Enrollment Form

There isn't a built-in feature for printing a camper's completed enrollment form, but CampSite's "Document" feature lets you create custom PDF templates for printing any/all data on CampSite profile pages. By creating a document that contains all of the merge fields from your enrollment form (stylized to your liking!), you can easily generate + print a camper's enrollment form data (or print multiple campers at once, via an advanced report).

First, follow these steps to create a new custom Document:

1.  Go to Admin
2. Under the Campers tab, click Documents
3. Click + Add new document...
4. Double click the pencil icon to edit the Document content

Then, generate the Document for a single camper by going to the camper's profile, clicking the Action Menu dropdown, clicking Generate document. and selecting the appropriate document; or, generate the Document for multiple camper at once by generating a report of all campers you wish to generate the document for, clicking the Documents button just above the report results, and selecting the appropriate document.

For a more detailed, step-by-step guide on how to create a new Document (and how to generate it afterwards), click here.

Parents are presented "enrollment options" to select on your enrollment form. Enrollment options are created on Step 9 of the Camper Setup Wizard, using different elements you already created earlier in the setup wizard. 

To create a new enrollment option on your enrollment form:

1. Create a session on Step 2
2. Create a tuition plan on Step 5
3. Then, create a new enrollment option on Step 9 and select the session/tuition plan you already created

Optionally, you can also add payment schedules and enrollment extras to your new enrollment option. Create those items on the corresponding setup wizard steps before you create the enrollment option on Step 9. 

For detailed support articles on each Setup Wizard step, click here.

For detailed help on how to create a new enrollment option on Step 9, click here.

Remove the Enrollment form from your Parent Dashboard to prevent additional campers from enrolling.

To hide the Enrollment form:

1. Go to Admin
2. Select Step 8: Enrollment Form Setup of the Camper Setup Wizard
3. Under General options, set both "Enable enrollment form for returning families?" AND "Enable enrollment form for new families?" to No and Save changes

Important Notes:

• Disabling the Enrollment page will prevent additional campers from enrolling, but does not affect the enrollment of campers who already enrolled.
• When the Enrollment page is disabled, families can still complete the “New Family Enrollment Form” to create an account for the Parent Dashboard, but they won’t be able to proceed through the enrollment process.

Hide the associated enrollment option or bundle from the enrollment form by making them inactive. By hiding the option/bundle, no additional campers can select it moving forward, to effectively prevent enrollment.

To make an entire enrollment option inactive, archive the option. To learn more, click here.

If you offer multiple enrollment bundles within an option, hide only a particular bundle by making that bundle not active. To learn more, click here.

If no campers have selected the bundle yet, you can click on the "Pick X of Y" link under the sessions column for the bundle and edit which sessions are selected.

If a camper has already selected the bundle, the sessions  can't be edited. However, you can deactivate the bundle and create a new one that contains the correct session(s).

Also, campers who already enrolled for the incorrect bundle will need their sessions corrected. Learn more at the end of this article.

Where you edit your deposit depends on which kind of deposit you have set up.

If you've configured a "yearly" deposit (i.e. paid once per year, on the very first enrollment), navigate to your Admin settings and select Step 8 of the Campers Setup Wizard. Then, click "Yearly Deposit" on the left. To learn more, click here.

If you've configured deposits on your enrollment bundles (so that campers pay a minimum amount per enrollment option), navigate to your Admin settings and select Step 9 of the Campers Setup Wizard. Find and expand the relevant enrollment option, then click directly on the current deposit setting. To learn more, click here.

1. Go to Admin
2. Select Step 8: Enrollment Form Setup of the Camper Setup Wizard
3. Under General Options, find "Prevent parents from submitting enrollment requests for sessions that have no spots remaining"
   • Select "No" to turn waitlisting on
   • Select "Yes" to turn waitlisting off

When waitlisting is enabled and a session is at capacity*, the enrollment form will label the associated enrollment option/bundle as waitlisted but still allow the camper to select it. Upon submitting a request for a waitlisted option, the request will automatically appear under the "Waitlisted" enrollment request queue. In order for the camper to be enrolled, an admin user must manually approve the request as they see fit.

If waitlisting is disabled, the enrollment form will indicate when a session is full and prevent campers from selecting it for enrollment.

*To determine if a session is at capacity, CampSite will analyze the number of campers already enrolled for a session against the number of spots remaining for it, per the session's capacity settings.

Depending on your settings in Step 8, CampSite will also count the "new" and "waitlisted" requests for the session against the number of spots remaining. To manage this, find the "Count enrollment requests in the 'New' request queue against spots remaining?" and "Count enrollment requests in the 'Waitlisted' request queue against spots remaining?" settings under Step 8: Enrollment Form Setup > General Options. To learn more about editing session capacities, click here.

A session cannot be deleted if 1) it's in use within an enrollment bundle on Step 9 and/or 2) a staff applicant has been hired for it. To see exactly how the session is in use, hover your mouse over the grey delete button and read the tooltip details that appear.

If you're attempting to delete the session to remove it from the enrollment form, note that sessions are removed from the enrollment form by archiving or deleting the associated enrollment bundle or option on Step 9. 

As long as the session isn't built into an active bundle or option, parents will not see the session even though it's visible to admin users on Step 2.

Via Step 8 of the Camper Setup Wizard. 

1. Go to Admin
2. Select Step 8: Enrollment Form Setup of the Camper Setup Wizard
3. Select Instructions + Terms
4. Scroll down to "Terms and Conditions" and make changes as needed
5. Click Save Changes at the bottom of the page when finished

"Early bird" rates are typically configured as tuition plan rates within each tuition plan on Step 5 of the Camper Setup Wizard. Based on the start/end date configured for the tuition plan rate, CampSite will automatically enabled/disable this rate during the selected timeframe.

To create new or edit existing tuition plan rates, follow these steps:

1. Go to Admin
2. Select Step 5: Tuition Plans of the Camper Setup Wizard
3. Locate the relevant Tuition Plan and double click the 3 dots to expand it

From here, you can create new tuition plan rates or edit existing rates for the selected tuition plan. To learn more, click here.

Adding enrollment extras to the enrollment form is a 2-step process.

1. First, create the enrollment extra on Step 6: Enrollment Extras of the Campers Setup Wizard.
   • For detailed instructions, read our "Step 6" Support Article.
2. Next, add the extra to the enrollment form. There are two different ways to add an extra to the enrollment form, depending on how frequently the camper should be allowed to purchase the extra:
   • To allow campers to purchase the extra once per year, during their first enrollment only (regardless of which enrollment option/how many enrollment options they enroll for), add the extra as a Yearly Enrollment Extra via Step 8: Enrollment Form Setup > Yearly Enrollment Extras. For detailed instructions, read our "Step 8" Support Article.
   • To allow campers to purchase the extra once per enrollment option, add the extra to the bundle(s) within the enrollment option via Step 9: Enrollment Options. For detailed instructions, read our "Step 9" Support Article.

Remove an enrollment extra from the enrollment form by either deleting or deactivating it from Step 8 or Step 9 of the Setup Wizard (see details below). When an extra can't be deleted because a camper selected it, making it inactive will still remove it from the enrollment form.

The steps for deleting/deactivating an extra depend on which type of enrollment extra it is:

Removing Yearly Enrollment Extras

1. Go to Admin
2. Select Step 8: Enrollment Form Setup of the Camper Setup Wizard
3. Select Yearly enrollment extras
4. To delete the extra, locate the extra you wish to remove and double click the red delete button on the far right
5. To deactivate the extra, double click the pencil icon and in the pop-up window, change Active to No and Submit

For more help, click here.

Removing Enrollment Option Extras

1. Go to Admin
2. Select Step 9: Enrollment Options of the Camper Setup Wizard
3. Expand the relevant enrollment option
4. From the Bundles tab, locate the relevant bundle, and click the link under the Extras column
5. To delete the extra, locate the extra you wish to remove and double click the red delete button on the far right
6. To deactivate the extra, double click the word Yes under the Active column, change it to No, and click OK to save

For more help, click here.

To allow campers to purchase an enrollment extra after completing the enrollment process, make the enrollment extra "available after checkout" from the the enrollment option bundle settings on Step 9.

1. Go to Admin
2. Select Step 9: Enrollment Options of the Camper Setup Wizard
3. Expand the relevant enrollment option
4. From the Bundles tab, locate the relevant bundle, and click the link under the Extras column
5. In the pop-up window that opens, locate the enrollment extra, and double click the word "No" under "Available after checkout?"
6. Select "Yes" from the dropdown menu, and click OK to save

For more help, click here.

Note that only enrollment option extras can be made available after checkout. Yearly enrollment extras may only be purchased during enrollment (on the very first enrollment of the year).

Create and save an advanced report that filters campers by their potential response to the pre-enrollment question, and then restrict the relevant enrollment option(s) by the report.

With this report restriction in place, each time a camper enrolls, CampSite will collect their pre-enrollment question responses on the very first page of the enrollment form, and then before loading the Enrollment Options page next, will generate the associated report, identify if the camper populates on the report (based on their response), and then either hide or show the restricted option accordingly.

To restrict an enrollment option based on a camper's response to a pre-enrollment question, follow these 3 steps:

1. Create the pre-enrollment question(s)
2. Create and save the advanced report(s) (based on how campers will respond to the question)
3. Restrict the enrollment option(s) by the report(s)