Camper Profile Page

When creating your enrollment options for your enrollment form, you need to create bundle(s) where you select which session(s) the camper will be placed into upon enrolling for that bundle. You can select just one session, or you can select multiple sessions (where the camper either gets enrolled in all of those sessions; or they have to "pick" from multiple sessions).

For example, in the screenshot above, the Camp Firewood enrollment option contains 8 different bundles, each containing multiple sessions. Campers who add the Camp Firewood option then must select a bundle based on how many weeks they want to attend. Then, they must "pick" their sessions, i.e. which specific weeks they want out of all 8 weeks available (e.g. "pick 4 of 8").

If a camper enrolled for "Four Weeks" and selected Weeks 1-4, but wants to switch to Weeks 5-8 instead, use the Manage Sessions tool to make these changes.

Open the Action Menu on the camper's profile and click "Manage sessions..."

The current sessions the camper is enrolled for will already be selected.  

1. Deselect the session(s) the camper wishes to remove, and select the new session(s) they wish to add.
2. Click "Update Sessions" to save changes.

1. To confirm which sessions the camper is currently enrolled for, look beneath their name on their profile page.
2. However, the camper's enrollment request will still reflect the original sessions that the camper requested, so do not refer to "enrollment requests" to verify a camper's current sessions.

Managing a camper's sessions does not automatically update the camper's session accruals for the charges/discounts that were originally created for their enrollment. 

Session accruals impact your camp's Camper Accrual Transaction Log, Camper Accrual Summary (By Session), and Camper Accrual Summary (By Accrual Period) financial reports when generating the total amount of charges/discounts allocated to specific camp sessions.

To update the camper's session accruals, an admin must manually adjust the sessions assigned to each relevant charge/discount. First, double click to edit the transaction; then, adjust the session breakdown within the transaction details. 

To learn more about editing transactions, click here.

To enroll a camper by approving their submitted request on the Enrollment Requests page, find the request you wish to approve and click the "Enroll" button on the right.

To enroll a camper via their profile page, click the "Enroll" link in the Action Menu of the camper's profile.

1. Click on the options for the existing request to approve the camper for those options.
2. Click "Create a new enrollment request" to enroll the camper for options other than those already requested.

Next, the Enrollment Wizard will guide you through the multi-step process of enrolling a camper. 

If you're approving an existing request that was submitted by a parent/guardian, the wizard will be pre-filled. However, you may edit any/all selections and responses as needed.

If you're manually enrolling the camper on the parent's behalf, you'll need to enter all of the necessary information manually.

To read about a specific part of the enrollment process, use the links below to jump to a specific section of this article:

• Camper Details
• Step 1: Enrollment Options
• Step 2: Questions + Extras
• Step 3: Transportation
• Step 4: Bunking
• Step 5: Payment Information
• Signature & E-mail confirmation
• Complete Enrollment

The Merge Tool will merge accounts by copying the data from one account (called the “source” account) into the other account (called the “destination” account), so that the destination account contains both sets of data. Then, the source account is deleted so only the destination account remains.

Certain fields can only store one piece of data (e.g. first/last name, date of birth, question responses, form submissions, and more). If both camper accounts have data for one of those fields, CampSite will NOT copy the source camper's data - it'll only keep the destination camper's data.

During the merge process, you'll need to select which camper's account should serve as the source vs. the destination. This distinction determines which value will be retained in situations where CampSite can only keep one.

• Tip: The camper account with the most accurate or up-to-date data should serve as the "destination."
• We cannot "undo" a merge that was completed incorrectly.

To begin, navigate to the family profile that contains duplicate campers.

Click the Action Menu to select “Merge into another family”.

1.  For the "Destination Family ID," enter the family’s ID number (i.e. the same ID number listed at the top of the page).
2. Click “Continue to next step.”

Next, you'll be presented each camper account within this (1) family.

On the left, identify which camper account you would like to designate as the "source account" (note the different ID numbers that distinguish the accounts).

When you've identified the source camper, click the dropdown menu to the right that says "Do nothing with this camper" and then select the destination camper account.

The Merge Tool will now show that the source camper will be merged into the destination camper. So, if there's duplicate sets of data where they can only be 1, CampSite will only maintain the data that's on file for the camper on the right.

Finally, you'll need to:

1. Carefully read "How this merge tool works" to make sure you've designated the source/destination campers correctly
2. Check mark that you've read and understand the implications.
3. Click "Complete merge" to finalize the merge process.

Again, we cannot "undo" a merge, so please proceed with caution!

 After the merge is complete, you'll be redirected to the family's profile again, now containing a single account for the two campers that have been merged.

If both of the duplicate campers were enrolled for the same session(s) prior to the merge, navigate to the Financial tab of the family's profile to reverse any duplicated charges/refund any duplicate payments, if applicable. 

View/edit the essential information for this camper.

Most* of this information is collected from the family when they initially create their family's account for the Parent Dashboard. This information is then saved to their account and does not need to be re-entered year after year (e.g. if the camper returns to camp).

*The following data is not collected from parents:

• "Years at Camp" is calculated by CampSite, based on the number of years for which the camper has enrolled for at least one session. If needed, you may edit this value by double clicking.
• "Ready for facial recognition?" will only display to camps who have purchased Facial Recognition for their Camp Today blog module. This field indicates if the camper has a reference photo that can be used for facial recognition purposes.  
• "How created" is recorded by CampSite to indicate how the camper's account was created. This cannot be edited.

Parents can edit their camper's information from the "Enrollment" page of the Parent Dashboard. If your camp currently has enrollment disabled, they can edit their camper's info via the "My Account" page.

Please note: Parents cannot edit a camper's date of birth, gender, or grade, so as to prevent them from falsifying their camper's information in order to enroll for a session the camper is not naturally eligible for. These fields must be edited by an admin user.

Admin users may edit camper information manually by double clicking the current data on file for the camper. For example, to edit date of birth, double click the current date of birth on file.  

When editing date of birth, a calendar modal will then open to allow you to click and select a different date of birth for the camper. Once the new date of birth has been selected, click the "Ok" button to save your changes. The camper's age will automatically recalculate based on the new date of birth that's been entered.

Note that grade must be edited from the yearly tab, not the Basic Info tab.

View/edit the permanent custom fields of information for this camper.

• To add/edit/remove which permanent custom fields appear on all camper profiles, go to Admin > Campers > Custom Fields.

To add or edit data within a custom field, double click the data field.

Enter new information as needed, then click the "Ok" button to save your changes.

First, note that forms will be organized into 3 different categories based on the form scope (Permanent vs. Yearly vs. Session specific).

Within each category, view a table presenting the submission details of each form with that category:

1. Yearly dropdown: Indicates the year the form falls under.
2. Type: Indicates whether the form is "web" or "printed" (learn more here)
3. Name: Indicates the name of the form. Click to access the form contents.
4. Meets Restriction?: If the form is restricted to certain campers, this column indicates if the camper meets the restrictions for this form.
   • If blank, the form is not restricted to certain campers.
   • If "Yes", the form is restricted and the camper meets the restrictions/is expected to submit the form.
   • If "No", the form is restricted but the camper does not meet the restrictions/is not expected to submit the form.
5. Due date: Indicates the due date configured for the form (if applicable).
6. Received?: Indicates whether or not the form has been received and when.
7. Delete: Double click to permanently delete the form that the camper submitted.
8. Mark as received: Click to mark a form as having been received without uploading a copy of the form (e.g. to override having a particular camper submit a certain form).

If a "printed" form is marked as received without uploading a copy of the form, the form will indicate that it's been received but that no submission was uploaded:

Admin users can upload a form manually (on the parent's behalf). The process for uploading a form depends on the form type - see below.

Submitted forms can also be printed from the "Forms" tab of the camper's profile page. The process for printing a form depends on the form type - see below.

• To print form submissions in mass (instead of one camper at a time), go to the Forms page where the form was created. Click here to learn more.

Admin users may edit a camper's form submission to overwrite the current submission with new information. The process for editing a form depends on the form type - see below.

Using CampSite's form review functionality, admin users can record their review status of submitted forms, using a custom dropdown list of different review statuses.

To enable form review functionality, go to Admin > DB Management > Form review.

See the Medical Module manual for more details.

For each sent email, admins can:

1. Re-send an email.
2. Access the original saved email. If the message that was sent was saved in CampSite prior to sending, admins can click and access the body of that saved email.
3. View the email subject and message. Click the subject line to view the body of the email.
4. View the timestamp of when the email was sent.
5. View who sent the email.
6. View the email addresses to which the email was sent.
7. View the email's delivery status for each recipient. Click here to learn more about delivery status.

Click the subject line of the email to view the contents.

1. View the message details, including:
   • The CampSite ID number for this specific message
   • When the email was sent
   • Who the email was sent from
   • Who the email was sent to (note: CCed and BCCed recipients will not display here)
   • The subject line of the email
2. View, if any, any files that were attached to the email. Click the link to view a copy of the attachment.
3. View the body of the email, including the header image. If needed, use the scrollbar on the right to scroll down and view the entire message.

To resend a previously sent email, find the email and double click the envelope icon on the far left.

1. Checkmark which parents to resend the email to.
2. Type additional email addresses to send the email too, including BCC. If entering multiple email addresses, separate each address with a comma.
3. Click to resend the email.

CampSite will send a exact copy of the previously sent email to the recipients that were specified.

A separate entry for the re-sent email will now display under the camper's E-mails tab, as shown below.

New emails are not sent from the E-mails tab; instead, open the Action Menu and click "Send an e-mail", as shown below.

CampSite will navigate to a new page for composing your e-mail message prior to sending. For more information on how to compose and send an email,  click here.

Camper notes are organized into different categories (created by your camp). Within the Notes tab, notes are presented one category at a time. Select which category of notes you wish to view by clicking the "Category:" dropdown menu and select a category as needed.

To create a new camper Notes category, navigate to the Campers tab of the Admin settings page and select "Notes" on the left.

• To manage the note categories for your database, admin users must have "Admin" permissions for "Family + Camper notes." Click here to learn more about permissions for the Campers module.
• Each note category has permission settings that allow you to control which admin users are able to access the notes within that category. To manage which admins can access a camper note category, navigate to Admin > Campers > Notes > double click the pencil icon for the category.

1. First, select the category you wish to save the note under.
2. Next, click "Add new note..."

1. Type the content of your note.
2. Click Submit to post the note to the camper's profile.

The new note will be added to the camper's profile. Notes are displayed in chronological order with the newest note at the top.

Double-click on the pencil icon edit an existing note. A pop-up window will open.

Edit the category and/or content of the note, and then click Submit to save your changes.

Notes can be printed in mass via the Campers menu.

To learn more about printing notes, click here.

1. Upload a new file
2. View the name of an existing file (double click to rename)
3. View the filename (click to open the file)
4. See who uploaded the file
5. See when the file was uploaded
6. Delete the file (double click)

Click the "upload file..." link.

Find/select the file that you wish to upload to the camper's profile.

The new file will be added to the camper's profile. File are displayed in chronological order with the most recently uploaded file at the top.

To add a name to the file, follow the instructions below for renaming a file.

Double-click the name field for a file to add/edit the file name.

1. Enter a name for the file
2. Click "Ok" to save

Click the filename to open the corresponding file.