Camper Menu

Adding a New Family

If needed, admin users can create a family's account on their behalf using the Add New Family tool.

First, you'll create the family's account, then you'll create campers within the family.

Step 1: Add the Family

To add a new family, click the Add New family link from the Campers menu on the navigation bar.

  1. Enter family name, lead source, lead source details.
  2. Enter the family's address and home phone.
  3. Enter Parent 1 (P1) details and contact information.
  4. Enter Parent 2 (P2) details and contact information.
  5. Click "Add family" to save.

Note: The only required field is the family's last name.

Click "OK" to confirm that you would like to add the family.

Next, you'll be directed to the family's profile page.

Step 2: Add Campers

Next, create the campers within this family. Note: The family can also do this themselves if they log into the parent dashboard. Click here to learn how parents add new campers to their family via the dashboard.

To manually add Campers to the family, select "Add a camper" from the Family Profile page Action Menu.

  1. Enter the camper's name, gender, and grade.
  2. Click "Add camper".

Next, you'll be directed to the Camper Profile page. To add or edit the camper's information, double-click the relative fields. To learn more, click here.

Step 3: Granting Access to the Parent Dashboard

In order to log into the parent dashboard, they need to set their password. 

Open the action menu on their profile page and select Reset Dashboard password to either email them a link to the password reset tool; or, to set their password for them.

To learn more on how to reset a password, click here.

Note that parents can change their password after logging in by going to the "My Account" page of the Parent Dashboard. To learn more, click here.

Family Tasks Calendar

View a calendar of all the admin tasks in your database related to families.

Hover over the Campers button in the navigation bar and click "Family Tasks" from the dropdown.

Tasks will appear on the calendar on the day that they're due.

Beneath the calendar, see a list of all filtered tasks in full detail. Click on the task title to toggle open the task description.

From the 'Status' column, mark the task as completed (if you're the assignee or you created the task). For any tasks you've created, you may delete them using the delete button on the far right. Note that other admins cannot delete tasks that they did not create.

Filter Specific Tasks

Filter for specific tasks based on who they're assigned to/were created by and whether they've been completed or not.

To view all tasks, checkmark the "All tasks" filter on the far right.

View All Tasks Due for the Month

By default, the current month will display. Click the left/right arrow icons above the calendar to jump back/forward to different months.

See all tasks for the selected month on their respective due dates within the calendar.  Beneath the calendar, see a list of all tasks in full detail.

Use the arrow buttons above the list of tasks to load more, if needed.

View All Tasks Due on a Certain Day

Click on a specific date to view a list of all tasks due on that day.

View a Specific Task

Click on the family's name for the task to view the full details down below.

Create a New Task

Tasks are created from the Tasks tab of the family's profile page. Click here to learn more.

Enrollment Requests

Each time the enrollment form is submitted, an enrollment request is created.

Manage all enrollment requests (new, approved, waitlisted, rejected, or incomplete) via the Enrollment Requests page.

Your camp's enrollment processing mode determines how campers become enrolled once they submit an enrollment request.

  • If your camp is using manual enrollment processing mode, an admin user must manually process each request that a camper submits. All new requests waiting to be processed will populate in the "New" queue of the enrollment requests page.
  • If your camp is using automatic enrollment processing mode, CampSite will automatically process each request as the enrollment form is submitted.
  • Manage your enrollment form processing mode via Admin>Campers>Setup Wizard>Step 8>General Options.

To access the Enrollment Requests page, click the Enrollment Requests link within the Campers menu of the navigation bar.

In this article, learn about:

Enrollment Request Filters

Filter which New, Approved, and Rejected enrollment requests display below.

  • Note that filters do not apply to the Waistlist or Incomplete tab, as these tabs have their own filter/sorting options. 

Grade/Age; Gender; Payment Method

Filter requests for campers of a specific grade/age range, gender, and those who selected to pay with a particular payment method.

  1. Checkmark the box for the desired filter
  2. Select/input the necessary criteria

To filter by Age, select the checkbox for the Grade filter, then select 'Age' from the dropdown menu. Note that when filtering by 'Age', an 'as of' date is required.

Enrollment Option/Session name

Type a keyword or the full name to filter requests for specific enrollment options or sessions.

After clicking update results, the New, Approved, and Rejected tabs will refresh to display only those requests that match the filters selected.

Managing Requests

Requests are stored in tabs based on their current status. Each enrollment request can have the following statuses:

New Requests

"New" enrollment requests are requests that have not yet been processed. Admin users must manually process each new request.

For each new request, view:

  1. The camper's biographical details and when the request was submitted
  2. A link to the registration contract for this request
  3. The enrollment options and payment method selected
  4. Action buttons to enroll, waitlist, or reject this request

Enrolling a New Request

Approving a camper's enrollment request is a 2-step process: first, click the Enroll button on the far right. Next, complete the Enrollment Wizard. In the Enrollment Wizard, you'll confirm the details of the camper's enrollment, process payment, and send a confirmation email to the camper's parents.

For details on how to complete the Enrollment Wizard and enroll a camper, click here.

Waitlisting a New Request

If you have waitlisting enabled, CampSite will automatically waitlist all requests for any enrollment option(s) that are already at capacity - regardless of whether you're using manual or automatic enrollment processing mode.

To manage the waitlist settings for your enrollment form, go to Step 8: Enrollment Form Setup, open General Options, and toggle the setting for preventing parents from submitting enrollment requests for sessions that have no spots remaining.

To manually waitlist a "new" request, read below.

To waitlist a new request, click the Waitlist button on the right.

  1. Checkmark which enrollment option(s) to waitlist
  2. Click Waitlist selected options

The waitlisted enrollment options will move out of the "New" requests queue and into the "Waitlisted" tab to await further processing.

  • Parents are not notified when you "waitlist" a new request (unless you contact them manually).
  • Any option(s) you do not select to waitlist will remain in the "New" queue.

Rejecting a New Request

  • Note that when rejecting a request, you're rejecting enrollment into specific enrollment options, not the camper overall. A camper can be rejected from certain enrollment options, but approved or waitlisted for other options.

To reject a new request, click the Reject button. 

  1. Checkmark which enrollment options to reject
  2. Click Reject selected options

The rejected enrollment options will then move out of the "New" queue and onto the "Rejected" tab of the Enrollment Requests page.

  • Parents are not notified when you "reject" a new request (unless you contact them manually).
  • Any option(s) you do not select to reject will remain in the "New" queue for processing.

Approved Requests

The "Approved" tab contains a list of all enrollment requests that have been approved.

Note: When a camper unenrolls from an enrollment option, it does not change that they once had a request approved, so the camper's original request will still remain in the "Approved" requests tab. That said, the "Approved" tab does not necessarily reflect your current enrollment.

If you need to identify the campers who are currently enrolled/what they're enrolled for, generate an advanced report instead.

Each approved request includes:

  1. Basic information about the camper/request
  2. A link to download the registration contract for the request
  3. Who approved the request and when

Waitlisted Requests

View each enrollment option that campers have been waitlisted for, and approve or reject them as needed.

By default, campers are organized chronologically with the earliest enrollment request at the top of the table, but admins may manually rearrange campers as needed.

  1. Filter the waitlist for a specific session
  2. Send a mass email to everyone included in the results
  3. Click and drag to re-arrange the order in which camper's appear on the waitlist
  4. View the details of the camper's request
  5. Click to enroll or reject the request*
    • If you click enroll, you'll be redirected to CampSite's enrollment wizard for processing the camper's enrollment.

*Note that CampSite will not automatically enroll a waitlisted camper (e.g. if space becomes available). An admin user must enroll or reject waitlisted requests manually.

Rejected Requests

"Rejected" enrollment requests have been denied, so that the camper was not enrolled for the requested enrollment option(s).

  • Note that rejecting is not permanent - all rejected requests can be enrolled or waitlisted later.

For each rejected request:

  1. View basic information about the request
  2. Open the registration contract for the request
  3. View who rejected the request and when
  4. Click to enroll or waitlist the rejected request

Incomplete Requests

"Incomplete" enrollment requests are requests that a camper started but never finished. This tab will display each individual enrollment option separately, similar to the Waitlist tab.

  • More specifically, campers who appear in this tab have selected these options on the 'Enrollment Options' page of their enrollment form and saved the page, but never finished submitting the form after that.
  • Note that the incomplete requests presented here are the same as those shown in the 'Pipeline Overview' for each of your Enrollment Options.
  1. Filter incomplete requests for a specific session
  2. Send a mass email to everyone included in the results
  3. Delete an incomplete request

Requests are displayed in chronological order, per their 'started' timestamp (with the earliest at the bottom of the list). Note that "started" refers to the date + time when the camper submitted the 'Enrollment Options' page of their enrollment form with this option selected.

Deleting an Incomplete Request

Deleting an incomplete request will deselect that particular enrollment option from the camper's enrollment form. For example, you may want to delete the request if you've reached out to the family and confirmed that they don't plan to complete the enrollment process for that option.

When an incomplete request for an enrollment option is deleted:

  • The Pipeline Overview for that enrollment option will no longer include the camper in the 'Incomplete' list.
  • The option will not be listed in the 'enrollment option + bundle name (including not checked out)' merge field for the camper, either.
  • The camper can select it again if they want to, and/or an admin can still enroll the camper for that option if they so choose.
Enrollment Requests - Tutorial Video

Each time the enrollment form is submitted, an enrollment request is created. You can set your database to process all incoming requests "manually" or "automatically". 

Under manual mode, an admin user at your camp must process each new request that's received in order for the camper to become enrolled.

Watch the clip below from our Phase 2 training where we demonstrate how to process enrollment requests. 

Enrollment Analytics Report

Use CampSite's Enrollment Analytics Report to generate detailed enrollment metrics for each camp session and also compare enrollment between years.

To access Enrollment Analytics, click the Enrollment Analytics link from the Campers menu on the navigation bar.

By default, the report will automatically display enrollment metrics for each of the sessions under your current enrollment year (as stipulated by the "Year" field at the top of the report.)

Each session includes:

  1. A link to a report of the session, to quickly view which campers are currently enrolled
  2. The session start date
  3. The session end date
  4. The total number enrolled for each of your gender values
  5. The total of all campers enrolled
  6. Which percentage of the 'Total' enrolled are returning campers (i.e. campers with a "years at camp" value of 2 or greater)
  7. The maximum capacity
  8. The total number of spots remaining (i.e. the maximum 'capacity' minus the 'total' enrolled)
  9. The percentage of the maximum capacity that has been reached
  10. The number of campers currently waitlisted

Note: Keep in mind that if your camp processes enrollment manually, a camper is not enrolled until an admin approves the camper's request. Therefore, only approved requests will reflect in the Enrollment Analytics report.

To apply filters or make changes to this report, use the report controls at the top of the page.

  1. Select to load a previously saved report.
  2. Open the info on a saved report (view/edit the report name; see who created the report and when; and delete the report if needed).
  3. Save the current report.
  4. Save a copy of the current report.
  5. Select which year of enrollment data to report on.
  6. Apply various report filters.
  7. Print the report.
  8. Export the report as a spread sheet.
  9. Show additional details in your report.
  10. Compare enrollment between years.
  11. Group sessions together.

Filters

Click Show filter to access the available filters for the report.

  1. Filter the data based on when enrollment occurred.
  2. Filter sessions with a range of total campers enrolled.
  3. Filter sessions with a range of campers of a certain gender enrolled.
  4. Filter sessions with a range of capacities.
  5. Filter sessions with a range of spots remaining.

Show Details

Click Show detail to add more details to your report results.

Session Groups

Show Session groups to also display enrollment totals for the group capacities within each session.  Group capacities are created within each session on Setup Wizard Step 2.

Divisions

Show Divisions to also display enrollment totals for the divisions within each session. Divisions are created via the Bunking Boards page.

Bunks

Show Bunks to also display enrollment totals for the bunks within each session. Bunks are created via the Bunking Boards page.

Compare Years

Compare enrollment between years by selecting a year and clicking the "Compare to" button.

The results will refresh to include the total enrolled for the reported year; the total enrolled for the 'compare to' year; and the difference between the two years (i.e. how many more or fewer enrollments exist for the reported year). View comparisons per gender and then for the total overall. 

For example, in the screenshot above, the highlighted columns represent:

  1. The total number of males registered for the reported year (2020)
  2. The total number of males registered for the 'compare to' year (2019)
  3. The difference between the two years (2020 enrollment minus 2019 enrollment)

If you have fewer campers enrolled for the reported year than you had for the year you're comparing to, the difference column will reflect a negative number and the data will be highlighted in red.

If you have more campers enrolled for the reported year than in the year you're comparing to, the difference column will reflect a positive number and be highlighted in green.

Session Groups

By default, the report results will generate enrollment totals for each session individually. Using the session groups feature, multiple sessions can be grouped together to generate combined enrollment totals for all sessions within a group.

  1. Click to add a session group.
  2. Select the sessions you wish to add to the group. Type a keyword and CampSite will automatically select all sessions with names containing that keyword; or, manually checkmark sessions from the report.
  3. Click create session group.

Enter a name for the session group and add the session group.

All sessions within a session group will display as a separate table in the results. The enrollment totals for all of those sessions combined will then be presented at the bottom of that table.

For example, in the screenshot above, an "Afterschool" session group was created with 10 afterschool sessions therein. The enrollment totals for all 10 sessions combined are displayed at the bottom of the table (highlighted yellow in the screenshot).

Lead Tracking

The Lead Tracking page offers a quick overview of new families in a database. A “lead” is created automatically when a family creates an account, either via the New Family Enrollment Form, the Request for Information Form, or if an admin or agent manually creates the family on the admin side.

To access the Lead Tracking page, hover over the green Campers button on the top navigation bar and click the Lead Tracking button in the dropdown.

The Lead Tracking Page

The top of the Lead Tracking Page will have a graph. This graph shows:

  • Monthly lead counts— The four boxes side by side show how many new leads came in during each of the last four months, so you can spot trends at a glance.

  • 120-day trend chart— A line graph next to the monthly boxes plots daily lead counts over the past four months, making it easy to see busy stretches and slow spells.

Exporting a List of Leads

Under the top page graphs you will see the option to Generate a spreadsheet list of leads. 

Clicking on this “Generate a spreadsheet list of leads…” button will open a small form where you can pick a start date and end date. By default, this form is pre-filled with the past weeks calendar dates. Click on the dates in the white boxes to change the calendar date range.

Once a date range is selected click on the Generate button and CampSite will create a downloadable spreadsheet of every lead that came in during that range. 

Browsing Recent Leads

Below the charts, the page lists your ten most recent leads. Each lead card shows:
 

  • Family name - (click on the family name to open the family’s profile page.)

  • City, state - (where the family is located based on their home address.)

  • Camper list - ( The names of any campers attached to the family, color-coded by enrollment status. If the family hasn’t added campers yet, this will show the words “No campers.” Families with more than eight campers will show just a numeric count.)

  • How long ago the lead came in - (for example, “3 days ago”), plus the exact date and time.

  • A small map preview - (showing roughly where the family is located, if they’ve provided an address.)

Loading More Leads

At the bottom, the “Load more leads…” button pulls in the next batch of older leads beneath the current list, so you can keep scrolling back through your history without leaving the page.

Tours

CampSite's "Tours" feature allows you to book tours with prospective families.

Using the "Tours" page, you can create your tours calendar by establishing the time slots during which families may book a tour.

To access the Tours page, click the Tours link from the Campers menu on the navigation bar.

 

  1. Select the date you would like to create tour slots
  2. Click "+Add new tour slot..."

A pop-up window will appear that allows you to select the time for your new tour slot.

  1. Select the time for the tour slot you wish to add
  2. Click "Create tour slot"

The new tour slot has been added to the calendar.

  1. Click to add additional tour slots
  2. Double-click the red minus sign to delete an existing tour slot
Family and Camper Forms

Create/manage custom forms to collect information per family or per camper via the the Parent Dashboard. Forms can also be used to provide information (like an informational handout or camp calendar).

  • Camper forms must be completed once per camper.
  • Family forms are completed once per family (regardless of the number of campers within the family).

To access the Family or Camper Forms page, select the respective links from the Camper dropdown menu on the navigation bar.

 Please read our "Forms Overview" article to learn how to:

  • Create new forms
  • Edit existing forms
  • Duplicate/move forms (to alter how frequently forms must be completed)
  • Organize forms into categories
  • Mass print all of the form submissions you've received
Mass Printing Camper + Family Notes

Print, in mass, all of the notes that have been entered onto the Camper and/or Family profiles via the "Camper + Family Notes" page.

To access the Camper + Family Notes page, click the Camper + Family Notes link from the Campers menu on the navigation bar.

  1. Click Camper Notes to generate and print all notes from the Camper profiles
  2. Click Family Notes to generate and print all notes from the Family profiles

Settings

Next, specify which notes you want to generate.

  1. Select whether to include campers who do not have any notes on file
  2. Select which categories of notes you wish to generate
  3. Select whether to also generate notes for each camper's Family (in addition to the camper's notes)
  4. Optional: Generate notes created during a certain timeframe by entering a date range.
    • When "date range" is blank, all notes for the year (see #5) will be generated
  5. Select which enrollment year you'd like to generate notes for

Printing

Next, you can choose whether to print all notes for the selected year, or print notes for campers enrolled in a specific session (organized by division / bunk).

  1. To print all notes for the selected year, click "Print all"
  2. To print notes for a specific session (organized division or bunk), click "Print by division / bunk"

Printing by Division

  1. Select a specific session
  2. Select certain divisions within the session
  3. Click "Print by division"

CampSite will then generate/print all notes for campers enrolled in the selected session / assigned to the selected division(s). Notes will be organized by division name then alphabetically by camper last name.

Printing by Bunk

  1. Select a specific session
  2. Select certain bunks within the session
  3. Click "Print by bunk"

CampSite will then generate/print all notes for campers enrolled in the selected session / assigned to the selected bunk(s). Notes will be organized by bunk name then alphabetically by camper last name.

Generated Notes

CampSite will generate a printer-friendly PDF list of all notes based on the note settings you applied on the previous screen.

Camper Notes

  1. If printing by Division or Bunk, view the name of the Division or Bunk (if printing all notes, it'll read "All results")
  2. Camper name and photo
  3. Camper gender, age, birth date, and bunking assignment
  4. Note category name and number of notes for the camper within that category
  5. All notes within the above category, along with the date/time the note was created and the name of the admin who created it

Family Notes

  1. If printing by Division or Bunk, view the name of the Division or Bunk (if printing all notes, it'll read "All results")
  2. Family name
  3. Note category name and number of notes for the family within that category
  4. All notes within the above category, along with the date/time the note was created and the name of the admin who created it