Session Groups
Transportation Session Groups Overview
To set up the transportation form, create a session group. Each session group corresponds with its own transportation form for parents to select their camper's transportation methods.
Session groups combine 1 or more sessions with 1 or more buses. Campers who enroll for any sessions in the session group can select/be assigned to any of the buses also within the group. Note that campers can only choose (1) arriving method and (1) departing method per Session Group.
How should I structure my camp's session groups?
- To have campers choose the same arriving/departing method for all of the sessions they're attending, create (1) Session Group and add all of your sessions to it.
- To let campers choose a different arriving/departing method for each session they're attending, create a different Session Group for each session individually.
Also, note that a session cannot be added only be added to (1) session group for the year, but the same bus may be added to multiple session groups.
To learn how to create a session group, click here.
Creating Transportation Session Groups
To set up the transportation form, create a session group. Each session group corresponds with its own transportation form for parents to select their camper's transportation methods.
Session groups combine 1 or more sessions with 1 or more buses. Campers who enroll for any sessions in the session group can select/be assigned to any of the buses also within the group. Note that campers can only choose (1) arriving method and (1) departing method per Session Group.
How should I structure my camp's session groups?
- To have campers choose the same arriving/departing method for all of the sessions they're attending, create (1) Session Group and add all of your sessions to it.
- To let campers choose a different arriving/departing method for each session they're attending, create a different Session Group for each session individually.
Also, note that a session cannot be added only be added to (1) session group for the year, but the same bus may be added to multiple session groups.
Add Session Group
Begin by clicking the "+Add session group..." link.
- Name: Create a name for the group of sessions. Note that this will also appear as the Transportation form name to parents.
-
Mode: Day vs. Residential. Note that you can only add buses of the same type to the session group.
- Residential session groups include the option to allow campers to select "flight" instead of "bus" as their transportation method on the transportation form, if that's relevant to your camp.
-
Sessions: Select which sessions to group together.
- Remember that campers can only pick one arriving and one departing transportation method that applies to all sessions in the same group.
|
Note: Sessions cannot be removed from a session group once a camper enrolling in that session completes their transportation form, so be careful when selecting which sessions to add when creating a session group. |
Manage Session Group
Next, you'll be redirected to the session group dashboard for managing the transportation form settings.
To learn how to manage a session group, click here.
Managing Transportation Form Settings in a Session Group
Each transportation Session Group comes with a transportation form that campers will use to provide their transportation details. Control the settings for this form via the Session Group Transportation Form Settings and Transportation Methods.
Note: If you'd like to preview how the Transportation Form looks to parents, log into your Parent Dashboard and access the forms (like a parent would). Or, click here to read our support article showing an example of a transportation form.
Transportation form settings
Transportation form active?
No: The form will not be made available on the parent dashboard.
Yes: The form will be made available on the parent dashboard for campers to fill out.
Part of enrollment process?
No: The transportation form will not appear on the "Forms" step of the enrollment process. Parents must navigate to the Forms page of the Dashboard to access the form.
Yes: The transportation form will appear on the "Forms" step of the enrollment process.
Form required before enrollment?
If the form is set to be part of the enrollment process:
No: Parents will see the transportation form when enrolling their camper, but won't be required to complete it in order to finish the enrollment process. They can access the form later via the Forms page of the dashboard.
Yes: Parents will be required to fill out the transportation form before being able to complete enrollment.
Transportation charges paid at enrollment checkout?
If transportation charges exist:
No: Transportation charges will be added to the family's balance for the year to be paid at a later time. If the family is also placed on a payment schedule, then they'll be invoiced for these charges.
Yes: Transportation-related charges must be paid at the time of enrollment.
Transportation methods
- Allow 'Parent dropoff' on form?
- Allow 'Parent pickup' on form?
- Allow parent to select 'Bus' method without picking a bus?
- Parent selects one method for both directions?
- Parent selects one bus / bus stop for both directions?
- Show bus stop times for 'Defined stops' buses on form?
- Due date for transportation form
- Custom names for methods
Allow 'Parent dropoff' on form?
No: When selecting their 'Arriving' transportation method, 'Parent dropoff' will not be available to select (just Bus; and Flight, if the session group is 'Residential').
Yes: When selecting their 'Arriving' transportation method, 'Parent dropoff' will be available to select (in addition to Bus; and Flight, if the session group is 'Residential').
Allow 'Parent pickup' on form?
No: When selecting their 'Departing' transportation method, 'Parent pickup' will not be available to select (just Bus; and Flight, if the session group is 'Residential').
Yes: When selecting their 'Departing' transportation method, 'Parent pickup' will be available to select (in addition to Bus; and Flight, if the session group is 'Residential').
Allow parent to select 'Bus' method without picking a bus?
No: If a parent selects Bus as their transportation method, they're then required to also select a specific bus and stop.
Yes: If a parent selects Bus as their transportation method, they are not required to also select a specific bus and stop.
Parent selects one method for both directions?
No: Parents may select a different transportation method (e.g. Bus vs. Parent dropoff/pickup vs. Flight) for arriving vs. departing.
Yes: Whatever method the parent selects for arriving to camp (e.g. Bus vs. Parent dropoff/pickup vs. Flight) will also apply to their departure from camp.
Parent selects one bus / bus stop for both directions?
No: Parents may select a different bus / stop for arriving vs. departing.
Yes: Whatever bus / stop the parent selects for arriving to camp will also apply to their departure from camp.
Show bus stop times for 'Defined stops' buses on form?
If you offer buses with defined stops:
No: Parents will only see the name of each bus stop, but not the time, when choosing their bus stop on the transportation form.
Yes: Parents will see the name and the time of each bus stop when choosing their bus stop on the transportation form.
Display the times set for each bus stop when parents are selecting which stop they want. Show bus stop times for "Defined stops" buses on form? will show stop times on "Defined" stops
Due date for transportation form
Apply a due date for the transportation form. Note that parents are still able to submit the form after the due date, though a 'past due' indicator will appear.
Custom names for methods
If your camp uses different terminology, enter a custom name for Parent dropoff, Parent Pickup, and Bus.
Any custom names you configure will appear in lieu of the default terminology on the Parent Dashboard. Note that admins will still see the default terms, not the custom names.
Managing Buses in Transportation Session Groups
To add available buses to a session group, click +Add arriving buses... or +Add departing buses...
Buses sharing the same direct and mode will be available to add to the session group.
The buses will be added to the transportation form.
Double-clicking the pencil next to a bus allows you make the bus unavailable for parents to select on the transportation form.
Manage Transportation Transactions in a Session Group
Transportation Transactions will result in charges or discounts automatically being posted when a transportation form is submitted based on a combination of criteria that a camper must meet.
Transportation transactions can be created by selecting +Add transaction... on the Session Group page.
- Transaction type
- Name
- Transaction category
- Description to appear on family financial statements and financial reports
- Amount
- Active - if set to "Yes", the transaction will be applied when the parent submits the transportation form. If "No", the transaction may be posted administratively when enrolling a camper in Manual processing mode, or on the Camper Profile Page.
Clicking +Add criteria... allows you to set the criteria a camper must meet in order for the transaction to be applied.
A variety of criteria can be applied for each transportation transaction. A camper must meet all criteria in order for the transaction to be posted to their account.
- Method - Applied if camper selects a certain transportation method.
- Bus - Applied if camper selects a certain bus.
- Bus type - Applied if camper selects a certain type of bus (e.g. 'Central location', 'Door-to-door').
- Session - Applied if camper enrolls in a certain session in the session group.
- Session count - Applied if camper enrolls in a certain number of sessions in the session group.
- Sibling count - Applied if a certain number of the camper's siblings have signed up for the same transportation method in the session group.
- Before date - Applied if the transportation form is submitted before the given date.
- After date - Applied if the transportation form is submitted after the given date.
After adding the criteria, click Add transaction.
The new transaction will be listed.
- Double-click the pencil to view transaction criteria or change the active status.
- Double-click the minus sign to delete the transaction. Transactions may not be deleted once they are in use by a camper.
Transportation Exclusions for Resident Session Groups
While resident camps may have the same transportation options available for the arrival and departure for multiple sessions, there may be times when a certain transportation options aren't available. Exclusions all you to remove transportation methods or buses from specific arrivals and departures to ensure campers aren't able to sign up for an option that won't be running.
This resident session group has four sessions, each lasting two weeks. Campers may come to any or all sessions, and without exclusions, will have the same transportation options available no matter which sessions they're attending.
If Connecticut bus isn't going to be running for campers arriving to camp on July 19, we'll add an exclusion for the specific bus.
Enter the information for the transportation method or specific bus, and the date and direction for which it is unavailable.
After entering the information, click Add exclusion.
The new exclusion will be added and immediately implemented. The exclusion only applies to the session group and will need to be added separately to each session group to which it applies.