Forms

Forms Overview

Forms allow camps to collect information from a parent/staff/guest via the the Dashboard. Forms can also be used to present information (like an informational handout or camp calendar to download).

This support article explains how admin users can create/manage forms. To learn more about how forms appear on the Parent Dashboard, please click here.

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Form Scopes

The "scope" of a form determines how frequently it must be completed.

  • Permanent forms are filled out only once, and the responses remain on the form permanently (year after year).
  • Yearly forms must be filled out once a year.
  • Session forms are only completed by campers enrolling for/staff applicants hired for that particular session.
  • Daily forms are completed on a daily basis by campers enrolled/staff hired for that particular session. Click here to learn more.

Form Types

The form "type" determines how the form is completed by the parent/staff/guest. There are two types of forms camps can create - "web" or "printed."

Web Forms

Web forms are completed by typing responses directly into the form via the Dashboard.

To create a web form, an admin user must create each individual question that should be presented on the form. For more information on how to create a web form, click here.

  • View the someone's submission of a web form on their profile page. If needed, web form submissions can be easily printed out as well.
  • You can also create reports that generate everyone's responses to each individual question.

Printed Forms

Printed forms are completed by uploading a file (e.g. PDF document, JPG image, or Word doc) into the Dashboard.

Your camp can provide a blank form that users first need to download, complete, and upload back to you; or, you can prompt users to upload their own file to you (e.g. a scanned copy of a report card; their proof of income; etc.)

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

  • To view someone's submission of a printed form, you must download the submitted file and open it outside of CampSite.
  • You cannot generate responses from a printed form onto a report.

Create a New Form

To learn how to create new forms, read our other articles:

Managing Existing Forms

  1. Click and drag to reorder forms.
  2. Double-click to edit the form settings.
  3. Click to preview the form.
  4. Click to print all submissions received for this form.
    • Web form submissions will be generated in your browser, while printed form submissions will be emailed to you.
  5. Click the name of a form to access/edit the contents of the form.
  6. View the total number of submissions received so far.
  7. Double-click the red minus sign to delete a form. Note: a form cannot be deleted if someone filled it out already.

Move/Copy Forms

Duplicate a form and/or move it to a different scope (to change how frequently it must be submitted) using the "Move or copy form..." link.

Locate the form you want to copy or move, and then select the corresponding "Move or copy form..." link on the far right.

For example, in the screenshot above, to move or copy the Daily "Lunch Request Form," click the "Move or copy form..." link within the Daily forms section.

Move a Form

Move a form from the current location to a new location. Forms can be moved to a different scope (e.g. yearly to permanent), or to different sessions within the same scope.

For the Action, select "Move", and then specify which form to move and where. Select multiple sessions/years if needed. You'll also be asked to whether or not to keep the existing submissions.

  • If yes, these submissions will move along with the form so that those individuals do not need to complete it again under the new location.
  • If no, all submissions will be discarded and everyone will need to re-complete the form under the new location.
  • Please note that you cannot keep submissions if you move a Daily form.

Upon submitting, the form will move from the current location and appear under the new location(s) you selected.

Copy a Form

Make a duplicate copy of a form and place it in any location.

For the Action, select "Copy", and then specify which form to move and where. Select multiple sessions/years if needed.  

Upon submitting, a duplicate version of the form will appear in the location(s) you selected.

Categorizing Forms

Organized forms into different categories on the Parent/Staff/Events dashboard.

  • Forms don't have to be categorized. Without categories, all forms are listed in the same "Standard Forms" section, arranged in order you've placed them on the admin-side.
  • This feature can be helpful for camps who want to distinguish certain forms from others, and/or camps who have a lot of forms and wish to present them in a more organized fashion.

First, create a category via the "Manage Form Categories" page. Then, edit the settings for a form to assign it to a specific category.

Manage Form Categories

Click the "Manage form categories" link in the top right of the page to create/edit your overall form categories.

Open the settings for a form.

Note that placing a form into a category does not change how forms display on the admin's side - only the parent/staff/events Dashboard.  

To learn more about how parents submit forms via the Parent Dashboard, please click here.

Forms - Tutorial Video

Watch the clip from our Phase 2 training to see a demonstration on how to create and manage custom forms.

Note: We demonstrate with Camper forms, but the same functionality applies to Staff and Events forms, too.

Daily Forms

CampSite now offers a new type of camper/staff form camps can create called "daily forms." Unlike traditional forms that are completed before camp starts, daily forms must be completed on a daily basis once camp is in session.

This feature is ideal for camps needing to create a daily COVID-19 screening form that campers/staff must complete before they come to camp each day, but can be used to create any type of daily form your camp may need.

Please also note that daily forms are only available under the responsive parent and staff dashboards. If your camp is still using the original dashboard layout, you'll need to enable the new layout before you can utilize daily forms. To learn more, please  click here.

Please use the following links to learn more:

How do daily forms work?

Daily forms are available for campers and staff. The overall functionality is virtually identical to the permanent/yearly/sessions forms that you're used to, with a few new features:

  • Daily forms are completed every day while camp is  actively in session.
    Each daily form is linked to a specific session. Once that session has started, CampSite will display the corresponding daily form(s) to parents/staff on their dashboard. Unlike other forms, a daily form must be re-completed every day that camp is actively in session.
    A session is active on the "active days" between the session start and end date. If needed, you can manage the "active days" and start/end date for each session via Step 2 of the Camper Setup Wizard. To learn how, click here.
  • Admins will see the most recent submission of the daily form on each camper's/staff's profile and in advanced reports.
    To view forms that were submitted previously, you can 'print all submissions' of the form or create and subscribe to an advanced report every day. To learn more, click here.
  • You can set daily forms to appear right on the landing page of the Dashboard, for quick access.
    In addition to appearing on the Forms page, you can configure a daily form to also appear right on the landing page upon first logging into the Dashboard.

How do I create a daily form?

Daily forms are created on the Camper Forms or Staff Forms page via the new "Daily Forms" section at the bottom of the page. Each daily form you create will be presented to campers/staff on a daily basis (meaning, you don't need to create a separate form per day). 

From the "Daily forms" section, select a specific session and then click the "add new day form" link.

Configure the form settings like usual. You'll notice two new form settings here:

  • "Display on dashboard landing?" - If yes, in addition to the Forms page, this form will also appear on the landing page (i.e. home page) of the dashboard that appears immediately after logging in.
  • "Required to attend?" - If yes, CampSite will also display an indicator that the form is "required to attend." This simply signals to parents that you expect them to complete the form in order to attend camp. There's no connection to the Attendance module nor any consequences to not completing the form.

Next, add custom questions to the daily form the same way you add questions to any other type of form. To learn more, please click here.

To set up the same daily form for multiple sessions, create the form once and then use the "copy" function to copy it to all other sessions that apply.

Do you have an example COVID-19 screening form that we can reference when building ours?

CampSite does not have an example COVID-19 screening form to reference when creating your own.

If you're unsure of which questions to add to the form that you're creating, we recommend referencing the American Camp Association's guidelines for daily COVID-19 screening in their "Field Guide for Camps" at this link.

How do parents and staff complete the form on a daily basis?

Unlike other forms, campers/staff will be presented a new blank version of a daily form on each day of camp.

They're expected to complete the form on the current day, then log in again the next day and complete it again, so on and so forth for the duration of the session.

Note that campers/staff can only access today's version of the form--they do not have access to submissions from previous days (though admins do).

If you've set the form to also appear on the landing page, parents/staff can easily access the form as soon as they log in without having to navigate to the Forms page first.

The process for filling out the form is the same as usual - click the form name, complete the form, and then click the "submit" button.

How do we verify if someone completed their COVID-19 screening today?

Admins can view the form submission status from the person's profile page, and/or reference an advanced report containing a field for everyone's form submission status. Click here to learn more.

Or, you can ask parents/staff for "proof" that they completed form by having them log into the dashboard from their cellphone and show you the form submission status.

If the form was completed today, you'll see a green checkmark with a "submitted" indicator and today's date.

If the form was not submitted today, there's no checkmark or date. If you've set the form as "required to attend," that text will appear in red beneath the form name.

How do I know if someone passed their screening and is OK to come to camp?

Daily Forms are simply a new type of custom form that differs in when/how frequently the form is completed. In the context of COVID-19 screenings, daily forms do not have the ability to assess a person's responses and determine if they're "approved" to come to camp.

If you wish to review the actual responses that a camper/staff submitted before allowing them to attend camp, please see below.

How do we view today's forms?

Admins can access the most recent version of a camper/staff person's daily form via the Forms tab of a camper/staff person's profile page, or generate form data in mass via Advanced Reports.

Camper/Staff Profile Page

Within the Forms tab of the camper profile, find a new section at the bottom of the page for Daily Forms.

Click the name of the form to view the most recent content that was submitted. 

Advanced Reports

Add daily form data to a report using "Daily" form fields. Click to add fields to the report, then select the Forms tab and then select the Daily tab underneath.

Within the Daily Forms tab, select the correct session depending on which form you want to generate.

Checkmark fields within the Submitted tab to generate each camper's form submission status (yes/no) and the date on which the form was last submitted.

Please note that the 'Submitted?' status of the form is not specific to today. If the camper ever completed the daily form, their submission status will be Yes. To verify that the camper submitted the form today, please refer to the 'Submitted date.'

Checkmark fields within the form tab (i.e. the form name) to generate each camper's responses to each question on the form.

How do we view forms from previous days?

When accessing a camper/staff person's profile page or generating an advanced report, admins will only see the most recent version of the daily form that was submitted.

To access previous submissions for days in the past, admins can utilize the following features:

Print All Submissions

Use the tool for printing "all submissions" of the daily form (via the Camper Forms / Staff Forms page). This will generate a copy of all submissions from all past days.

If you need to generate submissions from a specific day or timeframe, enter a date range before printing all submissions. Otherwise, leave the date range blank to generate ALL past submissions.

Subscribe to a Report

Admins can also create and save an advanced report containing fields relevant to a daily form (e.g. the submission status; the individual responses they provided) and subscribe to that report daily.

CampSite would then email the report results to the admin every day. If/when an admin needs to access content from past forms, they could reference the report subscription email from that particular day.

Creating Web Forms

Web forms collect information by having the user type responses directly into the form, via their Dashboard. 

To create a web form, type out each question that should appear on the form.

For  each question that's been added, select the desired response type (e.g. yes/no,  multiple choice, dropdown list, etc.) and whether or not the question is  mandatory.

Form Scopes

First, choose a form scope. The "scope" of a form determines how frequently it must be completed.

  • Permanent forms are filled out only once. The responses provided will remain on the form permanently (year after year).
  • Yearly forms must be filled out once a year.
  • Session forms must be filled out if a camper is enrolling / the staff person is hired for that particular session.
  • Daily forms must be filled out on a daily basis when the corresponding session is occurring.

To create a new web form, select "+Add new form..." within the appropriate scope, depending on how frequently you wish to have the form completed.

Form Setup

  1. Enter the name of the form
  2. Select "Web"
  3. Enter a due date, if applicable
    Note that the form can still be completed after the due date.
  4. Select whether or not to actively display the form on the dashboard
    Tip: Select No until you've added questions to the form.
  5. Select whether ot not someone can make changes to their previous submission (i.e. edit responses and resubmit)
  6. Select whether admins should receive email notifications whenever someone submits this form
    Note that an admin must have form submission notifications enabled within their user email notifications.
  7. Select whether to restrict who can see this form
    Choose whether the form should be visible to those who appear on, or do not appear on, a saved Advanced Report within your database
  8. Select whether to display the form during the enrollment/application/registration process
    If yes, select whether to require the form during enrollment/application/registration
  9. Click "Create form" to save

Manage Questions on a Web Form

Click the form name to add/edit the questions on that form.

Add Questions

Add each individual question one at a time.

Click the "+Add new question..." link (as shown above).

  1. Type the question you wish to ask
  2. Select the "type" of response you wish to collect
    To learn more about each question response type, click here.
  3. Choose whether or not the question is mandatory

Click "add new question" to continue adding more questions to the form, so on and so forth until the form is complete.

Add Plain Text to a Form

For example, to add a block of waiver text that persons must read before agreeing and signing, or to provide instructions before asking questions, enter this text into a new "Paragraph"-type question.

"Paragraph"-type questions do not prompt for a response. Instead, they allow you to display additional text on the form.

Edit Questions

  1. Click and drag to reorder questions
  2. Edit the question text as needed
  3. Double click to delete a question

Note that once a question has been answered by someone, you cannot change the response "type" and you cannot delete the question.

Preview the Form

First, save the form by clicking "Save changes" at the bottom of the page.

If you don't save the form before previewing, all unsaved changes will be lost once you click to preview!

Then, click "Preview this form" at the top of the page to see how the form will look.

Click to continue editing the form, or return to the main camper forms page.

Creating Printed Forms

"Printed" forms require parents/staff applicants/guests to upload a file from their device (i.e. a PDF document or image file).

Using a printed form, you can provide a blank form to download, complete, and then upload back into the Dashboard.

Providing a blank form is optional, so you can refrain from providing a blank form to only prompt users to upload their own file to you (e.g. a copy of their tax return or driver's license; proof if income; etc.)

To create a new printed form, select "+Add new form..." within the appropriate scope.

  1. Enter the display name for the printed form.
  2. Select "Printed" as the form Type.
  3. Optional: Upload a blank form for the parent/staff to download.
    • If you have a blank form to provide, upload it here. Parents/staff/guests will be prompted to download the blank form and upload the completed version back you.
    • If you do not have a blank form to provide, skip this step. Parents/staff/guests can upload their own file to you.
    • Note that parents/staff can only upload 1 file per form.
  4. Optional: Enter a due date for the form.
  5. Optional: Enter instructions that will display above where the parent/staff/guest clicks to upload their file into the form.
  6. Choose whether to make the form actively display to parents/staff/guests (as soon as you submit this window).
  7. Choose if the form is "download only", meaning that the parent/staff will not be prompted to upload anything. Use this feature for "read-only" material you want them to download.
  8. Choose whether to allow the user to edit/re-submit the form.
  9. Choose whether admins who have "form submission notifications" enabled should receive email notifications regarding this particular form.
  10. Organize the form into a certain form category.
  11. Select if you'd like to restrict this form to only display to specific campers/staff/guests. 
    • First, configure your restrictions by creating and saving an Advanced Report that either captures who should or should not see the form.
    • Then, select whether or not to display this form to those who "appear on" or "do not appear" on the report you saved.
    • Finally, select the saved report.

Additional settings per module

Camper forms

  1. Choose to display this Form during the enrollment process.
    • If yes, the form will display on the "Forms" page of the enrollment form, in addition to the overall "Forms" page of the Dashboard.
    • If no, the form will only display on the "Forms" page of the Dashboard - but not on the enrollment form.
  2. If the form is displayed during enrollment, choose whether or not the Form is also required in order to finish the enrollment process.
    • If no, campers will see the form while enrolling but won't be required to complete it in order to finish enrolling.

Staff forms

  1. Choose to display this Form during the application process.
    1. If yes, the form will display on the "Forms" page of the application form, in addition to the overall "Forms" page of the Dashboard.
    2. If no, the form will only display on the "Forms" page of the Dashboard - but not on the application form.
  2. If the form is displayed on the application, choose whether or not the Form is also required in order to finish the application process.
    1. If no, staff will see the form while applying but won't be required to complete it in order to finish applying.

Guest forms

  1. Choose to display this Form during the registration process.
    1. If yes, the form will display on the "Forms" page of the registration form, in addition to the overall "Forms" page of the Dashboard.
    2. If no, the form will only display on the "Forms" page of the Dashboard - but not on the registration form.
  2. If the form is displayed on the registration form, choose whether or not the Form is also required in order to finish the registration process.
    1. If no, staff will see the form while registering but won't be required to complete it in order to finish registering.
Question Types

When creating a question in CampSite, you'll be asked to specify the question type by choosing from the following options:

*Multiple response questions are only available on custom web Forms.

**Money/Decimal questions are not available on Forms.

Paragraph

Questions set as "paragraph" will display your question as regular text, and will not prompt a response. 

Use "paragraph" to add a line of instructions or information to your questions section. When adding a "paragraph" question to a form, the question field will then display a toolbar for formatting your question text (e.g. font size, weight, color, etc.)

Small text

"Small text" questions will provide a small text field for providing an open-ended response.

Large text

"Large text" questions will provide a large text field for providing an open-ended response.

Multiple Response

"Multiple response" questions will allow the user to select multiple values from a specific dropdown list. 

  • "Multiple response" questions are only available on Forms. 

Yes / No

"Yes / No" questions will display a drop down with the choices "yes" or "no" to select as the response.

Whole number

"Whole number" questions will display an open text field for entering a whole number as the response.

Money / Decimal

"Money / Decimal" questions will display an open text field for entering a numerical amount of money or a partial number.

  • Note: Money/Decimal questions are not available on Forms.

Date

"Date" questions will display a response field that when clicked on, will pop open a calendar modal to use for selecting a specific date.