Campers Setup Wizard
Campers Wizard - Step 1: Request for information + New family enrollment form setup
Parents use the "Request for information" and "New family enrollment" forms to create their family's account for your Parent Dashboard.
Both forms come with basic questions included, which you can customize by rearranging the order they appear in and whether they actively appear on each form.
Add additional custom questions to both forms, and also customize the header text that appears at the very top of each form (for important information or additional instructions, etc.)
To manage your Request for information + New family enrollment forms, navigate to Step 1 of the Camper Setup Wizard within the Campers Admin tab.
From Step 1, you may:
What's the difference between the two forms?
Both forms allow parents to create an account, but the forms differ in how parents are redirected after each form is submitted.
- After submitting the New Family Enrollment Form, the parent is immediately logged into their account and presented your enrollment form to complete.
- After submitting the Request for Information Form, the parent is presented a confirmation message and offered to return to your camp's official website. At this point, the family is waiting to be contacted by your camp before moving forward with enrollment.
For more information about these two forms (with examples), please click here.
Form Setup
First, select the correct tab on the left sidebar menu depending on which form you want to edit.
For either form, you'll find the following settings:
- Customize the Header Text that displays at the top of the form
- Customize the questions that are asked on the form
- Apply additional settings
Note that there's no preview function for these forms. To see how the forms appear, visit the actual forms by following the appropriate links.
Header Text
Add custom text/content to the header area of each form. This can be used to provide useful information, instructions, external links, etc. that you wish to present to families before they start completing the form.
Type content into the textbox and use the toolbar to format the content as needed (e.g. embed images, links, change font colors, etc.)
Save changes when finished.
Section order
The "section order" lists the questions that come included on the form, which are organized into different sections.
Customize how these questions display by rearranging the order each section appears in, and/or toggling whether an entire section actively appears on the form.
- Click + drag to rearrange the order in which each section of questions appears on the form.
- Double click to expand a section and customize the individual questions within that section.
- Enable/disable an entire section of questions by changing the "Active" status for the section.
- To edit, double click the current Yes/No setting, change it as needed, and click Ok to save.
- "Yes" = the section of questions is actively displaying on your form.
- "No" = the section of questions is not displaying on your form.
- Save any changes made on this page
Manage Individual Questions
Expand a question section to display the built-in questions that exist within that section.
Note that you cannot edit the actual wording of the built-in questions on this form. You can, however, rearrange questions, make certain questions mandatory, or remove certain questions from the form by making them not active.
To add custom questions to the form, click "Family Questions" or "Camper Questions" in the left sidebar menu. Click here to learn more.
- Click + drag to rearrange the order in which each question appears on the form.
- View the name of the question.
- Manage whether the question is mandatory.
- Double click the current "yes" or "no" setting to edit as needed.
- Manage whether the question is actively displaying on your form.
- Double click the current "yes" or "no" setting to edit as needed.
Note that you can also add additional custom questions, beyond those that are built-in, using the correct tabs on the left sidebar menu.
Additional Settings
- Select which one of your saved Family E-mails should be sent every time a family submits the form
- Select whether to include the family's Parent Dashboard login credentials in their submission confirmation e-mail
- This setting only applies to the Request for Information form. Credentials are always attached to the confirmation email for the New Family Enrollment form.
- If no, parents will have to contact your camp and have an administrator issue a password in order to access the Parent Dashboard.
- If yes, parents will receive their credentials within the confirmation email so they can access the Parent Dashboard without an admin's help.
- For camps using our Text Messaging module, select whether to ask parents to opt-in to text messages when creating their account
- Save any changes made on this page
Add Custom Questions
Add additional custom questions to these forms by creating "Family questions" and/or "Camper Questions" via the sidebar menu.
Family Questions are asked only once, while Camper Questions are asked once per camper.
- Remember that families only complete your Request for Info or New Family Enrollment forms one time (to create their account), so they'll only answer your custom questions one time as well.
- If you have questions that need to be filled out every time a camper enrolls, they should be created as Enrollment Questions on Step 8 of the Setup Wizard instead.
- Select family or camper questions
- Add a new question
- Click + drag to rearrange the order in which questions appear
- Edit an existing question by double clicking the current question text, making your changes, and then clicking Ok to save.
- View the response type for the question. To edit, click once.
- View whether the question is mandatory. To edit, double click the current Yes/No setting, make your changes, and click Ok to save.
- View whether the question is actively displaying on your form. To edit, double click the current Yes/No setting, make your changes, and click Ok to save.
- Permanently delete a question
- Questions cannot be deleted if they've already been answered. Instead, make the question not active to remove it from your form.
- Save your changes
Note: In order for custom Family or Camper questions to appear on either form, these question sections must be active under the "section order" settings for the form.
CAPTCHA
Enable a CAPTCHA prompt on the Request for Information and New Family Enrollment Forms to prevent spam or bot submissions of either form. Users completing the form must prove they're not a robot before they can submit.
For now, enabling CAPTCHA for the Request for Information and New Family Enrollment forms will also enable CAPTCHA for the Staff and Donor modules (if you have those as well), though we plan to create separate CAPTCHA settings for each module in the future.
To enable CAPTCHA:
- Select Yes from the dropdown menu.
- Click to save your changes.
Note: This should be set to 'No' unless your camp is receiving spam submissions.
CampSite's CAPTCHA uses Google's latest reCAPTCHA technology. To learn more, click here.
Campers Wizard - Step 2: Sessions
Sessions indicate the time frames when campers attend camp. On Step 2, create all of the different sessions you plan to add to your enrollment form. Then on Step 9, add these sessions to your enrollment from by select them when creating an enrollment option.
- Sessions aren’t visible on your enrollment form until they’re built into an enrollment option.
- Think of Step 2 as the internal “master list” of all the sessions you'll offer.
- Control which sessions appear on your enrollment form by managing your enrollment options on Step 9.
To manage your sessions, navigate to Step 2 of the Camper Setup Wizard within the Campers Admin tab.
From Step 2, you may:
- Add a session
- Edit a session (including group capacities)
- Delete a session
Important Note:
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To add a new session to your enrollment form, create the session on Step 2, then go to Step 9 and add the session to an enrollment option. |
Add a New Session
Sessions should correspond with the different timeframes campers can choose to attend. For example, if you allow campers to sign up for individual days of the week, create a session for each day they can select. If you're running a week-long program where campers attend the full week, create a session that spans that entire week, so on and so forth.
- Select the appropriate enrollment year
- Click +Add session...
Provide the name, start/end date and time, the maximum capacity (to limit how many campers, overall, may enroll for the event), and select the 'Active Days' on which campers will attend camp for this session.
If you need to enter custom active days, you may do so by editing the session after it's been created. You may also configure sub-capacities ("group capacities") by editing the session after it's created.
The new session will now appear on Step 2, and you can now build the session into an enrollment option on Step 9 so that the session appears on your enrollment form.
Edit a Session
Note that you may edit a session at anytime, even if registration has already begun. Any changes you make will apply to new registrations that occur from that point forward.
Double-click the pencil to edit a session.
Session Details
Edit the session details as needed.
- Using the calendar, manage the individual "active days" for the session
- Manage sub-capacities, i.e. "group capacities" for the session
Active Days
Active days refer to the days on which campers report to camp for this particular session.
Note: The "Active days" setting is for admin reference only, and is only relevant to the Attendance, Medical, and Transportation modules. If you do not have these modules, the "active days" setting is irrelevant.
- On the inactive days for a session, the Attendance module will not prompt for attendance check-ins; the Medical module will not prompt for medication deliveries; and the Transportation module will not generate bus rosters.
Using the calendar, click on a date to activate/deactivate that day of the session. If a date is green, it's active. If a date is grey, it's not active.
Apply your changes by clicking "Update session."
Session Group Capacities
Create group capacities to limit how many campers of a certain age, gender, and/or grade level may enroll for the session.
Note: Group capacities limit how many can enroll. They do not restrict who is eligible to enroll. For example, having a group capacity for K-3rd graders does not mean that 4th and up can't enroll; it just means you're limiting how many K-3rd graders can.
To restrict who can enroll, you need to add restrictions to the enrollment option(s) that contain this session. Enrollment options (and their restrictions) are managed on Step 9.
Add Group Capacities
Click + Add group capacity...
Select a capacity amount and the appropriate gender/age/grade filters (select multiple filters if needed). For example, in the screenshot above, the session is limiting only 25 spots for campers grades K-1st.
Click 'add group capacity' when finished. Add additional group capacities as needed.
Edit/Delete a Group Capacity
Group capacities can be edited or removed at anytime (even after enrollment has begun).
- Double click the current capacity amount to adjust it
- Remove a capacity by double clicking the delete button
Note that group capacity criteria cannot be edited. Instead, delete the capacity and add a new one with the correct criteria.
Delete a Session
Deleting a session serves to permanently remove it from your CampSite database.
- If your intention is to remove a session from your enrollment form, you may do that via Step 9, not via Step 2. On Step 9, archiving or deleting the corresponding enrollment option will prevent parents from seeing it when enrolling their camper(s). Click here to learn more.
To delete a session, double click the red delete button.
When the delete button is grey, it indicates that the session cannot be deleted. A session can't be deleted if it's built into an enrollment option/transportation session group or a staff applicant has been hired for it. To see exactly where/how a session is being used, hover over the grey delete button and wait for the tool tip to open.
Campers Wizard - Step 3: Transaction Categories
Transaction categories allow you to organize the transactions within your CampSite database into certain categories, for reporting purposes.
Every transaction in your database is labeled with at least 1 transaction category. Admin users can then filter financial reports by transaction category to generate more specific financials on a per category-basis.
For example, create a"Merchandise" category for all of your merchandise enrollment extras to report on the payments you've received for merchandise specifically.
To manage your transaction categories, navigate to Step 3 of the Camper Setup Wizard within the Campers Admin tab.
How do transaction categories work?
First, create various transaction categories on Step 3 to reflect the different types of transactions you expect to generate. Then, designate these categories to certain enrollment-related transactions you configure (e.g. tuition plans, enrollment extras, enrollment discounts, deposits).
When a camper enrolls and those transactions are posted, they'll automatically be labeled with the category you specified when setting up the transaction. Transaction categories are also used when admins create new transactions manually (via the family's profile).
Add a New Transaction Category
Click + Add a new transaction category...
Name the transaction category, optionally, assign a ledger code. Ledger codes are also included in financial reports.
Select which enrollment year(s) the category is relevant and then click "Add transaction category" to save your changes.
The new transaction category will be added to your database. To apply the transaction category to certain enrollment form transactions, navigate to the corresponding setup wizard step and edit the "Category" settings for the transaction (e.g. tuition plans, enrollment extras, enrollment discounts, deposits).
Edit a Transaction Category
Edit the name, ledger code, or enrollment years for a transaction category by double clicking the corresponding pencil icon.
Note: "Tuition" and "Cancellation fee" are built into your CampSite database so you cannot edit the name or delete either category.
Also, you can't disassociate a transaction category from a year in which the category was assigned to transactions.
Delete a Transaction Category
To permanently delete a transaction category from your database, double click the delete button on the right. Note: "Tuition" and "Cancellation fee" are built into your CampSite database and cannot be permanently deleted.
A transaction category cannot be deleted if it's been applied to transactions already (even in past years). However, you can hide a transaction category for certain year enrollment years by editing the transaction category and deselecting the year(s) for which it's not relevant.
Campers Wizard - Step 4: Payment Schedules
This article explains how to create and edit payment schedules. To learn how to complete the batch invoicing process, read these articles or watch this video instead.
If a family doesn't pay in full at the time of enrollment, you can offer payment schedules for their remaining balance. Each payment schedule consists of specific dates on which all families are expected to remit payment to your camp. For each payment date, an admin user will batch generate and email invoices to collect payment from the relevant families. For all families on "auto pay," an admin will also batch debit invoice payments from each family's preferred payment method.
If you require families to pay in full at the time of enrollment, payment schedules are not relevant to your camp and do not need to be configured.
To manage your payment schedules, navigate to Step 4 of the Camper Setup Wizard within the Campers Admin tab.
Adding payment schedules to your enrollment form is a 3-step process:
- Create a group to contain the payment schedules
- Create payment schedules within the group
- Link the group to an enrollment option
Add a New Payment Schedule Group
Payment schedules are organized into groups. First, you'll create a payment schedule group; then, you'll create payment schedules within the group. Finally, you'll add your payment schedules to your enrollment form by linking a group of payment schedules to an enrollment option.
- For example, if you offer summer camp and afterschool programs, you'll create a group of payment schedules for the Afterschool program and then a separate group of schedules relative to Summer Camp.
- If you want to offer the same set of payment schedules to all of your enrollment options, you can create only one group of schedules and link that same group to all of your options.
To add a payment schedule group:
- Choose the right enrollment year
- Click to add a payment schedule group
Next, provide a name for the group and click Add payment schedule group.
Payment Schedules
Payment schedules are contained within each group.
Click the name of the payment schedule group to access/manage the schedules within that group.
From the payment schedules page, you can create payment schedules and manage existing payment schedules. To learn how to complete the batch invoicing process, read this article or watch this video instead.
Create a New Payment Schedule
To create a new payment schedule, click +Add a new payment schedule...
- Name the payment schedule
- Select whether or not "auto pay" is required
- When a family selects auto pay, your camp will draft their payments for them, on the payment due date
- If auto pay is required, all parents must agree to let your camp draft their payments
- Select whether to offer this payment schedule on your enrollment form
- If No, parents won't be offered the schedule, but admin users may place a family onto it manually
- Enter the first date on which payment will be due
- Click to add more payment dates to the schedule
- Each family's balance will be divided into equal payments per date
- E.g. a balance of $500 on a schedule with 5 dates = $100 payments
- (Optional) Add custom instructions for this specific schedule
- Click Submit to create the payment schedule
Manage Payment Schedules
- Click to create another payment schedule within the group
- When a group contains multiple schedules, parents can choose which payment schedule they want (but they can only choose 1 schedule per group).
- Edit the general settings for the payment schedule (double click)
- Add* another payment date to the schedule (double click)
- Change an existing payment date (double click)
- Delete* a payment date (double click)
- Delete the entire payment schedule (double click)
- A schedule cannot be deleted if a family already checked out with it.
- Remove a payment schedule from your enrollment form by editing the general settings and configuring "Show on enrollment form?" to No.
*Adding and deleting dates will impact all families that are already on the payment schedule, as well as new families who add the schedule moving forward. Changing the number of payment dates will also impact the amount that each family has to pay per date, since their balance is divided evenly across all payment dates.
Add Payment Schedules to the Enrollment Form
Add payment schedules to your enrollment form by linking a group of payment schedules to an enrollment option. You can manage your enrollment options via Step 9 of the Camper Setup Wizard.
Navigate to Step 9 of the Camper Setup Wizard and then:
- Expand the enrollment option
- Select the "Payment schedule group" tab
- Click the dropdown menu and select the appropriate group
- Save changes
All campers selecting this enrollment option will then be asked to select one of the payment schedules within the group when enrolling (if they don't pay in full at the time of enrollment).
Invoicing for Payment
To learn how to complete the batch invoicing process, read this article or watch this video.
Campers Wizard - Step 5: Tuition Plans
Tuition Plans indicate the cost for attending your camp sessions. You’ll select from these tuition plans later on to assign a price to each of the enrollment options you add to your enrollment form.
For each tuition plan, you can also create "Tuition Plan Rates" to offer a different price to campers who start enrolling during a certain timeframe (e.g. "early bird" prices early on in your registration period).
To manage your tuition plans, navigate to Step 5 of the Camper Setup Wizard within the Campers Admin tab.
On Step 5, you may:
Add a New Tuition Plan
- Select the correct enrollment year (based on which enrollment option you plan to link the tuition plan to)
- Click +Add tuition plan...
Next, provide the details for the tuition plan.
- Enter the name of the tuition plan*
- Select a transaction category**
- Enter the amount
- Click Submit to create the tuition plan
* All charges created for this tuition plan will list the tuition plan name as the "Description" of the charge (on the family's statement/in your financial reports).
** All charges created for this tuition plan will be labeled by this transaction category, for reporting purposes. If you need to create a new category for the tuition plan, go to Step 3 of the Setup Wizard first.
The new tuition plan will be added to your database (in alphabetical order).
To add this tuition plan to your enrollment form, select this tuition plan when creating enrollment options on Step 9. Click here to learn more.
Edit a Tuition Plan
Admins can change the name, amount, or transaction category of a tuition plan anytime after it's been created.
- Any changes made will automatically apply to all enrollment option bundles that include this tuition plan.
- Changes will only impact new enrollments that occur after changes have been applied. Campers who already registered for the tuition plan will NOT be impacted.
Double-click the pencil icon to edit a tuition plan.
Edit the name, category, and amount as needed, then click Submit to apply your changes.
Delete a Tuition Plan
Admins can permanently delete a tuition plan from the database if:
- The tuition plan isn't currently built into to any enrollment options.
- No campers have registered for the tuition plan.
If you need to remove a certain tuition plan from your enrollment form, it's not necessary to permanently delete it. You can remove a tuition plan from your enrollment form via Step 9 by managing which tuition plan is assigned to your enrollment option bundle(s).
To permanently delete the tuition plan from your database, double-click the delete icon on the right.
Create a Tuition Plan Rate
Tuition Plan Rates allow you to offer a different price for a tuition plan during a certain timeframe.
Each tuition plan rate must include a start and end date during which that rate applies. Campers who start enrolling during that timeframe will be charged the amount indicated for the tuition plan rate instead of the standard tuition plan amount.
If a camper starts enrolling outside of the dates for any tuition plan rates, they will be charged the standard or 'default' tuition plan amount.
- Locate the correct tuition plan and double click the 3 dots to expand the plan
- Click + Add tuition plan rate... (underneath the tuition plan)
- Enter the name of the rate*
- Select a transaction category**
- Enter the amount of the rate
- Enter the full amount that should be paid (NOT the discount that should be deducted from the standard amount)
- Select the first day on which this rate should apply.
- Select the last day on which this rate should apply.
- Set whether or not to activate the rate.
- Click to add the rate.
* All charges created for this tuition plan rate will list the tuition plan rate name as the "Description" of the charge (on the family's statement/in your financial reports).
** All charges created for this tuition plan rate will be labeled by this transaction category, for reporting purposes. If you need to create a new category for this rate, go to Step 3 of the Setup Wizard first.
The new rate will be created for the selected tuition plan.
If needed, create additional tuition plan rates to offer several different rates at different times of the year.
Edit a Tuition Plan Rate
Admins can change the name, transaction category, amount, start + end date, and active status of a tuition plan rate anytime after it's been created.
- Locate the corresponding tuition plan and double click the 3 dots to expand the plan
- Double click the pencil icon for the tuition plan rate
Edit the settings for the tuition plan rate as needed, then click "Update rate" to apply your changes.
Note that any changes will only impact new enrollments that occur after your changes have been applied (campers who already registered will NOT be impacted).
Delete a Tuition Plan Rate
Admins can permanently delete a tuition plan rate from the database if no campers have registered under that rate yet.
- If you need to disable a certain tuition plan rate, but can't delete it, deactivate it by editing the rate settings and configuring the "Active" setting to No.
To permanently delete the tuition plan rate from your database, locate the corresponding tuition plan, expand the plan, and then double click the delete icon for the rate.
Add a Tuition Plan to the Enrollment Form
Add a tuition plan to your enrollment form by selecting the tuition plan when you create enrollment option bundles on Step 9.
When creating bundles for each new enrollment option, admins designate the price for the bundle by selecting a tuition plan that was already created on Step 5.
Then, when a camper enrolls for this particular enrollment bundle, they'll be charged the price stipulated by the tuition plan that was built into the bundle.
For more information on creating enrollment options and bundles, click here.
Campers Wizard - Step 6: Enrollment Extras
Create enrollment extras to offer additional items or services campers can purchase along with their enrollment, like before and after care; transportation to/from camp; or camp merchandise.
Enrollment extras can either be offered for purchase once per year (during the camper's very first enrollment for the year); or, once per enrollment option (whenever the camper selects for the associated option[s]).
Adding enrollment extras to your enrollment form is a 2-step process:
- First, create the enrollment extra on Step 6 of the Setup Wizard
- Then, add the enrollment extra to the enrollment form via Step 8 or 9, depending on how often campers can purchase them
To manage your enrollment extras, navigate to Step 6 of the Camper Setup Wizard within the Campers Admin tab.
On Step 6, you may:
After you create an enrollment extra on Step 6, go to Step 8 or 9 to add it to your enrollment form - click here to learn more.
Create an Enrollment Extra
The first step in adding enrollment extras to your enrollment form is to create the extra in your database via Step 6.
To create a new enrollment extra:
- Select the correct enrollment year
- Click +Add enrollment extra...
Next, you'll be asked to provide the details for the enrollment extra.
- Name the enrollment extra
- Select which type of charge should be incurred - 'by amount' (i.e. a flat fee) or 'percentage' (i.e. a percentage of their tuition costs)
- For financial reporting purposes, select which session to assign all associated charges with
- This setting does NOT add the enrollment extra to your enrollment form for that session. This setting is strictly related to internally tracking program financials when generating financial reports in CampSite. Click here to learn more.
- Select a transaction category*
- Optional: Enter a description of the extra (to provide parents with more details about their purchase)
- Enter the amount that the extra costs
- Click Submit to create the extra
*All charges created for this enrollment extra will be labeled by this transaction category, for reporting purposes. If you need to create a new category for the extra, go to Step 3 of the Setup Wizard first.
The new enrollment extra will be added to your database (in alphabetical order).
To add this enrollment extra to your enrollment form, go to Step 8 or 9 (depending on how often campers can purchase the extra) - click here to learn more.
Edit an Enrollment Extra
Admins can change the name, transaction category, description, and cost of an enrollment extra anytime after it's been created.
To edit an enrollment extra, double click the pencil icon on the far left.
Edit the name, category, description, or amount as needed and submit your changes.
Note that changes to an enrollment extra will only impact new purchases of that extra after your changes have been applied. Campers who already purchased the enrollment extra will NOT be impacted.
Delete an Enrollment Extra
Admins can permanently delete an enrollment extra from CampSite if:
- The enrollment extra hasn't been purchased by any campers yet.
- The enrollment extra has been removed from the enrollment form (via step 8 or 9, depending)
If you need to remove a certain enrollment extra from your enrollment form, it's not necessary to permanently delete it via Step 6.
You control which extras display on your enrollment form via Step 8 or 9 (depending on how you added the extra to your form originally).
To learn how to remove a yearly extra from your enrollment form (Step 8), click here.
To learn how to remove an extra from certain enrollment options (Step 9), click here.
To permanently delete the enrollment extra from your database, double-click the delete icon on the right.
Adding Enrollment Extras to the Enrollment Form
To add an enrollment extra to your enrollment form, first you need to decide how often you wish to allow campers to purchase the extra:
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Offer the extra as a "yearly enrollment extra."
Yearly enrollment extras are available for purchase once a year (during the camper's first registration for the year), regardless of which enrollment option/how many enrollment options a camper is enrolling for. Yearly extras can be offered for purchase once per camper OR once per family. Note that yearly enrollment extras cannot be purchased after the camper's first registration for the year.
To add an extra to your enrollment form as a yearly extra, go to Step 8: Enrollment Form Setup > Yearly Enrollment Extras. Read more in our "Step 8" Support Article.
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Offer the extra on individual enrollment options.
Enrollment option extras can be purchased once per enrollment option, depending on which enrollment options you associate the extra with. Once campers select an enrollment option, any enrollment extras that were associated to that particular option will be offered for purchase. This allows you to offer an extra only for certain enrollment options/sessions that are relevant (or, for every one of your options, if desired). It also allows the camper to purchase the extra more than once (if they're enrolling in several options and the extra is available on each of those options). Also, enrollment option extras can be made available for campers to purchase after they enroll, if desired (unlike yearly extras).
Note that Enrollment option extras must be purchased per camper (they cannot be offered "once per family").
To add an extra to an enrollment option, go to Step 9: Enrollment Options and edit the 'extras' setting for the bundle(s) within an enrollment option. You can add extras to a bundle when first creating the bundle (click here to learn more) OR add them to a bundle that's already been created (click here to learn more).
Campers Wizard - Step 7: Enrollment Discounts
Create standard discounts you typically give campers to reduce their enrollment balance, like discounts for siblings; enrolling in multiple weeks; or for your employees.
Note that this article outlines enrollment discounts, i.e. discounts that are granted to campers at the time of enrollment. You can also add custom discounts to a family's account outside of the enrollment process via the family's profile page - click here to learn more.
To manage your enrollment discounts, navigate to Step 7 of the Camper Setup Wizard within the Campers Admin tab.
From Step 7, you may:
Discount Functionality
Discounts apply once to the total tuition balance
Each discount must be configured for a specific amount - whether as a flat amount or a percentage - and is applied once to the camper's total tuition balance at checkout.
Flat amount
For example, if you create one discount for a flat $50, and a camper is enrolling for 3 sessions that total $770, they'll receive $50 off of $770 for a new balance of $720.
Percentage
If you create one discount for 10%, and a camper is enrolling for 3 sessions that total $750 in tuition***, they'll receive $75 off of $770 for a new balance of $695.
***Enrollment discounts apply only to tuition charges. They do not apply to enrollment extras or transportation charges.
Applying discounts manually or automatically
CampSite offers two modes for applying enrollment discounts to a camper's enrollment balance:
Multiple discounts can be stacked
If a camper is receiving multiple discounts (and at least one is a percentage), you can choose whether or not the discounts stack on one another or are calculated independently of each other, from the tuition total.
To control whether discounts are stacked, navigated to Admin > Campers > Financial: Settings.
When "stacking" is enabled and a camper receives multiple 'by percentage' discounts, the discounts will be calculated from the camper's balance in the order they're ranked on Step 7, taking into consideration the balance as affected by enrollment discounts 'higher' in the stack.
Meaning, the camper's balance will readjusted each time a discount is applied, and the next discount will be calculated from the adjusted balance - not the original balance.
When discounts are NOT stacked, all 'by percentage' discounts will be deducted from the original balance.
For example:
| Stacking enabled | Stacking disabled |
|
A camper's enrollment balance is $500. They receive a 10% discount (ranked first on Step 7) and a 20% discount (ranked second). The 10% discount is calculated from $500, giving them $50 off, and their balance recalculates to $450. The 20% discount is then calculated from $450, giving them $90 off. Their final balance is $450-$90=$360. |
A camper's enrollment balance is $500. They receive a 10% discount and a 20% discount. The 10% discount is calculated from $500, giving them $50 off. The 20% discount is also calculated from $500, giving them $100 off. The final balance is $500-$50-$100=$350. |
If you have discount stacking enabled, you can determine the order in which discounts are applied to a camper's balance by dragging discounts into the desired order.
To re-arrange discounts, click and hold the rearrange icon (circled above) and then drag/drop discounts. The highest discount on the page will be applied first.
Create an Enrollment Discount
To create a new enrollment discount:
- Select the correct enrollment year
- Click +Add enrollment discount...
Next, specify the details for the discount.
Automatic Enrollment Discounts
The key to automatic discounts is the "criteria" that's configured when the discount is created.
Each time a camper is completing your enrollment form, CampSite will assess if the camper meets all of the discount criteria. If yes, CampSite will apply the discount to their balance on the final "checkout" page just before the parent submits the request.
- Enter the name for the discount
- Select Automatic
- Select the limit of how often a camper can receive the discount
- Select a transaction category *
- Enter a description to apply to every discount transaction
- Select which type of discount should be applied
- 'By amount' = deduct a flat amount from their entire balance
- 'Percentage' = deduct a certain percentage of their entire balance
- Specify the discount amount**
- For financial reporting purposes, select which session to assign all associated charges with
- This setting does NOT dictate which session receives the discount. You can dictate which session(s) receive the discount using criteria.
- This setting is for internally tracking program financials when generating financial reports in CampSite. Click here to learn more.
- Select whether to activate the discount
- Add the eligibility criteria for this discount (click here to learn more)
- Click Add discount to create the discount
* All transactions created by this discount will be labeled by this transaction category, for reporting purposes. If you need to create a new category for this discount, go to Step 3 of the Setup Wizard first.
** Note: A discount is applied once to the camper's total tuition balance at checkout, so take that into consideration when specifying the discount amount.
Add Discount Criteria
The criteria for an automatic discount determines when CampSite will automatically apply the discount. All automatic discounts must have at least 1 criterion configured. If multiple criteria are configured, the camper must meet ALL of the criteria within the same checkout.
To add criteria for an automatic discount, click "+Add Criteria..."
Next, you'll be asked to specify the criteria.
1. First, select the criteria type by clicking the dropdown menu.
2. Next, select a criteria type from the list provided.
3. Review the description of the selected criteria to make sure it's what you need.
4. Enter the necessary value(s) for the criteria.
5. Click Add criteria
- For example, to create a discount that's applied automatically when a camper enrolls for multiple sessions within a given enrollment request, select the "Session count" criteria and for the values, provide the minimum and maximum number of sessions the camper must be enrolling for (within the same request) in order to receive the discount.
If campers must meet several criteria, add additional criteria as needed (e.g. if the "multiple sessions" discount depends on the number of sessions and which sessions, add a criteria for "session count" AND for which "sessions").
Note that all criteria must be met within the same enrollment request in order for the camper to receive the discount.
Edit Discount Criteria
Discount criteria cannot be edited after the fact, but you may delete each criteria and recreate them as needed.
To delete a criteria, double click the red delete button. To apply new criteria, click "add criteria."
Manual Enrollment Discounts
Manual discounts are not applied automatically by CampSite, but are instead applied at-will by the admin user who's manually approving the camper's enrollment request. That said, manual discounts can only be used if your database is configured for manual enrollment processing. You can manage your enrollment processing settings via Step 8 - click here to learn more.
Because manual discounts are applied at-will, no criteria is required (unlike with automatic discounts). Also, since the discount is applied after the enrollment form has been submitted (during the approval process), the family will not see this discount populate before they submit the enrollment form.
- Enter the name for the discount
- Select Automatic
- Select the limit of how often a camper can receive the discount
- Select a transaction category *
- Enter a description to apply to every discount transaction
- Select which type of discount should be applied
- 'By amount' = deduct a flat amount from their entire balance
- 'Percentage' = deduct a certain percentage of their entire balance
- Specify the discount amount **
- For financial reporting purposes, select which session to assign all associated charges with
- This setting does NOT dictate which session receives the discount. You can dictate which session(s) receive the discount within the criteria.
- This setting is strictly related to internally tracking program financials when generating financial reports in CampSite. Click here to learn more.
- Click Add discount to create the discount
* All transactions created by this discount will be labeled by this transaction category, for reporting purposes. If you need to create a new category for this discount, go to Step 3 of the Setup Wizard first.
** By default, a discount is applied once to the camper's total balance at checkout. However, the admin user applying the discount can select a quantity for the discount if they wish to issue it multiple times.
Applying Manual Discounts During Enrollment
Manual discounts are applied to a camper's enrollment by selecting the discount(s) during the "Payment Information" step of the manual enrollment process.
As such, when the camper's enrollment is finalized, the selected discounts will also be posted to the family's account balance. To learn more about applying discounts when manually enrolling campers, click here.
Edit an Enrollment Discount
Double click the pencil icon to edit a discount. Note that the discount Mode cannot be edited after the fact; instead, you must delete the discount and re-create it.
Duplicate an Enrollment Discount
Double click the copy icon to duplicate a discount (for example, if you need to create multiple discounts where most of the settings are the same, you can duplicate an existing discount and then edit it).
Permanently Delete a Discount
Admins can permanently delete a discount from their database if needed.
- Note that automatic discounts can also be disabled without permanently deleting them, if you edit the discount and change the "Active" setting to No.
To permanently delete a discount, double click the red delete button on the far right.
Campers Wizard - Step 8: Enrollment Form Setup
Manage the overall settings for the enrollment form.
Access the Enrollment Form Setup page via Step 8 of the Setup Wizard within the Campers Admin tab.
Use the left sidebar menu to manage the following items:
- General options
- Instructions + Terms & Conditions
- Enrollment questions
- Yearly enrollment extras
- Yearly deposits
- Coupon codes
- Passcodes
- Automatic e-mail responses (when the enrollment form is submitted)
Note: There is no "preview" function for the enrollment form. To view the form, create your own family account for the parent dashboard and log in/access the enrollment form (like actual parents would).
General Options
- Enable/disable the enrollment for returning families (i.e. families with at least one camper whose "Years at camp" value is one or more).
- Enable/disable the enrollment for new families (i.e. families with at least one camper whose "Years at camp" values equal zero).
- When the above 2 settings are set to "no", your enrollment form is not accessible by anyone.
- Choose your enrollment form processing mode:
- Manual processing mode requires admins to approve each enrollment request manually after the family submits the enrollment form. Payment isn't debited until the admin approves the camper's request. Parents may choose to make payment via non-electronic methods (e.g. check), which an admin would manually record on the family's profile.
- Automatic processing mode will automatically approve enrollment requests when the family submits the enrollment form. Payment is debited as soon as the family submits the enrollment form, and must be made via credit card or checking account.
- Choose whether to show parents the number of spaces remaining for each enrollment option.
- Choose whether parents can return and change their responses to your enrollment questions after the enrollment form has been submitted.
- Choose whether "New" enrollment requests (waiting for an admin to approve) will be counted against the number of spots remaining in a session.
- Choose whether "Waitlisted" enrollment requests will be counted against the number of spots remaining in a session.
- Choose whether to prevent families from submitting enrollment requests for sessions that have no spots remaining.
- If set to "No", waitlisting is enabled (i.e. when a camper requests a session that's full, their request will automatically be waitlisted).
- Choose whether to require campers to upload a photo during enrollment.
- Choose how to display the "Enroll" button on the Parent Dashboard.
- If set to "Yes," the Enroll button for your 2020 enrollment year would display as "Enroll in 2020 - 2021"
- If set to "No," the Enroll button for your 2020 enrollment year would display as "Enroll in 2020"
- Save and changes
Instructions + Terms & Conditions
Add custom text to the top of each page of the enrollment form, as well as your enrollment Terms & Conditions (which parents must sign & agree to in order to checkout), and the confirmation message that displays after the enrollment form is submitted successfully.
Text boxes 1 - 4 correspond with pages 1 - 4 of the enrollment form. Add custom instructions:
- At the top of the "Enrollment options" page of enrollment
- At the top of the "Questions options" page of enrollment
- At the top of the "Forms" page of enrollment
- At the top of the "Payment information" page of enrollment
- Edit the Terms & Conditions that all parents must agree to before submitting the enrollment form
- Edit the confirmation message that displays after the entire enrollment form is submitted successfully
- Save any changes before leaving the page
Enrollment Questions
- Enrollment questions are presented to ALL campers completing the enrollment form (regardless of which enrollment options they've selected).
- If you have questions that should only be asked of some campers, add them to specific enrollment options or create a form thats restricted to certain campers.
- Enrollment questions are asked once per year, meaning if a camper enrolls more than once within the same enrollment year, their original responses to these questions will still be saved on the form when they're filling it out again.
- Choose the relevant enrollment year
- Add a new question
- Edit existing questions
- Save any changes
Add New Enrollment Questions
- Type the question you wish to ask
- Choose the response type for the question. Click here to learn more.
- Choose whether to ask this question before the camper selects their enrollment options *
- Choose whether this question is mandatory
- Choose whether this question is actively displaying on your enrollment form
- Click Add question to create the question
* If set to "No", this question will be asked after the Enrollment Options page of the enrollment form. If set to "Yes," the question will be asked before the Enrollment Options page (as "pre-enrollment" questions)l.
If you create pre-enrollment questions, you can restrict which enrollment options display based on how the camper answered those preliminary questions. Click here to learn more.
Edit Enrollment Questions
- Reorder questions by clicking the rearrange icon and dragging & dropping
- Edit a question by double clicking the pencil icon
- Permanently delete a question by double clicking the delete button
- A question cannot be deleted if it's already been answered. Instead, you can remove it from your enrollment form by editing the question settings and setting "Active" to No.
- Save any changes
Yearly Enrollment Extras
Designate any of your enrollment extras from Step 6 as a "yearly enrollment extra" to offer them for purchase once per year.
- All campers are offered yearly extras, regardless of how many/which enrollment options they're signing up for.
- Yearly extras can only be purchased during the camper's first enrollment for the year.
- Yearly extras can be offered for purchase once per camper OR once per family.
- Only enrollment extras set for a flat amount (not a percentage) can be set as a yearly enrollment extra.
Alternatively, campers can purchase enrollment extras per enrollment bundle if you add extras to the bundles you create on Step 9.
- Choose the relevant enrollment year
- Add new yearly enrollment extras
- Edit existing yearly enrollment extras
- Save any changes
Select +Add yearly enrollment extra...
Add New Yearly Enrollment Extras
Note: You must create the enrollment extra on Step 6 of the Setup Wizard before you can offer it for purchase as a yearly enrollment extra.
- Choose an enrollment extra from Step 6
- Choose whether to offer the extra for purchase once per family or once per camper (for the year)
- Choose whether the extra is mandatory
- Choose whether the extra is actively displaying on the enrollment form
- Click to Add extra
Edit Yearly Enrollment Extras
- Reorder extras by clicking the rearrange icon and dragging & dropping
- Edit the settings for an extra by double clicking the pencil icon
- Permanently remove a yearly extra from the enrollment form by double clicking the delete button
- An extra cannot be permanently removed from the enrollment form if it's already been selected by a camper. However, you can still remove it from your enrollment form by making it inactive (edit the settings and change "Active" to No).
- Save any changes
Yearly deposit
A yearly deposit is the minimum amount that must be paid at the time of enrollment, only on the very first enrollment that occurs for the year - meaning, if a camper/family returns to enroll for more camp(s) during the same enrollment year, they won't be required to pay the deposit again.
- Yearly deposits can also be configured once per camper OR once per family (like yearly enrollment extras).
- If configured, the yearly deposit applies to all of your enrollment options.
Alternatively, you can configure a deposit per enrollment option instead.
- First, select the correct enrollment year
- Next, select the "mode" (for how frequently the deposit is required)
Next, provide:
- Which transaction category the deposit payments will be assigned
- The description to apply to the deposit payment transaction
- The amount of the deposit payment
- Save changes
Note: When a yearly deposit is set, any existing enrollment option deposits will be ignored. Families will only be charged the deposit amount defined by the yearly deposit settings.
Coupon Codes
Create codes for families to enter at checkout in order to receive a discount towards the campers enrollment.
After creating a code, distribute it to parents (e.g. via email, newsletter, etc.). At checkout, they'll click a button to "add coupon code" and then type the code that you provided them. A discount will then be applied to their entire enrollment balance.
- Only one coupon code can be entered on the enrollment form at a given time.
- Note that CampSite will accept valid coupon codes from anyone, so parents should be advised not to share the coupon code with others.
- If you have a minimum deposit, parents will still need to pay that deposit at the time of enrollment. The coupon will only reduce their remaining balance due after their deposit is paid (unless the coupon covers the entire enrollment balance).
- Choose the relevant enrollment year
- Add a new coupon code
- Edit existing coupons
- Save any changes
Add a Coupon Code
After clicking "+ Add coupon code...", you'll be asked to provide the following coupon code details:
- Type the code
- In most cases, leaving this Accrual setting on "Automatic" is best. That way all discounted funds are automatically associated to the correct session for the camper who is using the coupon code in the checkout process. If you would rather all funds for this coupon be associated to a single session, (no matter what session the camper will be attending), then for financial reporting purposes, select which session to assign all coupon code discounts with. This setting does NOT determine which session the coupon is valid for; it's strictly related to tracking program financials when generating financial reports in CampSite. Click here to learn more.
- Choose which transaction category the discount transactions will be assigned
- Choose the type of discount received: a flat amount, or a percentage of their balance.
- Specify the amount
- Specify the coupon code's expiration date
- Select whether the coupon code is Active. An inactive coupon code will not be accepted on the enrollment form.
- Click Add coupon code to create the code
Edit a Coupon Code
- Double-click to edit the coupon code settings
- View how many times the code has been used
- Double-click to permanently delete a coupon code
- A coupon code cannot be permanently deleted if a camper has already used it. However, you can disable the use of a coupon code if you make it inactive (edit the settings and change "Active" to No.)
Passcodes
Set up passcodes to restrict which campers have access to certain enrollment options. When an enrollment option is protected by a passcode, it will not appear on the enrollment form until after passcode has been entered.
Create all passcodes you wish to use here on Step 8. Then, apply them to the relevant enrollment option(s) on Step 9. Click here to learn how to add a passcode to an enrollment option.
- Select the correct enrollment year
- Create a new passcode
- Edit existing passcodes
- Provide custom instructions that appear on the enrollment form (where the passcode is to be entered by parents)
- Save changes
Create a New Passcode
After clicking "+ Add passcode...", you'll be asked to provide the following passcode details:
- Type the passcode
- Select whether to activate the passcode**
- Click Add passcode to create the passcode
**There are 2 ways to disable a required passcode:
- Deactivate the passcode on Step 8 (and all enrollment options protected by this passcode will no longer require a passcode to view them)
- Or, delete the passcode from individual enrollment options via Step 9
Also, remember to now add the passcode to your enrollment option(s) on Step 9.
Edit a Passcode
- Double click the passcode to change it. Click "OK" when finished
- Double click the current Yes/No setting to change whether the passcode is active or not**
- Double click to permanently delete a passcode
- Save your changes
** If a passcode has been attached to enrollment options, but is made inactive here on Step 8, the passcode is no longer required to see those enrollment options.
Automatic E-mail Responses
Select which one of your saved email messages is automatically sent each time a family submits the enrollment form.
- You're able to set a different automatic e-mail for each enrollment processing mode (Manual vs. Automatic).
- CampSite will only refer to the automatic email designated for the mode you're using currently. Verify/change your processing mode via "General Options" on Step 8.
- By default, an automatic email is already provided for you.
- To edit the email that we provide, go to Admin > Campers > Saved E-mails > click "Enrollment form submission confirmation". Make changes as needed and click the "Save" button at the bottom left when finished.
Manual Enrollment Processing Mode
Note: When families submit the enrollment form under Manual processing mode, they're submitting an enrollment request and waiting for your camp's approval in order for their camper to be enrolled. That said, the automatic email message for Manual mode should reflect that the camper's enrollment has not been processed yet.
- Choose the Manual mode tab
- Select which saved camper e-mail CampSite should send each time the enrollment form is submitted under Manual mode
- Click Save changes
Automatic Enrollment Processing Mode
Note: When families submit the enrollment form under Automatic processing mode, their camper is immediately enrolled (or waitlisted) as soon as the enrollment form is submitted. That said, the automatic email response for Automatic mode should reflect that the camper's enrollment request has already been processed.
- Choose the Manual mode tab
- Select which saved camper e-mail CampSite should send each time the enrollment form is submitted under Manual mode
- Choose whether to attach a copy of the camper's registration contract to the email**
- Choose whether to attach an updated financial statement to the email
- Click Save changes
**Families have no other way of accessing the registration contract unless you choose to email it to them.
Campers Wizard - Step 9: Enrollment Options
Enrollment options are the main programs that you run at camp each summer and the first choice that a parent will make when enrolling their child. (e.g. 'Week 1', 'Week 2', 'Spring Break Camp', etc.)
When creating an enrollment option, you'll select from the various items that you created on the previous steps of the Setup Wizard (e.g. sessions from Step 2; payment schedules from Step 4; tuition plans from Step 5).
Access your enrollment options via Step 9 of the Camper Setup Wizard within the Campers Admin tab.
On Step 9, you may:
Create a New Enrollment Option
There are 2 steps to creating a new enrollment option:
- Add the option
- Create at least one "bundle" within the option
Add a New Enrollment Option
First, click the +Add enrollment option... link.
Next, you'll be asked to provide the following details:
- Provide a name for the new enrollment option
- Provide a description
- Select a payment schedule group
- This will allow campers to select one of the payment schedules within that group if they choose not to pay in full at the time of enrollment
- If you do not want to accept a payment at a later time and instead wish to force payment in full at the time of enrollment, do not add a payment schedule here. Instead, leave this option listed as "none" which will force families enrolling their camper to pay the full cost of this camp option when they enroll.
- Choose whether to actively display the option on the enrollment form
The new enrollment option will appear at the bottom of the page, with the settings expanded.
Next, you must create at least one bundle within the enrollment option.
Add Bundles
An enrollment option will not appear on your enrollment form until you create at least (1) bundle within it.
When creating a bundle, you'll link certain sessions with a specific tuition plan and enrollment extras. You must create said sessions/tuition plans/enrollment extras on the previous steps of the Setup Wizard before creating the bundle.
If you haven't created these items already, go to Setup Wizard Steps 2, 5, and 6 and do that first.
To create a bundle, click +Add bundle...
- Enter the name for the bundle
- Select the number of sessions the camper will be enrolled in for this bundle
- Select the tuition plan price for the bundle
- Select which session choices the camper has for this bundle
- If the "number of sessions" is less than how many "session choices" you've selected, parents will need to select that "number of sessions" from the list of session choices.
- For example, if "number of sessions" = 1, and 2 "session choices" are checkmarked, parents must choose only 1 of those 2 sessions.
- Select whether this bundle should actively display on your enrollment form at this time. If no, admins can still enroll campers for the bundle on the backend.
- (Optional) Select to offer certain enrollment extras with this bundle
- Click Add bundle
Once an enrollment option has at least 1 active bundle, setup is complete. Optionally, you can create additional bundles if you offer different variations within this enrollment option. Note that parents can only choose one bundle per enrollment option.
Next, choose whether or not to set a deposit for this bundle.
Deposit
Configure the minimum amount of the camper's enrollment balance that must be paid at the time of enrollment.
When a bundle has a deposit, all campers who select this particular bundle must pay this amount (at minimum) at the time they're enrolled. Alternatively, you can configure a once-per-year deposit instead of per bundle, via your yearly deposit settings on Step 8.
Select "yes" to require a deposit for this specific bundle, and then provide the following information:
- Select a transaction category to assign every deposit payment towards
- Select whether to charge the deposit as a flat amount or percentage
- Indicate the amount for the deposit
- If you select percentage as the deposit "Type," choose whether the percentage should be calculated from the full amount (tuition plan AND enrollment extras) or just the tuition plan
Enrollment Option Settings
Rearrange Options
Rearrange the order in which your enrollment options appear by clicking on the re-arrange icon (see above) and dragging & dropping the option to a new position.
Edit the Name/Description
Double click the pencil icon for the enrollment option to edit the option name or description.
Enrollment Option Tabs
Double click the expand icon to expand an enrollment option and manage additional settings.
Edit Bundles
Edit a Bundle Name/Tuition Plan/Active Status
Double click the pencil icon to edit the bundle name, tuition plan, and whether or not the bundle is active.
Bundles that are inactive will no longer display on the enrollment form.
Edit the Sessions in the Bundle
Click the "Pick X of Y" link to edit the sessions tied to this bundle.
Note: You cannot edit the sessions in a bundle if a camper already selected the bundle. If you need to edit the sessions in a bundle that's already been selected by a camper, you'll need to edit the bundle, make it inactive, and then create a new bundle with different sessions.
Set the Enrollment Dates Range for a single Bundle
Click on the "Always available" option in a bundle to set automatic open and close dates and time for that option.
Setting an "Opens" time with automatically open the bundle to parents on the Parent Dashboard.
Setting a "Closes" time with automatically remove the bundle from the Parent Dashboard.
When desired times are set, click "Save changes" in the bottom right corner.
The set date range will now appear in the "Enrollment dates" column of the bundle. Move onto the next Bundle in the Enrollment Option to set more unique open and close times.
Set the Enrollment Dates Range for all Bundles in an Enrollment Option at Once
Click on the "Set all enrollment dates to..." button above to set all open and close dates for all bundles within the Enrollment Option at once.
Set an "Opens" and a "Closes" time that will apply to all Bundles withing this Enrollment Option.
Click "Apply to all bundles" when ready to apply.
All applied dates will now appear in the "Enrollment dates" column next to each bundle. Click on any of these date and time ranges to edit further on an indivdual level.
Edit the Deposit
Click the link under the Deposit column to adjust the deposit settings for the bundle.
Add/Edit/Remove Extras on a Bundle
Control which enrollment extras are available for purchase to campers who have selected this particular enrollment bundle.
Click the link under the "Extras" column for the bundle (e.g. "None"; "1 extra"; "2 extras", etc.)
Add Extras
Note: You must create the enrollment extra on Step 6 before you can add it to an enrollment option on Step 9.
- Click the 'add enrollment extras...' link
- Select which enrollment extra to add
- Select whether the extra is mandatory, active, and available for purchase after enrollment.
- If an extra is not active, parents will not see it on the enrollment form, but admins can apply the extra to a camper's account manually.
- If available after enrollment, campers may log in and purchase the extra after their enrollment request was already submitted. To learn more, click here.
Edit Extras
- Click the rearrange icon to drag and drop extras into a different order.
- Double click the current mandatory setting to change it
- Double click the current 'Available after enrollment?' setting to change it
Remove Extras
To prevent a camper from purchasing an extra for this particular enrollment bundle, deactivate or delete the extra.
- Double click the current active setting to change it
- Double click to delete button the extra
- If a camper has already selected the extra, it cannot be deleted from the bundle. You can still remove the extra from the enrollment form by making it inactive.
Make Edits to All Bundles Within an Enrollment Option at Once
To make certain edits to all Bundles within an Enrollment Option at once, click on the "Edit all bundles..." button.
On the edit page for all bundles you can edit the:
- Active setting - Change if all bundles are active or not.
- Required deposit setting - Change if there is a required deposit for each bundle. Keep in mind this will not give the option to change the cost of a deposit, only if the deposit is active or not.
- Adding Enrollment Extras - Adding new extras from Step 6 of the Setup Wizard.
- Mandatory setting - Changing if extras selected are mandatory or not.
- Active setting (Enrollment Extras)- Should all extras be set to active or not active?
- Available to purchase Enrollment Extras after enrollment request setting - "Available after enrollment request" only applies to extras charged by amount. A bundle that already has an extra keeps its own settings for it.
Selections here change on every bundle in the Enrollment Option. Anything left unselected will stay as it is. To remove an extra, use the Extras link on each bundle and edit individually. All selected settings will apply to every extra you select.
Enrollment Option Questions
Enrollment option questions are asked once the camper selects that particular enrollment option (as opposed to enrollment questions, which are asked of every camper regardless of which options they're enrolling for).
Add Enrollment Option Questions
- Select whether or not parents may change their responses to these questions after submitting the enrollment form.
- To add a new question, click +Add question...
- Type your question
- Select the question type to determine how parents will respond.
- For more information on question types, click here.
- Select whether or not the question is mandatory
- Select whether or not the question should actively display on your enrollment form
- Click Add question to create the question
The question will then be added to the enrollment form for this option.
Edit Enrollment Option Questions
- Click and drag to rearrange the question order
- Double-click the current question to edit it
- Click the current response type to change it
- Double-click to change whether or not a question is mandatory
- Double-click to change whether or not a question is active
- Double-click to permanently delete a question
- Questions cannot be deleted once they've been answered by someone. However, you can still remove the question from your enrollment form by making it inactive.
Restrictions
Limit which campers can see this enrollment option (to prevent certain campers from registering for it).
Enrollment options can be restricted based on the camper's age or grade, gender, and/or a saved advanced report.
When restricting an enrollment option by a saved report, indicate whether the option should be restricted to the campers who appear on OR the campers who do not appear on the report. Right before the Enrollment Options page is loaded for a camper, CampSite will generate the report behind the scenes and only present the enrollment option to the camper if they appear or do not appear in report results (depending on which setting you choose).
First, select the checkbox on the left for the corresponding restriction, then provide the restriction details.
- Restrict the option to campers of a certain gender
- Restrict the option to campers of a certain grade or age range
- Select Grade or Age in the first dropdown menu, then specify the grade or age range on the right
- Restrict the enrollment option based on the campers who appear on a saved advanced report
- Select "appears on report" or "does not appear on report" and then select one of your saved reports.
- "Appears on report" = the enrollment option will only be available to campers who appear on the report
- "Does not appear on report" = the enrollment option will only be available to campers who do not appear on the report
- Click Save changes
Passcodes
By adding a passcode to an enrollment option, parents will not see the enrollment option until they enter the passcode first. This allows you to restrict enrollment to those you provide the passcode to.
Note: Passcodes must be created on Step 8 before they can be applied to an enrollment option on Step 9.
Apply a Passcode
To restrict enrollment for an option via passcode, click +Add passcode...
- Select one of the passcodes that was created on Step 8
- Click Add passcode to apply it to the enrollment option
Remove a Passcode
To remove a passcode from this particular enrollment option, double click to delete the passcode on the far right.
To disable a passcode from ALL enrollment options it's been added to, make it inactive on Step 8).
Enrollment Option Tags
Allow parents to filter enrollment options based on the tag(s) associated with them.
First, create the tags you plan to use; then, assign them to the relevant enrollment options.
To create a tag, navigate to the Enrollment option tools section.
- Choose a tag category by clicking the respective tab
- Checkmark any/all tag(s) within that category that apply to this option
Once parents select a tag on the Enrollment Options page of the enrollment form, the page will refresh and only display the options with those tags.
If you apply multiple tags to an option, parents can filter for this option if they select any of the associated tags (i.e. they do not have to click ALL of the associated tags).
Payment Schedule Groups
Associate one of the payment schedule groups that were created in Step 4 to this particular enrollment option.
Parents who select this option and choose not to pay in full at the time of enrollment will then be asked to select one of the payment schedules within the associated group (for paying their remaining balance later).
A few notes:
- Each family can only be on (1) payment schedule per payment schedule group. If a camper is enrolling for multiple options that all have the same group of payment schedules associated to them, the family only choose 1 payment schedule (which would apply to all of those enrollment options).
- If the payment schedule group setting is set to "None", parents are not offered any payment schedules for this particular option.
- Make sure to also review your database financial settings to stipulate what happens when no payment schedules are offered or when they've expired (via Admin > Campers > Financial: Settings).
Pipeline Overview
The "Pipeline Overview" tab provides a brief overview of how many campers requested this particular enrollment option (sorted by request status).
- See a pie graph of all requests (by status)
- Hover your mouse over the chart to see the percentage of requests for each status
- See a count of how many new, approved, waitlisted, rejected, and incomplete requests you have
An incomplete request indicates that the family started filling out your enrollment form (and selected this option) but didn't finish filling out the form and submitting the request. To delete an incomplete request, go to the Incomplete tab of the Enrollment Requests page.
Click the "count" for a particular status to view a list of which campers make up those requests. To access the camper's profile, click on their first or last name.
To access the contents of all of your Enrollment Requests, navigate to the Enrollment Requests page.
Duplicate Enrollment Options
To create an exact copy of an existing enrollment option, click the "duplicate enrollment option" button.
A "copy" of that enrollment option will be created, directly beneath the original.
Note: Make sure to also edit the sessions within the bundle(s) as needed!
Archive Enrollment Options
To remove an enrollment option from your enrollment form without permanently deleting it, archive the option.
When an option is archived, parents cannot see it on the enrollment form. However, admin users can still enroll campers for archived options manually.
Archive an individual option by clicking the "Archive enrollment option" button. Once archived, the option will be removed from your enrollment form and stored in the archives on Step 9.
To archive multiple enrollment options at once, use the Mass Archive Enrollment Options tool.
Unarchive Enrollment Options
To add an archived enrollment option back to your enrollment form, unarchive the option.
First, click "Show # archived enrollment options" to access all of your archived enrollment options.
Your archived options will then display below this link.
Next, find the option you wish to unarchive and double click the 3 dots to expand the option settings.
Finally, click the "unarchive enrollment option" button. The option will immediately display on your enrollment form and move out of the archives on Step 9.
To unarchive multiple options at once, use the Mass Unarchive Enrollment Options tool.
Enrollment Option Tools
Enrollment Option Tags
Enrollment option tags allow parents to filter which enrollment options display on the enrollment options page of the enrollment form.
First, create the tags you plan to use; then, assign them to the relevant enrollment options.
Once parents select those tags on the enrollment form, the page will refresh and only display the enrollment options associated to any of the selected tags.
- Click to open the Enrollment option tools
- Click on "Enrollment option tags"
Enrollment option tags are organized into different tag categories, so you'll begin by creating a tag category and then add tag(s) within the category. Note that on the enrollment form, parents will see the name of each tag category with the corresponding tags underneath. To select a tag, they'll click a checkbox.
Add Tag Category
- Click on "Add new tag category...".
- Give a name to the category.
- Click "Add tag category".
Parents are presented the tag category name, so make sure to name the category as you'd like it to appear to parents.
Next, add tags within the tag category.
Add Tags
- Double click the three dots to expand the tag category.
- Click "Add new tag..."
- Name the tag.
- Click Add tag.
Finally, you'll need to assign the appropriate tag to the relevant enrollment options via the "Tags" tab within each option . Click here to learn more.
Mass Archive Enrollment Options
To remove an enrollment option from your enrollment form without permanently deleting it, archive the option. When an option is archived, parents cannot see it on the enrollment form. However, admin users can still enroll campers for archived options manually.
Using the "mass archive" tool, you can archive multiple enrollment options at once.
- Click to open the Enrollment option tools
- Click on "Mass archive enrollment options"
- Checkmark which options to archive (select all/none; or manually select individual options)
- Click "Archive selected enrollment options"
Once archived, options will be removed from your enrollment form and stored in the archives on Step 9.
Mass Unarchive Enrollment Options
To add an archived enrollment option back to your enrollment form, unarchive the option.
First, click "Show archived enrollment options" to access all archived enrollment options.
Next, open the Enrollment option tools and then select to Mass unarchive enrollment options.
- Select which options to unarchive (select all/none; or manually select individual options)
- Unarchive the selected enrollment options
The unarchived options will immediately display on your enrollment form and move out of the archive on Step 9.
How do I turn off enrollment?
Stop enrollment for all of your enrollment options by removing the Enrollment page of the Parent Dashboard. Navigate to Admin>Campers>Setup wizard>Step 8: Enrollment form setup.
Under General options, the first two settings determine if the Enrollment page is enabled for new and/or returning families.
To disable all families from enrolling, set both of these settings 'No' and then click 'Save changes' at the bottom of the page. Upon saving, the Enrollment page of the Parent Dashboard will be removed immediately.
To stop enrollment for some but not all enrollment options, archive the relevant options from your enrollment form (via Step 9 of the Camper Setup Wizard).
Important Notes:
- Stopping enrollment prevents additional campers from enrolling, but does not unenroll campers who already enrolled. To remove campers who already enrolled, unenroll each camper.
- When the Enrollment page is disabled, families will still be able to fill out the New Family Enrollment Form to create an account for the Parent Dashboard, but they wont be able to proceed through the enrollment process.