Enrollment Page

Parent Dashboard: Enrollment Page Overview

To access the Enrollment page, click the Enrollment tab in the left sidebar menu.

  1. See the enrollment page header text. Click here to learn how to customize this.
  2. Enroll a camper; edit their basic information; or purchase additional enrollment extras.
     To learn more about enrolling a camper, click here.
     To learn more about editing their information, click here.
     To learn more about purchasing extras after enrollment click here.
  3. Add a new camper to the family. Click here to learn how.


If you choose to display each camper's enrolled and/or waitlisted options, they would appear beneath the camper's name, as you see above for Jill Paulson. For each option, the parent will see the enrollment option name, bundle name, and session(s) therein.

Click here for more information on where to manage your Parent Dashboard settings (including whether you display each campers' enrolled and waitlisted sessions).

Parent Dashboard: Enrolling a Camper

A family can enroll their camper(s) via the Enrollment page.

Enrollment Tab

To access the Enrollment tab, click the Enrollment link in the left sidebar menu.

Enroll Button

For families with multiple campers, campers must be enrolled one at a time. To enroll a camper, locate the camper and click the Enroll button beneath their name.

Enrollment Form

CampSite will then present your camp's enrollment form, which contains multiple pages for the family to submit. In order to complete the enrollment process, parents must proceed through each page and click to submit their request at the very end.

The screenshots below demonstrate example content on each step of the form. To view exactly how your camp's enrollment form content appears, create a family account for yourself and use it to log into your Parent Dashboard and pretend to enroll a camper.  

Pre-Enrollment Questions (Optional)

If your camp asks pre-enrollment questions, the first step of the enrollment process will display those questions. To learn more about configuring pre-enrollment questions, click here.

On this step, parents must provide their responses and click "Save & Continue" to proceed with the next step of enrollment.

If you do not ask pre-enrollment questions, the first page of your enrollment form will be the "Enrollment Options" page.

Enrollment Options

On this step, parents must 1) add the enrollment option(s) they wish to enroll their camper for and then 2) click "Save & Continue" to proceed to the next step of enrollment.

  • If you passcode protect any enrollment options, an Enrollment Passcode section will appear on the left (as shown above). Parents submit the passcode in order to view your passcoded option(s).
  • If your enrollment options include multiple bundles, and/or prompt parents to choose from multiple sessions, once a parent clicks to add an option the option will expand and prompt the parents to make additional selection(s).

To edit the enrollment options that parents are presented on this page, go to Step 9 of the Camper Setup Wizard.

Enrollment Questions + "Additional options"

On this step, parents are asked to respond to your enrollment questions and offered to purchase any enrollment extras you've added to your enrollment form. Once finished, they must click "Save & Continue" to proceed to the next step of enrollment.

To edit your enrollment questions, go to Step 8 of the Camper Setup Wizard. Click here to learn more about controlling your enrollment extras.

Forms

On this step, parents are presented any forms that you choose to display during the enrollment process. Parents must click the name of a form in order to complete it. When finished, they must click "Save & Continue" to proceed to the final step of enrollment.

To learn more about completing forms from the Parent Dashboard, click here.

To learn more setting up the various forms that could be presented during enrollment, choose from the following links: Family and Camper forms; Transportation forms; Medical forms; and Authorized Pickup forms.

Checkout

On the final checkout page, parents are first presented their enrollment balance and asked for their payment details. If applicable, parents can enter a coupon code on this step by clicking the "ADD COUPON CODE" box and typing the code. Any automated enrollment discounts that the camper is eligible for will appear automatically below the camper's subtotal.

To edit your camp prices, go to Step 5 of the Camper Setup Wizard. Your deposit is configured on either Step 8 (if yearly) or Step 9 (if per enrollment option).  To configure which payment methods can be selected, go to your Financial: Payment Method settings.

Next, parents must sign that they agree to your terms and conditions and submit their enrollment request. Note that the enrollment form cannot be submitted without agreeing to your terms and signing the form. To edit your terms & conditions, go to Step 8 of the Camper Setup Wizard.

Once parents click "SUBMIT ENROLLMENT REQUEST," a request will be created for the camper.

  • If your camp is using manual enrollment processing mode, the camper's request must be approved by an admin user in order for the camper to be enrolled. The family's payment would be debited at the time the camper is approved (not when the form is submitted).
  • Under automatic enrollment processing mode, CampSite will automatically enroll the camper as soon as the request is submitted (with regard to any capacities) and process their payment immediately.

Submission Confirmation

When the enrollment form is successfully submitted, parents will see a confirmation message page customized by your camp, along with a button to return to the enrollments page (e.g. to enroll additional campers).

To customize this message, go to Step 8 of the Camper Setup Wizard.

Parent Dashboard: Enrolling a Camper - Tutorial Video
Parent Dashboard: Adding a New Camper

Parents can add additional campers to their account via the Enrollment page of the Parent Dashboard and/or via the My Account page.

Enrollment Tab

To access the Enrollment page, click the Enrollment tab in the left sidebar menu.

+ Add Camper

Next, click the + Add Camper button on the right.

Provide camper details

  1. Complete each field to provide the camper's details
  2. Click to add the camper to the family

Note: If you've created any custom camper questions on your New Family Enrollment/Request for Information Forms, parents will also be asked to answer them in addition to the fields pictured above.  Click here to learn where to create/manage custom camper questions on those forms.

My Account Page

Parents may also add campers via the My Account page. This is useful when your camp has the enrollment form disabled which denies parents access to the Enrollment page where campers are typically managed.

To edit camper details via the My Account page, click My account in the left sidebar menu and then select the Camper info tab.

Next, parents will click the link for adding a camper.

  1. Complete each field to provide the camper's details
  2. Click to add the camper to the family

Note: If you've created any custom camper questions on your New Family Enrollment/Request for Information Forms, parents will also be asked to answer them in addition to the fields pictured above.  Click here to learn where to create/manage custom camper questions on those forms.

Parent Dashboard: Uploading/Editing a Camper's Photo

On the Parent Dashboard you can upload or change a campers profile photo at any time. Following these steps ensures your camper's information remains current and accurate for camp staff.

First, a parent will need to navigate to their Parent Dashboard login page.

Method 1: From the Enrollment Tab

To upload a new photo for a camper from the Enrollment Tab, click on the Enrollment Tab on the left side bar.

While on the Enrollment tab, you can click on the photo slot for the camper who's profile photo you wish to upload. If this is a new camper with no current photo, this will show a gray silhouette of a figure. If this is a camper that has had a previous photo upload, click directly on the old photo.

Click profile image placeholder (or the existing photo) to choose a new photo from your device for this camper.

Once you have selected a photo from your device, click Upload Image button.

You will see a green pop up text in the top right corner showing the photo has been uploaded sucessfully. 

Method 2: From the My Account Tab

You can also change or upload a photo for a camper by clicking on the My account tab from sidebar menu.

Once in the My Account section, click on the Camper Info tab.

Select desired camper from list.

Click profile image placeholder (or the existing photo) to choose a new photo from your device for this camper.

Once you have selected a photo from your device, click Upload Image button.

You will see a green pop up text in the top right corner showing the photo has been uploaded sucessfully. Click Update when done to save the new camper profile photo.

Note for Camper Photos

Once a profile photo has been uploaded, it cannot be deleted so that no photo remains. A profile photo in CampSite can only be replaced with another photo upload.

Parent Dashboard: Editing a Camper's Basic Information

Parents can edit their camper's basic information via the Enrollment page of the Parent Dashboard and/or via the My Account page.

Enrollment Page

To access the Enrollment page, click Enrollment in the left sidebar menu.

Edit Button

Next, click the edit button to the right of the camper's name.

Here, parents can edit the current fields of basic information on file for the camper. When finished, they'll click the "Update" button to save their changes.

Please note: Parents cannot edit gender, date of birth, or grade because camps commonly restrict enrollment by this data. As such, any changes to this data must be confirmed and applied by an admin by your camp (via the camper's profile page).

My Account Page

Parents may also edit their camper's information via the My Account page. This is useful when your camp has the enrollment form disabled which denies parents access to the Enrollment page where campers are typically managed.

To edit camper details via the My Account page, click My account in the left sidebar menu and then select the Camper info tab.

Parents will be directed to the same camper information page shown earlier in this article.

Parent Dashboard: Purchasing Extras After Enrollment

If you allow campers to purchase enrollment extras after enrollment, parents may do so by resubmitting the "Questions" page of the enrollment form (via the Enrollment page of the Parent Dashboard).

Whether or not campers can purchase extras after enrollment is controlled on Step 9 of the Camper Setup Wizard via the enrollment extra settings for each enrollment bundle. To learn more, click here.

Enrollment Tab

To access the Enrollment tab, click the Enrollment link in the left sidebar menu.

Purchase Additional Options

Click "Purchase additional options" right beneath the camper's enrollment button (as pictured above). This will bring the parent straight to the page 2 of the enrollment form.

Note: This button will only appear if the camper is already enrolled, and they're enrolled for option(s) that offer enrollment extras for purchase after enrollment.

Select Options

Next, parents are presented the "Questions" page of the enrollment form.

To purchase an enrollment extra, parents must locate the associated enrollment option, click the checkbox next to the desired enrollment extra, and then click "Save & Continue" at the bottom of the page to finalize the purchase.

Extras that are NOT Available for Purchase After Enrollment

Parents will still see extras associated with their campers enrollment that cannot be purchased after the enrollment process, but will be unable to select them. See above for an example.

Checkout

Next, parents are redirected to the Checkout page of your enrollment form. To finalize their purchase, they must submit provide their payment information, sign & agree to your Terms and Conditions, and submit the page.

Note: Via your financial settings, you can control whether parents must pay in full for extras that are purchased after enrollment, or if parents can place the charge(s) on their payment schedule to pay later. Find this setting under Admin > Campers > Financial: Settings. To learn more, click here.

Paying in Full

If you require parents to pay in full for extras purchased after enrollment, parents can only select "Pay in Full" as their payment amount. They'll then be asked to select a payment method, and upon submitting this page, their payment will be processed.

Adding Charges to a Payment Schedule

If you do not require parents to pay in full for extras purchased after enrollment, parents can select to "Add these charges to my account." The costs of the extra will then be billed to the parent on their future invoice(s).

Finalizing the Purchase

To finalize the purchase, parents must sign and agree to your terms and conditions and click "Submit purchase."

Confirmation E-mail

After successfully paying for their selected enrollment extras, parents will receive an automated confirmation email as pictured above. Note: If they choose to pay later, they don't receive this email.

The email will include a bullet pointed list of each enrollment extra that was selected for purchase, and which enrollment option it's associated with. For example, the email notification in the screenshot above shows that Jill Paulson purchased the AM Care extra for the Camp Firewood enrollment option.

Note that this email message cannot be edited or disabled. Admin users may also enable email notifications when campers purchase enrollment extras after enrollment, via their email notification settings.

Where to Control Each Item through the Parent Dashboard Enrollment Process

This article will explain the basic layout of the Parent Dashboard items and where those items can be edited on the admin facing side of CampSite. For a more in depth explanation on how to setup the registration process in CampSite, please see: Campers Setup Wizard  and  Webinar Video: The Setup Wizard and Test Enrolling a Camper

The Main Enrollment Page

  1. The Header Text - This text can be edited under Admin> Campers> Parent Dashboard> Enrollment page header text
  2. An Unenrolled Camper - If the family has a camper that is not currently Enrolled, they will be seen here with a gray tile background.
  3. An Enrolled Camper - If the family has a camper that is currently Enrolled, they will be seen here with a green tile background.
  4. This tile is the option to add a new camper to this family when clicked.
  1. The Enroll Button - Click on this button to proceed through the Enrollment Process on the Parent Dashboard.
  2. The Enrollment Option/Bundle Name - In bold text you will see the name of the Enrollment Option that the camper has been enrolled in. This name can be set on the admin side of CampSite under Admin> Campers> Setup Wizard> Step 9: Enrollment Options> Double click on the pencil icon next to an Enrollment Option to change the name. (In parenthesis you will see the name of the Bundle that was selected as part of the Enrollment Option. This can be seen under Admin> Campers> Setup Wizard> Step 9: Enrollment Options> Double click on the three gray dots next to an Enrollment Option> Double click on the pencil icon next to the bundle you would like to update.)
  3. The Sessions - This is the name of the Session(s) that the camper has been enrolled in. This name can be set on the admin side of CampSite under Admin> Campers> Setup Wizard> Step 2: Sessions> Double click on the pencil icon next to a Session to change the name.

Step 1: Options

The Header Text in Step 1 of the Enrollment Process can be edited under Admin> Campers> Setup Wizard> Step 8: Enrollment Form Setup> Instructions + Terms> Enrollment options page header text.

  1. The Enrollment Option name - This is the Enrollment Option name. This name can be set on the admin side of CampSite under Admin> Campers> Setup Wizard> Step 9: Enrollment Options> Double click on the pencil icon next to an Enrollment Option to change the name.
  2. The Associated Enrollment Option Tag - Enrollment Option Tags are optional and may not appear in all Enrollment Processes. Tags can be associated with an enrollment option under Admin> Campers> Setup Wizard> Step 9: Enrollment Options> Double click on the three gray dots next to an Enrollment Option> click on the "Tags" tab. For more information on how to create Enrollment Tags please see: Campers Wizard - Step 9: Enrollment Options
  3. The Bundle Name - This is the Bundle that was selected as part of the Enrollment Option. This can be seen under Admin> Campers> Setup Wizard> Step 9: Enrollment Options> Double click on the three gray dots next to an Enrollment Option> Double click on the pencil icon next to the bundle you would like to update.
  4. How many spaces remain - This is the option that shows parents how many spots are available for a specific option. This setting can be toggled on and off under Admin> Campers> Setup Wizard> Step 8: Enrollment Form Setup> General Options> "Allow parents to see the number of spaces remaining for each enrollment option on the enrollment form?".
  5. The Session Name - This is the name of the Session(s) that the camper has been enrolled in. This name can be set on the admin side of CampSite under Admin> Campers> Setup Wizard> Step 2: Sessions> Double click on the pencil icon next to a Session to change the name.
  6. The Dates of a Session - This date range is set under Admin> Campers> Setup Wizard> Step 2: Sessions> Double click on the pencil icon next to a Session to change the session dates.
  7. An Enrollment Passcode - A passcode can be set under Admin> Campers> Setup Wizard> Step 9: Enrollment Options> Double click on the three gray dots next to an Enrollment Option> Double click on the pencil icon next to the bundle> click on the "passcode" tab. For more information on creating a passcode please see: Campers Wizard - Step 8: Enrollment Form Setup
  8. Enrollment Tag Filtering - This box will appear when enrollment tags are being used. 

Step 2: Questions

  1. The Header Text in Step 2 of the Enrollment Process can be edited under Admin> Campers> Setup Wizard> Step 8: Enrollment Form Setup> Instructions + Terms> Questions page header text.
  2. Enrollment Options - These questions can be seen and edited under Admin> Campers> Setup Wizard> Step 8: Enrollment Form Setup> Enrollment Questions. 

Additional Options - These enrollment extras can be controlled under Admin> Campers> Setup Wizard> Step 8: Enrollment Form Setup> Yearly Enrollment Extras.

  1. Enrollment Option Specific Questions - Enrollment options specific questions can be controlled under Admin> Campers> Setup Wizard> Step 9: Enrollment Options> Double click on the three gray dots next to an enrollment option> click on the "Enrollment Option Questions" tab.
  2. Additional Options - Enrollment options specific extras can be controlled under Admin> Campers> Setup Wizard> Step 9: Enrollment Options> Double click on the three gray dots next to an enrollment option> click on the blue text that says "# of extras" under the "extras" column for the bundle.

Step 3: Forms

The Header Text in Step 3 of the Enrollment Process can be edited under Admin> Campers> Setup Wizard> Step 8: Enrollment Form Setup> Instructions + Terms> Forms page header text.

  1. Category name - Category names for forms can be created by navigating to the green Campers button on the top navigation bar> Camper Forms> Manage form categories. Form categories are optional and display only on the parent dashboard.
  2. Form Name - Form names can be edited by navigating to the green Campers button on the top navigation bar> Camper Forms> double click on the pencil icon next to the form. Please note that for Yearly forms and Session forms, the current year will display in front of the form name automatically on the Parent Dashboard.
  3. Medical Form Category Name - The Medical Form category is automatic and cannot be edited. The current year will appear automatically in the title.
  4. Web Based Medical Form Name - Web Based Medical Forms can be edited by navigating to Admin> Campers> Medical> double click on the pencil icon next to the form.
  5. Printed Medical Form Name - Printed Medical Forms can be edited by clicking on "Medical" on the top navigation bar> under the "Medical management" section click on "Camper Printed Medical Forms"> double click on the pencil icon next to a form to edit.
  6. Camper Reference Form - The Camper Reference Form can be edited under Admin> Campers> Reference Form> Enable references on the Parent Dashboard. To edit the questions on this Reference Form, click on the "Camper reference form questions" link in this location.
  7. Web Based Form Due Date - Web Based Medical Form due dates can be edited by navigating to Admin> Campers> Medical> double click on the pencil icon next to the form.
  8. Printed Form Due Date - Printed Medical Form due dates can be edited by clicking on "Medical" on the top navigation bar> under the "Medical management" section click on "Camper Printed Medical Forms"> double click on the pencil icon next to a form to edit a date.

Step 4: Checkout

The Header Text in Step 4 of the Enrollment Process can be edited under Admin> Campers> Setup Wizard> Step 8: Enrollment Form Setup> Instructions + Terms> Payment information page header text.

  1. Enrollment Options (bundle name) - This is the Enrollment Option name and Bundle Name selected for checkout. These can both be edited under Admin> Campers> Setup Wizard> Step 9: Enrollment Options> Double click on the pencil icon next to an Enrollment Option to change the name of the enrollment option OR double click on the three gray dots of the option to open up the bundles> double click on the bundle pencil icon to edit the bundle name.
  2. Registration Fee - The registration fee seen here is a yearly enrollment extra set under Admin> Campers> Setup Wizard> Step 8: Enrollment Form Setup> Yearly Enrollment Extras. An extra set as mandatory and active will appear here automatically at each checkout. In order to set an extra here, it must first be created under Step 6: Enrollment Extras.
  3. Tuition Amount - A tuition plan for the option selected. This can be edited under Admin> Campers> Setup Wizard> Step 5: tuition plans> double click on the pencil icon next to the tuition plan to edit.
  4. Registration Fee amount - This amount can be set under Admin> Campers> Setup Wizard> Step 6: Enrollment Extras.
  5. Subtotal - This is the total of all Tuition amounts (Step 5) and Enrollment Extra amounts (Step 6).
  6. Discounts - Discounts can be controlled under Admin> Campers> Setup Wizard> Step 7: Discounts.
  7. Total - A total for all items on this current checkout.
  8. Deposit amount - Deposits amounts can be set on either Admin> Campers> Setup Wizard> Step 8: Enrollment Form Setup> Yearly Deposit OR Admin> Campers> Setup Wizard> Step 9: Enrollment Options> double click on the three gray dots next to an option> under the "Deposit" column for each bundle click on the "Yes ($$$$)" to change a deposit amount. Please note that only one of these deposit can be active at once. You can either use the deposit on Step 8, or you can use the deposit on Step 9, but you cannot use both at once.
  9. Payment Methods - Payment Methods can be controlled under Admin> Campers> Financial: Payment Methods. If you do not currently have a payment gateway setup, you will not be able to choose to accept Credit Cards or EFT/Checking Accounts. To begin setting up a payment gateway, please contact: Payments@campmanagement.com
  10. Payment Amounts -
    1. Pay Deposit - This will appear when a deposit is set for an enrollment option. If there is no Payment Schedule Group associated with an enrollment option on Step 9: Enrollment Options, the "Pay in Full" option will appear in it's place. To associate or remove a Payment Schedule Group from an enrollment option navigate to Admin> Campers> Setup Wizard> Step 9: Enrollment Options> Double click on the three gray dots next to an option> click on the "Payment Schedule Group" tab> associate or remove a group as needed.
    2. Pay Another Amount/Pay in Full - These options appear when the setting "Allow parents to pay more than the deposit amount when enrolling" is set to "Yes". This setting can be found under Admin> Campers> Financial: Settings. 
  1. Payment Schedule for (enrollment option name here) - The Enrollment Option name can be edited under Admin> Campers> Setup Wizard> Step 9: Enrollment Options> Double click on the pencil icon next to an enrollment option.
  2. Payment Schedule Name - A Payment Schedule Name can be edited under Admin> Campers> Setup Wizard> Step 4: Payment Schedules> click on the name of the Payment Schedule Group that the Schedule is a part of> Double click on the pencil icon next to a Payment Schedule to edit the name.
  3. Payment Dates for (schedule name) -  Refer to Payment Schedule Name instructions directly above.
  4. Payment Dates - Payment Schedule dates can be edited under Admin> Campers> Setup Wizard> Step 4: Payment Schedules> click on the name of the Payment Schedule Group that the Schedule is a part of>  Double click on the pencil icon next to a Payment Schedule date to edit OR click on "add new primary date" to add a new date to a schedule.
  5. Terms and Conditions - The Terms and Conditions in Step 4 of the Enrollment Process can be edited under Admin> Campers> Setup Wizard> Step 8: Enrollment Form Setup> Instructions + Terms> Terms and Conditions.

Enrollment Complete Page

The in browser "Enrollment Complete Message" can be edited under Admin> Campers> Setup Wizard> Step 8: Enrollment Form Setup> Instructions + Terms> Message to display after enrollment form is successfully submitted. The green button to return to the Enrollments Page will appear automatically.