to generate financial data on a per-category basis.
To manage your transaction categories, navigate to Step 3 of the Events Setup Wizard within the Events Admin tab.
From Step 3, you may:
How do transaction categories work?
First, you'll create various transaction categories on Step 3 to reflect the different types of transactions you expect to generate. Then, you'll designate these categories to certain registration-related transactions you configure (e.g. rates; extras; discounts; etc.) When an attendee registers and those transactions are posted, they'll automatically be labeled with the category you specified when setting up the transaction.
Transaction categories are also used when admins create new transactions manually (via the group/guest profile).
Add a New Transaction Category
Click + Add a new transaction category...
- Name the transaction category, optionally, assign a ledger code. Ledger codes are also included in financial reports.
- Select which enrollment year(s) the category is relevant and then click "Add transaction category" to save your changes.
The new transaction category will be added to your database. To apply the transaction category to certain enrollment form transactions, navigate to the corresponding setup wizard step and edit the "Category" settings for the transaction.
Edit a Transaction Category
Edit the name, ledger code, or registration years for a transaction category by double clicking the corresponding pencil icon.
Note: "Package" and "Event Rate" are built into your CampSite database so you cannot edit the name or delete either category.
Also, you can't disassociate a transaction category from a year in which the category was assigned to transactions.
Delete a Transaction Category
To permanently delete a transaction category from your database, double click the delete button on the right.
A transaction category cannot be deleted if it's been applied to a transaction (even in past years). However, you can hide a transaction category for certain registration years by editing the transaction category and deselecting the year(s) for which it's not relevant.
Events Wizard - Step 4: Registration discounts
Admin users can select to apply pre-configured registration discounts when processing a group/individual's registration, in order to reduce their registration balance.
To manage your registration discounts, navigate to Step 4 of the Events Setup Wizard within the Events Admin tab.
From Step 4, you may:
Select "Group" or "Individual"
Use the sidebar menu to select group or individual registration discounts, depending on which discounts you want to create/manage.
Add a New Registration Discount
Click the link to add a new registration discount.
For type, select whether the amount should be flat or a percentage. If by percentage, the discount will be calculated as a percentage of the grand total amount of all the events the group/guest registering for.
For accrual event, you may choose to assign all transactions to a specific event for financial accrual reporting purposes. Select "None" and CampSite will automatically assign the discount transaction to all event(s) the group/guest is registering for.
Select a transaction category and designate the amount, then submit.
Edit a Registration Discount
Double click the current name, category, or amount in order to enable editing.
Make the necessary changes and then click OK to save.
Delete a Registration Discount
Double click the delete icon to remove a registration discount.
Note that deleting a discount does not impact existing transactions created by this discount. Deleting a discount only impacts which discounts admins can see/select when registering groups/guests moving forward.
Events Wizard - Step 5: Registration form setup
Manage the overall settings for your registration form (including terms & conditions and automatic email confirmations).
To manage your registration form setup, navigate to Step 5 of the Events Setup Wizard within the Events Admin tab.
From Step 5, you may edit:
General Options
Control whether individuals/groups completing your registration form are able to see the number of spaces remaining for your events (if your events have a maximum capacity).
Instructions + Terms
Add custom text to the top of each page of the registration form, as well as your registration Terms & Conditions (which attendees must sign & agree to in order to checkout), and the confirmation message that displays after the registration form is submitted successfully.
First, select the Group instructions + Terms or Indv. instructions + terms side tab on the left, depending on which registration form you wish to edit.
See the header to confirm which custom text each text box corresponds with.
Automatic Email Responses
Customize the automatic confirmation email CampSite will send the attendee as soon as they submit the registration form successfully.
First, select the Group e-mail responses or Individual email responses side tab on the left, depending on which confirmation email you wish to edit.
Add your desired email content into the text box that appears.
Note that CampSite will automatically embed the name of the registration option(s) the attendee selected at the end of your custom email message.
See below for an example.
Events Wizard - Step 6: Registration options
Manage the registration options that appear on your Events registration form, including the rate(s), custom questions, available coupon codes, and more.
Registration options are unique to the Events Module and are separate from the Camper Enrollment options in the Camper Setup Wizard. For more information on the Camper Enrollment Options please see: Step 9: Enrollment Options
To manage your registration options, navigate to Step 6 of the Events Setup Wizard within the Events Admin tab.
From Step 6, you may:
Create a New Registration Option
To create a new registration option on your registration form, you must:
Additionally, you can also add special rate criteria, custom questions, extras for purchase, and coupon codes if needed.
1. Add a New Registration Option
To begin, click + Add registration option...
Enter the name of the option; the description; and choose whether it should actively display on your registration form at this time.
2. Add a Bundle
Next, add at least one bundle to the registration option. A registration option will not appear on your registration form until you add at least (1) bundle to it.
First, add the bundle; then, create a group and or individual rate for the bundle.
When creating a bundle, you'll tie a specific Event/s to the registration option and also specify the rate(s), plus any payment installment dates (if needed).
- Provide a name and description for the bundle
- Select the number of events, i.e. how many events the group/individual will be registered into
- Select the event choices, i.e. whichevents the group/individual will be registered into
- If the"number of events" is less than how many "events choices" are selected, guests will need to select that many "number of events" from the selected event choices.
- For example, if "number of events" = 1, and 2 "events choices" are selected, guests must choose only 1 of those 2 events.
- Select whether the bundle should actively display on your registration form
If you create multiple bundles, registrants can select only one bundle per registration option.
3. Add a Rate to the Bundle
Next, expand the bundle to configure the rate. If you don't configure a rate, the registration option will not appear on your registration form.
- You can configure a separate rate for group registrations vs. individual registrations. Select the appropriate sub-tab to do so.
- If you configure both, both groups and individuals will be able to register for the bundle at the respective rate.
- The rate for group registrations can be configured as a price per group overall; or per attendee within the group.
Default Rate
- Select the Group rate or Individual Rate tab
- Click the Create rate... link and then provide the following:
- Rate type: (Group rate only) Choose whether to charge per person, or a flat amount per group
- Transaction category: Select which transaction category the rate charges will apply towards
- Transaction description: Enter a description to assign to rate charges
- Default amount: Enter the default amount you wish to charge each person or group for this bundle
Make sure to Save changes before navigating away from this page.
Create Additional Rate Criteria
If needed, apply a special rate if certain criteria is met.
- Click Create additional rate criteria...
- Click + Add criteria...
- Select the type of criteria
- Add the criteria details
If the criteria is met, registrants will be charged the special rate instead of the 'default' amount.
For example, if guests 4 and under are free, create an age-based rate of $0 with a minimum age is 0 and maximum age of 4.
Deposit + Installments
If needed, configure a minimum deposit as well as an installment schedule for payment.
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Require deposit?:Choose whether a minimum amount must be paid when registration is approved.
- If no, no amount ($0) will be required at registration - the registrant may pay their entire balance later.
- To require full payment at the time of registration, set a 100% deposit.
- Category: Select which transaction category the deposit payment will apply towards.
- Type: Choose whether the deposit is a flat amount or a percentage. For group deposits, also select if the deposit is for the entire group or per person.
- Amount: Set the amount.
- Mandatory Auto pay?: If you configure installment payments, select whether or not auto pay is required for those payments. If you don't configure installments, this setting is not relevant.
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Installments: Create a payment schedule for those who do not pay in full when their registration is approved.
- Click 'Installments'
- Specify the dates for payment, and the percentage of their balance that must be paid on that date.
Note that installments must be configured before registration begins. If a group or individual has selected the registration option, installments can no longer be setup.
You can batch invoice for these payments via the Events Invoicing + Auto Pay tool on the Financial dashboard.
Registration Option Settings
Display Settings
- Drag and drop to rearrange the order options appear in
- Edit the name or description of an option by double clicking on it
Registration Option Tabs
General Options
- Toggle whether this registration option is open for groups and/or individuals
- If you add questions for this registration option, choose whether registrants can go back and edit their responses after they already submitted their registration form
- If you allow group registrations, specify the maximum number of attendees that any one group may register for the option
Bundles
- Rearrange bundles by dragging and dropping
- Expand (double click) and manage the rate, deposit, and installments
- Duplicate (double click) the bundle
- Edit the bundle name (double click)
- Edit the event(s) associated to the bundle
- Edit the bundle description (double click)
- Admins may manually register a group/individual for an inactive bundle
Questions
Add/manage custom questions on the registration form.
- Group questions will appear on group registrations only, and collect (1) response for the entire group.
- Attendee questions can be set to appear on group and/or individual registrations, and will collect a separate response for each attendee.
- Create a question by clicking + Add question...
- Rearrange questions by clicking the rearrange icon on the far left and dragging & dropping
- Edit the question by double clicking the current question text
- Edit the response type by clicking the link for the current type
- Edit whether the question is mandatory or actively displaying on the registration form by double clicking the current Yes/No setting
- Remove a question from the registration form by deleting it, or making it not active
Permitted Groups
Restrict registration to specific groups already in your database.
Click + Add permitted group... and select an existing group within your database.
Continue adding more groups as needed. To remove a group, double click the delete button on the far right.
Extras
Add/manage the extra items/services available for purchase with this registration option.
- Group extras will be available for purchase once for the entire group.
- Attendee extras will be available for purchase per attendee.
- Create an extra by clicking + Add extra...
- Rearrange extras by clicking the rearrange icon on the far left and dragging & dropping
- Edit details by double clicking the pencil
- Edit the name, description, and amount by double clicking the current value
- Edit whether the extra is mandatory or actively displaying on the registration form by double clicking the current Yes/No setting
- Remove an extra from the registration form by deleting it, or making it not active
Coupon Codes
Add/manage coupon codes that can be entered at checkout for a discount towards the bundle rate.
- Group coupon codes can only be used on "group" registrations.
- Individual coupon codes can only be used on "individual" registrations.
- Click + Add coupon code... to create a new coupon code.
- To edit an existing coupon, double click any of the current values.
- To disable/enable a coupon code, double click the yes/no setting for Active? When set to No, the coupon code will be rejected.
- To permanently delete a coupon code, double click to delete it on the far right.
Refer to the "# of uses" column to see how many times a group/individual has used the coupon code.
- To see who used the coupon, add the "Registration coupon code" to an advanced report, or generate the financial Transaction log and enter the coupon code into the "Description" filter before running the report.
Remove Registration Options/Bundles from the Registration Form
Remove an entire registration option or a particular bundle within a registration option from the registration form by hiding or deleting it.
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Deactivate an option or bundle to hide it without removing it completely.
- Activate it later to add it back to the registration form if needed.
- Admins may register a group/individual for an inactive option/bundle.
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Delete an option or bundle to permanently remove it from your database.
- Deleted options/bundles cannot be un-deleted.
Remove a Registration Option
- To change the "active" status, double click on the current Yes or No setting in the Active? column.
- To delete an option, double click the delete button.
- An option can't be deleted if someone selected it already. Instead, make it not "active."
Remove a Bundle within a Registration Option
First, expand the registration option to access the bundles therein.
- To change the "active" status, double click on the current Yes or No setting in the Active? column.
- To delete a bundle, double click the delete button.
- A bundle can't be deleted if someone selected it already. Instead, make it not "active."
Donors Tab
Application: Settings
"Application" refers to registration for the Donor dashboard.
From the Application: Settings tab, configure which of your saved Donor emails is sent automatically when a donor registers for the donor dashboard.
Use the dropdown list to select one of your saved Donor emails. If you need to create a new saved Donor email, go to the "Saved e-mails" tab underneath the "Donors" tab of the admin page.
Make sure to click 'Save changes' before leaving the Admin page to apply any changes that you've made.
Financial: Communication
From your Financial: Communication settings, you can control your automatic email notifications for approved and declined transactions within the Donors module.
To access your Financial: Communication settings, go to Admin>Donors>Financial: Communication.
Automatic Emails for Approved Transactions
Control whether or not CampSite automatically sends an email when a donor credit card or checking account transaction is approved.
If these emails are enabled, the email will be sent to the "billing address" associated with the payment method that was used.
- When a donor credit card transaction is approved, select whether or not to send automatic emails to the billing address on file for the card.
- When a donor checking account transaction is approved, select whether or not to send automatic emails to the billing address on file for the card.
- Add additional text to the automatic email.
Note: The automatic email already contains standard text auto-populated by CampSite. See below for an example:
- This text will automatically appear in the email. It cannot be edited.
- This is where your additional text would appear.
Automatic Emails for Declined Transactions
Control whether or not CampSite automatically sends an email when a donor credit card or checking account transaction is declined.
If these emails are enabled, the email will be sent to the "billing address" associated with the payment method that was used.
- When a donor credit card transaction is declined, select whether or not to send automatic emails to the billing address on file for the card.
- When a donor checking account transaction is declined, select whether or not to send automatic emails to the billing address on file for the card.
- Add additional text to the automatic email.
Note: The automatic email already contains standard text auto-populated by CampSite. See below for an example:
- This text automatically appears in the email. It cannot be edited.
- This is where your additional text would appear.
Financial: Settings
From the Donor module financial settings, configure the default transaction category that all donor payments are assigned to.
Use the dropdown list to select one of your camper transaction categories. If you need to create a new category, you can do so from Camper Setup Wizard Step 3: Transaction categories.
Make sure to click 'Save changes' before leaving the Admin page to apply any changes that you've made.
Custom Fields
CampSite profile pages come with a standard set of fields for storing data. To store additional data not included in our standard fields, camps can create their own "custom" fields.
Admin users then enter data into those fields from the profile page; in mass by editing an Advanced Report; or by importing a .CSV. Click here to learn more about all 3 methods of inputting data into custom fields.
Note that end users cannot see custom fields, with one exception - click here to learn more.
For example, all camper profile pages include the basic data fields shown in annotation #1 above. Annotation #2 shows examples of "permanent" custom fields for storing a camper's alumni ID, and whether or not the camper's been sent a welcome packet.
In this article, learn about:
Creating Custom Fields
Custom fields are managed from the Admin page, within the respective module tab. For example, the screenshot above shows custom fields for Camper profiles.
Custom Field Scopes
There are different types (i.e. "scopes") of custom fields for each type of profile page. The scope determines how frequently data is stored within the field and thus where the field appears on the profile page.
The following Custom Field scopes can be created for the following profile page types:
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Family Profiles
- Permanent Custom Fields
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Camper Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Session Custom Fields
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Staff Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Session Custom Fields
- Salary Information Custom Fields
- Salary Amount Custom Fields
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Alumni Profiles
- Permanent Custom Fields
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Group Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Event Custom Fields
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Guest Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Event Custom Fields
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Donor Profiles
- Permanent Custom Fields
- Yearly Custom Fields
Permanent field: Only one value can be stored for each person. This type of field is available for Family, Camper, Alumni, Staff, Group, Guest, and Donor profile types. Only permanent fields can be set to be visible on the Parent or Camper profile page. No other form scopes can be set to be visible on the login dashboard. Permanent custom fields cannot be set as visible on the login dashboard to any other profile type except Family and Camper profiles.
Yearly field: One value can be stored per database year, for each person. This type of field is available only to Camper, Staff, Group, Guest, and Donor profile types.
Session field: One value can be stored per session, per year, for each person. This type of field is available only to Camper and Staff profile types.
Event field: (for CampSite's Events module) One value can be stored per event, per year, for each group or guest. This type of field is available only to Group and Guest profile types.
Salary field: (for CampSite's Staff module) One value can be stored per year, within the Salary details tab of a staff person's profile. Both types of Salary custom fields are also protected by the "Salary details" admin user permissions, to control which admins have access to the data in these custom fields. Click here to learn more. Also, "Salary amount" fields are summed together for a salary total. Click here for full details on Staff Salary fields. This type of field is available only to Staff profile types.
For example, in the screenshot above, Camp Firewood created a yearly custom field to record a camper's "swim level." This allows admins to store a separate swim level value for each year.
Adding a New Custom Field
- Select the tab that corresponds with which profile pages you want to create the custom field for
- Select the Custom fields side-tab
- Click the link to + Add new custom field
- Name the custom field.
- Choose the input 'type', which determines how you'll input the data you enter into this field. Read more about each type here.
- Choose the 'scope' of how frequently you need to store data in this field.
- Provide additional details (based on the scope you selected)
- Click Submit to create the custom field.
Editing, Rearranging, and Deleting Custom Fields
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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. - Rearrange the order that custom fields appear in on the corresponding profile page.
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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.
Custom Fields on the Profile Page
The location of a custom field on a person's profile depends on the scope.
Permanent Custom Fields
Permanent custom fields are stored on the main tab of a person's profile page, e.g. the 'Basic Info' tab for Campers.
Yearly Custom Fields
Yearly custom fields are stored within each year tab, then within a sub-tab titled Custom fields.
Session Custom Fields
To find session custom fields (for Campers or Staff), select a year tab, then a session tab, then the sub-tab titled Custom fields.
Entering Data into a Custom Field
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.
Via an Individual's Profile
Edit/insert custom field values the same way you edit other profile fields.
Double click directly on the current value or the word 'edit...'
Insert/edit a value into the input field and click Ok to save.
Note that the type of input field available is based on 'type' that was selected when the custom field was created.
Custom Fields in Advanced Reports
Add the custom field to an advanced report and then activate the Edit function.
For instructions on how mass edit data through an Advanced Report, click here.
Import Custom Fields
You can also add custom field values in mass by uploading a .CSV with those values.
For help on how to import data into CampSite, click here to read our "Import Data" article.
Parent Dashboard
Custom fields for the Family profile page have a 'visibility' setting that controls whether this field is visible (either read-only, or editable) by the parent when logged into their parent dashboard.
When visibility is 'none', the field does not appear on the parent dashboard and is admin-only, like all other custom fields.
Primary parents can access visible custom fields by opening the "My Account" page, selecting the "Family info" tab, and viewing the "Other information" section.
Family profiles can only use the Permanent custom field type, so only Permanent fields that are set to be visible to the parent Dashboard will appear on the Parent Dashboard > "My Account" page.
Permanent Custom Fields on the Camper level can also be seen on the Parent Dashboard when set to be visible. When set as such, these can be seen under the Parent Dashboard > "My Account" page > Camper info > Click on a Campers name.
Staff Salary Fields
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.
Salary information fields
Salary information fields are for storing additional salary-related information. You can create any type of field - yes/no, dropdown, small text, etc., and these fields appear and function like all other custom fields.
For payment amounts, use salary amount fields.
Custom salary information fields appear in a separate table, in the middle of the Salary details tab of the Staff profile page. Double click the current value/"edit..." to change insert or edit a value as needed.
Salary amount fields
Salary amount fields are for money/decimal amounts only, and are displayed as line items on the Salary tab of the staff person's profile page. They're then summed together with the staff person's "Base salary" to calculate their total salary.
Select "Salary amount" as the scope. Note that the "Type" will be locked as Money/Decimal. If you need to store non money/decimal data, create a "Salary information" field instead.
Next, select whether or not the salary amount you'll record in this field is taxable.
- All fields where Taxable = Yes will be summed together on each Staff person's profile for a 'Total taxable salary' and total 'Adjusted taxable salary' amount.
- All fields where Taxable = No will be summed together on each Staff person's profile for a 'Total salary' and total 'Adjusted salary'
Salary amount fields can also be re-arranged to control the order in which they appear on the Staff profile page.
Click the rearrange icon and then drag & drop each field into the desired order.
Custom salary amount fields appear in the bottom section of the Salary details tab of the Staff profile page.
Double click the current value/"edit..." to insert or edit a value as needed.
Total and Adjusted Salaries
CampSite will autocalculate the Total Salary; Total Taxable Salary; Total Charges; Adjusted Salary; and Adjusted Taxable Salary amounts at the bottom of the salary amounts table.
To learn how these amounts are calculated, click here to read our support article on the Salary details tab.
Labels
Generate custom labels that contain merged data from a person's CampSite profile.
First, create and save a custom label template that contains the data you wish to populate onto the label. Then, generate a single label for one person (from their profile page); or, a sheet of labels for multiple people (from an advanced report).
Note that all CampSite databases come included with a mailing label. Common custom Labels that camps typically create include name tags, transportation tags, and backpack labels.
Learn how to:
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Printing Tip |
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When printing out a sheet of generated labels, make sure your printer "scale" setting is set to "actual size" or 100%. Do not select “Fit to Page” or your device will resize the labels, causing them to not align correctly when printed. |
Create a Label
1. Navigate to Admin
Navigate to the Admin settings page.
2. Add a New Label
- Select the appropriate tab
- Open the "Labels" side-tab
- Click "Add new label"
- Provide a name for the label
- Select the label format*
- Submit
*Select from the list of label formats we currently support. If you're using a different label, click "My format isn't listed" and send us the label specs. If there's high demand for that type of label, we'll work to add it in a future release.
3. Edit the Label
Next, to add content to the label, double click the pencil icon to the left of the label name.
Use the text editor to type plain text that should appear on every label. Click "Add merge fields" to merge in specific data from the person's profile page, and/or their profile photo.
Use the toolbar to stylize your text, embed images, etc.
To demonstrate, here's an example of a camper Label called "Bus Tag":
Above, plain text (which appears in black) precedes merge fields (which appear in blue). When generated, the label will display the same plain text for every camper, but the merge fields will produce personalized data from the camper's profile (E.g. "Bunk Name: Group 7-A").
See the "Label PDF" below for a screenshot of how the "Bus Tag" label will look when it's generated for a specific camper.
Manage Labels
- Double click to edit the name, body, and format of the Label
- Double click to duplicate the Label
- Double click to preview the Label
- Double click to delete the Label
Generate Labels
Generate a label for a single person or for multiple people at once.
Generate an Individual Label
Generate a label for one person via the Action Menu on the person's profile page.
For example, to generate a camper label for an individual camper, go to the camper's profile page,
- Open the Action Menu dropdown
- Click "Generate label"
Next, select all available labels depending for this type of account (e.g. all saved Camper labels when generating a label for a camper).
Click on a label and CampSite will generate a PDF with the label for you to save or print. Depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
Example Label
For example, here's what the "Bus Tag" label from above looks like when generated.
See how the merge fields are populating information specific to Sandra.
Generate Labels in Mass
Generate a sheet of labels for multiple persons at once via an advanced report.
First, create a report so that your results contain everyone you wish to generate a label for.
Then, click the Labels button above the report results.
Next, select which label you wish to generate for everyone in your report results.
CampSite will begin generating your labels as a PDF and then send them to you via email (to the address that you use to log into CampSite with).
Look for an email with the subject line, "Your labels '_____' are ready!"
Open the email and click the "Click here to download" button top download the PDF of labels that were generated.
Again, depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
Documents
Generate custom PDFs that contain merged data from a person's CampSite profile.
First, create a Document template to customize which fields of data will populate on to the PDF and stylize it to your liking (you can even embed profile pictures into each Document, too).
Then, generate a single Document via someone's profile page or a batch of documents for everyone populating on an advanced report.
Common uses for a Document include:
- Printing information from CampSite to store on paper (like a "hard copy" of each camper's Enrollment Form)
- Creating physical documents to distribute to others (like a "Camper information sheet" to hand out to counselors)
In this article, learn how to:
Create a Document template
Navigate to the Admin settings page.
- Select the appropriate module
- Select "Documents"
- Click "Add new document"
Provide the overall settings for the Document:
- Name the Document
- Specify the desired PDF width (in inches)
- Specify the desired PDF height (in inches)
- Submit
Add Content to the Document
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.
Document Settings
- Double click to edit the body of the Document
- Double click to duplicate the Document
- Double click to preview the Document
- Double click directly on the name to change it
- Double click directly on the the width to change it
- Double click directly on the the height to change it
- Double click to delete the Document
Generating a Document
After a Document template is created, the Document can be generated for an individual or in mass.
Generating an Individual Document
Generate a Document for one person via the Action Menu on the person's profile page.
For example, to generate a camper Document for an individual camper, go to the camper's profile page and:
- Open the Action Menu dropdown
- Click "Generate document"
A pop-up window will display all the Documents that exist for this type of account (e.g. in the screenshot above, we're seeing all camper Documents).
Click the name of the specific Document you wish to generate and a PDF will be created. Depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
Document PDF
For example, here's what the "Printed Enrollment Form" Document from above looks like when generated.
See how the merge fields are populating information specific to Rolando.
Generating Documents in Mass
Generate a Document for multiple people at once via the Advanced Reports page.
First, create an Advanced Report that contains all of the individuals you wish to generate a Document for.
Click the Documents button in the report toolbar.
- Choose whether or not to insert page breaks between each Document
- Click on the name of the Document you wish to generate
A confirmation message will display at the top of the screen to confirm that CampSite has begun generating your Documents. Once they've been generated, you'll receive an e-mail with from CampSite containing a link to download all Documents that were generated.
Within the e-mail that's received, click the button that says "Click here to download" and a .zip file containing all of the Documents will be downloaded to your device.
Camp Today
Authorized Users
Authorized users are "extended family members" that are added to a family's account in order to have access to your camp's Camp Today media page.
- Authorized users have a couple of special links they can use for accessing your Camp Today media page - it's the same URL used for your Parent Dashboard, but instead of ending in /campers, it ends in /family or in /camptoday.
These are the two links associated with Camp Today: Media that are used for Authorized Users and Extended Family Members:
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subdomain.campmanagement.com/family
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This is the Extended Family login landing page. If you enter this URL with your domain name in place of the "subdomain" portion, this will bring Extended Family to their login page for Camp Today. Here they can access Camp Today after their account has already been created.
- The link for Extended Family member account creation is within the email that is automatically sent to them when they are added as a new Extended Family member. You can customize this message if you would like. Please see below for more.
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subdomain.campmanagement.com/camptoday
- This URL is for what we call 'Unknown Visitors'. Some camps use Camp Today for marketing purposes and this is a way for perspective families to see Camp Today posts without having an actual login or profile.
- You can set a password for Unknown Visitors if you would like to restrict who can visit your Camp Today page without an official account. To set this password navigate to Admin> Camp Today> Media: Permissions.
Please note that Authorized users can only access Camp Today; they can't access any other features on your Parent Dashboard.
Customize The Automatic Extended Family Email
You can customize the automatic email notification than an authorized user receives when they're added to a family's account by navigating to Admin> Camp Today> Authorized Users.
CampSite will automatically populate a new users login credentials after your custom message, so don't worry about adding them here.
Type your message and stylize it as needed, then click to save your changes. This email will be sent when an admin user or when a family member adds a new Extended Family member for a family.
Media: Theme
The Camp Today theme allows you to choose a custom color scheme for your Camp Today Media. The live preview will help you determine which colors will look best.
The Theme can be customized by going to Admin > Camp Today > Media: Theme.
- Use the color picker to pick Color 1. Color 1 controls the header and tags on blog posts, as well as the calendar and tags that parents can use to search blog posts.
- Use the color picker to pick Color 2. Color 2 controls the text color on the calendar and list of tags.
- Click Save changes.
Media: Permissions
Setting Camp Today Media Permissions allows you to control the blog posts users can see.
Camp Today Media Permissions can be controlled by going to Admin > Camp Today > Media: Permissions.
- Select whether or not you would like parents to see all blogs. If this is set to "No", parents will only be able to see blogs that include the sessions their campers are enrolled in. If "Yes", parents can see all of your blogs - even if there campers aren't enrolled in any sessions.
- Select whether or not you would like staff to see all blogs. If this is set to "No", staff will only be able to see blogs that include the sessions they are hired for.
- Select whether or not you would like Authorized Users and Extended Family members to see all blogs. If this is set to "No", they will only be able to see blogs that include the sessions the campers they are associated with are enrolled in.
- Allowing Unknown visitors to access Camp Today allows users to access your Camp Today blogs by visiting yourcamp.campmanagement.com/camptoday.
- You may choose to require a password for the Unknown visitors page
- Enter the password you would like used for Unknown visitor access
- Click "Save changes".
Communication: Settings
Manage the Camp Today Communication settings via Admin > Camp Today > Communication: Settings.
Here, you can configure the minimum number of required characters on emails that parents/extended family members write to their campers.
If a family member attempts to send an email that does not meet the minimum requirements, they'll receive an error explaining that their message must be longer in order to send.
My Profile
My Profile
Admin users can manage certain settings for their user account via the "My Profile" page.
To access your "My Profile" page, click the link in the navigation bar containing your name (or, when using our mobile layout, the cog wheel icon in the top right).
1. Change my Password
Change the current password used to log into your CampSite account. Passwords be at least 8 characters in length, contain one uppercase letter, one lowercase letter and one number.
Click "Change password" to apply the new password to your account. Starting with the next time you log into CampSite, use the new password to access your account.
2. Two Factor Authentication
Enable two factor authentication via the Google Authenticator app for enhanced security when logging into CampSite.
To enable 2FA:
- Toggle the 2FA toggle to 'on'
- Open the Google Authenticator app
- Scan the QR code displaying on the My Profile page to connect CampSite + Google Authenticator
- Enter the 6 digit code generated by Google Authenticator
Moving forward, after entering your email + password on the admin login screen, you'll then be prompted to the enter 6 digit code from Google Authenticator before logging in.
3. Settings
Choose for how CampSite redirects when you search for/select a camper in the navigation bar.
- If this setting is not selected, clicking on a camper from the search results will direct you to the camper's family profile. To access the camper's profile, users then need to click the camper's profile photo.
- If this setting is selected, clicking on a camper from the search results will direct you straight to the camper's profile.
Click "Update settings" to apply any changes.
4. E-mail Notification Lists
Select this setting to receive e-mail notifications in regards to CampSite's availability status.
If selected, any status emails will be sent to the email address designated for the user's CampSite account. Users may also visit the CampSite status page to manually view any status updates - https://status.campmanagement.com/
Click "Update subscriptions" to apply any changes.
5. Beta Programs
Opt in/out of current Beta programs for new functionality that's still in testing.
Responsive design beta: Choose which CampSite layout you want to use when you log in on different devices. The responsive design optimizes CampSite when logging in on a cellphone/tablet, but can also be used on larger screens (like laptops and desktops).
- All devices: Responsive design beta pages will load when using CampSite on all devices (including a laptop/desktop computer).
- Mobile devices only: Responsive design beta pages will load when using CampSite on a mobile device such as a tablet or phone, but not a desktop or laptop computer.
- None: Responsive design beta pages will never be loaded.
See below for examples of the responsive layout vs. the legacy layout on a laptop/desktop screen.
Responsive layout
Non-responsive layout
6. API Key
For camps who have purchased access to CampSite's API, manage your API key and access our API documentation here.
If you're interested in purchasing API access for your CampSite database, email CampSite support via support@campmanagement.com.
DB Management
Users
Click here to access all of our articles related to adding and managing admin users for your CampSite database.
User templates
Occasionally, you may need to add several users to CampSite, such as your seasonal office staff, with similar permissions based on their role. Rather than setting these permissions individually for each user, you can easily create a User Template to be applied with the user is added.
User templates can be created in Admin > DB Management > User Templates.
Click +Add new user template...
Enter the name of the new user template, then click Submit.
Click the various sections to set the permissions for each module.See documentation on permissions levels for more information.
After setting permissions levels, click Save changes for this user template.
Dropdown lists
Dropdown lists contain specific responses that can be selected from a dropdown menu. By associating a dropdown list with a certain question or custom field, you can limit the responses to a list of preset values.
All of your camp's dropdown lists are stored/managed under your camp's DB Management settings.
To access your camp's dropdown lists, go to Admin > DB Management > Dropdown lists.
Note that every CampSite database comes included with standard dropdown lists. These lists are already attached to standard questions that come built into various forms (e.g. collecting the person's gender when their account is created, collecting lead source information via "how did you hear about us?", etc.) While you can edit the values on these lists, you cannot use these existing lists on any custom questions that your camp creates.
From the dropdown lists tab, you can:
- Create a new dropdown list
- Add values to a dropdown list
- Edit existing dropdown lists
- Delete dropdown lists
Create a Dropdown List
Navigate to the dropdown lists tab of your DB Management settings, and then click "Add new dropdown list..."
- Name the dropdown list*
- Save changes
*Parents etc. will not see the name of a dropdown list--admins will reference lists by name when selecting which list to attach to a dropdown question or custom field.
Next, you'll add values to the dropdown list.
Add Values
- Click the name of the dropdown list to expand it
- Type a value into the text box
- Click Add Value
Continue typing/add values until you have the list that you need.
Edit a Dropdown List
Click the name of the dropdown list to expand it and view the current values included in the list.
Rearrange Values
Change a Value
Dropdown list values cannot be edited. If you want to change a value, you can remove it and then add a new value.
Remove a Value
To completely remove a value from the list, you can delete it. You can also make a value "admin only", so that it's only removed from the parents' view, but still accessible by admins.
- Make a value admin-only by double clicking the word No, changing it to Yes, and then clicking OK.
'Admin only' values are not visible to parents etc., but admin users can see/select it if needed. - Or, double click to delete the value (for admins as well)
Delete a Dropdown List
Camps can delete any custom dropdown lists they've created, if the dropdown list is not currently linked to a question or custom field.
The standard dropdown lists that come provided with CampSite cannot be deleted.
To delete an entire dropdown list, double click the red delete button on the far right of the dropdown list name.
E-mail Templates
Email Templates
An email template refers to the header and/or footer image(s) that appear on the email messages sent from your CampSite database.
Create and save different email templates if you wish to theme certain messages differently emails (e.g. for branding purposes) and select them each time you send an email.
- Do not use e-mail templates to compose the actual e-mail message. To learn how to compose/send a message, please click here.
Please note: Every CampSite database has a "default" email template that matches the Parent Dashboard theme that was configured when your database was first created. Camps cannot edit their "default" template manually. If you need your default template updated, please contact CampSite Support.
To manage your custom e-mail templates, go to Admin > DB Management > E-mail templates.
From the email templates tab, you can:
Create a New Email Template
Navigate to the e-mail templates tab of your DB Management settings, and then click "Add new email template..."
Here, enter a name for the template and submit. You'll edit the actual content in the next step.
Double click the pencil icon to access the template content.
By default, CampSite will pre-populate a ~~~text~~~ placeholder within the template. This ~~~text~~~ placeholder must remain in your template, to indicate where the body of your email message should appear when you apply this template to an email.
To customize your template, you'll add content above and/or below the ~~~text~~~ placeholder, as needed.
Adding an Image to the Template
If you're adding a header image, move the ~~~text~~~ placeholder down a line. Click above the ~~~text~~~ placeholder and then click the embed image tool.
Upload your image, send it to the server, and then edit the width/height or alignment if needed.
In the example above, the email template will populate a header image above the body of the email. If you wish to also add a footer image, add the image beneath the ~~~text placeholder~~~.
When you're done editing the template content, click Save e-mail template.
Edit an Email Template
Double click the pencil icon to access the template content.
Edit the template content and click Save e-mail template when finished.
Delete an Email Template
Double click the delete icon to remove the email template from your database.
E-mail Signatures
Create and save preset signatures to apply to email messages you send via CampSite.
To manage your custom e-mail signatures, go to Admin > DB Management > E-mail signatures.
From the email signatures tab, you can:
- Add a new Email Signature
- Edit an Email Signature
- Duplicate an Email Signature
- Delete an Email Signature
To learn more about how to apply an email signature to an email, click here.
Add a new Email Signature
- Click + Add new e-mail signature...
- Provide a name for the signature and submit
Next, edit the email signature to add content to it.
Edit an Email Signature
Double click on the pencil icon for the signature.
Then, create the email signature using the text editor.
Embed images or links and stylize your text as needed.
Duplicate an Email Signature
Double click the copy icon to duplicate an existing email signature (e.g. to save time when needing to create a similar version).
Delete an Email Signature
Double click the delete icon to delete an email signature from your camp's database.
Apply an Email Signature to an Email
Each time you compose an email in CampSite, you can apply a preset email signature to your message using the 'E-mail signature' setting.
Click the dropdown list to select any of the signatures saved in your database.
Note that the signature will not appear within the text editor for composing your message. To preview the signature on your message, use the 'Preview this e-mail' function (or, send yourself a test e-mail).
Forms
CampSite's form review feature allows admins to record their review of each submitted form, using a custom dropdown list of different review statuses.
To enable/disable form review for your database, go to Admin > DB Management > Forms.
Click here to learn more about how to mark forms as reviewed.
Admin Users
Creating/managing admin users
Control who has access to your CampSite database by creating and managing admin users. You may also revoke access either temporarily (by locking a user's account) or more permanently (by deleting their account).
Note: Only existing admin users with DB Management admin permission will have the ability to create and manage users as needed. To learn more about this permission setting, click here.
In this article, learn about:
Creating New Users
Creating a new user is a 2-step process:
- First, create the user's account.
- Then, configure the settings for their account.
To create a new user, go to Admin > DB Management > Users > +Add new user...
First, you'll be asked to set up their account credentials.
Provide the user's first and last name and their email address.
You can also preset their user permissions by selecting a user template, if applicable. To apply their permissions manually after creating the user, leave User template as None.
- The email address provided will be the one they use to login and also where CampSite notifications will be sent.
New User Account Setup
Upon submitting this modal, CampSite will automatically send the user the following email, which includes their username and a link to set up their account password/log in.
Please note: for security purposes, this link expires after 24 hours.
Upon clicking the link, the user will be directed to the password reset page:
After creating a password and submitting the page, the user will be logged into your database.
Managing the Settings for a User
Next, configure the settings for the new user's account.
- If you did not apply a User Template when creating the user, you must configure permissions manually. If you do not configure any permissions, the user will not be able to access any CampSite features upon logging in.
To access the settings for a user, double click the 3 dots icon to expand icon the settings their account. When you're creating a new user, their settings will expand automatically.
Permissions
Control what the user can see and do within CampSite by managing their permission settings.
By default, a new user will have no permissions (if a user template was not selected when creating the user). Without permissions, the user will not have access to anything upon logging in.
User permissions are grouped by CampSite module.
- Click on a module to view and select permissions to grant to this user.
- Click "Save Changes for This User" before leaving the page.
For detailed instructions on how to apply user permissions (including what each permission represents), please click here to read our Admin User Permissions article.
Please note: If the user is currently logged in while you make changes to their permissions, they must log out and log back in to see the new permissions take effect.
E-mail Notifications
Configure which email notifications the user receives.
Email notifications are grouped by module.
- Click the name of a module to view the associated email notifications.
- Select the desired notifications.
- Click "Save Changes for This User" before leaving the page.
First Page on Login
Determines which CampSite page the user is directed to immediately after logging in.
- Click the dropdown menu and select a page.
- Click "Save Changes for This User" before leaving the page.
Change password
Change the user's password.
- Enter the new password to apply to the user's account. Passwords must include the following:
- At least 8 characters
- 1 uppercase and 1 lowercase letter
- 1 number
- Click "Save Changes for This User" before leaving the page.
Note that admin users are able to change their passwords themselves. If an admin user forgot their password, they can reset it by clicking "Forgot password?" on your CampSite database login screen. Or, they can change their password while they're logged into CampSite, via the "My Profile" page.
Edit a User's Name or E-mail Address
Double click a user's current first name, last name, or email address to edit.
The field will become editable. Make your changes and click OK to save.
Revoking/Reinstating a User's Access
To prevent a user from logging into your CampSite database, you may lock the user out of CampSite or delete the user's account.
Locking a user out of CampSite can be used to temporarily revoke the user's access (until you unlock them later), while deleting is used to permanently revoke the user's access.
Locking Out a User
If you need to temporarily prevent a certain user from logging into CampSite (e.g. seasonal employees during the off-season), use CampSite's lock feature to lock them out of your database.
Locked users will not be deleted from your database, but they won't be able to log into CampSite as long as their account is locked.
Find the user and double click the lock icon next to their last name.
Agree to lock the user's account by clicking OK.
The lock icon will turn to yellow when the user is locked out.
Note that locked users will not appear throughout the database when you're prompted to select users to include in a certain action (e.g. persons to BCC on an email; persons to share an advanced report with, etc.)
Unlocking a User
Double click the yellow lock icon to unlock a user.
You'll be asked to confirm, and upon doing so, the user's account will be unlocked. The user will then be able to log into your CampSite database as needed.
Delete a User
When you want to prevent a user from accessing your database permanently, delete the user's account.
Delete a user's account by double clicking the delete button on the right.
When a user is deleted, their account cannot be undeleted the same way you can unlock a locked account. However, if you delete someone by mistake, you may contact CampSite Support and request that we un-delete a user.
Again, deleted users will not appear throughout the database when you're prompted to select users for something (e.g. persons to BCC on an email; persons to share an advanced report with, etc.)
Creating/Managing Administrative Users - Tutorial Video
Control who has access to your CampSite database by creating and managing admin users.
Configure unique permissions for each admin user to tailor their access level based on their role within your organization. Also, temporarily lock out seasonal employees as needed.
Watch the clip from our Phase 1 training session below to see how to add/remove administrative users and manage their account settings.
Admin user permissions
Each admin user in your database has permission settings that determine which features or actions they're permitted to complete per CampSite module. To manage a user's permissions, expand the Admin user's account settings and navigate to the "Permissions" section.
- By default, a new admin user has no permissions when they're first created (unless a User Template was selected when creating their account). Reference the details below to grant them permission as needed.
User Permission Settings
To access a user's permission settings, double click the 3 dots to expand the user's account settings and then navigate to the "Permissions" section.
Permissions are categorized by the modules included in your CampSite subscription. Click a module to expand the permission settings therein.
Enabling Modules
First and foremost, a module must be enabled for the user.
To allow a user to access to a certain module, expand the module permissions and click "Enable module for this user." The user will now have read-only access to the information within that module.
To extend their access beyond "read-only", select to grant the user additional permissions.
Adding Permissions
The permissions available for each module will be listed beneath "Enable module for this user." Check-mark any/all checkboxes for the permissions that should be granted to the user.
When you're finished selecting permissions, click "Save changes for this user." If you do not click "Save changes for this user", your changes will not be saved.
Permission Details
For details on the permission settings for a specific CampSite module, select the module from the list below.
If your database is part of a Camp Group, you can read more on applying permissions for unified admin users here.
DB Management Permissions
- Admin: Allows the user to access the DB Management tab of the Admin page (and all the high-level settings therein - e.g. managing other users; completing the Rollover Wizard; editing your Parent Dashboard theme; etc.) This permission should only be granted to the most trusted users.
-
Reports: Automatically grants the user "Admin"-level permission to all existing and future saved reports (which allows the user to delete or edit any saved report in the database as needed).
- When a user has Reports permission, they will not appear in the "Permissions" modals on the Advanced Reports page, which means their permissions to individual reports cannot be downgraded or revoked.
- If the Reports permission is removed from a user, the user will be downgraded to "Read" only permissions to all existing reports, and their permissions to individual reports can be edited via the Advanced Reports page.
User Permissions Report
The User Permissions Report allows you to report on which admin users have certain user permissions within CampSite.
Access the user permissions report from the Admin > DB Management > Users permission page.
To generate the report, select a particular module and then select a category of permissions within that module.
- Each row represents a different admin user.
- Each permission (from within the category selected for the report) will be presented in a separate column (like the "Admin" permission highlighted above).
- Each cell presents whether or not the user in that row has the permission listed for that column.
Camp Groups
For databases that are part of a Camp Group, unified admin users who have an account for multiple camps will show multiple rows of permissions.
- The "Camp" column will indicate which camp a particular row of permissions is for (per the camp's database initials).
- If a user does not have an account for certain camps within the group, the report will indicate "No account" on the row for that particular camp.
For more information on editing user permissions, read our Admin user permissions article.
Admin user e-mail notifications (Campers + Families)
Enable automatic email notifications when certain actions occur in CampSite.
- Each admin user has their own email notification settings, so different users can receive different emails.
- Note that only admin users with DB Management "Admin" permission have access to editing admin users (including their own account). If a user does not have DB Management "Admin", another admin user must edit their email notifications for them, following the steps below.
To access a user's email notification settings, double click the 3 dots to expand the user's account settings and then navigate to the "E-mail notifications" section.
Notifications are categorized by type/module - click each category to expand the email notifications relevant to that module.
Camper Email Notifications
Family Email Notifications
New camper leads
Receive an email notification each time a new family is created in your CampSite database.
- This notification is sent when families create their own account, or when an admin user adds the family into the database manually.
Via the New Family Enrollment form
Via the Request for Info form
Via an admin user
Enrollment form submissions
Receive an email notification each time a camper submits the enrollment form.
- The body of the email will include camper and family information, plus which enrollment option(s) the camper requested. Green text indicates that the requested options are available; orange indicates that they're waitlisted.
- This notification is only triggered for camps using manual enrollment processing mode, whenever a camper submits the enrollment form.
- If you're using automatic enrollment processing mode, enable the 'Camper enrollment' email notification instead.
Camper enrollment
Receive an email notification each time a camper is approved for enrollment.
- For camps using manual enrollment processing mode, this notification is sent when an admin user approves a camper's enrollment request or manually enrolls a camper.
- For camps using automatic enrollment processing mode, this notification is sent when a camper submits the enrollment form (whether they're enrolled or waitlisted), or when an admin user manually enrolls a camper.
- The body of the email will indicate whether the enrollment was completed via the Parent Dashboard or via an admin user.
An example of how the 'Camper enrollment' notification reads for parent-driven enrollment.
An example of how the 'Camper enrollment' notification reads for admin-driven enrollment.
Camper session changes
Receive an email notification each time an admin user changes a camper's sessions using the "Manage Sessions" tool.
Camper unenrollment
Receive an email notification each time an admin user unenrolls a camper using the Unenrollment Wizard.
Camper form submissions
Receive an email notification each time a camper submits or re-submits a camper form via the parent dashboard.
- This notification is not triggered when an admin user manually completes a form on the parent's behalf.
When a camper submits a form for the first time, the notification reads "X form submitted by [Camper]".
When a camper re-submits an editable form, the notification reads "X form updated by [Camper]".
Additional options purchase
Receive an email notification each time a camper purchases enrollment extras after they've already submitted the enrollment form.
- To learn more about how parents purchase extras after enrollment, click here.
Camper reference form submission
Receive an email notification each time a camper's reference submits their reference form.
- To learn more about the camper reference form feature, click here.
Family Notifications
Family form submissions
Receive an email notification each time a family submits or re-submits a family form via the parent dashboard.
- When families submit the form for the first time, the email notification will read as "X form submitted by [Family]"
- When families re-submit an editable form, the email notification will read as "X form updated by [Family]"
- This notification is not triggered when an admin user manually completes a form on the family's behalf.
When a family submits a form for the first time, the email notification reads "X form submitted by [Family]"
When a family re-submits an editable form, the email notification reads "X form updated by [Family]"
Admin user e-mail notifications (Staff)
Enable automatic email notifications when certain actions occur in CampSite.
- Each admin user has their own email notification settings, so different users can receive different emails.
- Note that only admin users with DB Management "Admin" permission have access to editing admin users (including their own account). If a user does not have DB Management "Admin", another admin user must edit their email notifications for them, following the steps below.
To access a user's email notification settings, go to Admin > DB Management > Users. Find the user you'd like to update, double-click the 3 dots to expand the user's account settings, then navigate to the "E-mail notifications" section.
Notifications are categorized by type/module - click each category to expand the email notifications relevant to that module.
Staff Email Notifications
New staff application begun
Receive an email notification each time an applicant submits the "Begin Staff Application" page to create their account for your Staff Dashboard.
New staff application completed
Receive an email notification when an applicant submits the "Terms & Conditions page" at the end of their application.
Staff reference submission
Receive an email notification when an applicant's reference submits your online reference form for the applicant.
Staff hire
Receive an email notification when an admin user hires the applicant using the Hiring Wizard.
Staff session changes
Receive an email notification each time an admin user changes a staff person's hired sessions using the "Manage Sessions" tool.
Staff unhire
Receive an email notification each time an admin user changes a staff person is unhired from all sessions using the Unhiring Wizard.
Staff form submissions
Receive an email notification each time a staff person submits or re-submits a staff form via the staff dashboard.
- This notification is not triggered when an admin user manually completes a form on the staff person's behalf.
When staff submit the form for the first time, the notification reads as "X form submitted by [Staff]".
When staff re-submit an editable form, the notification reads as "X form updated by [Staff]".
Camp Groups
Camp Groups: Overview
Multiple CampSite databases that share an affiliation with each other can be linked together to form a "camp group" for a more seamless admin user experience, including:
Note that forming a camp group only impacts the admin user experience. The parent/staff/event dashboards will remain as separate portals for each database within the group.
Unified Administrators
When adding, deleting, or editing an admin user's account in a database that's part of a camp group, a new setting allows for those changes to also be applied to all other databases within the group.
Deselecting this setting will allow the changes being made to apply to the present database only, so that the user can have different settings within each separate database.
To report on which permissions users have across all databases within the camp group, generate the user permissions report.
Unified Login Experience
After logging into one of the camp databases within a group, users can easily switch to different databases within their group without needing to enter their login credentials again.
Unified Reporting
Linking multiple databases to form a camp group also provides the option to generate unified reports on the data across all databases within the group. Create a unified report to generate collective data from multiple databases, or report on each database individually.
Camp Groups: Creating a new user
For general information on creating new users, please read our article on "Adding administrative users."
When creating a new user for a database that belongs to a camp group, a new option will appear that allows the user to also be created in all other databases within that group - granting that user a "unified login" across those databases. Users with a unified login will use the same e-mail and password to log into any camp within the group; once logged into a database, they can easily switch between databases within the group using the "camp group" menu.
To simultaneously create a new user for multiple databases within the group, log into one of the databases within the group and begin adding the user.
Before submitting, select to "Create this user" in all other databases within the camp group. This new user will then be created in all databases within the group.
Note: the admin creating the new user may only create the user for databases in which the admin has "DB Management" admin permission. If the admin does not have this permission for a database within the camp group, they will not be presented the option to create the new user for that database.
If a user template is applied when creating the user, the user will receive the same permissions template in every database.
If the new user is sent login instructions, the user's "welcome" e-mail will contain links to every database within the group.
FAQ
When creating a new admin in other camp databases within my camp group, can I choose specific camps to create them for?
No - the new user will be created in all other camp databases within your camp group for which you have "DB Management" permissions. However, you can always delete a user from individual databases within the group, as needed.
If a user has a unified login for multiple camps, can I still give them different permissions within each camp?
Yes - when editing the account settings for a user with a unified login, you'll be presented the option to choose whether or not to apply those changes to their linked accounts in other databases (or, to the present database only).
Camp Groups: Editing a user's account settings
When editing the account settings for a user that has an account for multiple camps within a camp group, a new option will allow those changes to be applied to all databases for which the user has an account.
Editing a user's account settings
To apply the same settings across all databases, select to "apply changes to other camps in the group this user is an admin for" before saving changes. Upon saving, the settings selected will also be applied to the user's account within the other databases.
By deselecting this setting, CampSite will only apply these settings to the user's account in the present database. This allows a camp group to grant the user different settings for each database in the group, as needed.
FAQs
I'm not able to apply changes to all other databases within the camp group. Why?
Make sure that you have "DB Management" Admin permissions for the database(s) you wish to apply the user's settings for. Without this permission, you're unable to edit users for that database.
What if each database within the camp group has different add-on modules?
If the current database has addition almodules that other databases do not have, those permissions will not apply to the databases that lack those modules.
If the present camp lacks additional modules that other databases have, you must access those other databases to make changes to the user's settings for those modules.
Changing your password from the "My Profile" page
When a user with a unified account changes their password, the new password will be applied to all databases within the group for which they have an account.
Camp Groups: Deleting a user
When deleting a user that has an account for multiple databases within a camp group, the user can be deleted from the present database only or deleted from all databases within the group.
To delete a user from all databases within the group, select "Delete admin in other camps in the camp group" before confirming their deletion.
If this setting is deselected, the user will only be deleted from the present database.
Note: Admins must have "DB Management" Admin permissions in the other databases for which they want to delete the user.
If an admin was accidentally deleted and their account needs to be recovered, email Support at support@campmanagement.com.
Camp Groups: Switching between camp databases
Admin users with a unified account can easily access different databases within their camp group using the new "camp group" menu.
To access the "camp group" menu, hover over the "My Profile" link in the navigation bar.
The first database listed reflects the camp the user is currently logged into (in this example, the user is currently logged into the Annville YMCA database, initials "AYMCA"). The "camp group" menu lists all other databases for which the user also has an account (in this example, the user also has an account for 2 other camps, initialed "BYMCA" and "CYMCA.")
To log into another database, click the link for that camp.
CampSite will automatically log the user into that database, without requiring the user to enter their login information.
Camp Groups: Unified Reporting
Create a unified report to generate collective data from multiple databases within a camp group.
Transaction Log
- Select which camps within the group you wish to generate transactions for.
- The "Methods" and "Categories" filters will include all of the payment methods and categories that exist across the entire camp group (not just within the present database you're reporting from).
Transactions from all databases selected in the "camps" filter will display in the results. The "camp name" column of the results will indicate which database contains the corresponding transaction.
For a grand total of all reported transactions across multiple camps, scroll down to the very bottom of the report.
Fin
How to get the most out of talking to our Ai Support Assistant, Walkie!
Why use Walkie?
To help you get the most out of CampSite whenever you need it, we’ve introduced a AI Support Assistant located in the bottom right corner of your instance. This tool provides instant, 24/7 access to our entire Knowledge Base, allowing you to troubleshoot and find articles without manual searching—even outside of standard business hours.
While this assistant is a convenient new resource for quick answers, it is entirely optional; our human support team remains available via email as always.
Tips For Success With Walkie
Tip 1: Start with clear ideas - Before asking a question, think about the specific result you want and try to work backward. For example, instead of a vague statement like "I want more options at our camp.", use structured guidance like "If I would like to build a new set of enrollment options for my camp, where should I begin?"
Tip 2: Speak directly to Walkie - Write out your questions and statements as if you're talking directly to a co worker, telling the system exactly what to do. For example, you could say "Tell me how to make a new payment schedule in CampSite".
Tip 3: Provide context and examples - Use words like "if," "when," and "then" to define conditions. For example: "If I need to adjust pricing, should I first check on tuition plans or payment schedules? If I want this to change how much a family owes going forward, do I need to work on each family profile?"
Tip 4: Keep topic focused - Try to keep questions to a single topic at a time. Asking "How do I make a new session for camp?" may provide a simpler and more direct answer than asking "How do I make sessions, enrollment options, payment schedules, and coupon codes?" all at once.
What Walkie Can't Assist With
While Walkie is highly trained expert using our detailed Help Center guides, they cannot see specific families in your database. Instead of asking Walkie "The Paulson family makes payments but they still owe money somehow, why?" ask Walkie instead "I have a family who still has a balance despite making regular payments, can you help me understand why this is happening?"
Walkie knows a great deal about CampSite, and they are going to be looking for key terms in your questions to assist you. They will be most helpful when you use CampSite specific terminology whenever possible. For example: your camp may call your individual weeks of camp from Step 2 of the Camper Setup Wizard "Programs", but in CampSite that term would be known to Walkie as "Sessions". Calling your camp options by their CampSite titles will help you to get to your answers quicker!
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