Assigning Transportation for Campers/Staff

Managing Transportation Assignments in Mass

Assign transportation to campers in mass by editing an advanced report.

For camps with our Staff module, you can mass assign transportation to staff following the same steps below from the Staff Advanced Reports page.

1. Add the relevant campers to the report

When selecting sessions, remember that the buses/vehicles available to each session depends on how your Session Groups are set up.

2. Add fields for the transportation data you wish to edit

  1. Select the Transportation tab
  2. Select the relevant Year tab underneath
  3. Select the Session Group Info tab
  4. Select the relevant session group from the dropdown

From there, select the relevant field(s) for arriving to vs. departing from camp.

Tip:  Add additional fields you might need to reference when choosing how to assign a camper's transportation, like their bus name or primary address.

3. Enable editing

Once you've added the relevant fields you wish to edit, click the Edit button above the report results to enable editing.

If you're unfamiliar with how to mass edit a report, please click here to read our support article on mass editing.

Managing Transportation for an Individual Camper/Staff

Transportation tab

From the "Transportation" tab of the camper/staff profile page, you can:

Overview tab

Calendar

Use the calendar to view/manage their transportation on specific days.

  • When a date is colored green, they're assigned transportation for that day.
  • When a date is colored gray, they're not assigned transportation for that day.

Click a date on the calendar to view their transportation details for that particular day. Also, add an exception to their default transportation method(s) that day.

Manage Transportation Exceptions

Edit a camper's default transportation method for a particular day by adding an exception.

  1. Click on the relevant date
  2. Click +Add exception... on the right
  1. Choose which direction the exception applies to
  2. Choose the new transportation method
  3. Make a note about the exception. Notes will be visible on the camper's profile and also on the "Transportation Exceptions" report.
  1. Transportation exceptions will be highlighted yellow on the transportation calendar
  2. View the transportation exception details
  3. Remove the exception and the camper's default transportation method will repopulate

Session Group Tab

Access the camper's transportation data for a specific transportation session group by selecting the session group tab.

View/edit the camper's overall transportation method for this group of sessions and manage their transportation charges and discounts.

Transportation Methods

View/manage the camper's transportation method for arriving to camp and departing from camp.

To edit any of these fields, double click on the current value.

Transportation Transactions

View the transportation transactions the camper incurred for their transportation selection(s).

Manually add a transportation transaction by clicking the + Add transportation transaction... link.

Add a transportation transaction

The transportation form will automatically add transportation transactions to a camper's account if they meet the criteria that you specified, but you can also manually add a transaction by clicking the "add" link here.

Choose whether to add a charge or discount and select one of the transactions that were created for the Session Group. Note that adding a transaction to the camper's account WILL automatically add the corresponding charge (fee) or discount to the family's financials.

Note that payment for a charge does NOT happen automatically. To process payment, add a payment to the family's profile manually or instruct the family to log into their dashboard and make the payment themselves.

To learn more about creating transportation transactions, click here.

Delete a transportation transaction

Double click the delete icon to remove a transportation transaction.

Note that deleting a transaction from the camper's account will NOT remove the associated fee/discount from the family's financials - you must manually reverse the transaction from the Financial tab of the family's profile page. 

Camper Profile: Transportation Tab

Overview

View the camper's transportation for a specific date and/or manage their transportation exceptions on a daily basis.

  1. Click a date on the calendar to view transportation data for that date.  You may only select dates relative to the sessions in which the camper is enrolled.
    • When a date is colored green, the camper has transportation data for that day.
    • When a date is colored gray, the camper does not have transportation data for that day.
  2. View the transportation data for the date selected on the calendar.
  3. Add an exception to the camper's transportation for this date.
  4. View the arriving transportation data for this date.
  5. View the departing transportation data for this date.

Adding a Transportation Exception

Edit a camper's default transportation method for a particular day by adding an exception.

  1. Choose the date for which you want to add a transportation exception.
  2. Click +Add exception...
  1. Choose which transportation direction the exception applies to.
  2. Choose the new transportation method.
  3. Make a note about the exception. Notes will be visible on the camper's profile and also on the "Transportation Exceptions" report.
  1. Transportation exceptions will be highlighted yellow on the transportation calendar.
  2. View the transportation exception details.
  3. Remove the exception and return to the camper's original transportation data for this date.

Session Group Tab

Access the camper's transportation data for a specific transportation session group by selecting the session group tab.

Here, you can view/edit the camper's overall transportation method and also manage their transportation charges and discounts.

  1. View the camper's transportation method for arriving to camp.
  2. View the camper's transportation method for departing from camp.
    • Double click the camper's current transportation details to edit them as needed.
  3. View the transportation transactions incurred for the camper's transportation selection(s). Click to add a new transportation transaction if needed, or double click the delete button to remove this transportation transaction from the camper's record.

Adding transactions will automatically post the associated fee/discount to the family's financial record.

Deleting a charge/discount will NOT remove the associated fee/discount from their record - you must manually reverse the transaction from the Financial tab of the family's profile page.