Camper Enrollment

There are two ways to change a camper's enrollment, depending on how your camp's enrollment options are configured and what sort of change the camper has requested:

• Un-enroll and Enroll
• Manage Sessions

Find all 3 tools in the Action Menu of the camper's profile.

When unenrolling the camper, if you're unenrolling the camper from all of their enrollment options, you can select to have CampSite automatically "reverse all of this camper's charges for the year" upon submitting the camper's unenrollment. To learn more about the unenrollment process, please click here.

If you're not unenrolling the camper from all of their options, you'll need to manually remove the relevant charges/discounts from the family's profile page by either reversing or deleting them. To learn how to reverse/delete transactions, click here.

Lead statuses are assigned to non-enrolled campers on a yearly basis, to label/organize them with regard to their current status as a lead for enrollment. This is primarily useful for filtering certain campers on an advanced report and also targeting mass email communication.

• If/when the camper enrolls, their lead status is removed for that year.
• A camper's lead status is not visible to them; this data is visible to admin only.

Your CampSite database comes included with the statuses of Lead, Pending, Cancelled, Alumni, and Withdrawn, but you can also create additional custom statuses via your Camper Admin settings.

By default, CampSite will automatically apply the following lead statuses in the following scenarios, unless an admin selects otherwise:

• Lead: As soon as a camper is created, they're labeled as a Lead until they enroll.
• Pending: When you rollover to a new year, all campers who were enrolled last year are labeled as "pending" for the new year, until they enroll again.
• Cancelled: When you un-enroll a camper from all enrollment options for the given year, the camper is labeled as "cancelled" for that year.

All other statuses will only be applied to a camper if an admin does so manually.

With lead status being yearly data, when rolling over to a new year, all non-enrolled campers from last year will be assigned the same status again for the new year by default (e.g. 'cancelled' in 2020 will be labeled 'cancelled' again for 2021), unless you specify otherwise. Please click here to learn more.

If your camp is using manual enrollment processing, each family's payment is processed by the admin user who manually approves each camper's request. To allow a family to enroll without making a payment, the admin approving the request should select "no payment now" in the Payment Details section of the Checkout step. To learn more, click here.

If your camp is using automatic enrollment processing, payment is processed as soon as the request is submitted. In this case, have the family complete the enrollment form but stop when they reach the final "Checkout" step. Then, an admin user can complete the enrollment and avoid processing a payment. To do that, click to manually enroll the camper via their profile page. After manually adding the enrollment option(s) the camper wants to enroll for, the remaining information will be pre-filled with what the parent entered, so the admin can skip to the final payment step and select "no payment now" before submitting. To learn more, click here.

The camper is already enrolled for that enrollment option currently. When selecting enrollment options to enroll a camper into, you'll only be presented the options that they're not currently enrolled in.

• If you're trying to enroll the camper into a different bundle within their current enrollment option, you must un-enroll them from the option before re-enrolling them.
• If the camper is swapping sessions with the same enrollment bundle, use the Manage Sessions tool instead.

Please click here to learn more about the correct way to make different enrollment changes for a camper.

Double check your settings on Step 8 of the Camper Setup Wizard. There are two settings (within the General Options section) that determine how CampSite calculcates the number of spots that are still available within a session:

1. "Count enrollment requests in the 'New' request queue against spots remaining?"

When set to Yes, in addition to the campers already enrolled, each request in your "New" enrollment request queue will also count against the spots remaining for a session.

For example, if a session has a capacity of 20 campers, and you have 10 enrolled campers plus 5 "new" requests pending approval, there are only 5 spots remaining for that session.

2. "Count enrollment requests in the 'Waitlisted' request queue against spots remaining?"

When set to Yes, in addition to the campers already enrolled, each request in your "Waitlist" enrollment request queue will also count against the spots remaining for a session.

For example, say a session has a capacity of 20 campers and 20 campers have already enrolled. There are 5 campers waitlisted for the session as well. One camper withdraws, so only 19 campers are now enrolled. If this setting is set to Yes, the waitlisted campers will count against the 1 spot remaining, so the session will still be considered full to new campers enrolling. If this setting is set to No, a new camper could enroll for that 1 available spot, essentially "jumping ahead" of the 5 waitlisted campers.

By toggling both of the above settings to No, only enrolled campers will count against the session's capacity.