Camp Shop

Getting Started with the Camp Shop

The Camp Shop module allows you to offer items like apparel, gear, and camp trips directly on the parent dashboard. Parents will be able to make purchases at any time! In this module, you can manage inventory levels and secure revenue upfront.

When getting started with Camp Shop, these are the recommended steps Campsite believes will give you the best start!

Step 1: Grant Permissions to Yourself and Other Users

In order to use your new Camp Shop module you will need to activate your permissions and decide on which Admin in your database can see and work in the Shop on the Admin facing side.

To access camp shop settings, Admin with DB Management permissions will need to navigate to Admin > DB Management > Users. Grant permissions to all users who need access to your Shop.

For information on what these permissions will grant please see: Admin User Permissions: Camp Shop

Step 2: Creating Your Options

Before ordering can begin in your Camp Shop, you will need to address your options via the Camp Shop Dashboard. These setting options will allow you to create items for the Camp Shop that can have varied locations for pickup, colors, sizes, filters, and fulfillment statues. For more information on this please see: How to add Shop Locations, Sizes, Colors, Tags, and Statuses

Step 3: Adding Your Items

Your next step will be creating your Camp Shop items. Some tips for adding items include having some photos handy for uploading that parents will be able to see, knowing how many items you will have in stock for each item type, and knowing the price for each item. For this process, please see: How to Add a Camp Shop Item

Step 4: Settings

Your Camp Shop settings will control if the Shop is available to parents on the Parent Dashboard. These settings will also control if an item that is purchased needs to be paid in full at the time of checkout, or if an items cost can be added to an already existing payment schedule that the family is already on. Additionally, on this page you can create custom header text that will appear at the top of all Camp Shop pages on the Parent Dashboard to assist parents with directions on how to navigate your Shop! Please see here for more information: Camp Shop Admin Settings

Step 5: Testing as a Parent

The best way to see the parent facing side in Campsite is to be a parent yourself! Create a family and camper in your database and test out how the parent dashboard looks. Please see here for creating a new family and camper: Adding a New Family

A tip for viewing both the Admin side and the Parent Dashboard at the same time: Use two different browser types. Sign into your Admin login for Campsite on one browser type (ex: Chrome), then use another browser type (ex: Firefox) to sign in as a parent to your Parent Dashboard. This way you can have both pages open at once without the need to sign in and out each time you want to view the Parent Dashboard.

For a sneak look at what the Parent Dashboard will look like for the Shop, please see: How to Purchase Items on the Parent Dashboard from the Camp Shop

Step 6: Testing as an Admin

Knowing what to expect and what you can manage on the Admin side is important too! Once you create a test item and experience the Parent Dashboard, make sure to go to a campers profile to explore the items and options available to you as an Admin user! For a guide on what you can do on the Camper Profile as an Admin please see: The Shop Orders Tab on the Camper Profile

Step 7: Becoming Familiar With Shop Reporting

Be sure to navigate to the Shop Dashboard to run the Order Report! This report lets you see orders that have come into the shop and what their current status is. A review on how this report works can be found here: The Camp Shop Order Report

Camp Shop Training Video

How to add Shop Locations, Sizes, Colors, Tags, and Statuses

Before you add items to the Shop, review your Locations, Sizes, Colors, Tags, and Statuses on the Shop Dashboard.

To get to the Shop Dashboard, click on the "Shop" option on the top navigation bar.

Once on the Dashboard, locate the "Settings" area. Here you will find the following setting options:

Locations

Sizes

Colors

Locations

Clicking on "Locations" will bring you to the Camp Shop locations editing page.

"Locations" is referring to a physical place that an item from the Store can be found.

To add a new location for items in your Camp Shop, click on "Add location..."

Type in the name of your new location and then click "add location" when done.

The location will now be available to you when creating new shop items.

To delete a location, double click on the red delete icon to the far right side.

Sizes

Clicking on "Sizes" will bring you to the Camp Shop Sizes editing page.

"Sizes" are the options for sizes that are available for items in the Store.

To add a new size, click on the "Add Size..." button.

Type in the name of your new size and click "Add size" when done.

The size will now be available to you when creating new shop items.

To delete a size, double click on the red delete icon to the far right side.

Click and hold the three gray lines icon to the left of a size to drag and drop and re-order the order that the size appears in on the parent dashboard.

Colors

Clicking on "Colors" will bring you to the Camp Shop Sizes editing page.

"Colors" are the options for colors that are available for items on the Store

To add a new color click on the "Add color..." button.

Type in the name of your new color and click "Add color" when done.

The color will now be available to you when creating new shop items.

To delete a color, double click on the red delete icon to the far right side.

Click and hold the three gray lines icon to the left of a color to drag and drop and re-order the order that the color appears in on the parent dashboard.

Fulfillment Statuses

Clicking on "Fulfillment Statues" will bring you to the Camp Shop Fulfillment Status editing page.

These are the fulfillment statuses that your camp will be available to set orders to.

To add a new Status click on the "Add status..." button.

Type in the name of your new status and click "Add status" when done.

The status will now be available to you when fulfilling shop orders.

To delete a status, double click on the red delete icon to the far right side.

Click and hold the three gray lines icon to the left of a status to drag and drop and re-order the order that the status appears in on the Admin side.

How to Add a Camp Shop Item

To add a new shop item, click on the "Shop" button on the top navigation bar.

Once on the Camp Store Dashboard, choose your year in the dropdown if necessary, then click on the "+ Add Camp Shop Item...." button.

Step 1: Details

Give a unique name to your item.
Provide a description for the item.
If wanted, associate tags to this item. For more information on tags please see: How to add Shop Locations, Sizes, Colors, Tags, and Statuses
The Financial Accrual Session will control where funds that come in for this item are allocated. In most cases, Campsite recommends that this be left on "Automatic" so the allocation of funds will be done for you based on the options a camper is enrolled in.
Transaction Categories must be selected for all transactional items in Campsite. For more information on these please see: Step 3: Transaction categories
Choose where this item will be available

When choosing where an item will be available, your locations will appear. For more information on these locations please see: How to add Shop Locations, Sizes, Colors, Tags, and Statuses

Click on the "Next Step" button when done.

Step 2: Options

If options are available for this item, change the "No" in the appropriate drop down box to "Yes" and select the sizes and colors this item can be purchased in.

For more information on these Sizes or Colors please see: How to add Shop Locations, Sizes, Colors, Tags, and Statuses

Click on the "Next Step" button when done.

Step 3: Price and Stock

On Step 3 you can set the Price for each item (how much each item costs) and Stock of each item (how many are available for purchase).

You can type these numbers individually into the boxes available, or you can use the "Mass edit" button to set all prices and stock to the same numbers.

If an unlimited number of stock is available, click the box next to "unlimited" on that item.

Double click on the red icon to the far right to delete and option for this item.

Click on the "Next Step" button when done.

Step 4: Session Restrictions

On Step 4 you can restrict the item in the camp shop to appear only to parents of campers who are enrolled in certain sessions from Step 2 of the Camper Setup Wizard.

If this item should be left available to everyone INCLUDING THOSE WITH UNENROLLED CAMPERS, leave the restriction setting on "No".

If you would like to restrict this item to appear only to those who do have an enrolled camper in the current year, change the dropdown to "Yes" and click to "select all" sessions.

If you would like to restrict this item to appear only to those who do have an enrolled camper in a set of specific sessions in the current year, change the dropdown to "Yes" and click to select the boxes next to the appropriate sessions.

Click on the "Next Step" button when done.

Step 5: Images

On Step 5 you can select up to 6 images to display for this item on the camp shop for parents.

Either drag and drop photos into the gray area or click on the gray area to open up a file explorer and upload images from your device.

Add up to 6 photos (JPG, PNG).
Max file size: 10 MB each.
Click a photo to make it the cover image.

Once your photos are uploaded, double click on one photo to make it the "key photo" for the item.

When ready, click on the "Add Item" button in the bottom right corner of the screen.

Do not refresh the page.

You will be re-directed back to the Camp Store Dashboard when done.

Your item will now be available on the Parent Dashboard.

How to Purchase Items on the Parent Dashboard from the Camp Shop

Camp Shop items can be purchased by parents on the Parent Dashboard when set to be available. Camp Shop purchases are done separately from the Camper Enrollment Process.

To make a purchase on the Parent Dashboard first login to the Parent Dashboard, then click on the "Shop" button on the left navigation bar.

On the Shop Dashboard, click on the blue "Shop for...." button for the camper you wish to make a purchase for.

In the Shop page for each camper, you can see the following:

Filters - if the camp shop has filters set for items, parents can use the check boxes next to the filters to narrow down what is seen on the page. For more information on filters please see: How to add Shop Locations, Sizes, Colors, Tags, and Statuses
Camp store items - these items have been added to the Camp Store from the Shop Dashboard on the Admin facing page of Campsite. Camp Shop items will display both when in and out of stock. An out of stock item can still be viewed by a parent, but will a red "out of stock" banner on the item image. For more information on how to add new shop items please see: How to Add a Camp Shop Item
Cart- once an item is added to the cart it will appear here.
View Past Orders will show orders that have been purchased in the past for this camper.

The image example above is of an out of stock item that can still be seen on the Parent Dashboard.

When hovering over an item, click on the "view item" button to view the items specific page.

On the items page, you can do the following:

Use the arrow icons to scroll between images if there is more than one preview image available.
Choose the items size if available.
Choose the items color if available.
Click the "Back to Shop" button to return to the previous page.
Click the "Add to Cart" button to add the item to the cart to purchase.

When the "Add to Cart" button is clicked, a green pop up banner will appear confirming the action.

The item is now added to the shopping cart where a parent can delete the item, change the quantity of the item in the cart, or select to "Go to Cart" when ready to checkout.

When in the Cart, parents can again choose to remove an item or change the size, color, or quantity of an item before purchasing.

If permitted via your Campsite settings, parents may be allowed to add the cost of the item to a payment schedule that they are already a part of.

If this setting is not activated in this way to allow adding the cost of this item to a payment schedule, they will instead be asked to select a payment method for checkout.

This payment method must be a method that the parent already has on file. If the parent has no payment method currently on file, they will need to add one by clicking on the "Add Credit Card" or "Add Checking Account" buttons.

When parents click "Place Order", they will be prompted one last time to confirm this purchase.

When a purchase is completed, parents will be redirected to the "View Past Orders" page, where they can view the order they've just placed alongside all past orders for this camper.

Camper Profile: Camp Shop Actions, and How to Return and Refund an Order

You can adjust Shop orders for a camper on their Camper Profile page. First use the search bar to navigate to their Profile Page by searching for them by name.

Click on the name of the camper to go to their profile.

Once on the Camper Profile, click on the Yearly tab.

Next, click on the Shop Orders tab.

Here on the Shop Orders tab, you can see a history of the items the camper has ordered so far this year.

Here you can:

Add new orders

Edit Existing orders

Delete existing orders

Add a new order

To add a new order, click on the "Add order..." button.

First, select the Status you would like to give to this new item. Statuses can be created on the Store Dashboard. For more information on creating Statues please see: How to add Shop Locations, Sizes, Colors, Tags, and Statuses

When finished assigning a status, click on "+ Add item..."

Here you will need to:

Select the item to add to this order. This item must already exist in the Camp Shop. For more information on adding an item to the Shop please see: How to Add a Camp Shop Item
Select the quantity of the item you would like to add to the order.
If this items charge will be added to a payment schedule to be paid at a later time, select the payment schedule to add to. The family must already be on a payment schedule for this option. If the family is not on a payment schedule, the payment for this item will need to be processed manually on the Family Profile page> Financial tab. For more information on making a manual transaction please see: Family Profile: Transactions Tab

When finished, click on the first "Add to order" button in the gray area.

The item is now added to this order. If you need to continue adding items to this order, click on the "+ Add item..." button and repeat the above process as needed.

Adjust Sizes and Colors as needed with the dropdown items.

To remove an item from the order, double click on the red delete icon to the far right of each item.

If you are done adding items to this order, click on the remaining "Add order" button.

Once an order is added to the profile, it will appear in the list of orders for this year.

Please keep in mind that adding an order here on the Camper Profile page does not automatically transact funds from any method of payment that the parents may have on file.

Orders here must be added to a payment schedule to be paid over later calendar dates via the invoice and auto pay system, or funds must be transacted manually through the Family Profile page> Financial tab.

Edit an Existing Order

Double click on the pencil icon to the far left of an existing order to edit the order details.

From this edit screen you can:

Update an items status

Add a new item to this order with the "+ Add item..." button

Change the Sizes or Colors of an item in the order with the dropdown optioins.

Delete an item from the order by double clicking on the red delete icon to the far right.

Updating an Items Status

When an item's status changes, you will want to update that status here on the Camper Profile page. Changing this status will be reflected in the Order Report.

Click on the dropdown and choose a new status.

Click "Update order" when done.

Return or Refund an Order

If you need to refund or return an item, first we recommend editing the orders status.

In this case, it could be helpful to create a custom status that items can be set to under the Camp Shop Dashboard. Please see here for how to create a new status for Camp Shop items: How to add Shop Locations, Sizes, Colors, Tags, and Statuses

Once your new status is set, click. "Update order" to update the orders status.

To remove the charge for this order, you will need to navigate to the Family profile page > Financial tab > Transactions tab and locate the items charge under the campers charges for this year.

Double click on the blue "i" icon next to the charge to bring up the transaction details.

From here, choose to reverse the transaction.

After confirming to reverse the transaction, you will need to give a reason for the reversal. When done, click "OK".

The transaction is now reversed and the charge has been removed from the family account.

Reversing a transaction does not refund payment already made to you for the transaction.

If you need to refund the money for a returned item, you will need to create a "New refund" on the right side of the Family Profile Financial tab. For more information on how to create a custom refund, please see: Refunds

Delete an Order

To delete an order, double click on the red delete icon to the far right of an order.

You will see a pop up warning when deleting an order that will state: "Deleting this order will not automatically adjust related charges or payments. Please make any needed financial changes in the Financial tab of the Family profile."

Deleting an order from the camper profile will reverse the charge on the family profile.

Deleting an order will not refund any funds, refunds will always need to be issued manually on the Family Profile Financial Tab as demonstrated above in this article.

Please be sure to make all adjustments needed to the Family Profile> Financial tab after deleting an order.

Admin User Permissions: Camp Shop

For general information on managing user permissions, please read our Admin user permissions article.

Before granting permissions to yourself or another user for the Camp Shop, you will need to click the box next to "Enable module for this user" to grant view only access to the module.

After the Camp Shop view only access is enabled for a user, you can grant the following permissions:

Basic

Admin: Access to the Admin > Campers > Shop Tab.
Edit Shop Items: The ability to edit Shop items on the Shop Dashboard.
Order Report: Access to the Order Report page.

When done editing an individuals permissions click on the "Save changes for this User" in the bottom of each individuals permissions section.

When done editing on the page for all users click on the "Save Changes" button in the bottom right corner of the screen.

The Camp Shop Order Report

The Order Report for the Camp Shop will show a report list off all orders that have come in from the Shop. This can be helpful to admin who are managing orders and making sure they are fulfilled for your camp.

To get to the Order Report, first navigate to the Shop Dashboard by clicking on the "Shop" button on the top navigation bar.

Once on the Shop Dashboard, click on the "Order Report" link.

Once on the Report screen, use the filters to determine what information the report will pull.

Select your year from the dropdown. This will default to the current open Campsite year.
Select the items from the shop you wish to see in the report results.
Choose to select a time frame of when orders were placed. This is an optional field and can be run with no dates included to see all results from the selected year.
Choose the fulfillment statuses you would like to see in the report. Statuses cannot be changed here, only viewed. To change an items fulfillment status you must navigate to the Camper Profile page. See here for more information: The Shop Orders Tab on the Camper Profile
Click "Update results" when ready.

When the report is run, the results will appear below. You can filter the results further as needed with the following options:

Filter the report by Session to show only orders from campers who are attending a certain session from Step 2.
Filter the report by Division to show only orders from campers who are placed into a certain Division in the Bunking Board system.
Filter the report by Bunk to show only orders from campers who are placed into a certain Bunk in the Bunking Board system.
You can double click on the printer icon, excel icon, and email icon to print results, export results to excel, or email the families on the report list as needed.

The Camp Shop: Stock Report

The Stock Report allows you to quickly evaluate items that are running low. The report allows for filtering by calendar year, physical location, and stock range, and provides built-in shortcuts to add or reduce stock.

To get to the Stock Report, first click on "Shop" on the top navigation bar to go to the Shop Dashboard.

On the Shop Dashboard, click on "Stock Report" under the Reporting section.

Results for all items will display automatically on this page. If you would like to view a custom list of stock items instead, you can choose to edit the following filters:

The Reporting Year
The items from the shop that will display in the results
The locations that items are available in at camp
The stock range
click on "Update results" when ready new results

The results of the stock report will show each items current stock. If there are multiple sizes or colors for an item, those will all be displayed as individual line items.

You can click on the "Add" or "Reduce" options in the "Edit Stock" column of the report to edit the stock quantity.

Click on the printer icon in the top left corner of this report to print these results.

Click on the Excel icon in the top left corner of this report to export these results to a spreadsheet.