Welcome to CampSite

Welcome to CampSite! We're pleased to meet you.

CampSite is a powerful software with numerous tools that help manage your camp on a daily basis. 

Verify that the authorized pickup person is "active" for the relevant enrollment year. Navigate to the profile page for the authorized pickup (go to the camper's family profile and click the "Authorized Pickups" tab, then click the authorized pickup person's name). Click the tab that corresponds with the relevant enrollment year.

If "Active?" says No, the authorized pickup is not actively authorized for that enrollment year, so their PIN will be rejected by the PIN pad. Parents can re-authorize pickups via the Authorized Pickups page of their dashboard, or an admin can do it manually by toggling the Active? setting from No to Yes and clicking OK to save.

If the pickup person is active, ensure that they're using the correct PIN. If needed, an admin can reset the pin via the Action Menu on the authorized pickup's profile.

Via the camper's profile. The staff and parent-driven attendance logging tools only allow attendance logging for the present day. To log attendance for a day in the past or future, navigate to each camper's profile individually, select the year tab, then the Attendance tab, and choose a date from the calendar.

To learn more, click here.

Admin users with DB Management Admin permissions may reset another user's password following these steps:

1. Go to Admin
2. Select the DB Management tab
3. Select the Users tab
4. Locate the relevant user and double click the 3 dots to expand their settings
5. Scroll down to Change Password and enter a new password
6. Click "Save changes for this user"

For more detailed help, click here.

Each saved report in your database has it's own permission settings. There are 3 different permission levels a user can have for each saved report:

• Admin - The user can view, edit, and delete the report, and can also control other users' permissions for the report.
• Read - The user can view the report, but cannot save changes to or delete the report, nor can they control other users' permissions.
• No permission assigned - The user cannot view, edit, or delete the report.

To learn how to edit the permissions for a report, please read How do I edit which users have permissions for a saved report?

Each saved report in your database has its own permission settings. If you can't see a report, it means you have no permission to the report. If you can see the report but can't edit it, it means you have "read"-only permission for the report.

The permissions for each saved report are managed from the Advanced Reports page. Users who have "admin" permission to the report are able to edit the report permissions to control other users' permission levels to the report. If a user has the Reports user permission, they'll have Admin access to all reports at all times. 

To learn how to update permissions for a report, see How do I edit which users have permissions for a saved report?

Each saved report in your database has permission settings that control the level of access each admin user* has for the report. Report permissions can be managed one report at a time, or in mass.

*Note that if an admin user has the "Reports" user permission, they will always be granted "Admin"-level permission to all saved reports and cannot have their "Admin"-level permissions revoked per the instructions below. To learn more, click here.

Updating Permissions for a Single Report

Open the saved report and then click the “Permissions” button at the top of the page. In the pop-up window that opens, checkmark the user and then select their permission level using the dropdown on the right. When you're finished, click "update permissions".

Updating Permissions for Multiple Reports

Navigate to "Advanced Reports Management". If your reports are collapsed into folders, first expand the folders containing the reports you wish to update, then click Mass Permissions Changes. Select the reports you wish to update, then click to either "add permissions" or "remove permissions". In the pop-up window, select an admin user, and if adding permissions, select their permission level, then submit your changes.

For step-by-step instructions on editing report permissions, please click here.

An admin user can be granted "Admin"-level access to all reports in your database via the "Reports" user permission. Once granted this permission, that user can edit or delete all existing reports plus any new reports created moving forward.

To grant this permission, navigate to Admin > DB Management > Users > expand a user > expand the DB Management Permissions section > checkmark Reports > Save changes for this user. To learn more, click here.

The advanced report needs to be saved before you can schedule an email to send to the report results. Once you save the report, the "Schedule e-mail" button will activate.

There are two ways to change a camper's enrollment, depending on how your camp's enrollment options are configured and what sort of change the camper has requested:

• Un-enroll and Enroll
• Manage Sessions

Find all 3 tools in the Action Menu of the camper's profile.

When unenrolling the camper, if you're unenrolling the camper from all of their enrollment options, you can select to have CampSite automatically "reverse all of this camper's charges for the year" upon submitting the camper's unenrollment. To learn more about the unenrollment process, please click here.

If you're not unenrolling the camper from all of their options, you'll need to manually remove the relevant charges/discounts from the family's profile page by either reversing or deleting them. To learn how to reverse/delete transactions, click here.

Lead statuses are assigned to non-enrolled campers on a yearly basis, to label/organize them with regard to their current status as a lead for enrollment. This is primarily useful for filtering certain campers on an advanced report and also targeting mass email communication.

• If/when the camper enrolls, their lead status is removed for that year.
• A camper's lead status is not visible to them; this data is visible to admin only.

Your CampSite database comes included with the statuses of Lead, Pending, Cancelled, Alumni, and Withdrawn, but you can also create additional custom statuses via your Camper Admin settings.

By default, CampSite will automatically apply the following lead statuses in the following scenarios, unless an admin selects otherwise:

• Lead: As soon as a camper is created, they're labeled as a Lead until they enroll.
• Pending: When you rollover to a new year, all campers who were enrolled last year are labeled as "pending" for the new year, until they enroll again.
• Cancelled: When you un-enroll a camper from all enrollment options for the given year, the camper is labeled as "cancelled" for that year.

All other statuses will only be applied to a camper if an admin does so manually.

With lead status being yearly data, when rolling over to a new year, all non-enrolled campers from last year will be assigned the same status again for the new year by default (e.g. 'cancelled' in 2020 will be labeled 'cancelled' again for 2021), unless you specify otherwise. Please click here to learn more.

If your camp is using manual enrollment processing, each family's payment is processed by the admin user who manually approves each camper's request. To allow a family to enroll without making a payment, the admin approving the request should select "no payment now" in the Payment Details section of the Checkout step. To learn more, click here.

If your camp is using automatic enrollment processing, payment is processed as soon as the request is submitted. In this case, have the family complete the enrollment form but stop when they reach the final "Checkout" step. Then, an admin user can complete the enrollment and avoid processing a payment. To do that, click to manually enroll the camper via their profile page. After manually adding the enrollment option(s) the camper wants to enroll for, the remaining information will be pre-filled with what the parent entered, so the admin can skip to the final payment step and select "no payment now" before submitting. To learn more, click here.

The camper is already enrolled for that enrollment option currently. When selecting enrollment options to enroll a camper into, you'll only be presented the options that they're not currently enrolled in.

• If you're trying to enroll the camper into a different bundle within their current enrollment option, you must un-enroll them from the option before re-enrolling them.
• If the camper is swapping sessions with the same enrollment bundle, use the Manage Sessions tool instead.

Please click here to learn more about the correct way to make different enrollment changes for a camper.

Double check your settings on Step 8 of the Camper Setup Wizard. There are two settings (within the General Options section) that determine how CampSite calculcates the number of spots that are still available within a session:

1. "Count enrollment requests in the 'New' request queue against spots remaining?"

When set to Yes, in addition to the campers already enrolled, each request in your "New" enrollment request queue will also count against the spots remaining for a session.

For example, if a session has a capacity of 20 campers, and you have 10 enrolled campers plus 5 "new" requests pending approval, there are only 5 spots remaining for that session.

2. "Count enrollment requests in the 'Waitlisted' request queue against spots remaining?"

When set to Yes, in addition to the campers already enrolled, each request in your "Waitlist" enrollment request queue will also count against the spots remaining for a session.

For example, say a session has a capacity of 20 campers and 20 campers have already enrolled. There are 5 campers waitlisted for the session as well. One camper withdraws, so only 19 campers are now enrolled. If this setting is set to Yes, the waitlisted campers will count against the 1 spot remaining, so the session will still be considered full to new campers enrolling. If this setting is set to No, a new camper could enroll for that 1 available spot, essentially "jumping ahead" of the 5 waitlisted campers.

By toggling both of the above settings to No, only enrolled campers will count against the session's capacity.                           

For all inquiries related to your CampSite bill (e.g. details regarding your fees; updating your payment method, etc.), please contact our Billing Department by emailing billing@campmanagement.com.

Please note you must be an authorized billing contact on the account to be given information on your organization’s specific billing information.

CampSite's billing department automatically emails a copy of your camp's invoices to the billing contact on file for your account. To verify or update the email address on file for your camp's billing contact, please email billing@campmanagement.com.

Otherwise, to request a copy of an invoice or obtain any other billing information, please email billing@campmanagement.com and representative from our Billing department can provide what you need.

Please note that invoices will only be released to those listed as an authorized billing contact for your CampSite account.

Modules can be removed from your next subscription at the time it renews, if you submit a request at least 30 days in advance of your subscription renewal date.

To confirm your subscription renewal date, or request to remove a module, please contact support@campmanagement.com.

CampSite does not include a feature for adding fees to transactions.

The enrollment extras feature allows camps to add additional fees to a camper's enrollment balance, which could be used to implement an additional fee to cover credit card processing (e.g. a mandatory 3% enrollment extra on each of your enrollment option bundles on Step 9).

If creating a mandatory enrollment extra for processing fees, please keep in mind:

• Enrollment extras are calculated from the tuition price of the bundle that the camper selects to enroll for. If you offer other extras for purchase, they will not be subject to your processing fee extra.
• Enrollment extra fees are added to the camper's balance, so if a family is on a payment schedule, they'll pay the total amount of their processing fees gradually. For example, if tuition is $1000 and there's a mandatory 3% enrollment extra, the family will be billed $1000 + $30 ($1030 total). Once their balance is fully paid, they will have remitted $1000 towards tuition and $30 towards credit card fees.
• All campers enrolling for the bundle with the mandatory enrollment extra are subject to it - even if they end up not paying by credit card.
  • However, it's possible to create an automatic discount based on the payment method selected at checkout (e.g. "is not credit card"), to "offset" the enrollment extra processing fee.
• If you allow parents to make payments via the parent dashboard, they're free to do so using whichever payment method they want - meaning, even if they selected 'checking account' on the enrollment form, they could make a credit card payment towards their balance later. If that happens, an admin user must manually adjust the amount of their processing fee so that it only reflects the credit card payments they've made.

Overall, keep in mind that the enrollment extras feature was not designed for credit card surcharging, so utilizing it as such will likely require some manual admin work to ensure accuracy. Camps who require full payment at the time of enrollment and only accept credit cards for payment are best suited for this solution.

To learn how to create new enrollment extras, click here.

To learn how to add enrollment extras to your enrollment form, click here.

To learn how to create an automatic discount, click here.

Typically, most credit card refunds take 3-5 business days to process, while ACH refunds take approximately 5-10 business days.

However, the amount of time it takes for money to appear in the family's account is dependent on the family's financial institution. Some banks will hold funds for up to 30 days before returning it to the client's card/account.

To inquire about the processing status of a refund, contact your payment gateway directly. If needed, you can locate the reference number for the refund transaction (i.e. payment gateway ID number) by opening the transaction details for the refund from the family's profile page.

To stop a credit card or ACH transaction from being processed, it must be voided from your payment gateway before your gateway settles it later that evening.

Camps using Constellation Payments for their payment gateway can cancel same-day credit card and ACH payments/refunds using CampSite's void feature. To void a transaction, use the "Void transaction" button within the transaction details window of each credit card and ACH transaction on a family, guest, or group profile page. To learn more, click here.

If you're not using Constellation Payments, you must contact your payment gateway directly to request a void. Upon having the transaction voided, reverse the transaction from the relevant profile page so the transaction is no longer calculated into the remaining balance. Click here to learn how to reverse a transaction.

If you purchase access to our API, you can develop integrations that would allow you to send data between CampSite and other systems, such as your website, a separate internal database, or accounting software.

Note that you'll need an IT member/developer on your end to build the necessary integration for taking advantage of the API functionality. Please see the FAQ "What can we do with CampSite's API?" for the sort of actions your developer could automate using the API endpoints that we offer.

If you're interested in purchasing access to our API, please send an email to support@campmanagement.com.

Yes. Camps can control exactly which values appear in the gender dropdown menu via their database dropdown list settings.

To locate the gender dropdown list in your database:

1. Go to the Admin page
2. Select the DB Management tab
3. Select Dropdown lists
4. Find and click Genders to expand the current list of available values

Remove existing values as needed (either double click to delete; or, set them as 'admin only' for internal use only). Add additional values by typing a new value into the text box and clicking the 'add value' button. To learn more, click here.

Note that the provided Genders dropdown list links to CampSite's standard gender question within every module (e.g. campers, staff applicants, event guests, etc.) In areas where data is color coded by gender, "Male" gender is represented in blue and "Female" gender is represented in pink/red. Any other gender value will be represented by gray/white.

1. Go to Admin
2. Select the DB Management tab
3. Select Dropdown Lists
4. Click a list to open the values within it
5. Add/delete values as needed

To learn more, click here.

All e-mail generated from CampSite is sent from the sender address "services@mail.campsite-mail.com". Having a consistent sender address on mail generated from CampSite helps ensure a high deliverability reputation for your camp.

The From: name and Reply-To: address on e-mail from CampSite is determined by the admin user sending the message. For mail generated on our e-mail composition page, this defaults to the name and e-mail address of the logged-in user sending the mail, but can be changed as needed.

To learn more about composing emails, click here.

CampSites outbound email service is designed to allow a camp to communicate with its campers, families, staff and alumni via automatic notifications, mass emails and personalized individual emails.

One of the biggest challenges that all outbound email providers face is having their email flagged as spam, before it reaches its intended recipient. Worldwide, spam represents over 72% of all email sent, and as such, email providers (such as Gmail, Yahoo! and Apple) implement certain measures to prevent spam from reaching its users inbox. Each email service looks at a different set of criteria when determining whether mail from a sender is legitimate, most of which can be anticipated by CampSite.

In order to increase the deliverability of email sent from CampSites outbound email service, the following policies and procedures are in place:

• All email sent through CampSite will come from services@mail.campsite-mail.com. Please note, that while this is the address your email will be coming from, to the email recipient (your client), it will still appear as if the email is coming directly from you. The From name and Reply-To email address are set by you, prior to sending out the email.
• CampSites outbound email service is not designed as a mass marketing tool and should not be used as such. This service is provided as a means of staying in touch with your current clientele. If you are interested in mass email marketing tools, please contact us and we will be happy to help you identify a third-party provider.

In addition to the policies and procedures mentioned above, CampSite continually stays up-to-date with all new developments as it relates to outbound email. Should you have any questions regarding this policy, please do not hesitate to contact the CampSite support team.

In the event that a parent (or staff member) has not been receiving outbound email from CampSite, we recommend that you take the following steps:

1. Ensure that the parent (or staff member) has a valid email address on file and knows which email they should be checking.
2. Ask the parent (or staff member) to check their spam folder to see if the email was flagged as spam.
3. Add services@mail.campsite-mail.com to their "safe senders list".

We strongly recommend that your client use a personal email address (Gmail, Yahoo! or Apple) and NOT a corporate, government or university email address (.org .gov .edu) as these organizations tend to implement certain measures to prevent spam from reaching its users' inbox.

Learn more about CampSite's outbound email service by reading the "Outbound Email Policy" FAQ above.

Maintaining a good e-mail reputation means not delivering e-mail to recipients who dont want to receive it. CampSite makes it easy to allow those recipients to opt out, while still ensuring important information about camp gets delivered.

When you send an e-mail from CampSite, you'll be asked to categorize it as Marketing or Informational.

Marketing e-mail is promotional e-mail sent to leads or existing customers or staff. Recipients can 'unsubscribe' from this e-mail by clicking a link on the bottom of the e-mail or by unchecking a box on their Dashboard. Once unsubscribed, they will no longer receive marketing e-mail from your camp. Examples of marketing e-mail include early registration discount promotions and e-mail newsletters.

If a recipient has accidentally opted out, you can send them a re opt-in message from their profile page, which will allow them to opt back in to receiving marketing e-mail from your camp.

Informational e-mail should only be used to send updates/information to existing customers (i.e. enrolled campers; registered guests; hired staff), regarding a service that they purchased/are registered for. These emails should not be sent to individuals who are not currently enrolled/registered/hired. Examples of informational e-mail include bunking assignments; staff applicant hiring details; camper bus reminders; etc.

Informational emails are sent to all recipients, even if they've unsubscribed from marketing e-mail.

If you're not sure which category your e-mail falls into it, you should select Marketing.

Embed the file within a link in the body of your e-mail instead (embedded files have no size limitations). Recipients will simply click the link to open/download your file on their device.

For step-by-step instructions on how to embed a file within a link, please read this support article.

There isn't a built-in feature for printing a camper's completed enrollment form, but CampSite's "Document" feature lets you create custom PDF templates for printing any/all data on CampSite profile pages. By creating a document that contains all of the merge fields from your enrollment form (stylized to your liking!), you can easily generate + print a camper's enrollment form data (or print multiple campers at once, via an advanced report).

First, follow these steps to create a new custom Document:

1.  Go to Admin
2. Under the Campers tab, click Documents
3. Click + Add new document...
4. Double click the pencil icon to edit the Document content

Then, generate the Document for a single camper by going to the camper's profile, clicking the Action Menu dropdown, clicking Generate document. and selecting the appropriate document; or, generate the Document for multiple camper at once by generating a report of all campers you wish to generate the document for, clicking the Documents button just above the report results, and selecting the appropriate document.

For a more detailed, step-by-step guide on how to create a new Document (and how to generate it afterwards), click here.

Parents are presented "enrollment options" to select on your enrollment form. Enrollment options are created on Step 9 of the Camper Setup Wizard, using different elements you already created earlier in the setup wizard. 

To create a new enrollment option on your enrollment form:

1. Create a session on Step 2
2. Create a tuition plan on Step 5
3. Then, create a new enrollment option on Step 9 and select the session/tuition plan you already created

Optionally, you can also add payment schedules and enrollment extras to your new enrollment option. Create those items on the corresponding setup wizard steps before you create the enrollment option on Step 9. 

For detailed support articles on each Setup Wizard step, click here.

For detailed help on how to create a new enrollment option on Step 9, click here.

Remove the Enrollment form from your Parent Dashboard to prevent additional campers from enrolling.

To hide the Enrollment form:

1. Go to Admin
2. Select Step 8: Enrollment Form Setup of the Camper Setup Wizard
3. Under General options, set both "Enable enrollment form for returning families?" AND "Enable enrollment form for new families?" to No and Save changes

Important Notes:

• Disabling the Enrollment page will prevent additional campers from enrolling, but does not affect the enrollment of campers who already enrolled.
• When the Enrollment page is disabled, families can still complete the “New Family Enrollment Form” to create an account for the Parent Dashboard, but they won’t be able to proceed through the enrollment process.

Hide the associated enrollment option or bundle from the enrollment form by making them inactive. By hiding the option/bundle, no additional campers can select it moving forward, to effectively prevent enrollment.

To make an entire enrollment option inactive, archive the option. To learn more, click here.

If you offer multiple enrollment bundles within an option, hide only a particular bundle by making that bundle not active. To learn more, click here.

If no campers have selected the bundle yet, you can click on the "Pick X of Y" link under the sessions column for the bundle and edit which sessions are selected.

If a camper has already selected the bundle, the sessions  can't be edited. However, you can deactivate the bundle and create a new one that contains the correct session(s).

Also, campers who already enrolled for the incorrect bundle will need their sessions corrected. Learn more at the end of this article.

Where you edit your deposit depends on which kind of deposit you have set up.

If you've configured a "yearly" deposit (i.e. paid once per year, on the very first enrollment), navigate to your Admin settings and select Step 8 of the Campers Setup Wizard. Then, click "Yearly Deposit" on the left. To learn more, click here.

If you've configured deposits on your enrollment bundles (so that campers pay a minimum amount per enrollment option), navigate to your Admin settings and select Step 9 of the Campers Setup Wizard. Find and expand the relevant enrollment option, then click directly on the current deposit setting. To learn more, click here.

Create a "printed"-type form. 

CampSite offers two types of forms - "web" or "printed." Web forms are completed by typing responses directly into the Dashboard, while printed forms are completed by uploading a file from the user's device (e.g. a PDF document, JPG image, or Word doc).

When creating a printed form, you have two options: provide a blank form for the user to download, complete, and upload back to you; or, refrain from providing a blank form and just prompt users to upload their own file to you (e.g. a scanned copy of a report card; immunization records; their proof of income; etc.)

For more information on how to create a new printed form, click here.

Forms can be restricted to display only to certain campers or staff applicants who "appear on" OR "do not appear on" on a saved advanced report that you've created. When a report restriction is in place, CampSite will generate the report each time a camper or staff applicant loads the Forms page to determine whether or not to display the restricted form.

1. Create and save an advanced report with the proper parameters to capture your targeted sub-group.
2. In the form settings, go to Restrictions, and select either "appears on report" or "does not appear on report", depending.
3. Next, under "Restrict on report", select the saved report you created.
4. Click to "update form."

For example, say you want to display an I-9 form to only the staff applicants who have been hired. Create and save an advanced report that captures hired staff only, and then edit the "Restrictions" of the I-9 form so that it's restricted to applicants who appear on the report of hired staff you created.

Each form that's created in CampSite can accept (1) uploaded file, so all of the pages of the form need to be saved as (1) file. If each page is saved as a separate file, the user will only be able to upload one page of the form.

If needed, you can also create a separate form for each page of the document being uploaded. For example, for a 3-page waiver form, you could create 3 forms: "Waiver - Page 1"; "Waiver - Page 2"; and "Waiver - Page 3". Parents/staff would upload the respective page into each form. Note that when downloading or printing submissions, the pages will not be collated.

Payment schedules are stored in groups. The entire group of schedules is then associated to an enrollment option so that campers enrolling for that option can select one payment schedule from that group.

First, create the schedules; then, associate them to your enrollment option(s). 

To create the schedule(s): 

1. Go to Admin
2. Click Step 4: Payment Schedules
3. Click to add a new payment schedule group
4. Click on the payment schedule group that you added
5. Click to add a new payment schedule
6. Enter the payment schedule settings/date(s) and submit.
7. Create additional payment schedules if desired. Creating multiple payment schedules allows parents to choose one schedule from the group.

Next, associate this payment schedule group to enrollment option(s) so that the schedules appear on your enrollment form:

1. Go to Admin
2. Click Step 9: Enrollment Options
3. Double click the 3 dots for the enrollment option you want to offer payment schedules for
4. Click the Payment schedule group tab
5. Select the relevant payment schedule group from the dropdown menu
6. Click Save changes

Admin users can collect the payments due on a payment schedule by invoicing all families in batch via the Payment Schedules page (i.e. Step 4 of the Camper Setup Wizard). This is a 3-step process that involves batch generating invoices, sending them in mass via email, and then batch debiting the families that selected automatic payment.

To learn how to complete the 3-step invoicing process, please click here to watch our tutorial video. Or, click here to read our support articles instead.

When a family is on a payment schedule, the Parent Dashboard will specifically display the total balance for their payment schedule (i.e. the sum of all transactions associated to that schedule).

If any of the family's transactions are not associated to their payment schedule, then those transactions won't be included in the balance that parents see. As such, the family's overall "current balance" that admins see on the family's Transactions tab will not match the payment schedule balance that parents are seeing on the Dashboard.

Transactions that are not included on a family's payment schedule will be highlighted in yellow on their profile. Add the transaction to their payment schedule by double clicking the info icon and editing the payment schedule settings for the transaction. For detailed instructions, click here.

The yellow highlight indicates that the transaction is not associated to the family's payment schedule, which means that the family's invoice(s) will not include the transaction. The transactions included on an invoice determine the amount that the family is asked to pay, so "missing" transactions can result in the family being under or over-invoiced.

If the family's invoice(s) should include this transaction, update the "payment schedule" setting for the transaction.

To assign the transaction to a payment schedule so that it appears on the family invoices, change the "payment schedule" setting in the transaction details. For detailed instructions, click here.

CampSite's "Family Summary" report generates a list of all families and their total balance for the year. Filter the report for "positive" balances to identify only those families who still have an outstanding balance on their account. To learn how to run the Family Summary report, please click here to read our support article.

Or, when creating a custom Advanced Report, you can filter your results based on "Family balance." To do that, click to add a filter, select the Financial tab, then select the sub-tab for the relevant enrollment year. Within that year, checkmark "Family balance." Enter your desired filter criteria, then add filter.

The Deposit Report generates payments that were successfully posted in CampSite, which doesn't necessarily represent which payments have been settled by your payment gateway. Also, the ‘Deposit Report’ does not include refunds.

When reconciling with Constellation gateway reports, it's best to use CampSite's "CSIPay Gateway Report" instead of the deposit report. To learn more about using this report, please click here to read our support article.

Of the 5 transaction types in CampSite, only charges and discounts (i.e. what parents have been "asked" to pay) are designated towards specific sessions. Payments, credits, and refunds (i.e. cash you've already received) are not designated towards specific sessions. 

With that, camps can generate their expected income per session by reporting on charges/discounts per session.

For camps that allow families to pay their balance on a payment schedule, this income will be received once all families have paid in full. If your camp requires all families to pay in full when they enroll (meaning, there are no families with an outstanding balance to pay later), than your charges/discounts would also represent the money you've actually received so far, since you're not waiting for those charges to still be paid. 

To report on charges/discounts per session, use CampSite's financial Accrual reports. Click here to learn more.

To calculate the total amount of payments received, report on payments, credits, refunds (and reversals). In doing so, CampSite will calculate the total amount of payments and credited payments, minus any refunds and reversals, for the net amount of total payments your camp has received.

To do that, generate the Transaction Log where the only "Transaction Types" selected are Payments, Credits, Refunds, and Reversals. Apply any additional filters if desired, then run the report. Scroll down to the very bottom of the report to see the grand total.

For more information on using the Transaction Log, please click here to read our support article.

The total oustanding amount that families need to pay is generated by reconciling the total amount of all five transaction types - charges, discounts, payments, refunds, and credits.

To generate this amount, run the Camper Transaction Summary report and refer to the grand total amount in the bottom right. For more information, please click here to read our support article.

You can also generate the Family Summary report for "positive" balances only and reference the grand total in the "Balance" column (at the very bottom of the report results).

The following browsers are supported for use by CampSite administrators:

• Google Chrome
• Mozilla Firefox
• Safari

The following browsers are supported for the Parent, Staff and Event Dashboards, including Camp Today:

• Google Chrome
• Mozilla Firefox
• Safari
• Microsoft Edge
• Internet Explorer versions 9 and above

Note that other browsers may be used, but are not fully supported.

If you identify an issue in CampSite while using one of the supported browsers listed above, please submit a report to support@campmanagement.com, including the operating system and version of the browser in use.

Double check your printer "scale" settings before printing the labels. The scale should always be set to "actual size" or 100%. 

Do not select “Fit to Page”. Otherwise, your printing will not be printed at the actual size and won’t align properly to your labels.

This typically occurs when an admin is also logging into the Parent Dashboard simultaneously.

When logged in as an admin, logging in to the Parent Dashboard at the same time/in the same browser will end your admin session, and vice-versa. 

To prevent this, use a different web browser for logging into the Parent Dashboard.

CampSite's Health History Form comes with standard medical questions included (adapted from the American Camp Association's recommended health forms for camps). While the individual questions can't be edited, admins can customize the overall presentation of the form via the Medical admin settings for the Camper/Staff modules.

Click the Admin link in the navigation bar, then select either the Campers or Staff tab (depending). Within that tab, select Medical on the left. Then, navigate to the Health History Form configuration section.

For more details on how you can adjust the health history form, please click here.

1. Open the camper or staff person's profile page.
2. Click the Medical tab.
3. Click the Medications sub-tab.
4. Find the as needed medication and using the calendar, click on the date the medication was delivered.
5. In the pop-up window, click "+ Add 'As needed' delivery..." and provide the delivery details.
6. Click to submit changes.

Use the "Medical Reports" section of the Medical Dashboard.

1. Click the Medical link in the navigation bar.
2. Go to the Medical Reports section and click Medical Profiles.
3. Select which health history data you want to include in the print out, and then click Print.

Completing Step 1 of the Rollover Wizard will add the next year to your database, which will allow your camp to begin enrolling campers/hiring staff for the next year.

During Step 1 of the Rollover, you'll select which of your settings to copy over from last year (if applicable). Once you've reviewed all possible items to copy, click the "Submit" button at the bottom of the page. For detailed instructions on how to complete this step, read our Step 1 support article.

Note that the rollover wizard only offers to copy items from last year. If you need to create new items for the year being opened, you can do so after completing Step 1 of the Rollover from the respective page where that item is created.

Completing Step 2 of the Rollover Wizard will close the previous camp year and set the following camp year is as the "current" or default year for the database.

When a year is closed, the following functions are disabled:

• Enrolling/unenrolling campers
• Hiring/unhiring staff
• Logging attendance via the Attendance module
• Recording medication deliveries via the Medical module

With that, Step 2 should not be completed until you no longer need to enroll, hire, log attendance, or deliver medications for that year. Financials can still be updated for years that are closed.

For detailed instructions on how to complete this step, read our Step 2 support article.

The Rollover Wizard includes 2 steps that allow you to control which database year(s) are available for enrolling campers and hiring staff. Camps can have up to (2) consecutive years open at a given time, if needed.

Complete each step of the rollover wizard whenever is best for your camp, depending on which years you need to have open for enrollment/hiring purposes and when.

Completing Step 1 will open the following year for enrollment/hiring within your database.

• During Step 1, CampSite will offer to copy common items/settings from last year to next year. These items may still be edited or deleted after they're copied over. You may also add new items as needed, after the rollover, via the respective page for each item.
• After completing Step 1, you will be able to begin enrolling campers and hiring staff for the next year.
• Any new requests for information and staff applications received from this point forward will be considered as new submissions for the next year.
• Enrollment will be available for both years until Step 2 of the Rollover Wizard is completed.

Completing Step 2 will close the current year and designate the following year as the "current" or default year.

• When a year is closed, you cannot enroll/unenroll campers, hire/unhire staff, or log attendance/medication deliveries for the previous year. Closing a year does not prevent Financials from being updated for that year.

Click here to watch our tutorial video where we demonstrate how to use the rollover wizard.

In order to read/edit/create notes, you need to be granted permission to the note categories for your database. If you can't see the Notes tab, it means you weren't given permission to any note categories/the notes therein.

Admin users with "Notes" Admin permission have the ability to edit note categories and control which admin users can access notes within each category. Learn more down below.

Profile photos must be at least 400px wide by 400px high. If either the width or height falls short of 400px, CampSite will crop/rotate the image to automatically fit the size requirements. To fix this, enlarge the image to at least 400px width/height and and re-upload it to the camper's profile.

When using the photo upload tool under CampSite's new responsive design, admins are able to rotate the camper's profile photo to the correct orientation before it's uploaded (to correct a rotated image).

Our responsive design is still in Beta, but admins can opt into the Beta program to enable the responsive design by going to "My Profile", scrolling down to Beta programs, enabling the responsive design beta for "All devices", and saving changes.

CampSite automatically calculates a camper's age based on their date of birth, so to change a camper's age, edit their date of birth. Admins can edit a camper's date of birth by navigating to the camper's profile page and double clicking on their current date of birth. Use the calendar picker to select a new date (or, type the date manually in MM-DD-YYYY format), and click OK to save your changes.

Camper grade level is stored on a yearly basis (to reflect the grade they're entering in the Fall of that year), so you'll need to select the corresponding year to edit the camper's grade. First, navigate to the camper's profile and select the tab for the correct year. Within the year tab, double click on the grade level listed, select a new grade, and click OK to save your changes. Note that changing the camper's grade in one year will not automatically change their grade for other years where the camper's grade was already recorded.

Please note that parents cannot change their camper's age, grade, or gender from their end, so an admin must make these changes if needed.

Enrollment extras are tied to the enrollment option bundle(s) that the camper selected to enroll for. In order to add an extra to a camper's account, the extra must be added to the camper's enrollment option bundle(s).

To add enrollment extras to an enrollment option bundle, navigate to Step 9 of the Camper Setup Wizard, locate the bundle, access the current extras for it, and click to Add enrollment extra. To learn more, click here.

If you moved a camper to a new session using the 'Manage Sessions' tool, this tool does not update the camper's enrollment options/bundles. This means the camper will still be associated to the bundle/option they originally enrolled for and may only add extras relative to that bundle.

Remember that the 'Manage Sessions' tool should not be used if the camper wishes to attend a session that's built into a different enrollment option/bundle. Instead, you should unenroll the camper and re-enroll them. To learn more, please read our support article on "How do I change a camper's enrollment?"

1. Log in to the Parent Dashboard
2. Select the Enrollment page
3. Click "Purchase additional options" right beneath the camper's enrollment button
4. Select extra(s) and proceed to checkout

For step-by-step instructions, click here.

Please also note that your enrollment extra(s) must be configured so that they're "available after checkout", otherwise campers may only purchase them during the enrollment process. To learn how to make extras available after checkout, read our "How do I control whether an enrollment extra is available for purchase after enrollment?" FAQ under the "Enrollment Form" section.

The best way to simulate a parent's experience of the parent dashboard is to create a family account for yourself and use it to log into the Parent Dashboard like an actual parent would.

To create a family account for yourself, you can either use the "Add New Family" tool on the admin-side of CampSite (click here to learn more), or complete your camp's New Family Enrollment Form like your actual parents do.

The main difference is what they can access when they log into the Parent Dashboard.

Primary parents have access to all features of the Parent Dashboard (enrolling campers; filling out forms; financials/making payments; etc.)

Divorced parents can only access the homepage, as well as Camp Today and Phone Call Scheduling (for camps who have purchased those modules).

From an admin's standpoint, both primary and divorced parents can be included on email communication, and both can be designated to receive the family's invoices (if they're on a payment schedule).

1. Go to Admin
2. Click the Staff tab
3. Select "Contracts" on the left
4. Double click the pencil icon for the contract you wish to edit
5. Use the text editor to add, delete, or edit content (type text; add or delete merge fields; etc.)
6. Click "Save staff contract" when finished

Lead statuses are assigned to non-hired staff applicants on a yearly basis, to label/organize them with regard to their current status as a lead for hiring. This is primarily useful for filtering certain staff on an advanced report and also targeting mass email communication.

• If/when the applicant is hired enrolls, their lead status is removed for that year.
• An applicant's lead status is not visible to them; this data is visible to admin only.

Your CampSite database comes included with the statuses of Fired, Lead, Pending, and Quit, but you can also create additional custom statuses via your Staff Admin settings.

By default, CampSite will automatically apply the following lead statuses in the following scenarios, unless an admin selects otherwise:

• Lead: As soon as a staff is created, they're labeled as a Lead, until an admin applies a different status OR the staff person is hired.
• Pending: When you rollover to a new year, all staff who were hired last year are labeled as "pending" for the new year, until an admin applies a different status OR they’re hired again.
• Quit: When you un-hire a staff person from all sessions for the given year, they’re automatically labeled as "quit" for that year.

All other statuses will only be applied to a staff person if an admin does so manually.

Also, with lead status being yearly data, when rolling over to a new year, all non-hired staff from last year will be assigned the same status again for the new year by default (e.g. 'quit' in 2020 will be labeled 'quit' again for 2021), unless you specify otherwise. Please click here to learn more.

1. Go to the Staff Setup Wizard Step 2: Staff application questions
2. Click to add a new question
3. Select "Yes" for "Show on basic information step?"                            

Per the Telephone Consumer Protection Act (TCPA), you must have consent from the recipient before sending them a text - even for texts that are purely informational. Recipients provide this consent by opting-in to receiving text messages from your camp. If a parent/staff member has not opted in, they haven't given you consent to send them text messages. This could either be because they neglected to opt-in, or because they chose not to.

Admins can prompt parents or staff to opt-in to text messaging using several different methods - to learn more, please click here.

No. Text messages can only contain plain text and merged fields.

Either the parent has a non-US or Canadian phone number (which our text messaging service does not support); or, they have a US/Canadian number with an area code that's not in our current area code library.

If you've confirmed that the parent has a US/Canadian number, send an email to our Support team (support@campmanagement.com) with the parent's area code and we'll add it to our library so the parent can opt-in/receive text messages from your CampSite database.