Attendance Tracking

Attendance Checkpoints

All attendance check-ins and check-outs are specific to a certain "checkpoint" (established by your camp). Before you can begin logging attendance, you must establish your camp's checkpoints first.

  • Typically, a checkpoint represents the physical location where your camp plans to check campers in or out (e.g. "Front Lobby"; "Gymnasium", etc.)
  • Or, checkpoints can correspond with an overall program (e.g. "Summer Camp" vs. "Afterschool").

Every checkpoint must include specific sessions. When generating attendance lists, CampSite will only generate the campers enrolled for the corresponding sessions (active that day).

Click the Attendance checkpoints link to access the checkpoints for your camp. From the Attendance checkpoints page, you may:

Add a New Checkpoint

On the Attendance Checkpoints page, select +Add new checkpoint...

Name the checkpoint and specify the direction, i.e. whether you plan to log when campers arrive and/or depart to this checkpoint.

Finally, checkmark which sessions of campers you want to log at this checkpoint. Note:

  • You're able to add the same session to multiple checkpoints if needed.
  • The attendance logging tool will only generate campers actively attending camp today, so if you select sessions that don't occur at the same time, CampSite will know to only populate campers who are expected at camp on the present day that you're logging attendance.

When you're finished, scroll down and hit the submit button.

Edit a Checkpoint

Use the edit modal to change the name, direction, and/or sessions tied to a checkpoint.

Double click the pencil icon for the checkpoint to open the edit modal. Adjust the name or sessions as needed and submit.

Adjust the name, direction, or sessions as needed.

Note that removing sessions from a checkpoint will not impact previous attendance logs for those sessions.  Altering the sessions tied to a checkpoint will only impact which campers are generated onto new attendance lists moving forward.

Delete a Checkpoint

Note that you cannot delete a checkpoint for which attendance has already been logged.

If no attendance has been logged for the checkpoint, you can delete the checkpoint by double clicking the delete button.

When logging attendance, admins will select a specific checkpoint from those created on the Attendance Checkpoints page, as shown above.

Attendance Logging (Staff-driven)

“Staff-driven” attendance logging allows camp staff (i.e. admin users) to record camper attendance using a mobile-friendly interface.

First, generate campers by selecting an attendance checkpoint and a direction (either "arriving" to camp or "departing" from camp). Then, tap to check them in or out (depending), or to mark them as absent.

Note: 

  • Staff and Parent-Driven attendance logging can only be used for your "current" enrollment year. If you have 2 years open currently (i.e. you haven’t completed Step 2 of the Rollover Wizard yet), your "current" year is the earlier of the two years.
  • Attendance can only be logged for campers enrolled in sessions occurring today, per the session start + end date (for the selected checkpoint).

First, access the Attendance Dashboard by hovering over the Campers button in the navigation bar and then clicking Attendance in the dropdown menu.

Attendance Dashboard

From the Attendance Dashboard, go to Attendance Tracking and click Attendance logging (staff-driven).

Generating the Attendance List

First, use filters to generate the correct attendance list.

  1. Filter a specific checkpoint
  2. Filter a direction ("arriving" to camp or "departing" from camp)
  3. Filter campers that are expected normal, early, or late
    By default, all campers are expected at normal time, unless an admin changed they're expected arrival/departure. Click here to learn more.
  4. Filter for a specific division or select to generate all divisions
  5. Filter for a specific bunk or select to generate all bunks
  6. For camps with our Transportation module, filter campers by their transportation method, or select to generate all transportation methods
  7. Click Start logging

Note: If you need to log attendance for a day in the past, you must do so via the individual camper’s profile page. Click here to learn more.

Logging Attendance

Campers that match your filter criteria will appear in a list, organized alphabetically by last name. To search for a specific camper, begin typing their first or last name in the search bar at the top of the page.

Use the buttons to the right of each camper to check them in/out or mark them as absent.

To undo an attendance log, click the "undo" button in the top right corner. Each click will undo your most recent attendance log and return that camper to the list to be logged again.

Note:

  • Once a camper's attendance has been logged, they'll be removed from the list.
  • If a camper is marked absent for an arrival, they will not appear in the list of campers to check out on the corresponding departure.

Optional: Select an Adult

If your admin settings require "Authorized Pickups" to be selected when checking a camper in or out, CampSite will prompt you to select which parent or authorized pickup person accompanied the camper.

To toggle this setting on/off, navigate to Admin > Campers > Attendance > "Always prompt for Authorized pickup..."

Select the accompanying adult from the list.  If someone else accompanied the camper, click "other" and provide more details.

The accompanying adult will be noted on your Attendance report results as well as the camper's profile.

Attendance Logging (Parent-driven)

“Parent-driven” attendance logging allows primary parents and authorized pickups to log their camper's attendance using their unique PIN.

First, an admin user will set up the parent-driven logging screen on a computer or mobile device at camp. Primary parents/authorized pickups will approach the screen, enter their PIN on a PIN Pad, and then select their camper's attendance status.

How do PINs work?

Every primary parent and Authorized Pickup in CampSite is assigned a unique six-digit PIN as soon as their account is created in the database.

After someone enters their PIN into the PIN Pad, CampSite will identify who they are and then generate the campers they're associated with (that are expected at the selected checkpoint).

Please note: For security purposes, parents must re-authorize a pickup person every enrollment year. If they fail to authorize the pickup person for the current year, the pickup person's PIN will not work.

First, access the Attendance Dashboard by hovering over the Campers button in the navigation bar and then clicking Attendance in the dropdown menu.

Attendance Dashboard

From the Attendance Dashboard, go to Attendance Tracking and click Attendance logging (parent-driven).

Please note: Staff and Parent-Driven attendance logging can only be used for your "current" enrollment year. If you have 2 enrollment years open currently (i.e. you haven’t completed Step 2 of the Rollover Wizard yet), your "current" year is the earlier of the two years.

Generating the Attendance List

Before parents can record their camper's attendance, an admin user must set up the attendance PIN pad.

To do that,

  1. Select a specific checkpoint
  2. Select a direction ("arriving" to camp or "departing" from camp)
  3. Click Start logging

Please note: The parent-driven attendance logging tool only allows attendance to be logged for the present day. If you need to log attendance for a day in the past, you must do so via the individual camper’s profile page. Click here to learn more.

Using the PIN Pad

Next, the PIN Pad will open. The person accompanying the camper will enter their six-digit PIN code onto the pad, using the number buttons.

PIN Pad Troubleshooting

Forgotten PIN

PINs are located on the family's parent dashboard as well as the family's profile page (for admins).

The easiest way to retrieve a PIN is via text. To trigger a text, have the parent/pickup click the "Forgot PIN?" button on the PIN pad and then enter their cellphone number. A text will be sent to their phone immediately.

Error Message

An error reading "The PIN provided was valid but has not been activated" will display if an authorized pickup person entered the correct PIN, but the family has not marked them as authorized to pickup the camper for the given enrollment year.

To verify or edit if an authorized pickup is marked as authorized for the current enrollment year,  navigate to the family's profile, click the Authorized Pickups tab, and then click on the pickup person's name.

From the pickup person's profile, click the tab for the current enrollment year. If they're marked as authorized to pickup for that year, the tab will say Active? = Yes.

Logging Attendance

After entering their PIN, CampSite will display all campers within the family they're associated with (who are expected at the selected checkpoint).

To complete the check-in or check-out process, the parent/pickup will:

  1. Select "check in" or "check out" (depending on the direction), or select "absent" (during check in only)
  2. Enter their signature
    The signature prompt is optional, and can be toggled on/off via the Attendance section of the Attendance Admin settings.
  3. Click Submit

Upon clicking submit, each camper's attendance will be logged accordingly for that particular checkpoint and direction.

Tip: Open the same checkpoint/direction on the staff-driven attendance logging tool after all parents/authorized pickups have left to see if any campers are still waiting to have their attendance logged.

Leaving the PIN Pad

To leave the PIN Pad and return to the previous Attendance logging configuration page, click Admin in the top left of the screen.

To prevent parents from entering the admin-side of your database, a password must be entered upon clicking the Admin button. Your can customize this password in the Attendance section of the Admin settings page.

Attendance logging (Paper-based)

"Paper-based” attendance logging allows admins to print an attendance sheet and record attendance by hand.

First, access the Attendance Dashboard by hovering over the Campers button in the navigation bar and then clicking Attendance in the dropdown menu.

Attendance Dashboard

From the Attendance Dashboard, go to Attendance Tracking and click Attendance logging (paper-based).

Generating the Attendance List

Generate the correct attendance list by filtering for enrollment year; checkpoint; direction; date; and status. Optionally, select to group campers by division, bunk, or (for camps with our Transportation module), transportation method.

CampSite will generate a printer-friendly attendance list, displaying campers in alphabetical order by last name. Mark the checkbox on the far left to record the camper as checked in or out, and write notes under the "Notes" column if needed.

Entering Paper-Based Attendance into CampSite

Use the staff-driven attendance logging tool on the same day attendance was taken on paper. CampSite will generate the same list of campers for an admin user to log attendance per their paper-based attendance sheet.

If you're not able to enter attendance into CampSite on the same day it was recorded for, you must navigate to each camper's profile page individually and record their attendance via their attendance calendar. Click here to learn more.