DB Management

Users

Click here to access all of our articles related to adding and managing admin users for your CampSite database.

User templates

Occasionally, you may need to add several users to CampSite, such as your seasonal office staff, with similar permissions based on their role. Rather than setting these permissions individually for each user, you can easily create a User Template to be applied with the user is added.

User templates can be created in Admin > DB Management > User Templates.

Click +Add new user template...

Enter the name of the new user template, then click Submit.

Click the various sections to set the permissions for each module.See documentation on permissions levels for more information.

After setting permissions levels, click Save changes for this user template.

Dropdown lists

Dropdown lists contain specific responses that can be selected from a dropdown menu. By associating a dropdown list with a certain question or custom field, you can limit the responses to a list of preset values.

All of your camp's dropdown lists are stored/managed under your camp's DB Management settings.

To access your camp's dropdown lists, go to Admin > DB Management > Dropdown lists.

Note that every CampSite database comes included with standard dropdown lists. These lists are already attached to standard questions that come built into various forms (e.g. collecting the person's gender when their account is created, collecting lead source information via "how did you hear about us?", etc.) While you can edit the values on these lists, you cannot use these existing lists on any custom questions that your camp creates.

From the dropdown lists tab, you can:

Create a Dropdown List

Navigate to the dropdown lists tab of your DB Management settings, and then click "Add new dropdown list..."

  1. Name the dropdown list*
  2. Save changes

*Parents etc. will not see the name of a dropdown list--admins will reference lists by name when selecting which list to attach to a dropdown question or custom field.

Next, you'll add values to the dropdown list.

Add Values

  1. Click the name of the dropdown list to expand it
  2. Type a value into the text box
  3. Click Add Value

Continue typing/add values until you have the list that you need.

Edit a Dropdown List

Click the name of the dropdown list to expand it and view the current values included in the list.

Rearrange Values

Change a Value

Dropdown list values cannot be edited. If you want to change a value, you can remove it and then add a new value.

Remove a Value

To completely remove a value from the list, you can delete it. You can also make a value "admin only", so that it's only removed from the parents' view, but still accessible by admins.

  1. Make a value admin-only by double clicking the word No, changing it to Yes, and then clicking OK.
    'Admin only' values are not visible to parents etc., but admin users can see/select it if needed.
  2. Or, double click to delete the value (for admins as well)

Delete a Dropdown List

Camps can delete any custom dropdown lists they've created, if the dropdown list is not currently linked to a question or custom field.

The standard dropdown lists that come provided with CampSite cannot be deleted.

To delete an entire dropdown list, double click the red delete button on the far right of the dropdown list name.

E-mail Templates

Email Templates

An email template refers to the header and/or footer image(s) that appear on the email messages sent from your CampSite database. 

Create and save different email templates if you wish to theme certain messages differently emails (e.g. for branding purposes) and select them each time you send an email.

  • Do not use e-mail templates to compose the actual e-mail message. To learn how to compose/send a message, please click here.

Please note: Every CampSite database has a "default" email template that matches the Parent Dashboard theme that was configured when your database was first created. Camps cannot edit their "default" template manually. If you need your default template updated, please contact CampSite Support.

To manage your custom e-mail templates, go to Admin > DB Management > E-mail templates.

From the email templates tab, you can:

Create a New Email Template

Navigate to the e-mail templates tab of your DB Management settings, and then click "Add new email template..."

Here, enter a name for the template and submit. You'll edit the actual content in the next step.

Double click the pencil icon to access the template content.

By default, CampSite will pre-populate a ~~~text~~~ placeholder within the template. This ~~~text~~~ placeholder must remain in your template, to indicate where the body of your email message should appear when you apply this template to an email.

To customize your template, you'll add content above and/or below the ~~~text~~~ placeholder, as needed.

Adding an Image to the Template

If you're adding a header image, move the ~~~text~~~ placeholder down a line. Click above the ~~~text~~~ placeholder and then click the embed image tool.

Upload your image, send it to the server, and then edit the width/height or alignment if needed.

In the example above, the email template will populate a header image above the body of the email. If you wish to also add a footer image, add the image beneath the ~~~text placeholder~~~.

When you're done editing the template content, click Save e-mail template.

Edit an Email Template

Double click the pencil icon to access the template content.

Edit the template content and click Save e-mail template when finished.

Delete an Email Template

Double click the delete icon to remove the email template from your database.

E-mail Signatures

Create and save preset signatures to apply to email messages you send via CampSite.

To manage your custom e-mail signatures, go to Admin > DB Management > E-mail signatures.

From the email signatures tab, you can:

To learn more about how to apply an email signature to an email, click here.

Add a new Email Signature

  1. Click + Add new e-mail signature...
  2. Provide a name for the signature and submit

Next, edit the email signature to add content to it.

Edit an Email Signature

Double click on the pencil icon for the signature.

Then, create the email signature using the text editor.

Embed images or links and stylize your text as needed.

Duplicate an Email Signature

Double click the copy icon to duplicate an existing email signature (e.g. to save time when needing to create a similar version).

Delete an Email Signature

Double click the delete icon to delete an email signature from your camp's database.

Apply an Email Signature to an Email

Each time you compose an email in CampSite, you can apply a preset email signature to your message using the 'E-mail signature' setting.

Click the dropdown list to select any of the signatures saved in your database.

Note that the signature will not appear within the text editor for composing your message. To preview the signature on your message, use the 'Preview this e-mail' function (or, send yourself a test e-mail).

Forms

CampSite's form review feature allows admins to record their review of each submitted form, using a custom dropdown list of different review statuses.

To enable/disable form review for your database, go to Admin > DB Management > Forms.

Click here to learn more about how to mark forms as reviewed.

Database Rollover Wizard: Overview

The Rollover Wizard allows you to control which year(s) you have available for enrolling campers and hiring staff.

Whenever you need to open a new year in your database and/or close the previous year, you'll use the Rollover Wizard.

Completing Step 1 will open the next year for enrollment/hiring.

  • When completing Step 1 of the Rollover Wizard, select which items/settings from last year that you'd like to copy over to the next year. These items may still be edited or deleted after you complete Step 1.
  • If you need to create new items for next year, you may do so after you submit Step 1, via the respective page for each item.
  • After Step 1 is submitted, enrollment/hiring/registering is enabled for the next year.
  • When you're ready to disable enrollment/registration for the previous year, complete Step 2 of the Rollover Wizard. Until you complete Step 2, enrollment and registration will be available for 2 separate years.

Click here to read our detailed article on how to complete Step 1. If you'd prefer to watch a video tutorial on this process, please click here instead.

Completing Step 2 will close last year for enrollment/hiring.

  • Once this step is completed, you may no longer enroll/unenroll campers or hire/unhire staff for the previous year.
  • Completing this step will designate the new year as your 'current' database year.
  • Step 2 does not impact financials. Transactions can still be created/edited towards years that have been closed.
  • You should not complete this step until all sessions under the present year have concluded.

Click here to read our detailed article on how to complete Step 2.

Pre Yearly Rollover Checklist

Before launching Step 1 of the Rollover Wizard, gather the following details, decisions, and settings to ensure a smooth, uninterrupted setup.

If you would like to watch a video demonstration for the Rollover Process by one of our staff at CampSite, please view: Webinar Video: The Rollover Process

Before You Begin

  • Be sure to have a dedicated block of time: While the rollover does not take long to complete, be sure to complete it in a single sitting. After 4 hours the rollover page will expire and then cannot be completed without starting over. Step 1 must be completed in one session and cannot be saved mid-way or re-entered once submitted.

Decide and discuss with your team in advance which of the following items to copy over:

  • Basic camp information:
    • Dates of camp sessions
    • Tuition prices for camp sessions
    • Discounts or Tuition Plan Rates for camp session costs
    • Enrollment Extras for next season
    • Enrollment Options
    • Enrollment Questions
    • Enrollment Option Tags
    • Payment Schedules
    • Coupon Codes
  • Bunking: Divisions and Bunk structure
  • Forms & Medical:
    • Which camper, family, staff, or event forms to bring over.
    • Custom medical questions and printed medical forms.
    • Immunization Records Policy: Decide whether to roll records over or force re-submission by leaving them un-copied.
  • Staff & Events Modules: Staff application questions/settings, staff departments/titles, registration options, and events.
  • Operations for Modules such as Transportation & Program: Transportation session groups, buses, and program segments.

The Rollover Process Steps Explained

  • Enrollment Options: Choose which of the Enrollment Options from Campers Wizard - Step 9: Enrollment Options you would like to copy over to the next season. These can be edited at a later time once they are copied, but they cannot be copied at a later time if they are not copied in this step. By default CampSite selects all Enrollment Options that are available to rollover.
  • Enrollment Questions: Discuss updates needed to Enrollment Questions on Campers Wizard - Step 8: Enrollment Form Setup. These can be edited later once rolled over.
  • Session Dates: Start and end dates for all upcoming sessions. This can be an estimation or a placeholder if you are unsure of your dates for next season. These dates can be edited at a later time from Campers Wizard - Step 2: Sessions. (If no dates are selected manually, CampSite defaults to whatever your last year's dates were with the year incremented by +1).
  • Tuition & Rate Adjustments: Updated base tuition plan amounts and specific tuition plan rates. This can be an estimation or a placeholder if you are unsure of your prices for next season. These prices can be edited at a later time from Campers Wizard - Step 5: Tuition Plans.
  • Payment Schedule Adjustments: Choose which of the currently existing Payment Schedules from Campers Wizard - Step 4: Payment Schedules to roll over. These can be edited later once they are rolled over if needed. (If no dates are selected manually, CampSite defaults to whatever your last year's dates were with the year incremented by +1).
  • Yearly Enrollment Extras/ Enrollment Extras: Updated costs for general enrollment extras from Campers Wizard - Step 9: Enrollment Options and yearly enrollment extras from Campers Wizard - Step 8: Enrollment Form Setup. All extras are created on Campers Wizard - Step 6: Enrollment Extras.
  • Coupon Codes: Adjusted rates for coupon codes.
  • Discounts: Updated costs for general enrollment discounts from Campers Wizard - Step 7: Enrollment Discounts
  • Staff Application: Select which of the items from the Staff Application should be copied. They can be edited at a later time.
  • Registration Options: Updated registration costs and discounts for the Events module (if your camp is using the Events Module).
  • Events: Start and end dates for all upcoming events. This can be an estimation or a placeholder if you are unsure of your dates for next season. These dates can be edited at a later time from the Events Setup Wizard. (If no dates are selected manually, CampSite defaults to whatever your last year's dates were with the year incremented by +1).
  • Registration Discounts: If Group or Individual discounts exist for the Events Module, choose if you would like to roll them over to the new year here.
  • Forms: Which camper, family, staff, or event forms to bring over.
    • Custom medical questions and printed medical forms.
    • Immunization Records Policy: Decide whether to roll records over or force re-submission by leaving them un-copied.
  • Medical: Decide if you would like to rollover Camper and Staff Immunization records, Camper and Staff Custom Medical Questions from the previous year, and Camper and Staff Printed Medical Forms from the previous year.
  • Transportation: Decide if you would like to copy any session groups and buses from the previous year.
  • Program: Decide if you would like to copy any program segments from the previous year.
  • Statuses: Determine the default new-year status for currently enrolled campers and hired staff (defaults to "Pending" for previously enrolled campers).
  • Custom Colors: Decide if you would like to copy custom colors the previous year (if custom colors are being used on the Camper Profile pages. If no colors are copied over, all colors will default to white for the new year.
  • Grades:  Grades all increase by +1 automatically. This step is informational only. No choice needs to be made here.
  • Custom Fields: Custom field assignments and whether to preserve custom camper colors (leaving un-copied resets them to white).
  • Shop Items: Shop items are copied over to the new year automatically. On this step, decide if price changes are needed for the new year.

Post-Rollover Checklist (Items to Re-Configure Manually)

These settings do not carry over during Step 1 and will need manual updates once Step 1 is submitted:

  • Passcodes & Restrictions: Enrollment option passcodes, report restrictions on enrollment options, and report restrictions on forms.
  • Dates & Rules: Form due dates (standard and medical) and transportation transactions.
  • Content & Messaging: Camper/staff dashboard text, enrollment instructions/terms, instructions on medical pages, saved email templates (especially enrollment confirmation messages), advanced reports, documents/labels, and staff contracts containing year-specific merge fields.

Once the Yearly Rollover Process Step 1 is completed, we highly recommend viewing the Items to Review After Completing the Yearly Rollover: Part 1 article where you can walk through all of the items that may need manual updating. 

Items to Review After Completing the Yearly Rollover: Part 1

The following items are not updated by the Rollover Wizard and may need to be updated manually after you complete Step 1: Begin enrolling & hiring for next year:

Enrollment Option passcodes + report restrictions

  • Passcodes and report restrictions do not rollover and must be re-configured manually every year.
  • For passcodes, create the passcodes on Setup Wizard Step 8, then add them to the relevant options on Step 9. 
  • For report restrictions, create and save new reports for the new enrollment year and then apply them as a "Restrictions" on each relevant enrollment option on Step 9.

Enrollment Form Instructions

  • Go to Admin, click the Camper tab, and select Step 8: Enrollment Form Setup of the Camper Setup Wizard.
  • Click the "Instructions + Terms" tab on the left.
  • Review/edit the different sets of instructions that can be added to each page of the enrollment form.
  • Check your Terms + Conditions text near the bottom of the page.

Custom Dashboard texts

Check any custom text that's been added to the various pages of your Camper, Staff, or Events dashboards for year-specific info.

  • Go to Admin, click the Camper, Staff, or Events tab, and then click the Dashboard tab on the left. Double check Financial: Parent Dashboard, too. 

Automatic/saved emails

Most importantly, review your camper "enrollment form submission confirmation" message (that's sent automatically each time the enrollment form is submitted).

If you manually approve camper enrollment, also review any enrollment confirmation emails your camp has created.

  • Go to Admin, click the relevant tab, and then click Saved e-mails on the left.
  • Emails related to camper enrollment are located under the Campers tab.

Form Settings

While the questions on a form will roll over, the form due date and any report restrictions do not.

  • Hover over the relevant module in the navigation bar, and then click the Forms link in the dropdown menu.
  • Double click the pencil icon for a form to edit the settings.

Saved Advanced Reports

  • Hover over the relevant module in the navigation bar, and then click Advanced Reports in the dropdown menu.
  • Find the report in the Saved Reports menu and change the year, sessions, fields + filters.
  • To overwrite the existing report, click the Save button.
  • To save a separate version of the existing report, click "Save As" instead.

Saved Documents and Labels

  • Go to Admin, click the relevant tab, and then click "Documents" or "Labels" on the left.
  • Double click the pencil icon for the Document or Label you wish to edit.

Transportation Transactions

For camps with our Transportation module, transportation transactions must be re-created manually each year.

  • Hover over the Campers button in the navigation bar, then click Transportation in the dropdown menu.
  • Select a Session Group in the top right corner of the Transportation Dashboard.
  • Scroll down to Transportation Transactions and add a transaction.

Health History Form Settings

For camps with our Medical module, the form due date and any custom page instructions you may have added need to manually updated each year (if applicable). 

  • Go to Admin, click the Campers or Staff tab, and then click "Medical" on the left.
  • Enter a new "Due date" if needed.
  • To edit the overall form settings, go to  the Health History Configuration section. 
  • Double click the pencil icon for the overall form page to edit the settings. Or, click to expand a page and then double click the pencil icon to edit the settings for a section of questions.
Database Rollover Step 1: Begin enrolling & hiring for next year

When you're ready to enable enrollment/hiring for the following year, it's time to complete Step 1 of the Rollover Wizard.

Access the Rollover Wizard from the Admin page, under the DB management tab.

Completing Step 1 will open the following year for enrollment/hiring within your database. Note: Your present year is not impacted by completing Step 1.

Completing Step 1

Completing Step 1 will open the following year for enrollment/hiring within your database. Note: Your present year is not impacted by completing Step 1.

During Step 1, CampSite will offer to copy common items/settings from the present year to the following year. These items may still be edited or deleted after they're copied over. You may also add new items as needed, after the rollover, via the respective page for each item.

Please note:

  • You cannot save your changes without submitting Step 1, so please plan to finish this process in one sitting. 
  • For security purposes, CampSite will log you out after approx. 4 hours, so plan to begin Step 1 when you have time to complete it within 4 hours.
  • Step 1 cannot be accessed again after it's been submitted, so if you neglect to copy something that you need, you'll need to build it out again manually.

First, please review the "Important information" section at the top of "Step 1" before proceeding.

For step-by-step guidance on completing each part of Step 1, please read below. 

Enrollment Options

Copy any of your current enrollment options to the new camp year.

  • You can edit the enrollment options that you copy over by navigating to  Step 9 of the Camper Setup Wizard after you've submitted the Rollover Wizard.
  • Please note that advanced report Restrictions on enrollment options do not copy over - you must re-apply report Restrictions to your enrollment options manually every year.

Questions

Copy your current enrollment questions to the new camp year.

  • You can edit the enrollment questions that you copy over by navigating to  Step 8 of the Camper Setup Wizard after you've submitted the Rollover Wizard.

Enrollment Tags

Copy any of your current enrollment option tags to the new camp year.

  • You can edit the enrollment questions that you copy over by navigating to the Enrollment Option Tools on Step 9 of the Camper Setup Wizard after you've submitted the Rollover Wizard.

Sessions

Copy any of your current sessions to the new camp year. You may also edit the start and end date for each session, if needed.

For the session dates, CampSite will auto-populate the month and day for each session under the current year, but change the year to next year. If you wish to edit the start/end dates, you may do so before proceeding.

  • You can also edit sessions after you them copy over by navigating to Step 2 of the Camper Setup Wizard after you've submitted the Rollover Wizard.
  • If you already selected to copy an enrollment option that contains a certain session, that session will be pre-selected and must be copied to next year as well.

Tuition Plans

Copy any of your current tuition plans to the new camp year. You may also edit the amount for each tuition plan, if needed.

If you've set up any special tuition plan rates for the current year, you may also select to copy them to the next camp year. If you copy tuition plan rates, one year will be added to the current start and end dates of each rate, and the rate amount will remain the same (regardless of any changes made to the default tuition plan amount above.)

  • You can also edit the tuition plan/rate amounts later after copy them over by navigating to Step 5 of the Camper Setup Wizard after you've submitted the Rollover Wizard.
  • If you already selected to copy an enrollment option that contains a certain tuition plan, that tuition plan will be pre-selected and must be copied to next year as well.

Payment Schedules

Copy any of your current payment schedules to the new camp year. You may also edit the payment dates, if needed.

  • You can also edit the payment schedule dates after you copy them over by navigating to Step 4 of the Camper Setup Wizard after you've submitted the Rollover Wizard.

Yearly Enrollment Extras

Copy any of your current yearly enrollment extras to the new camp year.

  • You can add/remove yearly enrollment extras later by navigating to Step 8 of the Camper Setup Wizard after you've submitted the Rollover Wizard.
  • If you wish to change the current price for these extras, you may do so in the very next step.

Enrollment Extras

Copy any of your current enrollment extras to the new camp year. You may also edit the amount of each extra, if needed.

  • You can also edit the enrollment extra amounts after you copy them over by navigating to Step 6 of the Camper Setup Wizard after you've submitted the Rollover Wizard.
  • If you already selected to copy an enrollment option that contains an enrollment extra, that extra will be pre-selected and must be copied to next year as well.

Enrollment Discounts

Copy any of your current enrollment discounts to the new camp year. You may also edit the amount of each discount, if needed.

  • You can also edit the enrollment discount amounts after you copy them over by navigating to Step 7 of the Camper Setup Wizard after you've submitted the Rollover Wizard.

Coupon Codes

Copy any of your current coupon codes to the new camp year.

  • You can edit the coupon codes that you copy over by navigating to Step 8 of the Camper Setup Wizard after you've submitted the Rollover Wizard.

Bunking

Copy all of your current divisions and bunks to the new camp year.

  • You can edit the divisions and bunks that you copy over by navigating to the Bunking Boards page after you've submitted the Rollover Wizard.

Staff Application

(For camps who have added the Staff module to their database)

Copy your current staff application questions/settings to the new camp year.

  • You can edit the staff application items that you copy over by navigating to the Staff Setup Wizard after you've submitted the Rollover Wizard (go to Admin > Staff tab > Staff Setup Wizard [Steps 1 through 6]).

Staff Departments

(For camps who have added the Staff module to their database)

Copy all of your current staff departments and titles to the new camp year.

  • You can edit the departments and titles that you copy over by navigating to the Staff Departments board after you've submitted the Rollover Wizard (open the Staff menu in the navigation bar and select Staff Departments).

Registration Options

(For camps who have added the Events module to their database)

Copy your current event registration options to the new camp year.

  • You can edit the registration options that you copy over by navigating to the Events Setup Wizard after you've submitted the Rollover Wizard (via Admin > Events tab > Setup Wizard > Step 6).

Events

(For camps who have added the Events module to their database)

Copy any of your current events to the new camp year. You may also edit the start and end date for each event, if needed.

For the event dates, CampSite will auto-populate the month and day for each event under the current year, but change the year to next year. If you wish to edit the start/end dates, you may do so before proceeding.

  • You can also edit events after you them copy over by navigating to the Events Setup Wizard after you've submitted the Rollover Wizard (via Admin > Events tab > Setup Wizard > Step 2).
  • If you already selected to copy a registration option that contains a certain event, that event will be pre-selected and must be copied to next year as well.

Registration Discounts

(For camps who have added the Events module to their database)

Copy any of your current registration discounts to the new camp year. You may also edit the amount of each discount, if needed.

  • You can also edit the registration discount amounts after you copy them over by navigating to the Events Setup Wizard after you've submitted the Rollover Wizard (via Admin > Events tab > Setup Wizard > Step 4).

Forms

Copy any of your current forms (family/camper/staff/event) to the new camp year.

Note that if needed, last year's forms can still be copied over after Rollover Wizard has been submitted (via the Forms page).

  • You can edit any of these forms after you copy them over by navigating to the Forms page after you've submitted the Rollover Wizard.
  • Please note that advanced report Restrictions on forms do not copy over - you must re-apply report Restrictions to your forms manually every year.

Medical

Copy the immunization records, custom medical questions, and printed medical forms to the new camp year.

If you'd like campers and staff to re-submit their immunization records every year, do not select to copy them over.

  • You can edit custom medical questions and printed medical forms after you copy them over by navigating to the Medical Dashboard after you've submitted the Rollover Wizard.

Transportation

(For camps who have added the Transportation module to their database)

Copy your current transportation session groups and buses to the new camp year.

  • You can edit session groups and buses after you copy them over by navigating to the Transportation Dashboard after you've submitted the Rollover Wizard.

Please note that transportation transactions do not copy over - you must re-create transportation transactions manually every year.

Also, when session groups are copied, the transportation forms for each session group will rollover as "inactive" for the new year. To activate the transportation form for a session group, go to the Transportation session group page.

Program

(For camps who have added the Program module to their database)

Copy your current program segments to the new camp year.

  • You can edit program segments after you copy them over by navigating to the Program Dashboard after you've submitted the Rollover Wizard.

Statuses

Specify which status should be applied to each camper and staff in the new camp year.

By default, enrolled campers/hired staff for the current year will be labeled as "Pending" in the new camp year. This allows you to distinguish that "pending" campers and staff were enrolled/hired previously, whereas "leads" have not enrolled/been hired before.

All other statuses will retain the same value as the previous year, unless you specify otherwise.

  • You can still edit a camper or staff person's assigned status after you submit the rollover wizard.
    • To edit an individual camper or staff person's status, go to their profile page and double click their current status.
    • Or, edit statuses for multiple campers/staff by adding the "Status" field to an advanced report of campers/staff and mass editing the Status field as needed.
  • To create new statuses for the new camp year, go to Admin > Campers or Staff > Lead Statuses after you submit the Rollover Wizard.

Custom Colors

Copy your current custom color assignments for each camper to the new year.

  • If you deselect the option to roll over custom colors, every camper's custom color for the new year will be empty (a.k.a. white).
  • You can edit a camper's custom color for the new year via their profile page, or in mass via advanced reports.

Grades

Every camper's grade value will be incremented by one in the new camp year, based on the grade values you have configured in your official "grades" dropdown list.

Custom Fields

Copy your current custom fields from your current year to the new camp year.

  • You can manage custom fields after you copy them over by navigating to the Custom Field section of the Admin page (for the relative module).

Submit Rollover Wizard

Once you've reviewed all of the information above and confirmed the items you wish to copy to the new camp year, click "Submit rollover wizard".

After submitting, you'll be able to process camper enrollment & event registrations and hire staff for the new camp year.

Other Suggested Items to Review

  • Any custom enrollment form texts and staff application texts
  • Any custom text on the Dashboard (go to Admin > choose a tab for the desired module > choose the 'Dashboard' option on the left sidebar)
  • Saved e-mails, Advanced Reports, Documents, Labels,  and staff contracts that contain yearly merge fields for the previous year. To change them to the new year, delete the merge field(s) and add them again for the new year. 
  • Camper Forms settings (while form content can be rolled over, specific settings are not - e.g. form categories and report restrictions)
  • Enrollment Option report restrictions. These do not rollover from year to year. To set up report restrictions again for the new year, create/save a new report for the new  year, and then apply it to the relevant enrollment options.
Database Rollover - Tutorial Video

The Database Rollover allows you to update your CampSite account for the next enrollment season by copying and updating the core pieces of the enrollment process.

Database Rollover Step 2: Change current year

Completing Step 2 of the Rollover wizard will close the previous year and designate the following year as your "current year" in CampSite.

When the previous year is closed, the following actions are disabled for that year:

  • Enrolling and un-enrolling
  • Accessing/submitting forms from the dashboard
  • Registering and un-registering (via the Events module)
  • Hiring, and un-hiring Staff (via the Staff module)
  • Logging attendance (via the Attendance module)
  • Delivering medications (via the Medical module)

Also, for camps with the Camp Today: Communication module, campers can only receive emails if they're enrolled for the current year you've rolled over to.

Note: Completing Step 2 does NOT impact financials. Transactions can still be created towards years that have been closed.

To change the current year of your database, select Step 2: Set 'current year' from the Rollover Wizard section of the DB Management tab of the Admin menu.

  1. First, review the important information.
  2. Click "set current camper and staff years" to complete the Database Rollover.
Text Messaging

(This section only pertains to camps who have purchased the text messaging module)

Go to Admin>DB Management>Text messaging.  Clicking here will show the User the 'From' phone number that will send texts to families that have opted in to receiving text notifications.  The page also displays how many texting credits the camp has for use.  Additional credits can also be purchased here by clicking on 'Add additional credits...'

Embedded JavaScript

Embed Google Analytics or other JavaScript tracking code on your public-facing pages via Admin -> DB Management -> Embedded JavaScript -> Manage embedded JavaScript.

 
There are two different types of embedded JavaScript in CampSite:

  • Globally embedded JavaScript
  • Page-specific embedded JavaScript

Globally embedded JavaScript will be loaded on every public-facing page for your CampSite account. A public-facing page is any non-administrative page - such as the camper Request For Information form, the Parent Dashboard, Staff Dashboard or Camp Today. This feature is useful if you wish to use one snippet to track user traffic across all of CampSite.

Page-specific embedded JavaScript allows you to load JavaScript on specific pages of the Parent or Staff Dashboard, such as the Request for Information form or the enrollment confirmation page. This is useful for tracking key metrics and conversions, such as the number of parents who completed an enrollment after clicking an advertisement.

Please use the designated sections of the Embedded JavaScript page for global vs. page-specific JavaScript, as shown above.

Frequently Asked Questions about Embedded JavaScript in CampSite

I have some tracking code from Google Analytics (or Facebook Pixel, or any other service), and I don't know what to do with it.

Because of the complexity involved with properly configuring Google Analytics and other analytics tools, CampSite Support is unable to help camps validate or modify their JavaScript code.

Camps who need assistance with setting up their tracking code should consult with an IT or web design professional. The tools exposed on CampSite's Embedded JavaScript page offer a tremendous amount of flexibility in configuring tracking code, but improperly entered JavaScript can impact or break the user experience on public-facing pages. Please use caution and be sure to test pages after making changes to your embedded JavaScript.

My Embedded JavaScript loads an external script, is this supported?

Many analytics services rely on loading external scripts to function. CampSite automatically wraps content entered in the Embedded JavaScript page in <script> tags, which may break snippets that contain references (e.g. <script src="an-external-file.js" />) to external scripts.

A workaround for this is to add a </script> tag in the beginning of the content area, and add a <script> tag at the bottom. This isolates your content from the <script> tags surrounding it and allows for more advanced functionality, such as loading external scripts. For example:

</script>

<!-- your content goes here... -->

<script>

I entered some JavaScript into the Embedded JavaScript page, and it's not working correctly.

Because of the complexity involved with properly configuring Google Analytics and other analytics tools, CampSite Support is unable to help camps validate or modify their JavaScript code. Camps who need assistance with setting up their tracking code should consult with an IT or web design professional.

Import Data

Using CampSite's import tool, admin users can upload families, campers, alumni, and custom field data into their database in mass.

To access CampSite's import tools, navigate to Admin > DB Management > Import data. Click the respective link for the type of data you wish to import.

Import Process

CampSite allows you to import data into your database by entering that data onto a spreadsheet (.CSV) and uploading the spreadsheet into CampSite.

For each import tool, we provide the following step-by-step instructions to guide you through the import process:

  1. Download our spreadsheet template
  2. Review how to complete the spreadsheet
  3. Upload the spreadsheet
  4. Review/fix any problems

Note: While this article features images of only the Campers import tool, the content of this article applies to all imports.

Important Note When Importing Campers

Families and campers must be imported separately (via two separate spreadsheets). Since campers must be imported into their respective families, you need to complete the family import before you can import campers. 

During the families import, you'll upload only the parents’ information to establish the family's profile. During the campers import, you'll upload the camper's details to create the camper's profile within their family's profile.

In order to import campers into the correct families, you'll assign each family a unique ID number during the family import. You'll then enter the camper's family ID during the camper import, so that each camper is placed into the right family. More details on this below.

Step 1:  Download the template

In order to import data, it must be entered onto a .CSV in a specific format. 

To make sure you provide the data correctly, click and download and complete the template that's provided for each import.

The template is a .csv spreadsheet file that can be opened in any common spreadsheet editor, like Microsoft Excel and Google Sheets.

Row 1 will be pre-populated with column headers that indicate which data you need to enter into each column. Do not edit these headers, or the import will not be successful. 

Enter your data on on rows 2 and higher. 

For more help on how to properly enter data on the spreadsheet, continue reading.

  • Regarding Custom Field imports: The template for custom field imports does not include the column header for the custom field data - you must enter the appropriate column header(s) manually. 
  • Click to "Review the import guide" to find the column header(s) you need to copy/paste onto the template.

Step 2: Review the guide for this import template

Learn the correct way to enter data onto the template by reviewing the guide.

A pop-up window will open, explaining how to format your data for each field included in the import.

1. First, review the details for each data format. For example, all date fields must be entered as yyyy-mm-dd.
2. Next, review each field included on the import spreadsheet.

Field refers to which CampSite field will be populated with this data upon import.

Required? indicates whether this is required. If no, you can leave this column blank to avoid importing this data.

Must be unique? indicates whether these data values must be unique (compared to existing data). For example, ID numbers must be unique; you cannot assign the same ID number that's already been assigned to another camper.

Column header in .csv points to the corresponding column for this field in the import template.

Format refers to how the data you enter for this field must be formatted. See the "Field format guides" at the top of this window for more details.

Additional notes indicates anything else you should know about providing data for this field. For example, when importing campers, the Additional notes indicate which data values are accepted for the "Gender" and "Grade" fields.

Tip: To make sure you assign unique ID numbers, identify the ID numbers that have already been assigned to campers/families/alumni using Advanced Reports, by pulling everyone onto a report and then adding a field for everyone's ID number. Sort the ID number column and find the highest ID number assigned. On your import, use ID numbers that are higher than current highest ID number in your system.

Completing the import template

On your spreadsheet, each row should represent a separate entity (i.e. family, camper, or alumni), and each column will represent a separate field of data.

For example, in the above screenshot of a camper import, row 2 contains all of the data for Caleb Smithgall. Row 3 contains the data for Angela Briggs; row 4 the data for Cole Hardy, and so on. 

Column A contains all of the family ID numbers for every camper. Column B, the ID number being assigned to every camper, and so on.

Continue adding data to each row like shown above. When you're finished, save the spreadsheet.

Saving the Spreadsheet

Before saving, please note:

  • Your spreadsheet cannot contain more than 2,000 rows. 
  • Your spreadsheet must be saved as a .CSV, in the "comma separated values" file format.
  • If you save it as "Comma delimited", the import will not be successful.

Step 3: Upload your completed spreadsheet

Next, upload your comma separated .CSV file into CampSite via Step 3.

To upload your spreadsheet, click the "choose file" button and then select the spreadsheet file from your device.

CampSite will immediately import your spreadsheet and then report any "problems" that may have occurred.

Step 4: Review the Results of the Import

When the import is complete, Step 4 will identify any rows of data that could not be imported due to a "problem" with the data you provided.

If a problem is identified in any rows of your spreadsheet, that row will not be imported until you fix the problem.

  1. View the total number data rows that could not be imported.
  2. View the description of each problem. Click to fix it.
  3. Click to ignore the problems (and discard the problem rows of data from importing).

Fixing Problem Rows

To fix a problem, click on the problem description.

A pop-up window will open displaying all of data from the associated row. The problematic value(s) will be highlighted in red, with an explanation to the right.

Click and edit the problematic value.  When you're finished, submit the fixed row.

For example, in the screenshot above, CampSite identified that the Camper ID value is not unique, which is a problem. Fix this problem by changing the "1002" ID number to a unique value and clicking Submit fixed row.

If the fixed row is imported successfully, a confirmation message will appear at the top of CampSite, and the row will disappear from the list of problems.

Importing new families?

In order to allow imported families to log into your Parent Dashboard, you'll need to manually assign them temporary passwords to use for logging in.

To learn how to reset passwords in mass, click here.

CampSite Skin Guidelines

CampSite’s public-facing pages are skinned to match your camp’s website in order to provide a consistent experience for your customers.

If your camp would like to design the skin, please follow these guidelines:

  • All elements of the skin should be non-interactive (e.g. no navigation menus, JavaScript, etc.) This ensures your users a consistent experience that does not interfere with CampSite’s functionality.
  • CampSite’s public-facing pages use a simple, centered wrapper that contains all of the elements a user will interact with.
  • A typical skin consists of a background image or color, a wrapper, and a header graphic.
  • The background image should be a minimum of 1920px wide by 1080px high.
  • The header graphic needs to be created at 2 sizes (one for a mobile device and one for a non-mobile device). 
    • The non-mobile device version should be a minimum of 1000 pixels wide (though exactly 1000 pixels is recommended). There is no restriction on the height, but we recommend 200 pixels.
    • The mobile device version should be 300 pixels wide, by 113px high.
  • If you have a completed mockup of the skin as a Photoshop file, you may send it to support@campmanagement.com. Each element of the skin should be its own layer.

Customize Theme

Users may customize public-facing pages manually from the 'DB Management' page of their database Admin settings. Note: users must have "Admin" permission for "DB Management" in order to access the Responsive Theme settings for their database.

For more information on how to customize public-facing pages manually, please read our Responsive Theme article.

Dashboard Theme

Camps using the responsive Parent or Staff Dashboards layout can customize the look of their dashboards via the Dashboard Theme settings page. Note: users must have DB Management Admin permissions to access these Dashboard Theme settings for their database.

  1. Select a primary color, which will be used for the sidebar menu of the dashboard, as well as various buttons throughout the dashboard.
  2. Set the dashboard background to a solid color or an image. If you select "image," you'll be prompted to upload the image below.  Please note the required file type/dimensions are file types .jpg, .jpeg, and .png with Minimum width: 1920px and Minimum height: 1080px before uploading.
  3. Set the opacity of the background image by sliding the percentage bar left or right.
  4. Upload an image to use as your header when the Request for Info/New family enrollment form is accessed from a desktop computer. Please note the accepted file types/minimum dimensions are file types: .jpg, .jpeg, and .png with Exact width: 1000px and Minimum height: 200px. before uploading.
  5. Upload an image to use as your header when the Request for Info/New family enrollment form is accessed from a mobile device. Please note the accepted file types/minimum dimensions are file types: .jpg, .jpeg, and .png with Exact width: 300px and Minimum height: 113px. before uploading.
  6. Save changes when done.
Branding

On the Branding page you can upload and update your camp's logo and the default image used in outbound email headers directly from the admin panel — no support ticket required. Images update immediately across the platform.

The Branding page exisits under Admin> DB Management> Branding.

Here you can edit:

  1. The Logo Image - a custom logo image for your database. Parents see this image when accessing their dashboard, and on their contracts, statements, and invoices.
  2. The Desktop default email header - a default header for emails viewed on desktop screens.
  3. The Mobile default email header - a default header for emails viewed on mobile screens.

Before you can upload a new image to any of these options you must first double click the red delete circle to remove an existing image. 

Once image removal is confirmed, click on the "upload image..." button to upload an image from your device. 

For the logo image, the following size parameters are needed: 

  • Maximum width: 150px
  • Maximum height: 150px
  • For best results, use a transparent PNG

For the Desktop email header, the following size parameters are needed: 

  • Exact width: 900px
  • Maximum height: 100px

For the Mobile email header, the following size parameters are needed: 

  • Exact width: 300px
  • Maximum height: 50px

Be sure to click on the "Save Changes" button in the bottom right of the screen when done before you navigate to any other page.