Families Tab
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:
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Family Profiles
- Permanent Custom Fields
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Camper Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Session Custom Fields
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Staff Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Session Custom Fields
- Salary Information Custom Fields
- Salary Amount Custom Fields
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Alumni Profiles
- Permanent Custom Fields
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Group Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Event Custom Fields
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Guest Profiles
- Permanent Custom Fields
- Yearly Custom Fields
- Event Custom Fields
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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
- Select the tab that corresponds with which profile pages you want to create the custom field for
- Select the Custom fields side-tab
- Click the link to + Add new custom field
- Name the custom field.
- Choose the input 'type', which determines how you'll input the data you enter into this field. Read more about each type here.
- Choose the 'scope' of how frequently you need to store data in this field.
- Provide additional details (based on the scope you selected)
- Click Submit to create the custom field.
Editing, Rearranging, and Deleting Custom Fields
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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. - Rearrange the order that custom fields appear in on the corresponding profile page.
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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.
Documents
Generate custom PDFs that contain merged data from a person's CampSite profile.
First, create a Document template to customize which fields of data will populate on to the PDF and stylize it to your liking (you can even embed profile pictures into each Document, too).
Then, generate a single Document via someone's profile page or a batch of documents for everyone populating on an advanced report.
Common uses for a Document include:
- Printing information from CampSite to store on paper (like a "hard copy" of each camper's Enrollment Form)
- Creating physical documents to distribute to others (like a "Camper information sheet" to hand out to counselors)
In this article, learn how to:
Create a Document template
Navigate to the Admin settings page.
- Select the appropriate module
- Select "Documents"
- Click "Add new document"
Provide the overall settings for the Document:
- Name the Document
- Specify the desired PDF width (in inches)
- Specify the desired PDF height (in inches)
- Submit
Add Content to the Document
Next, create the content that appears on the Document by double clicking the pencil icon to the left of the Document name.
Use the text editor to type text that should appear on the Document, or paste content from external sources. Merge in data from the person's profile page, and/or their profile photo.
To demonstrate, here's an example of the content for a camper Document called "Printed Enrollment Form."
Above, plain text (which appears in black) precedes each merge field (which appear in blue). When generated, the document will display the same plain text for every camper, but the merge fields will produce personalized data from the camper's profile (E.g. "Name: Rolando").
See the "Document PDF" below for a screenshot of how the "Printed Enrollment Form" Document will look when it's generated for a specific camper.
Document Settings
- Double click to edit the body of the Document
- Double click to duplicate the Document
- Double click to preview the Document
- Double click directly on the name to change it
- Double click directly on the the width to change it
- Double click directly on the the height to change it
- Double click to delete the Document
Generating a Document
After a Document template is created, the Document can be generated for an individual or in mass.
Generating an Individual Document
Generate a Document for one person via the Action Menu on the person's profile page.
For example, to generate a camper Document for an individual camper, go to the camper's profile page and:
- Open the Action Menu dropdown
- Click "Generate document"
A pop-up window will display all the Documents that exist for this type of account (e.g. in the screenshot above, we're seeing all camper Documents).
Click the name of the specific Document you wish to generate and a PDF will be created. Depending on your web browser's PDF settings, the PDF will either display in your browser or be downloaded directly onto your computer.
Document PDF
For example, here's what the "Printed Enrollment Form" Document from above looks like when generated.
See how the merge fields are populating information specific to Rolando.
Generating Documents in Mass
Generate a Document for multiple people at once via the Advanced Reports page.
First, create an Advanced Report that contains all of the individuals you wish to generate a Document for.
Click the Documents button in the report toolbar.
- Choose whether or not to insert page breaks between each Document
- Click on the name of the Document you wish to generate
A confirmation message will display at the top of the screen to confirm that CampSite has begun generating your Documents. Once they've been generated, you'll receive an e-mail with from CampSite containing a link to download all Documents that were generated.
Within the e-mail that's received, click the button that says "Click here to download" and a .zip file containing all of the Documents will be downloaded to your device.
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)
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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.
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:
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Printing Tip |
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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
1. Navigate to Admin
Navigate to the Admin settings page.
2. Add a New Label
- Select the appropriate tab
- Open the "Labels" side-tab
- Click "Add new label"
- Provide a name for the label
- Select the label format*
- 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.
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":
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
- Double click to edit the name, body, and format of the Label
- Double click to duplicate the Label
- Double click to preview the Label
- 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.
For example, to generate a camper label for an individual camper, go to the camper's profile page,
- Open the Action Menu dropdown
- Click "Generate label"
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.
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.
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.
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!"
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.
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:
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.
- Type a new name to change the current category name
- Select which users can read/edit/create notes for this category
- 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.
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:
- Compose a new saved email
- Edit a saved email
- Manage saved email categories
- Remove a saved email
- Review scheduled emails
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
- To edit the saved email name or category, double click the pencil icon.
- To edit the email message, click the email name.
Duplicate or preview an email
- To duplicate the email, double click the copy icon.
- To preview the email, double click the magnifying glass icon.
- 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.
- Create a new category by clicking + Add new saved camper email category...
- Edit the name of a category by double clicking the pencil icon
- 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
- Double click the pencil icon to edit the email
- 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.
Saved Text Messages
Save text messages in your database to easily resend later.
- Texts cannot be sent from here. To send a saved text, navigate to the recipient's profile page and select 'Send a text message' from the Action Menu; or, send a mass text to everyone populating on an Advanced Report.
To manage the saved text messages in your database, navigate to Admin, select the appropriate module tab, and then select Saved text messages.
From this tab, you may:
Manage saved text message categories
Saved texts are assigned to a specific text message category, for organizational purposes. Create text message categories first, then save texts within them.
- Create a new category by clicking + Add new saved camper email category...
- Delete a category by double clicking the delete icon
- A category cannot be deleted if it contains text messages - remove all texts from the category to delete it.
- The standard 'uncategorized' category also cannot be removed.
Compose a new saved text message
To create and save a new text message in your database, click + Compose a new saved text message..
For help on how to compose a text, please click here.
- Texts cannot be sent from here. To send a saved text, navigate to the recipient's profile page and select 'Send a text message' from the Action Menu; or, send a mass text to everyone populating on an Advanced Report.
Edit a saved text message
- To edit the name or category, double click the pencil icon.
- To duplicate the text message, double click the copy icon.
- To preview the text message, double click the magnifying glass icon.
- To edit the text body, click the text name.
Remove a saved text message
- Archive a saved text to hide it without removing it from your database completely.
- Delete a saved email to permanently remove it from your database.
Texts can be un-archived, but they cannot be un-deleted.
Archive a saved text message
Archived texts will be hidden on the Saved Text Messages tab and also will not appear in the 'Saved text messages' dropdown menu when sending a text. Unarchive a text any time and it'll appear in both locations again.
1. Double click the pencil icon to edit the text message
2. Click Archive this text message
Unarchive a saved text message
Click the link to show archived text message(s).
Double click the pencil icon to edit the text message you wish to unarchive.
Click unarchive this text message.
Delete a saved text message
If a saved text hasn't been sent yet, delete it by double clicking the delete button on the far right.
Deleting a saved text that's been sent already
If a saved text has been sent already, the delete button will be deactivated to prevent you from deleting it.
You can still delete the text message if you archive it first, and then delete it from the archives.
Send a saved text message
Send a saved text message to an individual family or staff person via the action menu of their profile page, or send a mass text to multiple families/staff at once via Advanced Reports.