Opening & Closing Database Years
How do I add the following year to my CampSite database?
Completing Step 1 of the Rollover Wizard will add the next year to your database, which will allow your camp to begin enrolling campers/hiring staff for the next year.
During Step 1 of the Rollover, you'll select which of your settings to copy over from last year (if applicable). Once you've reviewed all possible items to copy, click the "Submit" button at the bottom of the page. For detailed instructions on how to complete this step, read our Step 1 support article.
Note that the rollover wizard only offers to copy items from last year. If you need to create new items for the year being opened, you can do so after completing Step 1 of the Rollover from the respective page where that item is created.
How do I close the previous year in my CampSite database?
Completing Step 2 of the Rollover Wizard will close the previous camp year and set the following camp year is as the "current" or default year for the database.
When a year is closed, the following functions are disabled:
- Enrolling/unenrolling campers
- Hiring/unhiring staff
- Logging attendance via the Attendance module
- Recording medication deliveries via the Medical module
With that, Step 2 should not be completed until you no longer need to enroll, hire, log attendance, or deliver medications for that year. Financials can still be updated for years that are closed.
For detailed instructions on how to complete this step, read our Step 2 support article.
How does the Rollover Wizard work?
The Rollover Wizard includes 2 steps that allow you to control which database year(s) are available for enrolling campers and hiring staff. Camps can have up to (2) consecutive years open at a given time, if needed.
Complete each step of the rollover wizard whenever is best for your camp, depending on which years you need to have open for enrollment/hiring purposes and when.
Completing Step 1 will open the following year for enrollment/hiring within your database.
- During Step 1, CampSite will offer to copy common items/settings from last year to next year. These items may still be edited or deleted after they're copied over. You may also add new items as needed, after the rollover, via the respective page for each item.
- After completing Step 1, you will be able to begin enrolling campers and hiring staff for the next year.
- Any new requests for information and staff applications received from this point forward will be considered as new submissions for the next year.
- Enrollment will be available for both years until Step 2 of the Rollover Wizard is completed.
Completing Step 2 will close the current year and designate the following year as the "current" or default year.
- When a year is closed, you cannot enroll/unenroll campers, hire/unhire staff, or log attendance/medication deliveries for the previous year. Closing a year does not prevent Financials from being updated for that year.
When should my camp complete each step of the Rollover Wizard?
Understanding CampSite Years
Because CampSite stores camper grade levels as their rising grade for the corresponding year, we recommend that each year in your database spans programming from summer to the following spring. For example, the 2022 CampSite year should contain your 2022 Summer camp sessions, as well as any sessions that occur in Fall 2022 and Spring 2023.
Under this logic, the 2022 year in CampSite technically spans 2022-2023; while the 2023 year spans 2023-2024, so on and so forth. To help parents choose the right enrollment year when they go to enroll, update your enrollment form to display each CampSite year in "school year" format as well (go to Admin > Campers > Setup Wizard > Step 8 > General options > "Display enrollment year in "school year" format?)
When to Complete Step 1 of the Rollover
Complete Step 1 when you're ready to start setting up or accepting enrollment/hiring for the following summer. Once Step 1 is complete, the following year will be added to your CampSite database (including the enrollment form/staff application/event registration forms for the following year).
For example, if your camp plans to open summer camp registration on February 1st, but plans to spend 2 weeks setting up the enrollment form beforehand, you should complete Step 1 of the rollover no later than mid-January.
When to Complete Step 2 of the Rollover
Complete Step 2 when you no longer need to enroll/unenroll campers; hire/unhire staff; register/unregister event guests; and record attendance/medication deliveries for the "previous" year. Typically, camps complete Step 2 after the very last session built within that year has ended.
For example, if your latest session under the 2022 year ends on August 30th, 2022, you should wait until August 31st at the earliest to complete Step 2 of the Rollover.
If your latest session under the 2022 year ends May 30th, 2023, you should wait until May 31st at the earliest to complete Step 2 of the Rollover.
Having 2 Years Open
Camps are free to complete Step 1 of the rollover and wait before completing Step 2. During this time, your database will have (2) years open for enrollment/hiring/registration. This commonly occurs when camps want to start enrolling/hiring/registering for next summer but still need to enroll/hire/register for sessions during current (school) year as well. However, if your camp uses the Attendance module, note that attendance can only be logged for the 'current year' your database is set to.
Using the Database Rollover Wizard - Tutorial Video
Click here to watch our tutorial video where we demonstrate how to use the rollover wizard.