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Staff
Training Video
Staff Module Training
To learn how to use the Staff module in CampSite, watch the training below.
In this training, we demonstrate:
- Configuring your staff application
- Admin settings for the staff module
- Using the Staff Lead Browser and Staff Department tools
- The staff profile
- Hiring/unhiring staff
Admin User Permissions
User Permissions (Staff)
For general information on managing user permissions, please read our Admin user permissions article.
Staff
After the Staff module is enabled for a user, you can grant the following permissions:
Basic
- Edit: Permission to edit information within the Staff module (i.e. the data on a staff member's profile page).
- Admin: Permission to control admin settings for the Staff module (i.e. all settings within the "Staff" tab of the Admin settings page; the ability to create/edit Staff Forms; and create new Staff Departments and Titles).
- Delete and merge: Permission to delete and merge staff profile pages.
Financial
- Staff charges read: Permission to read "Charges" on the Staff profile page.
- Staff charges edit: Permission to edit "Charges" on the Staff profile page (note: the user must also have the "Staff charges read" permission granted in order to be able edit charges.)
Staff Notes
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Admin: Permission to create + manage notes categories for the Staff module, and designate which users have access to view and create notes in those categories.
- To allow an admin user to view notes on your staff profiles, go to Admin > Staff tab > Notes > edit the appropriate Notes category > Select user(s) > Edit category > Save changes.
Salary
- Read: Permission to read the "Salary" information and SSN on each Staff profile page.
- Edit: Permission to edit to the "Salary" information and SSN on each Staff profile page (note: the user must also have the Salary "Read" permission granted in order to be able to then edit this information.)
Note: In order to be able to use CampSite's Hiring Wizard and hire applicants, the user must be given Salary "Edit" permissions (in addition to Basic "Edit" permissions).
Application + interview
- Read: Permission to read the "Application" and "Interview" information on the Staff profile page.
- Edit: Permission to edit to the "Application" and "Interview" information on the Staff profile page (note: the user must also have the Application + Interview "Read" permission granted in order to be able to edit application + interview information.)
Advanced Reports
- View + manage Advanced reports*: Permission to access the Staff advanced reports page (i.e. create and save reports; manage advanced report categories).
- Send e-mail from Advanced reports: Permission to send a mass e-mail to everyone generated on a Staff advanced report.
- Export spreadsheets from Advanced reports: Permission to download report results as a spreadsheet.
- Mass field editing in Advanced reports: Permission to use the "Edit" button in the Staff advanced report toolbar to mass edit staff profile data.
- Send text message from Advanced reports: Permission to send a mass text message to every staff person generated in a Staff advanced report.
*By default, a new user will not have access to any saved advanced reports that were created prior to the user's account having been set up. To give the user access to existing saved reports, go to Advanced Reports Management.
Staff Menu
Staff Lead Browser
View staff who have not been hired and see their overall application progress.
- Staff are sorted into different tabs based on their lead status.
- Within each tab, staff are displayed chronologically by how recently they updated their application (i.e. submitted a page). Those with the most recent updates appear at the top).
Note: Hired staff do not appear in the lead browser. To view hired staff, create a Staff Advanced Report instead.
To access the Staff Lead browser, hover over the Staff link in the navigation bar and then click "Staff Lead Browser" from the dropdown menu.
Add More Staff (by Status)
Staff are sorted into different tabs based on their lead status. Manage the statuses available for your staff applicants via Admin > Staff > Lead Statuses. To learn more, click here.
By default, the Lead Browser contains 1 tab for all staff assigned the "Lead" status for the selected year. To view staff with other statuses, click the + symbol next to the Lead tab and select another status.
Additional tabs will appear in your lead browser for each status.
Select the tab to view which staff have been assigned that status and see their application progress.
Change an Applicant's Lead Status
Click the Change lead status... dropdown menu on the far right, choose a different status, then click OK to save your changes.
After clicking OK, the applicant wil move from the present tab to the other tab for their new status.
Display only "New" Staff
By default, the Lead Browser will display all unhired staff within your database. This could include staff from past years who were rolled over, even though they haven't started an application for this year.
To only show staff persons who created their account during the camp year selected on the Lead Browser page, navigate to Admin > Staff > Miscellaneous and set "New staff only in lead browser?" to Yes.
- Note: this means staff from past years who also started an application for the year selected for the Staff Lead Browser will not display.
View an Applicant's Application Progress
The application progress bar beneath the Staff person's name indicates how much of their application they've submitted.
Each square within the progress bar represents a different page of your application. Hover your mouse over each square and a tooltip will indicate which application page it represents.
- A green square indicates that the page has been submitted.
- A white square indicates that the page has not been submitted.
When every page has been submitted, the entire progress bar will turn a darker green color (like Kat McCole shown above).
View their Application/Hire an applicant
You can view an applicant's application and/or mark them as hired from their profile page. Click on their photo or name to jump to their profile. From there, view their application data by selecting the appropriate year tab, then selecting the Application tab underneath.
To hire the applicant, open the Action Menu and select to 'Hire for 20XX'.
Staff Departments
Assign hired staff to a department and title using the same "drag & drop" method on camper bunking boards. First, create your departments and titles, then drag + drop hired staff to assign them.
Note: If you create your departments and titles before hiring begins, you can assign a staff member to a department and title during the hiring process. Otherwise, you can drag & drop them here after they're hired.
To access the Staff Departments board, hover over the Staff link in the navigation bar and then click "Staff Departments" from the dropdown menu.
To assign staff a department and title, follow these 3 steps:
Also, learn how to:
1. Create Departments and Titles
Click the + Add new department... link to create a new department.
Provide a name for the department and submit.
2. Add Titles to each Department
Once a department is created, click + Add a new title... within it to create the different titles that pertain to it.
When adding a title, provide how many times to add it, depending on how many staff you plan to assign this title. You can always add more or delete extras later, if needed.
3. Assign Hired Staff
If a staff person was not assigned to a department/title at the time they were hired, they'll appear in a container at the bottom of the page titled "Hired with no title."
Drag and drop a staff member to assign them a specific title. Drag and drop assigned staff to different titles as needed, too.
See Hiring Details
- See the total number of staff hired for the selected year or session
- See the total number of staff hired for the selected year or session, by their gender
- See how many staff are hired for the selected year or session, but are not currently assigned a title
Find these staff in the "Hired with no title" container on this page, and drag + drop them to a title.
See Staff Details
Click on a staff person's name to expand their tile and view their profile photo; the sessions they've been hired for; their citizenship; and their start and end date. Click the link to jump to their profile.
To see the details for all staff within a department, double click the ID card icon in the department name. Double click again to collapse their details.
View Contract Status
Hover over the contract icon in the right corner of a given staff to view whether their contract is in and their contract due date (according to data in the 'contract in' and 'contract due date' fields within the Salary details tab of their profile page).
- A white contract icon indicates that the contract is not in but is also not overdue yet.
- A red contract icon indicates that the contract is in.
- A pink contract icon indicates that the contract is not in, and it's overdue.
Edit Departments/Titles
Double click the pencil icon for a department or title to edit the name of it.
Need to edit the quantity of a certain title? Use the "Add a new title..." link to add more; or, delete existing titles that you don't need.
Delete Departments/Titles
The delete function for titles and departments are their respective edit modals. Double click the pencil icon for the title/department you wish to delete.
Note: You can only delete a department if no titles exist for it.
Delete all of the titles within the department in order for the 'delete' button to appear in the edit modal.
You can delete a title even if someone is assigned to it. After deleting the title, refresh the page and the staff person will appear in the 'Hired with no title' section, waiting to be reassigned again.
Print/Export Departments
Print or export a list of staff within a department (i.e. first name, last name, and title) using the print and export icons in the department toolbar.
Need to print multiple departments at once (or, generate more info on the staff than just first and last name)? Create a Staff Advanced Report grouped by department and print that instead.
- Add 1 or more sessions to the report
- Add a field for Yearly Info + Bunking > "Department name" (and any other fields you need)
- Double click to enable grouping by the "Department name" field (click here to learn how)
- Click the print or export icon above the report results
Staff Forms
Staff forms serve to collect additional information (beyond the Staff application) about each staff person. Staff Forms can also be used to present information (like an informational handout or camp calendar).
Create and manage all Staff forms from the Staff Forms page in CampSite.
To access the Staff Forms page, select Staff Forms from the Staff dropdown menu on the navigation bar.
Please read our "Forms Overview" article to learn how to:
- Create new staff forms
- Edit existing staff forms
- Duplicate/move forms (to alter how frequently forms must be completed)
- Organize forms into categories
- Mass print all of the form submissions you've received
Mass Printing Staff Notes
Printing staff notes allows you to print data from the Notes tab of the Staff Profile page. Staff notes can be printed as a mass list of all hired staff, or by division or bunk within an individual session.
To print Staff notes, select "Staff Notes" from the Staff dropdown menu on the navigation bar.
Select "Staff notes".
- Select whether you would like to include Staff without notes
- Select the category.
- Enter a date range for notes to print. Leave blank to print all notes for the staff in the selected year
- Select the hiring year you would like to print staff notes for
- Click to print all notes alphabetically by staff name, based on your selected options
- Click "+Print by division / bunk..." to select specific divisions or bunks
- Select the session you would like to print notes for
- To print staff notes by division, select the divisions you would like to print notes for
- Click "Print by division" to print
- To print staff notes by bunk, select the bunks you would like to print notes for
- Click "Print by bunk" to print
Printable notes will open based on your selected criteria.
Staff notes also include Staff's profile photos and basic info, as well as division and bunk assignments when printing by division or bunk.
Staff Advanced Reports
Using CampSite's Advanced Report tool, you can create custom reports on the staff data within your database. Reports can also be used to complete certain actions in mass, like sending a mass e-mail, generating documents/labels for multiple staff at once, posting mass transactions, and more.
To create or view an advanced report, select Advanced Reports from the Staff dropdown menu on the navigation bar.
Open a Previously Saved Report
To open a report that's already been created/saved in your database, click the Saved Reports dropdown menu ("select...").
Select the report from the menu that drops down, or type the name of the saved report to search for it. Click the name of the report to load the current results.
Creating a New Report
To create a new report, start by adding staff to your report based on their current hiring status for the given year.
- Add hired staff to your report by selecting the sessions they've been hired for.
- When a session is added to a report, all staff currently hired for that session will display in the report results.
- Add unhired staff to your report by selecting their lead status.
- When a status is added to a report, all unhired staff labeled with that status will display in the report results.
To add a session or status, click the corresponding link and select from the pop-up window that opens. Or, manually type the name of the session/status in the relative text boxes. Both sessions and statuses can be added to a report (which will generate a report containing hired staff and not hired staff).
Tip: Adding all sessions and all statuses will generate a list of every staff person in your database.
Adding Fields of Information to a Report
By default, an Advanced Report only generates each staff person's first and list name. To generate additional information about each staff person, add fields to the report.
To add fields of information to your report, click "+Add a field..."
A pop-up window will open presenting all of the fields that can be added to the report.
- Fields are organized under different tabs, based on the type of information they represent. Select a tab to view the available fields within it.
- Checkmark a field to generate that data in your report.
Close out of the Fields window to return to the report. For each field you selected, additional columns will appear in the report.
Field Settings
For each field added to the report:
- Click and drag to re-arrange the order of the columns in the report.
- Double click to split multiple values onto separate rows in the report.
- Double-click to group the report results by the data within this field.
- Double click to remove the field from the report.
- Click a column header to sort the report by the data in that particular field (A-Z). Click again to sort Z-A.
Splitting Multiple Values
Certain fields of data could contain more than one value for a staff person. For example, staff could list multiple activities that they're qualified to lead, so the "Qualified to lead" field would contain multiple values for a staff person if they listed more than one qualification.
By default, fields that contain multiple values wil display all values in the same row of the report (with the values separated by commas).
An example of multiple values:
By activating the "splitting" function for a field that contains multiple values, the report will display each individual value on a separate row in the report results.
- To split multiple values in a field, double click the two-pronged arrow icon.
- Each value now displays on a separate row (meaning the staff person is listed several times - once per value)
Grouping the Report Results
Group together staff with the same value for a given field by activating the grouping function for that field.
- Double click to activate the grouping function for a given field.
- View the total number of groups found in the report.
- See the header for each grouped value (and the number of rows within each group).
- See the staff within the group (i.e. that have that particular value for the grouped field).
Tip: If grouping by a field that contains multiple values, split the field first so that the report groups each value individually.
Grouping Controls
- "Show all groups" will show all staff within each group.
- "Hide all groups" will hide the staff within each group, so that only the group name / number of rows displays in the results.
- Check or uncheck all groups in the results (next to the header for each value). If a group is un-checked, it will not be included if you complete an action (e.g. print; export; generate labels; etc.)
- If printing the report, choose whether or not to insert page breaks between each group when printing.
Filtering the Report Results
Remove certain staff from the report by adding filters.
Click +Add filters... to add a filter to the report.
A pop-up window will present all the fields of data that you can filter by.
- Fields are organized under different tabs, based on the type of information they represent. Select a tab to view the available fields within it.
- Checkmark a field to filter the staff in the report based on their data within that field.
Another window will ask you to specify your filter criteria.
- First, select how to filter by this field.
- Filter criteria are dependent on how the data in that field is collected. For example, age can be filtered by "is between", "is not between", "is blank", or "is not blank".
- Enter the filter criteria.
- Add the filter.
The report will immediately update to only include the staff who meet your filter criteria. Add more filters to continue narrowing down your results as needed.
Report Tools
- Info: Rename or delete the report. Note: you must have "admin" level permission to the saved report to make changes to it.
- Save: Save the report.
- Save as: Save a copy of the report under a different name.
-
Permissions: Manage which permission level each admin user has for the report.
- Read = The user can view the report, but cannot edit or delete it
- Admin = The user can view/edit/delete the report
- Learn more about managing report permissions here.
- Subscribe: Subscribe to a report and CampSite will generate the email on a regular basis and email the user with a summary of the new report results.
- Advanced Report Management: Manage report permissions in mass; manage report categories; and delete reports.
Mass Actions
Complete an action towards all of the staff in the report using the action buttons.
Tip: If the report is grouped by a certain field, and a group has been un-checked, that group will not be included if you complete an action.
- Refresh the report results.
- Print the report.
- Send a mass e-mail to all of the staff in the report.
- Schedule a mass e-mail to send automatically at a date + time of your choosing. Note: The report must be saved before an e-mail can be scheduled.
- Send a text message to all of the staff in the report.
- Export the report results as a spreadsheet.
- Share this report via e-mail with other CampSite admin users.
- Generate documents for every staff in the report.
- Generate labels for every staff in the report.
- Post the same note on the profile of every staff in the report.
- Download the profile photos of every staff in the report.
- Mass edit data for every staff in the report (first, add a field for the data to the report; then click the Edit button to start editing in mass).
- Identify the Missing Forms for every staff in the report (i.e. which forms each staff still needs to submit).
Advanced Reports Management
From the Advanced Reports Management page, admins can create/manage report categories; edit user permissions to reports; and archive/delete reports as needed.
Access the Advanced Reports Management page by clicking the link in the top right corner of the Advanced Reports page.
From the Advanced Reports Management page, you may:
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Please note: Each saved report has its own permission settings that specify which admin users can access it (and which level of access they have). That said, you may not be able to see all saved reports in your database due to lack of permission. To learn more about report permissions, please click here. |
Managing Categories
View all saved reports organized by category. Categories are listed alphanumerically by category name, and the number of reports within each category is listed in parentheses.
If you have a large number of report categories, they'll be collapsed automatically (to help load this page faster). When a category is collapsed, click the name once to expand it and view all reports therein; click once more to collapse it again.
Add a New Report Category
To create a new category for saving reports under, click Add new report category.
Enter the category name and click Add category to save changes.
To edit the category name, double click the pencil icon.
Remove a Report Category
When a report category is removed, the category/all reports therein will no longer appear:
- In the list of "Saved Reports" located at the top of the Advanced Reports page
- In the list of reports to select from when adding a restriction to a form or enrollment option
- As an available category to select when saving a new report
To remove a report category and all reports therein, archive or delete it.
While deleted categories cannot be undeleted, archived categories can be unarchived if you need to use/access them again. That said, deleting is always permanent, while archiving can be temporary if needed.
Archive a Category
To archive a report, start by double clicking the pencil icon next to the category name.
Click Archive category.
Note that there are no special admin user permissions required to be able to archive an entire report category.
Archived categories can be unarchived later, if needed. Click here to learn how.
Delete a Report Category
If a category contains no advanced reports, you can delete it by double clicking the red delete button.
To delete a category that contains reports, you must remove all of the reports from the category first. To do that, expand the category and either move all of the reports to a different category or delete the reports. Once all reports are removed from the category, it can be deleted.
Manage Individual Reports
If the category is collapsed, click the category name to expand it and view the reports therein.
For each report within a category, you can:
Edit a Report Name/Assigned Category
Double click the pencil icon to edit the report name; change which category it's assigned to; or archive it.
Note that users can only edit/archive a report if they have "admin" permission to it.
Edit Permissions for the Report
Double click the lock icon to select which users have permission to the report, and if so, select their permission level. To learn more about permission levels, click here. Note that you can only edit the report permissions if you yourself have "admin" permission to the report.
Note that if a user has the Reports user permission, they cannot have their permissions to individual reports edited, so they will not appear in the permissions modal. To learn more, click here.
To edit a user's permission for multiple reports at once, user the Mass Permissions Changes feature.
View the Report Details
View your permission level to the report ("read"-only or "admin") and whether the report is being used to restrict who can see a particular form or enrollment option.
Remove a Report
When a report is removed, it will no longer appear:
- In the list of "Saved Reports" located at the top of the Advanced Reports page
- In the list of reports to select from when adding a restriction to a form or enrollment option
To remove a report, archive or delete it.
While deleted reports cannot be undeleted, archived reports can be unarchived if you need to use/access them again. That said, deleting is always permanent, while archiving can be temporary if needed.
Archive a Report
Double click the pencil icon to edit the report. Note that you must have "admin" permission to archive an individual report.
Click to archive the report. The report will then be archived within the assigned category.
Or, you can select to assign the report to a different category that's currently archived. This will both move the report into that category and archive the report as well.
Delete a Report
Double click the delete button to permanently delete a report. Note that a report cannot be deleted if it's being used as a restriction.
Also, you cannot delete a report unless you have "admin" permission to the report currently.
Manage Archived Categories/Reports
When a report/category is archived, it will no longer appear:
- In the list of "Saved Reports" located at the top of the Advanced Reports page
- In the list of reports to select from when adding a restriction to a form or enrollment option
- As an available category to select when saving a new report
View Archived Reports within an Active Category
Within an active category, click "Show archived reports..." to expand the list of all archived reports within that category.
Unarchive a Report
To unarchive an archived report, double click the pencil icon and then click the unarchive button in the pop-up window that opens.
View Archived Categories
Click "Load archived categories" to view all report categories (and reports therein) that have been archived.
Unarchive a Category
Double click the pencil icon next to the category icon.
Click to unarchive the category.
Note that the individual reports within the category will return to the original unarchived/archived state they were in before the category was archived.
Mass Permission Changes
Use the "Mass permission changes" tool to edit a user's permission to multiple reports at once.
Note that you may only edit the user's permission to reports for which you currently have "admin" permission. To learn more about permission levels, click here.
Note that if a user has the Reports user permission, they cannot have their reports permissions edited through "mass permissions changes." To learn more, click here.
For step-by-step instructions on how to make mass permission changes, please see our "Managing Report Permissions" article.
Staff Profile Page
Staff Profile Page: Overview
- Current year and status
- Hired sessions, Division and Bunk assignment
- Quick notes (Staff)
- Staff Profile Action menu
- Staff Profile Tabs
Click on a staff member's photo directly to change the photo as needed.
Please note that profile photo upload file types must be .JPEG or .PNG files. Please note that "iphone" photos (.heic file types) cannot be used by CampSite. In addition, "Live photos" or "motion photos" are not accepted by CampSite and cannot be used.
Action Menu
- Send an email to a staff member.
- Send a text message to staff member. (if your camp has that module)
- Print staff application. (This feature is currently not available in the Beta version of CampSite)
- Generate documents for staff members.
- Generate mailing labels for staff members.
- Generate and email a contract to a staff member.
- Perform an admin reset of a staff members password.
- Hire for the current year.
- Merge a staff member in to another existing staff members profile (Generally this is for merging duplicate staff members).
- Delete a staff members profile.
Hiring a Staff Member
Use the Hiring Wizard to hire a staff person for certain session(s) for a given year. You can also set their salary details and email them their contract upon hiring.
To access the hiring wizard for a staff person, navigate to their profile page, open the Action Menu, and click "Hire for [year]".
Hiring Wizard
When hiring a staff person, you'll be prompted to select:
Note: Salary details, custom salary fields, and a confirmation email/contract are not required to complete the hiring process. You can leave these sections blank and provide that information later via the staff person's profile page.
Sessions
Select which camp session(s) to hire the staff person for.
By default, all sessions will be selected. Individually deselect certain sessions, and/or use the 'select all/none' feature.
For each session, you also have the option to select a camper division/bunk to assign the staff person to. This step is optional; you can always assign them to a division/bunk later via the bunking boards page or their profile.
Salary details
Next, enter the staff person's salary details. None of these fields are required and may be skipped/filled out later, after the staff person has been hired.
1. Salary amounts
Provide the staff person's base salary and any other custom "salary amounts" your camp has created.
For returning staff, click the "Fill with [year] salary details" to populate their base salary, title, and custom salary fields from last year. Use the 'clear all values' to empty them.
2. Position and title
See the positions that the staff person selected on their application and checkmark which position(s) you wish to hire them for.
- You can only select from the position(s) the staff person selected on their application. If you wish to hire them for a position they didn't apply for, you can do so via their profile page after hiring them.
- Your Staff Admin setting for "Number of positions an applicant can apply for" determines how many positions you can select to hire a staff person for. Click here to learn more.
3. Start and end date
Click and use the calendar input to provide the start and end date for the staff person's employment.
4. Contract out and due date
Click and use the calendar input to provide when the contract was sent out to the staff person and when the contract is due. This data can be merged into the staff contract itself and can also be presented to the staff person on the Summer Info page of their Staff Dashboard, depending on your admin settings. Click here to learn more.
- When selecting a confirmation email lower down the page, you can also select to attach the staff person's contract to the email, in which case the 'contract out' date would be today. In that case, you can click the 'Set to today' button to autopopulate today's date.
5. Custom salary information fields
If your camp has created any custom salary information fields for the Staff module, they'll populate here for you to fill out.
Email notification/contract
Send a confirmation email to the staff person upon submitting the hiring wizard. You can also attach their contract to the email.
Use the dropdown menus to select one of your saved email messages for the Staff module as well as one of your staff contracts. If needed, you can also edit the contract before generating and sending it. Note that any changes you make will only apply to the present contract being generated, not the overall contract template.
- If you don't wish to send an email at this time, select 'None' for the "Saved e-mail" setting. You can also send an email without a contract.
- If you choose not to generate/attach a contract to this confirmation email, you can still generate and send their contract to them later via the Action Menu of their profile page.
Click "Hire staff member" to submit the page and hire the staff person. Afterwards, you'll be redirected to the staff person's profile page which will reflect their new hired status.
Un-hiring a Staff Member
Use the un-hire tool to un-hire a staff person from all of their sessions for the year.
- If you need to un-hire a staff person from some but not all sessions, use the Session Management page instead.
To un-hire a staff person, open the Action Menu on their profile and then select "Un-hire for [year]".
Unhiring
1. New status
Select which lead status to apply to the staff person upon unhiring them.
To manage the staff lead statuses in your database, go to Admin > Staff > Lead statuses. Click here to learn more.
2. Remove this staff member from their assigned department and title
Select whether or not to remove the staff person from their assigned department and title, too (if applicable).
If you deselect this option, the staff person will still appear on your staff departments page with their assigned department and title, but their name will be appended with their new lead status, like this:
3. Finalize the un-hiring process.
After confirming the unhiring process, you'll be redirected to the staff person's profile, which will now reflect their new un-hired status.
Staff Profile: Basic info Tab
The "Basic info" tab contains basic information about the staff person, as well as their permanent custom fields of data.
Essential Staff Data
"Essential" information is collected on the 'Basic Info' page of your staff application.**
For returning staff, their 'Basic Info' page will pre-populate information they provided previously, though they may edit it when completing the Basic Info for a subsequent year, if needed.
Edit staff data manually by double clicking directly on the current data. Note: Age is auto-calculated from the date of birth on file. To adjust a staff person's age, change 'date of birth'.
** Years at Camp is an admin-only field that CampSite calculates automatically, based on the total number of database years a staff person is listed as 'hired'. Though this data is auto-calculated, admin may still double click to edit this value if needed.
Addresses and Lead Source
Addresses and lead source are also collected on the 'Basic Info' page of your staff application (if you've enabled these sections in your application settings).
Addresses are also rolled over year after year for returning staff so they don't need to re-enter their address each year they apply, though they may edit it if needed.
Double click the map icon to open their address in Google Maps.
Permanent Custom Fields
View/edit the permanent custom fields of information for this staff person.
- To manage the overall permanent custom fields of information for all camper profiles, go to Admin > Staff > Custom Fields.
Staff Profile: Yearly info Tab
Yearly info
Under "Yearly info" you have the Staff Position, Department, Title, and Availability. Also, under "Yearly info" the User will have the option to generate a contract pdf. This can be generated from the Action Menu.
Salary details
You can adjust Basic salary details by double clicking on the input data.
Transportation
Display whether or not a Staff member uses the bus as transportation to camp.
Sessions
Session tabs will appear for all sessions in which a staff member is hired.
- Division and bunk assignment for specified session
- Custom fields: Admin>Staff>Custom fields>Session fields
Staff Profile: Application Tab
The Application tab contains all the information submitted by the staff member on the Staff Dashboard.
First on the Staff application we have the Education section. Here a potential Staff can add their varying levels of education.
Enter employer info here. Add as many employer profiles as you want.
Potential staff can also record all of their certifications.
Staff can choose from a dropdown list of the activities your camp offers (Health and Office related duties can also be listed). Of those activities they can be set as qualified to lead or qualified to assist.
Add as many references as your camp requires.
Create questions from Admin>Staff>Setup Wizard Step 2 and then choose what you want the potential staff to answer.
- Questions can be curtailed to specific positions as well.
- Once the application is completed an admin user will have the ability to download a printable pdf of the application.
Staff Dashboard
Creating an Account for the Staff Dashboard
Potential staff wanting to apply to a camp will navigate to the staff application URL unique to their camp (e.g. firewood.campmanagement.com/apply) to begin a new staff member application. This URL will need to be tied to a button on a camps website (e.g. "apply here") or sent directly to potential applicants externally from CampSite.
This form should only be filled out by staff members who have never filled out an application previously.
Once on this page, new staff applicants will fill in the needed information to create a new staff profile and begin the application process.
The "Begin Application" button will not be selectable until the necessary information for the form is input.
If the staff member on this page already has a profile with the input email address and information, a new account will not be able to be made. Already existing staff members (or existing applicants) should click on the "Sign in" button to sign into their existing profile page.
Staff Dashboard Overview
Any person who has a staff account with a camp can log into the Staff Dashboard. When signing into the Staff Dashboard, Staff will see the following landing page.
The colors and background of the Staff Dashboard will follow the settings for the Parent Dashboard.
The header text for the Staff dashboard can be edited and customized under Admin> Staff> Staff Dashboard> Staff Dashboard home page message.
- The Home button will bring staff back to this landing page when clicked on.
- The Logout button will log a staff member out of their dashboard.
- The Application button will bring staff to the application for the current CampSite year. Please see here for more information on the Application page please see: Staff Dashboard: Application Page
- The Forms button will take staff to the Staff forms for the current CampSite year. Please see here for more information on the Forms page please see: Staff Dashboard: Forms Page
- If a camp is using the Camp Today module, the Camp Today button will appear. Staff can click on this button to go to the Camp Today blog. Please see here for more information on the Camp Today page please see: Staff Dashboard: Camp Today Page
- The My Account button will bring Staff to their account setting options. Please see here for more information on the My Account tab: Staff Dashboard: My Account Page
- The Accessibility button will open options for web accessibility settings. Please see here for more information on accessibility settings on the CampSite dashboards: Staff Dashboard: Accessibility
Staff Dashboard: Application Page
The Staff Application must be filled out by applicants each year that they would like to apply to work at a camp.
All of the sections of information in this application can be toggled on or off under Admin> Staff> Application: Settings. Please see here for more setting information: Application: Settings
This article will review the following steps of the Staff Application process:
Step 1: Photo
If a photo upload is set as active under Admin> Staff> Application Settings> Photo Upload, then a photo upload will be the first step of the application process. If a photo upload is not set to be active, this step will not appear to applicants.
Photo uploads must be .JPEG or .PNG file types. "Live photos" are not accepted.
The header text for this page can be customized under Admin > Staff> Application: Instructions> "Begin staff application" (/apply) instructions.
The photo instructions can also be customized under Admin > Staff> Application: Instructions> Photo Upload Instructions.
Once a photo is uploaded, an applicant will need to click on "Save and Continue" to move forward in the application.
Step 2: Basic Info
The Basic info step is where you a camp can collect additional information on that first step of the application as well as ask what position at camp an applicant is applying for.
The Header text of this application page can be edited under Admin > Staff> Application: Instructions> Basic Info instructions.
The amount of positions that an applicant can apply for at once can be controlled on the Admin side under Admin > Staff> Application: Settings> Number of positions an applicant can apply for.
Positions do not come standard with CampSite and must be created on the Admin side under Admin> Staff> Setup Wizard> Step 1: Positions.
For more information on creating new Application Positions please see: Staff Wizard - Step 1: Staff positions
Additional information will ask about an applicants availability and lead details.
- The lead responses for this question do come standard but if additional options are wanted, they can be added on the Admin side under Admin> DB Management> Dropdown Lists> add more values to the "Lead Sources" dropdown list.
These sections of information for the application can be turned on or off at any time by navigating to Admin> Staff> Application: Basic Info instructions.
For more information on the Basic Info step of the Staff Application please see: Application: Basic Info
Step 3: Education
The Education step will allow applicants to add up to three past schools to their history.
The header text of this application page can be edited under Admin > Staff> Application: Instructions> Education instructions.
While one Education history option will be presented initially, more can be added (up to three) by clicking on the "+ Add Another School" button.
The number of past Education histories required can be set under Admin> Staff> Application: Settings.
Step 4: Employment
The Employment step will allow applicants to add up to three past schools to their history.
The header text of this application page can be edited under Admin > Staff> Application: Instructions> Employment instructions.
While one Employment history option will be presented initially, more can be added (up to three) by clicking on the "+ Add Another Employer" button.
The number of past Employment histories required can be set under Admin> Staff> Application: Settings.
Step 5: Certifications
The Certification step will allow applicants to add any certifications they think are relevant to the position that they are applying for.
The header text of this application page can be edited under Admin > Staff> Application: Instructions> Certifications instructions.
The certifications noted here by the applicant do not have an option to upload a copy of a certification. This is an option for an applicant to notify a camp that they have a certification that can be provided if asked for.
If a camp would like to ask for an upload of any noted certifications, CampSite recommends setting up a Staff form to accept an upload. For more information on how to create a Staff form please see: Staff Forms
If an applicant wishes to add a certification here, they will need to add a name for the certification and add a date that the certification expires.
Once a certification is added, it will appear under the Current Certifications section. If the certification needs to be removed on the applicant side, they can click on the red "x" to remove the certification.
Step 6: Qualifications
The header text of this application page can be edited under Admin > Staff> Application: Instructions> Qualifications instructions.
The Qualification step present a list of qualifications to applicants from different categories that are created by the camp. These categories and qualifications can be created under Admin> Staff> Setup Wizard> Step 4: Staff Qualifications.
The applicant will decide from a drop down list whether they are qualified to lead, assist or they are unqualified. They then can rank each one based on which they prefer to do.
Step 7: References
The Reference step will allow applicants to add up to three references for a camp to contact before employment is offered.
The header text of this application page can be edited under Admin > Staff> Application: Instructions> References instructions.
While one Reference option will be presented initially, more can be added (up to three) by clicking on the "+ Add Another Reference" button.
The number of past References required can be set under Admin> Staff> Application: Settings.
For more information on creating reference questions for these references to see when they are added to this form please see: Staff Wizard - Step 6: Staff reference questions
Step 8: General Questions
The header text of this application page can be edited under Admin> Staff> Application: Instructions> General Questions instructions.
The questions listed here will appear for each applicant to answer, regarless of the position that they are applying for.
For more information in creating these questions please see: Staff Wizard - Step 2: Staff application questions
Step 9: Position-Specific Questions
The header text of this application page can be edited under Admin> Staff> Application: Instructions> Position-Specific Questions instructions.
The questions listed here will appear for applicants who apply to certain positions.
For more information in creating these questions please see: Staff Wizard - Step 3: Staff application position questions
Step 10: Terms & Conditions
The Terms & Conditions that staff applicants will need to sign and agree to can be edited under Admin> Staff> Application: Instructions> Terms & Conditions.
This application cannot be submitted until the checkbox under the Terms & Conditions is checked off. The "Submit" button will not be selectable until this box is checked off.
Once the application is successfully submitted, the Application Complete message will appear under the Terms & Conditions. This message is customizable under Admin> Staff> Application: Instructions> Staff application completed message.
Staff Dashboard: Forms Page
Staff forms can be used to gather additional information on potential applicants or on new hired staff for a camp year.
Staff forms can be created under Staff on the top navigation bar> Staff forms.
For more information on creating forms, please see: Staff Forms
Forms that are active for staff members will appear under the Forms tab on the Staff Dashboard. Forms will not display during the Application process for staff.
Clicking on a form will bring the staff member to the form screen where they can input information and submit the form when ready.
If a camp is using the Medical module, the option to have staff members upload medical forms will appear under the standard forms section.
The option for the Medical forms to appear to staff members who are or aren't yet hired can be found under Admin> Staff> Medical.
For more information on these electronic medical forms and settings please see: Staff Medical Settings
For more information on non electronic medical forms please see: Printed Medical Forms
Staff Dashboard: Camp Today Page
All published (and active) blog posts display in a mobile-friendly layout on your camp's Camp Today page for staff.
Posts are displayed in chronological order (newest at the top) and adapt to the screen size of whatever device is being used when viewing the blog.
Depending on your settings, staff may see:
All posts
To allow staff to see all posts regardless of their hired status/which sessions they are hired for, navigate to Admin> Camp Today> Communication: Settings> "Allow all staff to see all blogs" set to "yes". This will allow staff members who are not hired at your camp to see all blog posts from Camp Today.
Posts in blogs only in which they are hired for
To NOT allow staff to see all posts (they will only see posts in blogs that are related to sessions they are actively hired for) navigate to Admin> Camp Today> Communication: Settings> "Allow all staff to see all blogs" set to "No".
For an in depth explanation of how the Camp Today dashboard works, please see: Parent Dashboard: Viewing Camp Today Blog Posts (While the article is based on the parent dashboard, all information is the same).
Staff Dashboard: My Account Page
The Staff Dashboard "My Account" page can be used by staff to set and update their personal preferences.
To navigate to this page on the Staff Dashboard, a staff member should log into their account then click on the "My Account" option on the left side bar.
Personal Info
Under the Personal Info section of the My Account page, staff members can update their personal information (name, email, cell phone, and home phone), home address information, and profile photo.
Click on Save Changes when finished.
Password & Security
Under the Password & Security section of the My Account page, staff members can update their password and set up two factor authentication.
Click on Save Changes when finished.
Messaging Preferences
Under the Messaging Preferences section of the My Account page, staff members can update their email preferences for email and texting.
Click on Save Changes when finished.
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