Staff Tab
Application: Basic Info
Customize the built-in questions on the "Basic Info" page of the Staff application.
- The Basic Info page comes with built-in questions.
- You cannot edit the wording of these questions.
- You can control whether or not each question appears on the Basic Info page; whether they're mandatory; and the order they appear in.
- You can also add your own custom questions, but not from this tab. To add custom questions, go to Step 2 of the Staff Setup Wizard, click to add a new question, and select "Yes" for "Show on basic information step?"
Access the Basic Info page settings from the "Application: Basic Info" tab within the Staff tab of your database Admin settings.
From this tab, you may:
Enable/Disable an Entire Question Section
Control whether an entire section of question appears on the Basic Info page using the "Active?" setting. When set to No, the section will not actively appear on the Basic Info page.
Double click the current Yes or No setting under the Active? column and change it accordingly. Click OK to save.
Rearrange Question Sections
Control the order the question sections appear in by rearranging them.
Click the rearrange icon and then drag & drop to change the section order.
Manage Specific Questions
Double click the 3 dots to expand a section and view the questions therein.
Enable/Disable a Question
Double click the current Yes or No setting under the Active? column and change it accordingly. When set to No, the question will not actively appear on the Basic Info page. Click OK to save.
Toggle whether the Question Mandatory
Double click the current Yes or No setting under the Mandatory? column and change it accordingly. Click OK to save.
Rearrange Questions
Click the rearrange icon and then drag & drop to change the order questions appear in.
Application: Instructions
Add custom instructions to each page of the staff application, as well as the page applicants initially use to create an account; the custom text that appears when they successfully submitting the last page of the application; and the "Terms & Conditions" they must agree to for employment.
Access the application instruction settings from the "Application: Instructions" tab within the Staff tab of your database Admin settings.
Use the text editors to control the instructions/custom text for each application page/area. Refer to the header above each text editor as to what it controls.
"Begin staff application" (/apply) instructions
The "Begin staff application" (/apply) page is the page that staff use to create an account for your Staff Dashboard. Since accounts are only created one time, staff will only use this page (and see your custom instructions) once as well.
For example, "To begin, please fill out the information below to create an account for our Staff Dashboard. If you already have an account, please click here to sign in."
Basic Info instructions
Add custom instructions to the Basic Info page, where applicants select which position to apply for and provide basic demographic info like their date of birth, address, etc.
For example, "Please select which position(s) you wish to apply for and add/update your basic information."
Education instructions
Add custom instructions to the Education page, where applicants list the schools they've attended, including their major and extracurriculars.
For example, "Please include your extracurriculars if applicable."
Employment instructions
Add custom instructions to the Employment page, where applicants list their current/previous employers, including their supervisors' contact information.
For example, "To add another employer, click the 'Add employer' button and provide additional details."
Certifications instructions
Add custom instructions to the Certifications page, where applicants enter any certifications they have, including the expiration date.
For example, "If you have no certifications to provide, please click Save & Continue to proceed with the rest of the application."
Qualifications instructions
Add custom instructions to the Qualifications page, where applicants use the list of qualifications you created to indicate what they're qualified to "lead" and qualified to "assist" in.
For example, "Please indicate which camp activities you're qualified to lead or assist with. Click to expand a category, then use the dropdown to indicate whether you're qualified to lead; qualified to assist; or unqualified for that activity."
References instructions
Add custom instructions to the References page, where applicants list reference persons for your camp to contact.
For example, "A valid email address must be included for each reference. As soon as you submit this page, your references will emailed our online reference questionnaire to complete."
General Questions instructions
Add custom instructions to the General Questions page, where all applicants answer any general (custom) questions you've added to your application.
For example, "Please answer the following questions to help us get to know you better."
Position-specific Questions instructions
Add custom instructions to the Position-specific Questions page, where applicants answer questions specific to whichever position(s) they've selected to apply for (on the Basic Info page of the application).
For example, "Please answer the following questions in regards to the position(s) you selected to apply for. To change which positions you've selected, return to the Basic Info page."
Photo Upload instructions
Add custom instructions to the Photo Upload page, where applicants upload a photo for their profile.
For example, "For identification purposes, we keep a photo of every staff person on file. Please click the 'upload profile photo' button below and select a photo that represents how you look currently."
Staff application completed message
Add custom text to appear as a confirmation message that the applicant successfully submitted the final page of their application.
For example, "Thank you for submitting your staff application! One of our staff recruiters will email you shortly. If you'd like to review or update your application, click the Step from the menu on the left and re-submit the page as needed."
Terms & conditions
Add your camp's Terms & Conditions for employment. This text appears on the "Terms & Conditions" page of the application, where applicants must checkmark that they agree to your terms before submitting the page.
Application: Settings
Control the overall settings of your Staff application, including which pages of the application are enabled; the minimum age to apply; and the automatic email to be sent when an application is completed.
Access the application settings from the "Application: Settings" tab within the Staff tab of your database Admin settings.
Application Sections
The staff application contains 10 sections, or pages, as listed under the Application Sections here.
The "Education", "Employment", and "References" pages come included with prewritten questions. These questions cannot be edited, but you can customize whether the overall page displays on your application, and/or if certain items are required. You can also add custom instructions/text to the top of each page via Application: Instructions.
The "Qualifications", "General Questions", and "Position Specific Questions" pages do not contain built-in questions - they consist only of the custom content you've created via the Staff Setup Wizard.
Active Column
Toggle the active setting for each application section to choose whether or not they actively display on your application. If yes, that section will appear as another page in the application. If no, that page/step will not appear.
Required Column
Education (schools), Employment, and References can be made required in order for the applicant to complete their application.
- Choose whether none, 1, 2, or 3 items are required for each page, using the dropdown list under the "Required" column.
- Note that when an item is required, the applicant must answer all questions for that item in order to submit the page.
Other Settings
Staff application minimum age: Designate a minimum age for applying. If an applicant does not meet this age requirement, they cannot access the application.
Number of positions an applicant can apply for: Limit how many positions an applicant can select to apply for when completing the "Basic Info" page.
Applicant age as of: If you've set a minimum age, specify the date as of which they must turn that age.
Present text messaging opt-in on staff application? For camps using our Text Messaging module, select whether to ask applicants to opt-in to text messages on the "Basic Info" application page.
Application started confirmation e-mail: Select a saved e-mail to send automatically once an applicant creates an account for your Staff Dashboard.
Application completed confirmation e-mail: Select a saved e-mail to send automatically once an applicant submits the final step of the application (i.e. "Terms & Conditions").
View the Application
To see how your application looks, create a fake staff account and log into your Staff Dashboard like a staff applicant would, then open the Application via the sidebar menu.
Bunking board
Customize how new & multi-session staff appear on your camper Bunking Boards.
Access the staff bunking board settings from the "Bunking board" tab within the Staff tab of your database Admin settings.
Indicate new staff with a bolded title border
If this is their first year being hired, apply a bolded border to their bunk tile.
Indicate multi-session staff with red dot on their tile
For staff hired for multiple sessions, display a red dot on their bunk tile.
See above for an example of staff on a bunking board when both the Staff > Bunking board settings are set to yes.
Every camper tile includes their grade and age to the right of the camper's name. Sarah Hamar's bunk tile has a bold border, indicating that it's her first year being hired. Marge Spalton shows a red dot, indicating that she's been hired for multiple camp sessions. Rob Schindlbeck has been hired for multiple sessions and this is his first year being hired.
Staff Charges
- Add new transaction categories for assigning new staff charges to.
- Access the Staff charges report.
Staff Charges Report
- Set the year for the report.
- Select the categories for which you want to appear on the report.
- Give a date range.
- Select a transaction amount to narrow your search.
- Filter with a text description.
- Run the Report.
Contracts
Create and manage customized contracts to send to hired staff.
- Add custom content to the contract using a text editor.
- Merge fields to populate data from the staff person's profile so the contract is personalized each time it's generated.
- Once created, contracts can be generated as a PDF document and sent via email, and/or downloaded via the Staff Dashboard.
Access staff contracts from the "Contracts" tab within the Staff tab of your database Admin settings.
From here, you may:
- Set the default 'start date' and 'end date' for employment
- Create a new contract
- Edit/remove existing contracts
Note that contracts can be generated via the Hiring Wizard when hiring an applicant, or via the "Action Menu" on the applicant's profile page.
Default Start + End Date
Configure a default employment start and end date for all staff. The default date will auto-populate when hiring a staff person (though admins may edit the date for each hire, as needed).
Create a New Contract
Click + Add new contract... and provide a name for the contract, then submit.
Add Content to the Contract
Next, create the content that appears on the contract by double clicking the pencil icon to the left of the contract name.
Use the text editor to type text that should appear on the contract or paste external content using the Paste buttons.
Click + Add merge fields... to merge data from the applicant's profile page into the contract as needed.
Edit/Remove an Existing Contract
- Double click to edit the contents of the contract
- Double click to duplicate the contract
- Double click to preview the contract
- Double click on the name to edit it
- Double click to delete the contract
Generate a Contract
Generate a contract when hiring an applicant (and attach it to their hiring confirmation email), or generate/send it via their profile "Action Menu."
To allow staff to download their generated contract via the Staff Dashboard, navigate to Admin > Staff > Staff Dashboard, toggle "Show 'Summer info' page on Staff Dashboard?" to Yes, and then toggle "Allow staff to download contract on 'Summer info' page?" to Yes as well.
Custom Fields
CampSite profile pages come with a standard set of fields for storing data. To store additional data not included in our standard fields, camps can create their own "custom" fields.
Admin users then enter data into those fields from the profile page; in mass by editing an Advanced Report; or by importing a .CSV. Click here to learn more about all 3 methods of inputting data into custom fields.
Note that end users cannot see custom fields, with one exception - click here to learn more.
For example, all camper profile pages include the basic data fields shown in annotation #1 above. Annotation #2 shows examples of "permanent" custom fields for storing a camper's alumni ID, and whether or not the camper's been sent a welcome packet.
In this article, learn about:
Creating Custom Fields
Custom fields are managed from the Admin page, within the respective module tab. For example, the screenshot above shows custom fields for Camper profiles.
Custom Field Scopes
There are different types (i.e. "scopes") of custom fields for each type of profile page. The scope determines how frequently data is stored within the field and thus where the field appears on the profile page.
The following Custom Field scopes can be created for the following profile page types:
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Family Profiles
- Permanent Custom Fields
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Camper Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Session Custom Fields
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Staff Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Session Custom Fields
- Salary Information Custom Fields
- Salary Amount Custom Fields
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Alumni Profiles
- Permanent Custom Fields
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Group Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Event Custom Fields
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Guest Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Event Custom Fields
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Donor Profiles
- Permanent Custom Fields
- Yearly Custom Fields
Permanent field: Only one value can be stored for each person. This type of field is available for Family, Camper, Alumni, Staff, Group, Guest, and Donor profile types. Only permanent fields can be set to be visible on the Parent or Camper profile page. No other form scopes can be set to be visible on the login dashboard. Permanent custom fields cannot be set as visible on the login dashboard to any other profile type except Family and Camper profiles.
Yearly field: One value can be stored per database year, for each person. This type of field is available only to Camper, Staff, Group, Guest, and Donor profile types.
Session field: One value can be stored per session, per year, for each person. This type of field is available only to Camper and Staff profile types.
Event field: (for CampSite's Events module) One value can be stored per event, per year, for each group or guest. This type of field is available only to Group and Guest profile types.
Salary field: (for CampSite's Staff module) One value can be stored per year, within the Salary details tab of a staff person's profile. Both types of Salary custom fields are also protected by the "Salary details" admin user permissions, to control which admins have access to the data in these custom fields. Click here to learn more. Also, "Salary amount" fields are summed together for a salary total. Click here for full details on Staff Salary fields. This type of field is available only to Staff profile types.
For example, in the screenshot above, Camp Firewood created a yearly custom field to record a camper's "swim level." This allows admins to store a separate swim level value for each year.
Adding a New Custom Field
- Select the tab that corresponds with which profile pages you want to create the custom field for
- Select the Custom fields side-tab
- Click the link to + Add new custom field
- Name the custom field.
- Choose the input 'type', which determines how you'll input the data you enter into this field. Read more about each type here.
- Choose the 'scope' of how frequently you need to store data in this field.
- Provide additional details (based on the scope you selected)
- Click Submit to create the custom field.
Editing, Rearranging, and Deleting Custom Fields
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Edit the overall settings for a custom field by double clicking the pencil icon.
Note: Not all details are editable after the field has been created. - Rearrange the order that custom fields appear in on the corresponding profile page.
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Permanently delete a custom field by double clicking the delete icon.
Note: You cannot delete a custom field if there's data stored in it currently. If you delete all data stored within the field, you can then delete it.
Tip: You can delete custom field data in mass by editing the field from an advanced report and replacing the current values with a blank value instead. Click here to read about editing custom fields from a report.
Custom Fields on the Profile Page
The location of a custom field on a person's profile depends on the scope.
Permanent Custom Fields
Permanent custom fields are stored on the main tab of a person's profile page, e.g. the 'Basic Info' tab for Campers.
Yearly Custom Fields
Yearly custom fields are stored within each year tab, then within a sub-tab titled Custom fields.
Session Custom Fields
To find session custom fields (for Campers or Staff), select a year tab, then a session tab, then the sub-tab titled Custom fields.
Entering Data into a Custom Field
Admins can enter data into a custom field one person at a time (via their profile page), or in mass via an advanced report.
Custom field data can also be imported via spreadsheet - click here to learn more.
Via an Individual's Profile
Edit/insert custom field values the same way you edit other profile fields.
Double click directly on the current value or the word 'edit...'
Insert/edit a value into the input field and click Ok to save.
Note that the type of input field available is based on 'type' that was selected when the custom field was created.
Custom Fields in Advanced Reports
Add the custom field to an advanced report and then activate the Edit function.
For instructions on how mass edit data through an Advanced Report, click here.
Import Custom Fields
You can also add custom field values in mass by uploading a .CSV with those values.
For help on how to import data into CampSite, click here to read our "Import Data" article.
Parent Dashboard
Custom fields for the Family profile page have a 'visibility' setting that controls whether this field is visible (either read-only, or editable) by the parent when logged into their parent dashboard.
When visibility is 'none', the field does not appear on the parent dashboard and is admin-only, like all other custom fields.
Primary parents can access visible custom fields by opening the "My Account" page, selecting the "Family info" tab, and viewing the "Other information" section.
Family profiles can only use the Permanent custom field type, so only Permanent fields that are set to be visible to the parent Dashboard will appear on the Parent Dashboard > "My Account" page.
Permanent Custom Fields on the Camper level can also be seen on the Parent Dashboard when set to be visible. When set as such, these can be seen under the Parent Dashboard > "My Account" page > Camper info > Click on a Campers name.
Staff Salary Fields
In addition to the traditional scopes (permanent, yearly, and session), the Staff module also includes custom fields for storing more salary information. All staff salary custom fields appear within the "Salary details" tab of the Staff profile page along with their basic salary information and staff charges.
There are 2 types of salary custom fields: those for storing "Salary information", and those for "Salary amounts".
Note that both "Salary amount" fields are also protected by our existing "Salary" admin user permissions.
- If a user does not have "Salary" permissions for Staff, they cannot access these Salary fields on the staff profile page.
Salary information fields
Salary information fields are for storing additional salary-related information. You can create any type of field - yes/no, dropdown, small text, etc., and these fields appear and function like all other custom fields.
For payment amounts, use salary amount fields.
Custom salary information fields appear in a separate table, in the middle of the Salary details tab of the Staff profile page. Double click the current value/"edit..." to change insert or edit a value as needed.
Salary amount fields
Salary amount fields are for money/decimal amounts only, and are displayed as line items on the Salary tab of the staff person's profile page. They're then summed together with the staff person's "Base salary" to calculate their total salary.
Select "Salary amount" as the scope. Note that the "Type" will be locked as Money/Decimal. If you need to store non money/decimal data, create a "Salary information" field instead.
Next, select whether or not the salary amount you'll record in this field is taxable.
- All fields where Taxable = Yes will be summed together on each Staff person's profile for a 'Total taxable salary' and total 'Adjusted taxable salary' amount.
- All fields where Taxable = No will be summed together on each Staff person's profile for a 'Total salary' and total 'Adjusted salary'
Salary amount fields can also be re-arranged to control the order in which they appear on the Staff profile page.
Click the rearrange icon and then drag & drop each field into the desired order.
Custom salary amount fields appear in the bottom section of the Salary details tab of the Staff profile page.
Double click the current value/"edit..." to insert or edit a value as needed.
Total and Adjusted Salaries
CampSite will autocalculate the Total Salary; Total Taxable Salary; Total Charges; Adjusted Salary; and Adjusted Taxable Salary amounts at the bottom of the salary amounts table.
To learn how these amounts are calculated, click here to read our support article on the Salary details tab.
Departments
- Indicate new staff members with bolded tile border
- Staff departments by session? (Changing staff departments from yearly to session, or vice versa, will delete any departments, titles and title assignments that currently exist-- if you'd like to copy your department + title to 'session' mode before switching in order to preserve the history, please contact our support team before switching modes.)
Documents
Generate custom PDFs that contain merged data from a person's CampSite profile.
First, create a Document template to customize which fields of data will populate on to the PDF and stylize it to your liking (you can even embed profile pictures into each Document, too).
Then, generate a single Document via someone's profile page or a batch of documents for everyone populating on an advanced report.
Common uses for a Document include:
- Printing information from CampSite to store on paper (like a "hard copy" of each camper's Enrollment Form)
- Creating physical documents to distribute to others (like a "Camper information sheet" to hand out to counselors)
In this article, learn how to:
Create a Document template
Navigate to the Admin settings page.
- Select the appropriate module
- Select "Documents"
- Click "Add new document"
Provide the overall settings for the Document:
- Name the Document
- Specify the desired PDF width (in inches)
- Specify the desired PDF height (in inches)
- Submit
Add Content to the Document
Next, create the content that appears on the Document by double clicking the pencil icon to the left of the Document name.
Use the text editor to type text that should appear on the Document, or paste content from external sources. Merge in data from the person's profile page, and/or their profile photo.
To demonstrate, here's an example of the content for a camper Document called "Printed Enrollment Form."
Above, plain text (which appears in black) precedes each merge field (which appear in blue). When generated, the document will display the same plain text for every camper, but the merge fields will produce personalized data from the camper's profile (E.g. "Name: Rolando").
See the "Document PDF" below for a screenshot of how the "Printed Enrollment Form" Document will look when it's generated for a specific camper.
Document Settings
- Double click to edit the body of the Document
- Double click to duplicate the Document
- Double click to preview the Document
- Double click directly on the name to change it
- Double click directly on the the width to change it
- Double click directly on the the height to change it
- Double click to delete the Document
Generating a Document
After a Document template is created, the Document can be generated for an individual or in mass.
Generating an Individual Document
Generate a Document for one person via the Action Menu on the person's profile page.
For example, to generate a camper Document for an individual camper, go to the camper's profile page and:
- Open the Action Menu dropdown
- Click "Generate document"
A pop-up window will display all the Documents that exist for this type of account (e.g. in the screenshot above, we're seeing all camper Documents).
Click the name of the specific Document you wish to generate and a PDF will be created. Depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
Document PDF
For example, here's what the "Printed Enrollment Form" Document from above looks like when generated.
See how the merge fields are populating information specific to Rolando.
Generating Documents in Mass
Generate a Document for multiple people at once via the Advanced Reports page.
First, create an Advanced Report that contains all of the individuals you wish to generate a Document for.
Click the Documents button in the report toolbar.
- Choose whether or not to insert page breaks between each Document
- Click on the name of the Document you wish to generate
A confirmation message will display at the top of the screen to confirm that CampSite has begun generating your Documents. Once they've been generated, you'll receive an e-mail with from CampSite containing a link to download all Documents that were generated.
Within the e-mail that's received, click the button that says "Click here to download" and a .zip file containing all of the Documents will be downloaded to your device.
Labels
Generate custom labels that contain merged data from a person's CampSite profile.
First, create and save a custom label template that contains the data you wish to populate onto the label. Then, generate a single label for one person (from their profile page); or, a sheet of labels for multiple people (from an advanced report).
Note that all CampSite databases come included with a mailing label. Common custom Labels that camps typically create include name tags, transportation tags, and backpack labels.
Learn how to:
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Printing Tip |
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When printing out a sheet of generated labels, make sure your printer "scale" setting is set to "actual size" or 100%. Do not select “Fit to Page” or your device will resize the labels, causing them to not align correctly when printed. |
Create a Label
1. Navigate to Admin
Navigate to the Admin settings page.
2. Add a New Label
- Select the appropriate tab
- Open the "Labels" side-tab
- Click "Add new label"
- Provide a name for the label
- Select the label format*
- Submit
*Select from the list of label formats we currently support. If you're using a different label, click "My format isn't listed" and send us the label specs. If there's high demand for that type of label, we'll work to add it in a future release.
3. Edit the Label
Next, to add content to the label, double click the pencil icon to the left of the label name.
Use the text editor to type plain text that should appear on every label. Click "Add merge fields" to merge in specific data from the person's profile page, and/or their profile photo.
Use the toolbar to stylize your text, embed images, etc.
To demonstrate, here's an example of a camper Label called "Bus Tag":
Above, plain text (which appears in black) precedes merge fields (which appear in blue). When generated, the label will display the same plain text for every camper, but the merge fields will produce personalized data from the camper's profile (E.g. "Bunk Name: Group 7-A").
See the "Label PDF" below for a screenshot of how the "Bus Tag" label will look when it's generated for a specific camper.
Manage Labels
- Double click to edit the name, body, and format of the Label
- Double click to duplicate the Label
- Double click to preview the Label
- Double click to delete the Label
Generate Labels
Generate a label for a single person or for multiple people at once.
Generate an Individual Label
Generate a label for one person via the Action Menu on the person's profile page.
For example, to generate a camper label for an individual camper, go to the camper's profile page,
- Open the Action Menu dropdown
- Click "Generate label"
Next, select all available labels depending for this type of account (e.g. all saved Camper labels when generating a label for a camper).
Click on a label and CampSite will generate a PDF with the label for you to save or print. Depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
Example Label
For example, here's what the "Bus Tag" label from above looks like when generated.
See how the merge fields are populating information specific to Sandra.
Generate Labels in Mass
Generate a sheet of labels for multiple persons at once via an advanced report.
First, create a report so that your results contain everyone you wish to generate a label for.
Then, click the Labels button above the report results.
Next, select which label you wish to generate for everyone in your report results.
CampSite will begin generating your labels as a PDF and then send them to you via email (to the address that you use to log into CampSite with).
Look for an email with the subject line, "Your labels '_____' are ready!"
Open the email and click the "Click here to download" button top download the PDF of labels that were generated.
Again, depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
Events (Automated Tasks/Emails)
For Campers, Families, and Staff, use "Events" to automatically send an email or create an admin task each time a specific event occurs.
For most events, choose whether the email/task is created immediately, or so many days later.
The types of events that trigger an email/task differ per module:
Campers
Families
Staff
How Events Work (In General)
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Camper Events
Note that all emails triggered by a camper event will appear on the camper's profile, even if sent to the parents. Tasks will appear on the family's profile.
Non-enrolled camper status
- Trigger an email or task based on camper enrollment inactivity.
- Send a saved camper email to any of the camper's parents or create an admin task when a camper has not become enrolled after X many days since their account was created.
Note: A camper must become enrolled to not trigger this event. Even if they submit the enrollment form but are waiting for your camp to approve their request; or, they submitted a request that was waitlisted, the email/task will still be created.
For this reason, this event is best suited for camps using automatic processing mode or those using manual processing mode & approving requests the same day they're received.
Camper birthday
Trigger an email or task for an enrolled camper's birthday.
- Send a saved camper email to the camper's parents or the camper themselves on their birthday.
- Create an admin task X days before the camper's birthday. The task will always be dated/due on their actual birthday.
Note: This event applies only to campers enrolled for the current enrollment year. If your camp has 2 database years open, they must be enrolled for at least one of the two.
Family Events
Request for Information Form Submission
Trigger an email or task after a family submits your Request for Information form.
- Select whether to send a saved family email or create an admin task immediately (i.e. as soon as the form is submitted), or X many days later.
- It doesn't matter if the family's camper has already been enrolled - the email/task will still be created.
New Family Enrollment Form Submission
Trigger an email or task after a family submits your New Family Enrollment form.
- Select whether to send a saved family email or create an admin task immediately (i.e. as soon as the form is submitted), or X many days later.
- It doesn't matter if the family's camper has already been enrolled - the email/task will still be created.
Note: that Step 1 of the Camper Setup Wizard also allows you to automate a submission confirmation email when these forms are submitted, so creating a Family event to send a saved email 'immediately' could be redundant.
Staff Events
Inactive staff application
Trigger an event based on staff application inactivity.
- Send the applicant an email or create an admin task when an applicant who's not yet hired has not updated their staff application after X many days since their account was created.
- If the applicant is hired before the action was triggered, the email/task won't be created.
Note: This event is triggered by application inactivity. If the applicant has finished their application and therefore has had no application activity, but your camp has hired them yet, the email/task will still be created.
Staff birthday
Trigger an email or task for a hired staff person's birthday.
- Send an email to the staff person on their birthday.
- Create an admin task X days before the staff person's birthday. The task will always be dated/due on their actual birthday.
Note: This event applies only to staff hired for the current hiring year. If your camp has 2 database years open, they must be hired for at least one of the two.
Lead Statuses (Staff)
Manage which lead statuses are available to apply to non-hired staff.
For a refresher on how lead statuses work, click here to read our FAQ.
To access Lead Statuses, go to Admin>Staff>Lead Statuses.
From here, you may:
*Custom statuses only.
**If the status is not currently applied to a staff (in any database year).
Add a Status
Your database comes with the status of Fired, Lead, Pending and Quit. To add another status, click + Add new lead status....
Enter a name for the status and select a color. This color will be applied to the staff person's name/lead status throughout CampSite as a quick visual aid.
Edit a Status Color
Note: You may only edit the lead status color for custom statuses your camp has created (not the standard statuses that come included).
Double click the current color for a custom status to change it.
Delete a Status
A status can be deleted from your database if it's not currently applied to any staff (under any database year).
Double click the delete button on the far right to delete the status from your database.
Editing a Staff Person's Lead Status
To edit an individual staff person's lead status, navigate to their profile page and double click on their current lead status to edit.
Or, you can edit lead statuses in mass via an Advanced Report - click here to learn more.
Medical
Staff Medical Settings
Manage the Medical module settings for Staff via the Medical side-tab of the Staff Admin page.
- Select whether or not to make the health history forms available on the Staff Dashboard
- Add a due date to the medical forms
- Select whether or not to allow staff to access the health history forms before they're hired.
- Customize the configuration of your staff health history forms
Health History Form configuration
The Staff Health History Form is, by default, organized into four pages, each containing different sections that capture various types of medical data about the staff person. You can customize the presentation of this form by showing or hiding sections, grouping sections into different pages, adding custom instructions, and editing the name of each page.
For each part, or page, of the health history form:
- Re-arrange the order pages are presented in by clicking the re-arrange icon and dragging & dropping
- Double click to edit the settings for the page
- Click the name of the page to expand and manage the question sections on this particular page
Editing a Page
Double click the pencil icon to edit a particular page.
Once inside the modal you can:
- Change the name of the form.
- Add instructions to the header of this page.
- Save and apply your changes.
Managing the Question Sections within a Page
Click the name of the page to expand the question sections on that page.
For each question section:
- Re-arrange the section order by clicking the re-arrange icon and dragging & dropping
- Double click to edit the settings for the section
- View whether the section is actively displaying on this page of your health history form.
Editing a Question Section
Double click the pencil icon to edit the settings for a particular section of questions.
Once inside the modal you can:
- Choose whether or not to display this section on the form. If Active? = Yes, the section will be visible on the form; if Active? = No, the section is not visible on the form.
- Add instructions to the header of this particular section of questions.
- Save and apply your changes.
Note that you cannot edit the individual questions that come provided within each section. If you wish to remove certain questions that come provided, you can disable the entire section the question exists within (by making the section inactive).
To add custom questions to your health history form, go to the Medical dashboard.
Miscellaneous
Control which leads populate in the Staff Lead Browser.
Choose whether to populate only "new" staff in the Lead Browser. When set to 'Yes', the staff Lead Browser will only show staff who first applied for the year selected.
- This means that staff who submitted an application but have applied in years prior will not appear in the Lead Browser.
Notes Categories
Admin users can record internal notes via the "Notes" tab on each profile page in CampSite.
Each time a note is created, it's assigned to a specific note category. Camps can create/manage their preferred note categories via the Notes admin settings for their database.
Control which admin users are allowed to read/edit/create notes within each category via the note category settings.
Each module has its own Notes settings on the Admin page. First, select a module tab (e.g. Campers; Families; Staff); and then select "Notes" from the sidebar menu underneath.
From the Notes page, admins can:
Note: Admin users cannot access the "Notes" admin tab outlined in this article unless they have the Notes admin user permission for the corresponding module. Click here to learn more about user permissions.
Add New Categories
First, click the "Add new category..." link.
Next, type the name of the category; select which admin users are permitted to read/edit/create the notes in this category, and click the add the category.
Edit Categories
Change a category name and/or edit which users are allowed to access notes within the category.
Double click the pencil icon for the category you wish to edit.
- Type a new name to change the current category name
- Select which users can read/edit/create notes for this category
- Click "Edit category" to save changes
Delete Categories
Double click the red delete button to delete a category. If a category has notes in it, you cannot delete that category.
References: Communication
Control whether an applicant's references are emailed the reference form automatically, and customize your communication with references.
- To manage the questions that appear on the reference form, navigate to Staff Setup Wizard Step 6: Staff reference questions instead.
Send an e-mail to the reference when the applicant creates them on the application
Choose whether to automatically email references a link to your online reference form.
When set to Yes, as soon as the applicant submits the References page of their application, the reference(s) they entered will receive an email with the form link.
When set to No, admins must manually trigger the reference form email by double clicking the email icon for the reference on the References tab of the applicant's profile page.
Text of e-mail that reference receives
Customize the body of the email that's sent to references when the reference form email is triggered (whether manually or automatically).
See above for an example of the reference email. Below your custom text, CampSite will autopopulate the link to the reference form.
Reference form header text
Add custom header text to the top of the online reference form, e.g. to provide instructions or context to the reference completing the form.
Reference form 'Thank you' confirmation message
Customize the confirmation message that appears after a reference successfully submits the reference form.
Saved Emails
Save emails in your database to easily resend later, or to send automatically when certain forms are submitted.
- Emails cannot be sent from here. To send a saved email, navigate to the recipient's profile page and select 'Send an email' from the Action Menu; or, send a mass e-mail to everyone populating on an Advanced Report.
To access saved emails, navigate to Admin, select the appropriate module tab, and then select Saved e-mails.
From this tab, you may:
- Compose a new saved email
- Edit a saved email
- Manage saved email categories
- Remove a saved email
- Review scheduled emails
This article will demonstrate with camper emails but all the information below applies to all other emails (family, staff, alumni, etc.) as well.
Compose a new saved email
To create and save a new email message in your database, click + Compose a new saved e-mail...
For help on how to compose an email, please click here.
- Emails cannot be sent from here. To send a saved email, navigate to the recipient's profile page and select 'Send an email' from the Action Menu; or, send a mass e-mail to everyone populating on an Advanced Report.
Edit a saved email
- To edit the saved email name or category, double click the pencil icon.
- To edit the email message, click the email name.
Duplicate or preview an email
- To duplicate the email, double click the copy icon.
- To preview the email, double click the magnifying glass icon.
- To view the mass email statistics, double click the bar graph icon.
- To learn more about email statistics, click here.
View mass email statistics
To view the mass email statistics, double click the bar graph icon.
- To learn more about email statistics, click here.
Manage saved email categories
Saved emails are assigned to a specific email category, for organizational purposes. Create email categories first, then save emails within them.
- Create a new category by clicking + Add new saved camper email category...
- Edit the name of a category by double clicking the pencil icon
- Delete a category by double clicking the delete icon
- A category cannot be deleted if it contains emails. The standard 'uncategorized' category also cannot be removed.
Remove a saved email
- Archive a saved email to hide it without removing it completely.
- Delete a saved email to permanently remove it from your database.
Emails can be un-archived, but they cannot be un-deleted.
Archive emails
Archived emails will be hidden on the Saved Emails tab and also will not appear in the 'Saved emails' dropdown menu when sending an email. Unarchive an email any time and it'll appear in both locations again for you to send in the future.
If you have multiple emails to archive, use the mass archive function. Otherwise, archive one email at a time.
Archive emails in mass
Click the "Mass archive saved e-mails" link.
Select which emails to archive. Use the 'select all' links under each category to checkmark all emails; or, checkmark emails one at a time.
Click "Archive saved e-mails" to archive all selected emails.
Archive an individual email
- Double click the pencil icon to edit the email
- Click Archive this e-mail
Unarchive emails in mass
First, click to show at least one category of archived emails.
Next, click the "Mass unarchive saved e-mails" link.
Select which emails to unarchive. Use the 'select all' links under each category to checkmark all emails; or, checkmark emails one at a time.
Click "Unarchive saved e-mails" to archive all selected emails.
Unarchive an individual email
Click the link to show archived emails.
Double click the pencil icon to edit the email you wish to unarchive.
Click unarchive this email.
Delete emails
If an email hasn't been sent yet, delete it by double clicking the delete button on the far right.
Deleting a saved email that's been sent already
If the delete button is greyed, the email has been sent already. To delete a sent email, archive it first. Then, delete it from the archives.
Review scheduled emails
Mass emails can be scheduled to send at a future day/time, to a saved advanced report. CampSite will generate the report at that time and automatically send the saved email to everyone who populates in the report results. Click here to learn how.
To manage/cancel pending scheduled emails and also view a log of all sent scheduled emails, click the "schedule emails" link.
1. Pending scheduled e-mails
Pending scheduled emails have not been sent yet.
View the date + time the email will be sent; the name of the saved report it will be sent to; and which saved email will be sent to all those who populate on the saved report.
To cancel a pending scheduled e-mail, double click the delete icon on the far right.
Double click the pencil icon to to update the type of e-mail; date + time; and the selected recipients.
2. Sent scheduled e-mails
View a log of all scheduled emails that have already been sent.
View the date + time the email was sent; the name of the saved report it was sent to; and which saved email was sent to all those who populated on the saved report.
To view the email statistics for a sent scheduled e-mail, double click the statistics icon.
Saved Text Messages
Save text messages in your database to easily resend later.
- Texts cannot be sent from here. To send a saved text, navigate to the recipient's profile page and select 'Send a text message' from the Action Menu; or, send a mass text to everyone populating on an Advanced Report.
To manage the saved text messages in your database, navigate to Admin, select the appropriate module tab, and then select Saved text messages.
From this tab, you may:
Manage saved text message categories
Saved texts are assigned to a specific text message category, for organizational purposes. Create text message categories first, then save texts within them.
- Create a new category by clicking + Add new saved camper email category...
- Delete a category by double clicking the delete icon
- A category cannot be deleted if it contains text messages - remove all texts from the category to delete it.
- The standard 'uncategorized' category also cannot be removed.
Compose a new saved text message
To create and save a new text message in your database, click + Compose a new saved text message..
For help on how to compose a text, please click here.
- Texts cannot be sent from here. To send a saved text, navigate to the recipient's profile page and select 'Send a text message' from the Action Menu; or, send a mass text to everyone populating on an Advanced Report.
Edit a saved text message
- To edit the name or category, double click the pencil icon.
- To duplicate the text message, double click the copy icon.
- To preview the text message, double click the magnifying glass icon.
- To edit the text body, click the text name.
Remove a saved text message
- Archive a saved text to hide it without removing it from your database completely.
- Delete a saved email to permanently remove it from your database.
Texts can be un-archived, but they cannot be un-deleted.
Archive a saved text message
Archived texts will be hidden on the Saved Text Messages tab and also will not appear in the 'Saved text messages' dropdown menu when sending a text. Unarchive a text any time and it'll appear in both locations again.
1. Double click the pencil icon to edit the text message
2. Click Archive this text message
Unarchive a saved text message
Click the link to show archived text message(s).
Double click the pencil icon to edit the text message you wish to unarchive.
Click unarchive this text message.
Delete a saved text message
If a saved text hasn't been sent yet, delete it by double clicking the delete button on the far right.
Deleting a saved text that's been sent already
If a saved text has been sent already, the delete button will be deactivated to prevent you from deleting it.
You can still delete the text message if you archive it first, and then delete it from the archives.
Send a saved text message
Send a saved text message to an individual family or staff person via the action menu of their profile page, or send a mass text to multiple families/staff at once via Advanced Reports.
Staff Dashboard
From the Staff Dashboard settings, you can add custom text to the dashboard; enable/manage the 'Summer Info' page of the dashboard, and enable the mobile friendly Staff Dashboard layout.
To access your Staff Dashboard settings, navigate to Admin > Staff > Staff Dashboard.
Page Headers
Customize the text that appears:
- On the homepage of the Staff Dashboard
- At the top of the Forms page of the Staff Dashboard
Summer Info Page
Choose whether to enable an additional page on your Staff Dashboard, called 'Summer Info.'
If enabled, control which information displays on that page, and add custom text/content.
1. Set Show 'Summer Info' page to 'Yes' to display this additional page on your Staff Dashboard
2. Select whether to display the 'Summer Info' page to hired staff only.
If no, those applying/applied but not hired will see this page as well.
3. Select whether to allow staff to download their contract (if generated)
4. Select whether to show hired staff their assigned position, department, and title
5. Select whether to show hired staff which sessions they've been hired for
6. Add custom text/content, including links and linked documents, to the top of the Summer Info page
Summer Info Page - Example
Here's an example of how the Summer Info appears on the Staff Dashboard:
Enable the Responsive Staff Dashboard
Our responsive Staff Dashboard has a mobile friendly design that allows staff to easily access and use their dashboard from a mobile device.
Use the 'Enable responsive Staff Dashboard?' setting at the bottom of this tab to enable this layout for your dashboard.