Campers Tab

Attendance & Authorized Pickups


The Attendance tab of the Admin menu contains settings for Attendance module (mostly pertaining to Authorized Pickups).

1. Select whether to require that parents provide photos of Authorized Pickups that they add to their family's account.

2. Select whether to ask parents to indicate if their child may check themselves in or out without an adult (click here to learn how this looks to parents)
Settings 3 - 6 only pertain to the Transportation module:

Select whether or not to ask staff to provide who dropped off/picked up the camper up in the following Transportation scenarios:

3. When checking in campers whose transportation arrival method is “parent drop-off”

4. When checking out campers whose transportation departure method is “parent pick-up”

5. When checking in a camper whose transportation arrival method is “bus”

6. When checking out a camper whose transportation departure method is “bus”


7. Select whether to require a signature from parents and authorized pickups signature when using parent-driven attendance logging

8. Select whether to require the staff member checking a camper in to select which parent/authorized pickup who checked the camper in

9. Select whether to require the staff member checking a camper out to select the which parent/authorized pickup who checked the camper out

10. Specify the password that must be entered to leave the parent PIN page and return to the admin-side of CampSite

11. Select whether to ask parents to provide Authorized Pickups during the enrollment process

  • If "No", parents must manually navigate to the Authorized Pickups page of the parent dashboard in order to manage their pickups)

12. If you select to ask parents to provide Authorized Pickups during the enrollment process, select whether Authorized Pickups are required

13. Select whether to display parents and authorized pickups their assigned attendance PINs on the Parent Dashboard

  • If "No", PINs will not be displayed on the dashboard nor will they be automatically texted to authorized pickups when parents add them to their account
  • Parent PINs are on the My Account page. Click here to see where Authorized Pickup PINs are located

14. Select whether to allow campers to have their attendance logged more than once for the same checkpoint on the same day

15. Authorized Pickups Fields: Customize which data parents must provide on authorized pickups by adjusting the fields presented on the authorized pickup form.  

  • "First name" and "Last name" are always required, but "Relationship", "Gender", "Date of birth", "E-mail address", "Cell Phone", "Work phone", and "Home phone" are customizable.
  • To enable a field on the authorized pickup form, make it "Active"
  • To make an active field required, make it "Mandatory"
  • To change the setting for a field, double click the current Yes or No value and adjust as needed.

16. Save changes.

Bunking Boards

This article details how to manage the overall admin settings for your camp's bunking boards. To learn how to create or edit your actual bunking boards, read our other articles at this link.

1. Edit the display settings for camper tiles

The first four settings allow you to choose how much detail to display for each camper on the bunking board. These additional details may help admins decide which division/bunk to assign campers to.

See above for an example of a bunking board when all four settings are set to yes.

Every camper tile includes their grade and age to the right of the camper's name. Kristin Casey demonstrates how a camper enrolled in multiple sessions this year is labeled with a red dot. Alina Gamble demonstrates how a new camper this year appears with a bold tile border.

2. Customize the display names

If your camp uses different terminology than the default "division" and "bunk" terms, you can enter custom names instead.

These custom names will appear throughout CampSite in place of the default terminology, like when adding fields to an advanced report (for example).

3. Apply the camper's 'custom color' as tile background

By default, the background color of each camper's bunk tile corresponds with their gender ('Male' = blue; 'Female' = pink; and any other value = white).

Using this setting, you can choose to apply the camper's custom color for that year as their bunk tile background, instead of their gender color. This may help your admin team assign campers to certain divisions/bunks based on their color-coding.

See above for an example of how bunking board tiles appear when their background reflects the camper's custom color.

  • If this setting is set to Yes, note that campers who do not have a custom color will have a white bunk tile background.
  • If the "Indicate new campers with a bolded tile border" setting is set to Yes, the tile border will still follow the gender color-coding.
Custom Fields

CampSite profile pages come with a standard set of fields for storing data. To store additional data not included in our standard fields, camps can create their own "custom" fields. 

Admin users then enter data into those fields from the profile page; in mass by editing an Advanced Report; or by importing a .CSV. Click here to learn more about all 3 methods of inputting data into custom fields.

Note that end users cannot see custom fields, with one exception - click here to learn more.

For example, all camper profile pages include the basic data fields shown in annotation #1 above. Annotation #2 shows examples of "permanent" custom fields for storing a camper's alumni ID, and whether or not the camper's been sent a welcome packet.

In this article, learn about:

Creating Custom Fields

Custom fields are managed from the Admin page, within the respective module tab. For example, the screenshot above shows custom fields for Camper profiles.

Custom Field Scopes

There are different types (i.e. "scopes") of custom fields for each type of profile page. The scope determines how frequently data is stored within the field and thus where the field appears on the profile page.

The following Custom Field scopes can be created for the following profile page types:

  • Family Profiles
    • Permanent Custom Fields
  • Camper Profiles
    • Permanent Custom Fields
    • Yearly Custom Fields
    • Session Custom Fields
  • Staff Profiles
    • Permanent Custom Fields
    • Yearly Custom Fields
    • Session Custom Fields
    • Salary Information Custom Fields
    • Salary Amount Custom Fields
  • Alumni Profiles
    • Permanent Custom Fields
  • Group Profiles
    • Permanent Custom Fields
    • Yearly Custom Fields
    • Event Custom Fields
  • Guest Profiles
    • Permanent Custom Fields
    • Yearly Custom Fields
    • Event Custom Fields
  • Donor Profiles
    • Permanent Custom Fields
    • Yearly Custom Fields

Permanent field: Only one value can be stored for each person. This type of field is available for Family, Camper, Alumni, Staff, Group, Guest, and Donor profile types. Only permanent fields can be set to be visible on the Parent or Camper profile page. No other form scopes can be set to be visible on the login dashboard. Permanent custom fields cannot be set as visible on the login dashboard to any other profile type except Family and Camper profiles. 

Yearly field: One value can be stored per database year, for each person. This type of field is available only to Camper, Staff, Group, Guest, and Donor profile types.

Session field: One value can be stored per session, per year, for each person. This type of field is available only to Camper and Staff profile types. 

Event field: (for CampSite's Events module) One value can be stored per event, per year, for each group or guest. This type of field is available only to Group and Guest profile types. 

Salary field: (for CampSite's Staff module) One value can be stored per year, within the Salary details tab of a staff person's profile. Both types of Salary custom fields are also protected by the "Salary details" admin user permissions, to control which admins have access to the data in these custom fields. Click here to learn more. Also, "Salary amount" fields are summed together for a salary total. Click here for full details on Staff Salary fields. This type of field is available only to Staff profile types.

For example, in the screenshot above, Camp Firewood created a yearly custom field to record a camper's "swim level." This allows admins to store a separate swim level value for each year.

Adding a New Custom Field

  1. Select the tab that corresponds with which profile pages you want to create the custom field for
  2. Select the Custom fields side-tab
  3. Click the link to + Add new custom field
  1. Name the custom field.
  2. Choose the input 'type', which determines how you'll input the data you enter into this field. Read more about each type here.
  3. Choose the 'scope' of how frequently you need to store data in this field.
  4. Provide additional details (based on the scope you selected)
  5. Click Submit to create the custom field.

Editing, Rearranging, and Deleting Custom Fields

  1. Edit the overall settings for a custom field by double clicking the pencil icon.
    Note: Not all details are editable after the field has been created.
  2. Rearrange the order that custom fields appear in on the corresponding profile page.
  3. Permanently delete a custom field by double clicking the delete icon.
    Note: You cannot delete a custom field if there's data stored in it currently. If you delete all data stored within the field, you can then delete it.
    Tip: You can delete custom field data in mass by editing the field from an advanced report and replacing the current values with a blank value instead. Click here to read about editing custom fields from a report.

Custom Fields on the Profile Page

The location of a custom field on a person's profile depends on the scope.

Permanent Custom Fields

Permanent custom fields are stored on the main tab of a person's profile page, e.g. the 'Basic Info' tab for Campers.

Yearly Custom Fields

Yearly custom fields are stored within each year tab, then within a sub-tab titled Custom fields.

Session Custom Fields

To find session custom fields (for Campers or Staff), select a year tab, then a session tab, then the sub-tab titled Custom fields.

Entering Data into a Custom Field

Admins can enter data into a custom field one person at a time (via their profile page), or in mass via an advanced report.

Custom field data can also be imported via spreadsheet - click here to learn more.

Via an Individual's Profile

Edit/insert custom field values the same way you edit other profile fields.

Double click directly on the current value or the word 'edit...'

Insert/edit a value into the input field and click Ok to save.

Note that the type of input field available is based on 'type' that was selected when the custom field was created.

Custom Fields in Advanced Reports

Add the custom field to an advanced report and then activate the Edit function.

For instructions on how mass edit data through an Advanced Report, click here.

Import Custom Fields

You can also add custom field values in mass by uploading a .CSV with those values.

For help on how to import data into CampSite, click here to read our "Import Data" article.

Parent Dashboard

Custom fields for the Family profile page have a 'visibility' setting that controls whether this field is visible (either read-only, or editable) by the parent when logged into their parent dashboard.

When visibility is 'none', the field does not appear on the parent dashboard and is admin-only, like all other custom fields.

Primary parents can access visible custom fields by opening the "My Account" page, selecting the "Family info" tab, and viewing the "Other information" section.

Family profiles can only use the Permanent custom field type, so only Permanent fields that are set to be visible to the parent Dashboard will appear on the Parent Dashboard > "My Account" page.

Permanent Custom Fields on the Camper level can also be seen on the Parent Dashboard when set to be visible. When set as such, these can be seen under the Parent Dashboard > "My Account" page > Camper info > Click on a Campers name. 

Staff Salary Fields

In addition to the traditional scopes (permanent, yearly, and session), the Staff module also includes custom fields for storing more salary information. All staff salary custom fields appear within the "Salary details" tab of the Staff profile page along with their basic salary information and staff charges.

There are 2 types of salary custom fields: those for storing "Salary information", and those for "Salary amounts".

Note that both "Salary amount" fields are also protected by our existing "Salary" admin user permissions.

  • If a user does not have "Salary" permissions for Staff, they cannot access these Salary fields on the staff profile page.

Salary information fields

Salary information fields are for storing additional salary-related information. You can create any type of field - yes/no, dropdown, small text, etc., and these fields appear and function like all other custom fields.

For payment amounts, use salary amount fields.

Custom salary information fields appear in a separate table, in the middle of the Salary details tab of the Staff profile page. Double click the current value/"edit..." to change insert or edit a value as needed.

Salary amount fields

Salary amount fields are for money/decimal amounts only, and are displayed as line items on the Salary tab of the staff person's profile page. They're then summed together with the staff person's "Base salary" to calculate their total salary.

Select "Salary amount" as the scope. Note that the "Type" will be locked as Money/Decimal. If you need to store non money/decimal data, create a "Salary information" field instead.

Next, select whether or not the salary amount you'll record in this field is taxable.

  • All fields where Taxable = Yes will be summed together on each Staff person's profile for a 'Total taxable salary' and total 'Adjusted taxable salary' amount.
  • All fields where Taxable = No will be summed together on each Staff person's profile for a 'Total salary' and total 'Adjusted salary'

Salary amount fields can also be re-arranged to control the order in which they appear on the Staff profile page.

Click the rearrange icon and then drag & drop each field into the desired order.

Custom salary amount fields appear in the bottom section of the Salary details tab of the Staff profile page.

Double click the current value/"edit..." to insert or edit a value as needed.

Total and Adjusted Salaries

CampSite will autocalculate the Total Salary; Total Taxable Salary; Total Charges; Adjusted Salary; and Adjusted Taxable Salary amounts at the bottom of the salary amounts table.

To learn how these amounts are calculated, click here to read our support article on the Salary details tab.

Events (Automated Tasks/Emails)

For Campers, Families, and Staff, use "Events" to automatically send an email or create an admin task each time a specific event occurs. 

For most events, choose whether the email/task is created immediately, or so many days later.

The types of events that trigger an email/task differ per module:

Campers

Families

Staff

How Events Work (In General)

  • Once a camper/or staff receives an event action, they won't receive it again within the same year.
    For example, if you create a 'Non-enrolled camper status' event that send an email 14 days after their account is created, an eligible camper will receive the email 14 days after being created. If 14 more days pass and they're still not enrolled, they will not receive the email again. Their eligibility resets 365 days after they received the first email.

  • Campers/staff who were created before an event was created will still trigger the event, if they qualify.
    For example, if Johnny created his account yesterday and is still not enrolled, and today you create a 'Non-enrolled camper status' event that fires 2 days later, Johnny will trigger the event tomorrow.

  • If you create multiple actions for the same event, individuals who qualify for each event will trigger the action every time.
    For example, if you create 3 separate 'Non-enrolled camper status' actions for a saved email to send 1 day; 5 days; and 10 days later, and Johnny is still not registered when each 1, 5, or 10 days later, he'll receive all 3 emails.

Camper Events

Note that all emails triggered by a camper event will appear on the camper's profile, even if sent to the parents.  Tasks will appear on the family's profile.

Non-enrolled camper status

  • Trigger an email or task based on camper enrollment inactivity. 
  • Send a saved camper email to any of the camper's parents or create an admin task when a camper has not become enrolled after X many days since their account was created.

Note: A camper must become enrolled to not trigger this event. Even if they submit the enrollment form but are waiting for your camp to approve their request; or, they submitted a request that was waitlisted, the email/task will still be created. 

For this reason, this event is best suited for camps using automatic processing mode or those using manual processing mode & approving requests the same day they're received.

Camper birthday

Trigger an email or task for an enrolled camper's birthday.

  • Send a saved camper email to the camper's parents or the camper themselves on their birthday.
  • Create an admin task X days before the camper's birthday. The task will always be dated/due on their actual birthday.

Note: This event applies only to campers enrolled for the current enrollment year. If your camp has 2 database years open, they must be enrolled for at least one of the two.

Family Events

Request for Information Form Submission

Trigger an email or task after a family submits your Request for Information form.

  • Select whether to send a saved family email or create an admin task immediately (i.e. as soon as the form is submitted), or X many days later. 
  • It doesn't matter if the family's camper has already been enrolled - the email/task will still be created.

New Family Enrollment Form Submission

Trigger an email or task after a family submits your New Family Enrollment form.

  • Select whether to send a saved family email or create an admin task immediately (i.e. as soon as the form is submitted), or X many days later. 
  • It doesn't matter if the family's camper has already been enrolled - the email/task will still be created.

Note: that Step 1 of the Camper Setup Wizard also allows you to automate a submission confirmation email when these forms are submitted, so creating a Family event to send a saved email 'immediately' could be redundant.

Staff Events

Inactive staff application

Trigger an event based on staff application inactivity.

  • Send the applicant an email or create an admin task when an applicant who's not yet hired has not updated their staff application after X many days since their account was created.
  • If the applicant is hired before the action was triggered, the email/task won't be created.

Note: This event is triggered by application inactivity. If the applicant has finished their application and therefore has had no application activity, but your camp has hired them yet, the email/task will still be created.

Staff birthday

Trigger an email or task for a hired staff person's birthday.

  • Send an email to the staff person on their birthday.
  • Create an admin task X days before the staff person's birthday. The task will always be dated/due on their actual birthday.

Note: This event applies only to staff hired for the current hiring year. If your camp has 2 database years open, they must be hired for at least one of the two.

Financial: Communication

From your Financial: Communication settings, you can control your automatic email notifications for approved and declined transactions within the Campers module, as well as custom texts that appear on financial statements and invoices.

To access your Financial: Communication settings, go to Admin>Campers>Financial: Communication.

Automatic Emails for Approved Transactions

Control whether or not CampSite automatically sends an email when a credit card or checking account transaction is approved.

If these emails are enabled, the email will be sent to the "billing address" associated with the payment method that was used.

  1. When a credit card transaction is approved, select whether or not to send automatic emails to the billing address on file for the card.
  2. When a checking account transaction is approved, select whether or not to send automatic emails to the billing address on file for the card.
  3. Add additional text to the automatic email.
    Note: The automatic email already contains standard text auto-populated by CampSite. See below for an example:
  1. This text automatically appears in the email. It cannot be edited.
  2. This is where your additional text would appear.

Automatic Emails for Declined Transactions

Control whether or not CampSite automatically sends an email when a credit card or checking account transaction is declined.

If these emails are enabled, the email will be sent to the "billing address" associated with the payment method that was used.

  1. When a credit card transaction is declined, select whether or not to send automatic emails to the billing address on file for the card.
  2. When a checking account transaction is declined, select whether or not to send automatic emails to the billing address on file for the card.
  3. Add additional text to the automatic email.
    Note: The automatic email already contains standard text auto-populated by CampSite. See below for an example:
  1. This text automatically appears in the email. It cannot be edited.
  2. This is where your additional text would appear.

Custom Text on Invoices and Statements

In the bottom portion of the "Financial: Communication" tab, you can add additional text to appear on all financial statements and invoices that are generated from your database.

  1. Provide additional text to appear above the Payment Coupon
    Payment coupons appear at the bottom of invoices that are not set up for auto pay. Parents can detach the coupon, write their payment method information, and mail it to your camp so that an admin can manually process the payment.
  2. Provide custom text to display on all financial statements
  3. Choose whether or not to display all of the campers' session dates on each family's statement*
  4. Provide custom text to display on all invoices
  5. Choose whether or not to display all of the campers' session dates on each family's invoice*

*If enabled, the dates will display in a bulleted list at the bottom of the invoice.

Tips:
- You can preview your statements by generating a statement for one of your families (via their Financial tab). Click here to learn more.
- You can preview invoices during the "generate invoices" step of the invoicing + auto pay process (learn more); or, open a previously generated invoice from a family's profile page (learn more).
- To preview the payment coupon, review an invoice that's not set up for auto pay.

Financial: Parent Dashboard

From your Financial: Parent Dashboard settings, you can add custom text to the Financial tab of the Parent Dashboard and also control what parents can see/do when accessing this page.

Tip: To view the Financial tab of your camp's Parent Dashboard, log into your Parent Dashboard and click "Financial" on the left.  Click here for more information.

To access your Financial: Parent Dashboard settings, go to Admin>Campers>Financial: Parent Dashboard.

From here, you can control:

Financial Dashboard Homepage Message

Add a custom message to the top of the Financial page (like important payment instructions or who to contact with questions). Note that all parents - whether their campers are enrolled or not - will be able to see this message.

To see an example of the homepage message at it appears on the Parent Dashboard, click here.

Parent Financial Permissions

Note: If you prevent parents from being able to complete certain financial actions, admin users can complete those actions on the family's behalf via the Financial tab of the family's profile.

Make sure to click "save changes" at the bottom of the page when you're finished updating any of the below settings.

Balance + Statement

Select whether or not:

  1. Parents are shown their balance amount (per year)*
  2. Parents can download an itemized financial statement (per year)*

*If set to Yes, parents will be able to access their balances and statements for the current year as well as all past years they've attended camp. To see an example, click here.

If set to No, please note that parents also cannot make payments.

Payment Methods

Select whether or not:

  1. Parents can view the payment methods they have saved to their account
  2. Parents can add new payment methods to their account
  3. Parents can manage their saved payment methods (i.e. edit the email address & expiration date; or change which method is 'primary' for auto pay)

To see an example, click here.

Payments

  1. Choose whether parents are able to make payments towards their total balance for a given year
  2. Choose whether parents are able to make payments towards open invoices*
    *When making a payment, parents can select a payment schedule to apply the payment towards, but not individual invoices.
    If this setting is set to Yes, when a family makes a payment towards a payment schedule for which they have an unpaid invoice, the payment will be automatically applied to that invoice.
    If this setting is set to No, the payment will be applied towards the overall payment schedule balance but not towards the unpaid invoice. An admin user would then need to manually apply the payment towards the invoice via the Invoices tab of the family's profile.
  3. Customize the payment confirmation message that appears after a  payment is submitted successfully

To keep parents from making payments outside of the invoice schedule, disallow payments towards their balance but allow payments towards open invoices.

To see an example of making a payment on the Parent Dashboard, click here.

Payment Schedule + Invoices

Select whether or not:

  1. Parents can change their invoice preferences (i.e. which parent[s] should receive invoices)
  2. Parents can view their payment schedule dates and download generated invoices

To see an example of viewing payment schedules/invoices, click here. For an example of the invoice e-mail preferences, click here.

Financial: Payment Methods

From your Financial: Payment Method settings, you can control which payment methods are available in your CampSite database.

There are two overall "types" of payment methods in CampSite: Electronic and non-electronic.

  • Use electronic payment methods to transact payments/refunds via credit card and/or ACH (through your payment gateway).
  • Use non-electronic payment methods to record that a payment/refund already occurred (without actually transacting the funds).

To access your Financial: Payment Method settings, go to Admin>Campers>Financial: Payment methods.

Electronic Payment Methods

Your payment gateway provider will determine which electronic payment methods you've been approved to use for processing electronic transactions via CampSite. Each of those payment methods will then appear here.

Use the Yes/No toggle for each of you approved payment methods to enable or disable them in your database. When finished, click "Save changes" at the bottom of the screen.

Please note: These settings apply to payments created by parents and administrators.

Custom (Non-electronic) Payment Methods

Non-electronic payment methods allow admin users to record that a payment or refund already occurred (without actually transacting funds again via your gateway).

Regarding your enrollment form checkout, note that you can't offer non-electronic forms of payment if you're using automatic enrollment processing mode.  Enrollment processing mode is designated in the General Options of your Enrollment Form Setup (on Step 8 of the Camper Setup Wizard).

  1. Choose whether to allow parents to select "Check" as a payment method when checking out on the enrollment form.
  2. If you enable "Check" as a payment method, you can add custom instructions that display whenever parents select to pay by "check."
  3. Add a custom non-electronic payment method.
  4. Edit existing custom payment methods.
  5. Save changes.

Add a Custom Payment Method

After clicking, "add payment method," you'll be asked to provide the following details:

  1. Name the payment method.
  2. Choose whether to offer this payment method to parents when checking out on the enrollment form.
    • If you select 'No', this payment method will only be available to admin users when they create payments/refunds via the family's profile.
  3. If you allow parents to select this payment method on the enrollment form, add instructions to present to parents who select this method.
  4. Add the payment method.

Edit Custom Payment Methods

  1. Rearrange the order in which payment methods appear when selecting a payment method.
  2. Double click to edit the payment method.
    • A payment method cannot be re-named if transactions have already been created using this method.
  3. Double click to delete a payment method.
    • A payment method cannot be deleted if transactions have already been created using this method.
    • If a payment method can't be deleted, you can still remove it from the enrollment form by double clicking the pencil icon and changing "Allow parent to select on enrollment form?" to No.
Financial: Settings

From your Financial: Settings, you can control miscellaneous financial settings including custom financial messaging for waitlisted enrollment options and how discounts and coupon codes are applied to enrollment balances.

To access your Financial: Communication settings, go to Admin > Campers > Financial: Settings.

1. Allow partial credit card refunds

By default, credit card payments must be refunded in full to the original credit card, through the original payment transaction (click here to learn how).

If you allow for "partial" credit card refunds, admin users would be able to create custom refunds for the amount of their choice (e.g. for only "part" of the original payment), to any of the family's saved credit cards. Click here to learn how to issue a partial refund.

2. Combine electronic payments on statement

If a credit card or checking account payment is assigned to more than one transaction category, choose whether to "combine" the payment into a single line on financial statements.

For example, the Paulson's made a $45 credit card payment on August 7th. $25 was assigned to the "Summer Camp" category and $20 to the "After School" category.

If the payment is "combined," the payment will display as a single line item for the full payment amount, like this:


If the payment is not combined, the payment will be broken down into separate line items for the specific amounts allocated to each transaction category:

3. Allow parents to pay more than the deposit amount when enrolling

This setting controls the "payment amount" options that parents can select when checking out on the enrollment form.

When this is set to No, parents can only select that they wish to pay the deposit at the time their enrollment is processed. This means that they cannot choose to pay in full at the time of enrollment. Setting this to No will also remove the "Pay in Full" and "Pay Other Amount" options for parents to choose from the payment page of the enrollment process on the Parent Dashboard.

When this is set to Yes, parents can select that they wish to pay the deposit/ pay the deposit + an additional amount/ or pay in full at the time their enrollment is processed. This means that they can choose to pay in full at the time of enrollment.

Important note: If you don't have a deposit configured, and this setting is set to No, parents will not be able to submit the enrollment form. To learn how to configure a yearly deposit, click here; to configure a deposit per enrollment option, click here.

4. If there are no payment schedules for a parent to select during checkout (either because they have expired, or because none have been created), should parents be permitted to check out by only paying the deposit amount?

This setting controls which "payment amount" options parents can select when checking out on the enrollment form if no payment schedules are available. Payment schedules could be unavailable because the parent is enrolling after all invoice dates have passed; or, because you don't offer payment schedules.

When this setting is set to No, parents can only select to "pay in full" at the time their enrollment is processed. The option to "pay deposit" will not be available.

When this setting is set to Yes, parents can select "pay deposit" or "pay in full" at the time their enrollment is processed. If they select to only pay the deposit, their remaining balance will not be placed onto a payment schedule since none are available, which means you can't invoice the family for the remainder of their balance. 

Important note: If this is set to No, and "Allow parents to pay more than the deposit amount when enrolling" is also set to No, parents will not be able to submit the enrollment form when there are no payment schedules available.

5. Message to display on enrollment form regarding waitlisted enrollment option payment processing

If you have waitlisting enabled, campers who request to enroll for waitlisted enrollment options will not be charged until an admin user manually processes the camper's enrollment (e.g. if/when space becomes available).

Here, you can customize the message that displays to parents when they checkout with waitlisted enrollment options selected, so they understand when their payment would occur.

6. 'Stack' enrollment discounts and coupon codes?

If a camper receives multiple percentage-based discounts (i.e. more than one enrollment discount; or enrollment discount[s] AND uses a coupon code), choose how those discounts are calculated.

When this setting is set to Yes, the camper's checkout balance is re-calculated each time a discount (whether for a flat amount or by percentage) is applied, so that each subsequent discount is calculated from the new (lower) balance. Discounts are applied in the order they're ranked on the enrollment discount page.

When this setting is set to No, every discount will be calculated from the original checkout balance.

For example, say a camper's enrollment balance is $100, and he receives 3 discounts: one for a flat $10 off (ranked #1); one for 25% off (ranked #2); and one for 10% off (ranked #3).

When this setting is set to Yes, CampSite would calculate the camper's total as follows:

  • $100 - $10 = $90 total
  • 25% off of $90 = $67.50 total
  • 10% off of $67.50 = $60.75 total

When this setting is set to No, CampSite would calculate the camper's total as follows: 

  • 25% of $100 = $25
  • 10% of $100 = $10
  • $25 + $10 + $10 = $45
  • $100-$45 = $55 total

Overall, when stacking is enabled, campers will receive less discounts and thus end up paying more.

7. Coupon codes applied against balance or tuition plan only?

If a camper applies a percentage-based coupon code at checkout, this setting allows you control how much of their balance the coupon code applies towards.

When this setting is set to "Tuition plan only", the coupon code percentage will only be calculated from the tuition plan amounts (excluding any enrollment extras).

When this setting is set to "Balance", the coupon code percentage will be calculated from the total amount of tuition AND enrollment extras.

8. Coupon codes applied before enrollment discounts when stacking?

This setting only appears if:

  1. "'Stack' enrollment discounts and coupon codes?" = Yes
    and
  2. "Coupon codes applied against balance or tuition plan only?"

When Coupon codes applied before enrollment discounts when stacking? is set to Yes, and a camper applies a coupon code and also receives at least (1) discount, the coupon code will be applied to their balance first. 

The camper's balance will then be re-calculated minus the coupon code discount, and their enrollment discount will be calculated from their new enrollment balance.

When this setting is set to No, both the coupon and the discount will be calculated from the original checkout balance.

For example, say a camper's enrollment balance is $100, and he receives an enrollment discount for 10% off and also enters a coupon code for 25% off.

  • When this setting is set to Yes, CampSite would apply the 25% coupon code first by calculating 25% of the $100 checkout balance, for $25 off. CampSite would then recalculate the camper's checkout balance as $75, and then calculate the 10% enrollment discount from $75, for an additional $7.50 off.
  • When this setting is set to No, CampSite would calculate both the coupon and discount from the original $100 balance, so the camper would receive $25 off and then $10 off.

9. Require parents to 'Pay in full' for enrollment extras purchased after checkout

If your enrollment extras are configured so that parents are allowed to purchase them after enrollment, this setting allows you to control whether parents are required to pay in full for extras that they purchase later.

When this is set to No, parents will be permitted to checkout additional extras after their original enrollment and have the charges added to their account to be paid at a later time. If the family is on a payment schedule for that enrollment option, the charges will be included in the remaining invoices for that payment schedule.

When this is set to Yes, parents must submit full payment in order to checkout additional extras after their original enrollment.

Labels

Generate custom labels that contain merged data from a person's CampSite profile.

First, create and save a custom label template that contains the data you wish to populate onto the label. Then, generate a single label for one person (from their profile page); or, a sheet of labels for multiple people (from an advanced report). 

Note that all CampSite databases come included with a mailing label. Common custom Labels that camps typically create include name tags, transportation tags, and backpack labels.

Learn how to:

  1. Create a Label template
  2. Generate a Label for an Individual
  3. Generate Labels in Mass
Printing Tip

When printing out a sheet of generated labels, make sure your printer "scale" setting is set to "actual size" or 100%.

Do not select “Fit to Page” or your device will resize the labels, causing them to not align correctly when printed.

Create a Label

2. Add a New Label

CampSite: CampSite Admin
  1. Select the appropriate tab
  2. Open the "Labels" side-tab
  3. Click "Add new label"
CampSite: CampSite Admin
  1. Provide a name for the label
  2. Select the label format*
  3. Submit

*Select from the list of label formats we currently support. If you're using a different label,  click "My format isn't listed" and send us the label specs. If there's high demand for that type of label, we'll work to add it in a future release.

3. Edit the Label

 Next, to add content to the label, double click the pencil icon to the left of the label name. 

CampSite: CampSite Admin

Use the text editor to type plain text that should appear on every label. Click "Add merge fields" to merge in specific data from the person's profile page, and/or their profile photo.

Use the toolbar to stylize your text, embed images, etc.

To demonstrate, here's an example of a camper Label called "Bus Tag":

CampSite: CampSite Admin

Above, plain text (which appears in black) precedes merge fields (which appear in blue). When generated, the label will display the same plain text for every camper, but the merge fields will produce personalized data from the camper's profile (E.g. "Bunk Name: Group 7-A").

See the "Label PDF" below for a screenshot of how the "Bus Tag" label will look when it's generated for a specific camper.

Manage Labels

CampSite: CampSite Admin
  1. Double click to edit the name, body, and format of the Label
  2. Double click to duplicate the Label
  3. Double click to preview the Label
  4. Double click to delete the Label

Generate Labels

Generate a label for a single person or for multiple people at once.

Generate an Individual Label

Generate a label for one person via the Action Menu on the person's profile page.

CampSite: Sandra gomez

For example, to generate a camper label for an individual camper, go to the camper's profile page,

  1. Open the Action Menu dropdown
  2. Click "Generate label"
CampSite: Sandra gomez

 
Next, select all available labels depending for this type of account (e.g. all saved Camper labels when generating a label for a camper).

Click on a label and CampSite will generate a PDF with the label for you to save or print. Depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.

Example Label

For example, here's what the "Bus Tag" label from above looks like when generated.

Bus_Tag_Sandra_Gomez.pdf

See how the merge fields are populating information specific to Sandra.

Generate Labels in Mass

Generate a sheet of labels for multiple persons at once via an advanced report.

CampSite: Advanced Reports: Campers

First, create a report so that your results contain everyone you wish to generate a label for. 

Then, click the Labels button above the report results.

CampSite: Advanced Reports: Campers

Next, select which label you wish to generate for everyone in your report results.

CampSite will begin generating your labels as a PDF and then send them to you via email (to the address that you use to log into CampSite with). 

Look for an email with the subject line, "Your labels '_____' are ready!"

Your labels 'Bus Tag' are ready! - amaniscalco@campmanagement.com - CampSite Mail

Open the email and click the "Click here to download" button top download the PDF of labels that were generated. 

Again, depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.

Available Label Formats in Campsite

The following label formats are currently available in Campsite for use:

Avery 5371

Dimensions - 2" x 3.5"

Compatible Designs: 18871, 27871, 27881, 27883, 28311, 28371, 28877, 28878, 38871, 38873, 38876, 5376, 5377, 55871, 55876, 5870, 5871, 5874, 5876, 5877, 5911, 8371, 8376, 8377, 8471, 8870, 8871, 8873, 8876, 8877, 95318

Avery 5162

Dimensions - 1 1/3" x4"

Compatible Designs: 18262, 48462, 8162, 5262, 5522, 5962, 6445, 6455, 8462, 95522, Presta 94206

Avery 5165

Dimensions - 8.5" x 11" (Full Page)

Compatible Designs: 15265, 15665, 18665, 22512, 48809, 5265, 5353, 64506, 8165

Avery 5161

Dimensions - 1" x 4"

Compatible Designs: 5261, 5909, 5961, 8161, 8461, Presta 36450, Presta 36451, Presta 36452, Presta 36453, Presta 36454, Presta 36509, Presta 36510, Presta 36511, Presta 36512, Presta 36513, Presta 36549, Presta 36550, Presta 36551, Presta 36552, Presta 36553, Presta 94202, Presta 97182

Avery 60517

Dimensions - 1" x 2.5"

Compatible Designs: 60527, 64765

Avery 94106

Dimensions - 1.5" x 1.5"

Compatible Designs: none

Avery 5293

Dimensions - 1 2/3" Round

Compatible Designs: 4330

Avery 5195

Dimensions - 2/3" x 1 3/4"

Compatible Designs: 15695, 18195, 18294, 18695, 48806, 5155, 6430, 6520, 6523, 6524, 8195, 88695, Presta 97177

Avery Presta 94237

Dimensions - 2" x 3"

Compatible Designs: 22890, 5619, 5906, Presta 36460, Presta 36461, Presta 36462, Presta 36463, Presta 36464, Presta 36559, Presta 36560, Presta 36561, Presta 36562, Presta 36563, Presta 97184

Avery 5027

Dimensions - 15/16" x 3 7/16"

Compatible Designs: None

Avery 5160

Dimensions - 1" x 2 5/8"

Compatible designs: 15509, 15660, 15700, 15960, 16460, 16790, 18160, 18260, 18660, 22837, 28660, 38260, 45160, 48160, 48460, 48860, 48960, 5136, 5260, 55160, 5520, 55360, 5620, 5630, 5660, 58160, 58660, 5960, 6240, 6521, 6525, 6526, 6585, 80509, 8160, 8215, 8250, 8460, 85560, 8620, 8660, 88560, 8860, 8920, 95520, 95915, Presta 94200, Presta 97180

Avery 5366

Dimensions - 2/3" x 3 7/16"

Compatible Designs: 45366, 48266, 48366, 5029, 5566, 6505, 75366, 8066, 8366, 8478, 8593, Presta 94210

Avery 5392

Dimensions: 3" x 4"

Compatible Designs: 5384, 5393, 74459, 74536, 74540, 74541, 78617, 78619, 8780, 8781

Avery 5395

Dimensions: 2 1/3" x 3 3/8"

Compatible Designs: 25395, 42395, 45395, 48395, 8395, 85395, 88395, Presta 94366

Avery 5881

Dimensions: 2" 3 1/2"

Compatible Designs: 38373, 5893, 8373, 8801, 88220, 88221, 8869, Presta 95319

Avery 5963

Dimensions: 2" x 4"

Compatible Designs: 15513, 15702, 16791, 18163, 18863, 48163, 48263, 48363, 48807, 48863, 5137, 5163, 5263, 55163, 5523, 55463, 5613, 58163, 6427, 6527, 6528, 8163, 8253, 8363, 8463, 85563, 8923, 95523, 95910, 95945

Avery 5163

Dimensions: 2" x 4"

Compatible Designs: 15513, 15702, 16791, 18163, 18863, 48163, 48263, 48363, 48807, 48863, 5137, 5263, 55163, 5523, 55463, 5613, 58163, 5963, 6427, 6527, 6528, 8163, 8253, 8363, 8463, 85563, 8923, 95523, 95910, 95945

Avery 5390

Dimensions: 2 1/4" x 3 1/2"

Compatible Designs: 5383, 74461, 74549

Avery 5267

Dimensions: 1/2" x 1 3/4"

Compatible Designs: 15667, 18167, 18667, 48267, 48467, 48867, 5139, 5167, 5667, 5967, 8167, 8667, 8867, 8927, 95667, Presta 36445, Presta 36446, Presta 36447, Presta 36448, Presta 36449, Presta 36504, Presta 36505, Presta 36506, Presta 36507, Presta 36508, Presta 36544, Presta 36545, Presta 36546, Presta 36547, Presta 36548, Presta 94203

Avery 5164

Dimensions: 3 1/3" x 4"

Compatible Designs: 15264, 32134, 48464, 48864, 5264, 55164, 5524, 55464, 58164, 6436, 8164, 8254, 8464, 8564, 95905, 95940

Avery 5168

Dimensions: 3 1/2" x 5"

Compatible Designs: 27950, 8168, 95935

Avery 5960

Dimensions: 1" x 2 5/8"

Compatible Designs: 15509, 15660, 15700, 15960, 16460, 16790, 18160, 18260, 18660, 22837, 28660, 38260, 45160, 48160, 48460, 48860, 48960, 5136, 5160, 5260, 55160, 5520, 55360, 5620, 5630, 5660, 58160, 58660, 6240, 6521, 6525, 6526, 6585, 80509, 8160, 8215, 8250, 8460, 85560, 8620, 8660, 88560, 8860, 8920, 95520, 95915, Presta 94200, Presta 97180

DYMO 30256

Dimensions: 2 5/16" x 4"

Compatible Designs: None

3" x 5"

Dimensions: 3" x 5"

Compatible Designs: None

4" x 6"

Dimensions: 4" x 6"

Compatible Designs: None

Half Page

Dimensions: Half Page

Compatible Designs: None

Quarter Page

Dimensions: Quarter Page

Compatible Designs: None

Lead Statuses (Campers)

Manage which lead statuses are available to apply to non-enrolled campers. 

For a refresher on how lead statuses work, click here to read our FAQ.

To access Lead Statuses,  go to Admin>Campers>Lead Statuses.

From here, you may:

*Custom statuses only.
**If the status is not currently applied to a camper (in any database year).

Add a Status

Your database comes with the status of Alumni, Cancelled, Lead, Pending, and Withdrawn. To add another status, click + Add new lead status....

Enter a name for the status and select a color.  This color will be applied to the camper's name/lead status throughout CampSite as a quick visual aid.

Edit a Status Color

Note: You may only edit the lead status color for custom statuses your camp has created (not the standard statuses that come included).

Double click the current color for a custom status to change it.

Delete a Status

A status can be deleted from your database if it's not currently applied to any campers (under any database year).

Double click the delete button on the far right to delete the status from your database.

Editing a Camper's Lead Status

To edit an individual camper's lead status, navigate to their profile page and double click on their current lead status to edit.

Or, you can edit lead statuses in mass via an Advanced Report - click here to learn more.

Medical

Camper Medical Settings

Manage the Medical module settings for Campers via the Medical side-tab of the Campers Admin page.

1. General Admin Settings

  • Enable/disable the health history form on the Parent Dashboard. If No, parents cannot access the form.
  • Present parents a due date for the health history form. Note that parents can still submit the form after this date.
  • Allow admins who do not have medical permissions to still view the Emergency Contacts data from a camper's health form.
  • Allows parents to download a PDF of their completed health history form.
  • Choose to also collect medication strength when parents provide camper medication information.

2. Health History Form configuration

Customize the presentation of the web-based health history form that campers must complete.

By default, the Health History Form is a 4-page web form that comes with standard medical questions included.

You can customize the presentation of these forms by:

The individual questions that come provided on the form cannot be removed or edited. 

Admins can rearrange, remove, or add instructions to an entire section of questions - click here to learn more.

To see which questions come included within each section, log into your Parent Dashboard and access the forms  or click here to read our support articles.

Managing the Form Pages

Page Settings

Double click the pencil icon to edit the settings for a particular form page, where you can rename the page; choose whether it appears during (and is required for) enrollment); and/or add custom instructions.

In the pop-up window that opens, customize:

  1. The name of the form.
  2. Whether to display the form during the enrollment process.
    If yes, you can also select whether the form is required to enroll.
  3. Add custom instructions to the header of the form.
  4. Save and apply your changes.

Rearrange the Pages

Click the rearrange icon for each form to drag and drop pages into a different order.

Delete a Page

If a page hasn't been completed by anyone yet, you can delete the page by double clicking the delete button on the far right.

Managing the Question Sections on a Page

Click the name of the page to access the question sections that appear on that page.

The question sections located on this page will display beneath the page title.

Note: The individual questions that come included on the form cannot be edited. 

To see which questions come included within each section, log into your Parent Dashboard and access the forms  or click here to read our support articles.

Question Section Settings

Double click the pencil icon to edit the settings for a question section, where you can deactivate (hide) the section; make it mandatory; and/or add custom instructions.

In the pop-up window that opens, customize:

  1. Whether the section is active. If no, this section will not be presented on the form.
  2. Whether the section is mandatory. If no, this form page can be submitted without this entire section being answered.
  3. Add custom instructions to appear above the questions within this section.
  4. Save and apply your changes.

Rearranging Sections

Click the rearrange icon for each section to drag and drop sections into a different order. You can also drag the section to an entirely different page, if desired.

Note that sections cannot be rearranged if someone completed this page already. In that case, a lock icon would appear instead of the rearrange icon.

Notes Categories

Admin users can record internal notes via the "Notes" tab on each profile page in CampSite. 

Each time a note is created, it's assigned to a specific note category. Camps can create/manage their preferred note categories via the Notes admin settings for their database.

Control which admin users are allowed to read/edit/create notes within each category via the note category settings.

Each module has its own Notes settings on the Admin page. First, select a module tab (e.g. Campers; Families; Staff); and then select "Notes" from the sidebar menu underneath.

From the Notes page, admins can:

  1. Add new categories
  2. Edit categories
  3. Delete categories

Note: Admin users cannot access the "Notes" admin tab outlined in this article unless they have the Notes admin user permission for the corresponding module. Click here to learn more about user permissions.

Add New Categories

First, click the "Add new category..." link.

Next, type the name of the category; select which admin users are permitted to read/edit/create the notes in this category, and click the add the category.

Edit Categories

Change a category name and/or edit which users are allowed to access notes within the category.

Double click the pencil icon for the category you wish to edit.

  1. Type a new name to change the current category name
  2. Select which users can read/edit/create notes for this category
  3. Click "Edit category" to save changes

Delete Categories

Double click the red delete button to delete a category.  If a category has notes in it, you cannot delete that category.

Parent Dashboard

Customize the overall settings for your Parent Dashboard by going to Admin > Campers tab > Parent Dashboard.

Custom Text

Parent Dashboard home page message

Add custom content to the homepage of the Parent Dashboard.

The homepage is the first page parents see immediately upon logging into the Dashboard. Use the text editor toolbar to add text, links, images, tables, and more.

Enrollment page header text

Add custom text to the top of the Enrollment page of the Dashboard.

The Enrollment page lists all campers within the family's account. From here, parents can edit a camper's information, access the enrollment form for each camper, purchase enrollment extras after enrollment (if applicable), and also add more campers to their account.

To see examples of the Enrollment page, click here.

Forms page header text

Add custom text to the top of the Forms page of the Dashboard.

The Forms page houses any family forms your camp has created. From here, parents will also see all campers within their account. Clicking a camper will redirect them to a new page that lists all camper forms for that specific camper.

To see examples of the Forms page, click here.

Additional Settings

  1. Display an alternative name for "camper" (e.g. "participant", "student", etc.)
  2. Display a link for the Request for Information form on the Parent Dashboard login page (to help redirect parents who need to create an account).
  3. Display a link for the New Family Enrollment Form on the Parent Dashboard login page (to help redirect parents who need to create an account).
  4. Prevent parents from changing their home address on file. This setting may be useful for camps who use door-to-door bus transportation and wish to prevent parents from changing their address after a route was created.
  5. Choose to enable the responsive (mobile friendly) Parent Dashboard.
  6. Choose whether to reveal the sessions and enrollment options each camper is enrolled in (on the Enrollment page).
  7. Choose whether to hide the options for which a camper has been 'waitlisted' (on the Enrollment page).
  8. Display an alternative name for "parent" (e.g. "guardian", etc.)
  9. Add custom text to the main Forms landing page.
  10. Save and apply any changes made.
Phone Call Settings

Manage the Phone Call Scheduling module settings via Admin>Campers>Phone Call Scheduling.

Allow parents to book calls on Parent Dashboard

Toggle whether or not parents are able to schedule phone calls via the Parent Dashboard. When toggled to Yes, a "Phone Call Scheduling" page will appear on the dashboard, where parents can see/book the available time call slots you've created.

Enable division / bunk blackouts

Toggle whether or not admins may blackout, or prohibit, certain divisions/bunks when creating new call slots. When toggled to yes, a new option will appear in the "Add new call slots" modal, where an admin can select certain divisions and/or bunks to prohibit from scheduling calls during the time slots being added.

Pre-phone call lockout period (in hours)

Select, in hours, a lockout period before scheduled phone calls. During the lockout period, parents cannot make changes to a scheduled phone call (though admins may).

Phone call increments (in minutes)

Specify the duration of all phone calls (In minutes).

Phone call instructions (appears at the top of the scheduling window, on the Parent Dashboard)

Add custom instructions for parents, which will appear at the top of the Phone Call Scheduling page of the Parent Dashboard.

Reference Forms (Admin Settings)

Manage the admin settings for the camper references feature.

Camper Reference Form Questions

This link redirects to the Camper Reference Form Questions page, where admins can manage the questions that appear on the form that references complete. 

Enable References on the Parent Dashboard

This is the “master switch” for the feature, for parents.

  • Yes: Parents will see the "References" link for their camper on the parent dashboard.
  • No: Parents will NOT see the "References" link for their camper on the parent dashboard (however, admins will still see camper references functionality.)

Collect References During Enrollment

This setting determines if parents are shown the references input page during the Forms step of the Enrollment process, in addition to the camper’s Forms page.

  • Yes: Parents will see the "References" link on the Forms step of Enrollment, in addition to the camper’s Forms page.
  • No: Parents will not see the "References" link on the Forms step of Enrollment, but will still see it on the camper’s  Forms page.
  • If references are collected during enrollment and also required, parents cannot proceed past the Forms step of Enrollment without entering the minimum number of required references for their camper.

Number of References Required

This dropdown menu determines the minimum number of references parents must enter when submitting the references page on the parent dashboard.

  • Up to 3 references can be submitted by the parent.
  • Admins can require a minimum of “None”, one, two, or three.
  • When references are required, parents must submit at least that many references whether they’re entering references via the Forms page or during the Enrollment process. 

Send an e-mail to each reference once a parent submits their camper's references on the Parent Dashboard?

This setting determines if references receive an automatic email (asking them to complete the reference form) once a parent submits the reference.

  • Yes: References will receive an email automatically, to the email address provided by the parent, when the parent submits the reference on the parent dashboard.
  • No: References will NOT receive an email automatically, when the parent submits the reference on the parent dashboard. Note that admins can still  manually email the reference form to the reference via the camper’s profile.

Text of e-mail that reference receives

This text appears in the email body for the email that’s sent to references asking them to complete the reference form. CampSite will automatically append the end of this custom text with a link to the reference form.

Reference form header text

This text appears at the top of the reference form that the reference completes.

Reference form 'Thank you' confirmation message

This text appears on the submission confirmation page that the reference is redirected to, after submitting their reference form.

Custom header text when parents enter references on Parent Dashboard

This text appears at the top of the Parent Dashboard page where parents enter their camper’s references, to provide parents instructions or guidance.

Saved Emails

Save emails in your database to easily resend later, or to send automatically when certain forms are submitted.

  • Emails cannot be sent from here. To send a saved email, navigate to the recipient's profile page and select 'Send an email' from the Action Menu; or, send a mass e-mail to everyone populating on an Advanced Report.

To access saved emails, navigate to Admin, select the appropriate module tab, and then select Saved e-mails.

From this tab, you may:

This article will demonstrate with camper emails but all the information below applies to all other emails (family, staff, alumni, etc.) as well.

Compose a new saved email

To create and save a new email message in your database, click + Compose a new saved e-mail...

For help on how to compose an email, please click here.

  • Emails cannot be sent from here. To send a saved email, navigate to the recipient's profile page and select 'Send an email' from the Action Menu; or, send a mass e-mail to everyone populating on an Advanced Report.

Edit a saved email

  1. To edit the saved email name or category, double click the pencil icon.
  2. To edit the email message, click the email name.

Duplicate or preview an email

  1. To duplicate the email, double click the copy icon.
  2. To preview the email, double click the magnifying glass icon.
  3. To view the mass email statistics, double click the bar graph icon.
    • To learn more about email statistics, click here.

View mass email statistics

To view the mass email statistics, double click the bar graph icon.

  • To learn more about email statistics, click here.

Manage saved email categories

Saved emails are assigned to a specific email category, for organizational purposes. Create email categories first, then save emails within them.

  1. Create a new category by clicking + Add new saved camper email category...
  2. Edit the name of a category by double clicking the pencil icon
  3. Delete a category by double clicking the delete icon
    • A category cannot be deleted if it contains emails. The standard 'uncategorized' category also cannot be removed.

Remove a saved email

  • Archive a saved email to hide it without removing it completely.
  • Delete a saved email to permanently remove it from your database.

Emails can be un-archived, but they cannot be un-deleted.

Archive emails

Archived emails will be hidden on the Saved Emails tab and also will not appear in the 'Saved emails' dropdown menu when sending an email. Unarchive an email any time and it'll appear in both locations again for you to send in the future.

If you have multiple emails to archive, use the mass archive function. Otherwise, archive one email at a time.

Archive emails in mass

Click the "Mass archive saved e-mails" link.

Select which emails to archive. Use the 'select all' links under each category to checkmark all emails; or, checkmark emails one at a time.

Click "Archive saved e-mails" to archive all selected emails.

Archive an individual email

  1. Double click the pencil icon to edit the email
  2. Click Archive this e-mail

Unarchive emails in mass

First, click to show at least one category of archived emails.

Next, click the "Mass unarchive saved e-mails" link.

Select which emails to unarchive. Use the 'select all' links under each category to checkmark all emails; or, checkmark emails one at a time.

Click "Unarchive saved e-mails" to archive all selected emails.

Unarchive an individual email

Click the link to show archived emails.

Double click the pencil icon to edit the email you wish to unarchive.

Click unarchive this email.

Delete emails

If an email hasn't been sent yet, delete it by double clicking the delete button on the far right.

Deleting a saved email that's been sent already

If the delete button is greyed, the email has been sent already. To delete a sent email, archive it first.  Then, delete it from the archives.

Review scheduled emails

Mass emails can be scheduled to send at a future day/time, to a saved advanced report. CampSite will generate the report at that time and automatically send the saved email to everyone who populates in the report results.  Click here to learn how.

To manage/cancel pending scheduled emails and also view a log of all sent scheduled emails, click the "schedule emails" link.

1. Pending scheduled e-mails

Pending scheduled emails have not been sent yet.

View the date + time the email will be sent; the name of the saved report it will be sent to; and which saved email will be sent to all those who populate on the saved report.

To cancel a pending scheduled e-mail, double click the delete icon on the far right.

Double click the pencil icon to to update the type of e-mail; date + time; and the selected recipients.

2. Sent scheduled e-mails

View a log of all scheduled emails that have already been sent.

View the date + time the email was sent; the name of the saved report it was sent to; and which saved email was sent to all those who populated on the saved report.

To view the email statistics for a sent scheduled e-mail, double click the statistics icon.

Social Media

Embed Twitter and Facebook share buttons on the Request for information and Enrollment form submission confirmation pages to make it easy for parents to promote your camp on their social media accounts.

After submitting either form, parents are directed to a submission confirmation page. If you choose to display the Facebook/Twitter share buttons, they'll appear on this page.

Upon clicking either share button, the parent will be redirected into their Twitter or Facebook account and prompted to create a new post. See a preview here.

  • Link to 'share': Enter a link to be pre-populated within the parent's Tweet/Facebook post draft.
  • Display Facebook share button: Choose whether to display the Facebook button on the submission page.
  • Display Twitter share button: Choose whether to display the Facebook button on the submission page.
  • Suggested tweet: Draft a suggested tweet to be pre-populated for the parent.

Parent View

Request for Information Form submission

After submitting the Request for Information form, parents will see Twitter/Facebook buttons as pictured above.

Enrollment Form submission

After submitting the Enrollment form, parents will see Twitter/Facebook buttons as pictured above.

Tweet Draft

Upon clicking the Twitter button, the parent's Twitter account will open in a new browser tab, and a Tweet draft will open automatically.

The draft will automatically contain your 'suggested tweet' and your 'link to share', per your Admin settings.

  1. "Link to share"
  2. "Suggested tweet"

Facebook Post Draft

Upon clicking the Facebook button, the parent's Facebook account will open in a new browser tab, and a Facebook post draft will open automatically.

The draft will automatically contain your 'link to share', per your Admin settings.

"Link to share", per your admin settings.