Getting Started

Phase 1: Basic Navigation, Admin Users, and Enrollment Form Setup

In Phase 1 of 4, we demonstrate basic CampSite functionality, managing your database admin settings, and setting up/editing the enrollment form.

Phase 2: Emails, Bunking Boards, Camper/Family Forms, and the Invoicing & Auto Pay process

In Phase 2 of 4, we demonstrate Saved emails, Bunking Boards, Camper & Family Forms, and Invoicing & Autopay process.

Phase 3: Enroll a Camper, Family/Camper Profiles, Camp Shop, Camper Spending Money

In Phase 3 of 4, we demonstrate how to Enroll a Camper, navigate the Family/Camper Profiles, use Camp Shop, and the Camper Spending Money systems.

Phase 4: Advanced Reports, Financial Reports, Financial Settings

In Phase 4, we demonstrate creating payment schedules and adding them to the enrollment form, managing financials on the family profile, batch invoicing families, and generating financial reports.

Database Rollover

Watch this short video to learn how to complete the yearly rollover process when it's time to open a new year for enrollment within your database.

If your camp has purchased additional modules for their CampSite subscription, watch the relevant training session below.

Staff Module Training

For camps who have purchased our Staff Module, this training covers how to configure your staff application, manage admin settings for the Staff module, use the Staff Lead Browser and Staff Department tools, utilize the staff profile, and hire/unhire staff.

Medical Module Training

For camps who have purchased our Medical Module, this training covers how the health history forms look to parents, and how to customize your health history forms, view a camper's medical data from their profile, create health center visit logs, record medication deliveries, create your own printed medical forms, and print health forms/medical data in mass.

Transportation Module Training

For camps who have purchased our Transportation Module, this training covers how to configure each type of bus, set up the transportation form, and generate transportation reports.

Attendance Module Training

For camps who have purchased our Attendance Module, this training covers how to configure your attendance checkpoints, log attendance, generate reports of attendance data, and manage authorized pickups and overall admin settings.

Text Message Module Training

For camps who have added our Text Messaging Module, this training covers how to purchase additional text credits, have parents opt-in to texting, how to access text message conversations, and how to send text messages.

Events Module Training

For camps who have purchased our Events and/or Conference and Retreat Modules, this training covers how to use the Events setup wizard to set up your Events registration form, configure your Events module settings, and approve registration requests.

We then cover how to create a Conference and Retreat package for your off-season rentals. To jump to the Conference and Retreat portion of the video, click here.

Camp Today Module Training

For camps who have purchased our Camp Today Media Module, this training covers how to set up your Camp Today blogs, create blog posts, and control your overall blog settings.

We also demonstrate Facial Recognition matches as they're seen by parents, and how admins can manage/report on Facial Recognition matches.

Program Module Training

For camps who have purchased our Program Module, this training covers how to set up your activity schedules; schedule campers and staff for activities; and how to generate reports on your activity schedules.

Donations & Extended Payments Module Training

For camps who have purchased our Donations and Extended Payments Module, this training covers Donor profiles, creating payment requests, and how donors use the Donor Dashboard to submit payments.

• Edit your enrollment form using the Camper Setup Wizard. Click Admin in the navigation bar, then select the Campers tab, and click the Setup Wizard side-tab. Find and click the setup wizard step that contains the elements of your enrollment form that you wish to edit.
• Learn how to use each page of the Setup Wizard by reading our support articles here.
• Watch the Camper Setup Wizard portion of our Phase 1 training here (use the links below the video to jump ahead).
• Read our enrollment form FAQs by clicking here.

• Create custom forms for families/campers to complete via the Family Forms and Camper Forms pages. Hover over the Campers button in the navigation bar and click Family Forms or Camper Forms in the dropdown menu.
• Form submissions can also be printed in mass from the Forms page.
• Learn how to create and manage forms by reading our support articles here.
• Watch the Forms portion of our Phase 2 training here.

• Search for a family or camper by typing at least 3 characters of their name, email, or phone number into the search bar in the top right corner of CampSite. Select them from the search results to navigate to their profile page. From the family's profile page, click the camper's avatar to access the camper's profile.
• Access a family/camper's information from the relevant profile tab. Double click on existing information to edit it as needed. Complete an action towards the family or camper using the Action Menu dropdown.
• Learn how to use the family profile page here; learn how to use the camper profile page here.
• Watch the Family Profile portion of our Phase 3 training here.

• For camps choosing to process enrollment requests manually, you can access all of your requests from the Enrollment Requests page. Hover over the Campers button in the navigation bar and click Enrollment Requests in the dropdown menu.
• Learn how to access/process enrollment requests by reading our support article here.
• Watch the enrollment processing portion of our Phase 3 training here.

• Unenroll a camper from all of their sessions by opening the camper's profile page, opening the Action Menu, and clicking "Unenroll for..." Read our support article here, or watch our demonstration here.
• 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. Click here to learn more.
• Click here to watch a webinar video on how to change a campers enrollment.

• Use the Camper Advanced Reports tool to create custom reports that generate camper and family data in mass. Hover over the Campers button in the navigation bar and click Advanced Reports in the dropdown menu.
• Camper Advanced Reports is a powerful tool that allows you to pull information from all sections of the database, in real-time. From the report results, admins can send an email blast; export data to Excel; edit data en masse; add financial transactions for multiple families at once; print documents and mailing labels; and more.
• Learn the basics of creating a custom report by reading our support article here.
• Or, watch our Phase 4 training session on Advanced Reporting here. The first ~35 minutes covers reporting.
• After learning the basics, learn how to create common advanced reports here.

• Create and send email messages to recipients individually (via their profile page) or in mass (via an advanced report).
• Learn how to send an individual email by reading our support article here, or watching our training video here.
• Learn how to send a mass email by reading our support article here, or watching our training video here.

• Assign campers to groups and sub-groups for each of your camp sessions via Bunking Boards. Hover over the Campers button in the navigation bar and click Bunking Boards in the dropdown menu.
• First, set up groups (divisions) and the sub-groups within them (bunks) for each session; then, assign your enrolled campers into those groups using an easy drag & drop method on the Bunking Board.
• Learn how to set up bunking boards and assign campers by reading our support articles here.
• Watch the Bunking Boards portion of our Phase 2 training video here.

• Access the family's financial record by opening the family's profile page and then clicking the Financial tab. Within the Financial tab are several sub-tabs with specific financial data/tools.
• From these sub-tabs, admins can add/edit transactions for the family; record financial notes for other admins; generate statements and invoices; and manage their saved payment methods.
• Learn how to use the Financial tab by reading our support article here.
• Or, watch our demonstration on managing transactions via the family profile here.
• Read our financial FAQs by clicking here.

• Generate and email invoices in batch for all families on a payment schedule. For families on auto pay, you'll then batch debit their payment after their invoices have been generated and emailed.
• Click the Financial link in the navigation bar, and then click Invoicing and Auto Pay. Select a payment schedule group to access individual payment schedule(s).
• Learn how to batch invoice by reading our support articles here.
• Or, watch our Invoicing & Auto Pay tutorial video here.

• Report on the transactions within your database using a variety of financial reports that come included with your database.
• To access these reports, click the Financial link in the navigation bar, then select the report that provides what you need.
• Learn more about each report and how to use it via our support articles here.
• Or, watch the financial reporting portion of our Phase 4 training here (use the links below the video to jump ahead).

• Use the "Rollover Wizard" every year, when you're ready to open a new enrollment year in your database.
• There are 2 steps to the rollover process:    
  • Step 1 adds the new enrollment year to your database, so you can start setting up and accepting enrollment. During Step 1, you'll be able to copy over core database settings from last year if they're still relevant.
  • Step 2 closes the previous year for enrollment. Complete Step 2 once you no longer need to enroll/unenroll, hire/unhire, or register/unregister people for last year.  
• Learn more about the overall rollover process through our support article here, or watch a short 9-minute demonstration here.
• Click here to watch a longer, step-by-step webinar on the rollover process.
• Click here to a detailed article on how to complete Step 1, or click here to read a detailed article on how to complete Step 2.

Module - The different sections of CampSite — such as the Medical module or the Transportation module — each managing a different part of running your camp.

Session - One of your camp weeks or other period of time campers attend — for example, "Week 1: June 23–29."

Year - The camp season (e.g., Summer 2025). Your families re-enroll each year.

Rollover - The year-end process that opens a new enrollment year for your CampSite database for your next season — your camper list carries over, but statuses and enrollment requests start fresh.

Parent Dashboard - The online portal where your camp parents will log in to enroll their child, fill out forms, and pay balances.

Vanity Name - The custom name your camp uses for things like Campers or Parents on the Parent Dashboard, or things like Divisions or Bunks on the Admin facing side — CampSite shows your terms instead of generic ones.

Session-Scoped - Information specific to a single camp week or session.

Year-Scoped - Information tied to a specific camp season, such as this summer's enrollment or form responses.

Hard Block - Something CampSite won't allow under any circumstances (e.g., checking out a camper without Card PIN verification).

Soft Block / Warning - A warning message — the system flags something to your attention, but you can still move forward. (Such as the warning message during the manual enrollment process that a session is “waitlist only” as you enroll a camper).

Camper -  The person attending your camp.

Family -  A family account in CampSite holds each family’s camper records, balance, and contact information.

Primary Parent - The main parent(s) or guardian(s) on the family account — typically those who signed up and manage the family's login.

Co-Parent (Divorced Parent) - An alternate household member (such as a divorced co-parent) that gets their own login with limited abilities (typically added for communication via email and text messaging updates only).

Staff - Your camp staff — counselors, specialists, and other employees managed in CampSite.

Alumni -  Past campers or staff whose records you want to keep for re-engagement or history.

Donor - Supporters of your camp (individuals or businesses) who you track for donations or gifts toward either a specific family or toward your camp as a general donation.

Admin User - A member of your camp's administrative team who logs into CampSite to manage campers, finances, and operations.

Primary Account Holder - The main account owner at your camp — typically the director or owner with DB Management permissions enabled.

Authorized Pickup - The adults that have been authorized to pick up a camper from camp in place of the Primary Parent(s).

Extended Family User - A family member outside the primary household who has been given access to view your camp's photos and updates in CampToday.

Agent User - Not client-facing.) An internal CampSite team member who may access your account to provide support.

Enrollment - Signing a camper up for one or more sessions of camp through the enrollment form.

Enrollment Status - Where a camper stands with their enrollment — enrolled, waitlisted, or not yet enrolled.

Note: Always reference both Enrollment Status and Lead Status together when describing camper status, as they apply in different conditions. See Lead Status.

Lead Status - A way for your camp team to track interest and follow-up stages for families who haven't enrolled yet.

Note: Lead Status and Enrollment Status are displayed together in the same status field on the Camper Profile. The field surfaces whichever is contextually relevant — Enrollment Status when a camper is enrolled, Lead Status when they are not. Because either value may be active depending on context, always reference them together as "enrollment or lead status" rather than naming just one.

Enrollment Option - The main programs that you run at camp each summer and the first choice that a parent will make when enrolling their child. (e.g. 'Week 1', 'Week 2', 'Spring Break Camp', etc.)

Bundle - The specific combination of sessions, enrollment extras, deposit, and payment schedule grouped together into a choice for parents on the enrollment form — for example, "All Summer" or "Second Half Only."

Enrollment Checkout - A camper’s completed enrollment submission for a specific camp program.

Enrollment Checkout Status - Whether a camper’s enrollment submission has been approved, is pending, or has another status.

Tuition Plan -  The price for a camp program, which may vary depending on when you register.

Tuition Plan Rate -  A special price available if you enroll within a certain time frame.

Enrollment Extra -  Optional items or services you can add during enrollment — like before-care, bus service, or a camp t-shirt.

Enrollment Discount -  A discount applied to the cost of enrollment — for example, a sibling discount or promotional offer.

Yearly Deposit - A deposit charged once per season when a camper (or family) first enrolls - This cost is static regardless of how many programs are attended in the year by the camper or family.

Coupon CodevA promo code a parent can enter during enrollment to receive a discount.

Passcode -  A private code a camp can give to a parent so they can access a restricted option on the enrollment form (e.g., for returning families only or for those who pass an audition process only).

Transaction -  A single line item on an account — a tuition charge, a payment that was made, a refund, etc.

Transaction Category -  The category or label that describes what a charge or payment is for.

Transaction Ledger - An account's full financial history — every charge, payment, credit, and refund, organized by year.

Payment Schedule - The payment plan for an enrollment — the schedule of when a family’s bill will be generated and due.

Invoice - A bill from a camp showing what a family will owe and when a payment is due.

Invoice Batch - A round of bills manually sent out at the same time (e.g., all families billed at the 30-day payment due date).

Amount Due Now - How much a family owes at a certain time, based on their payment plan.

Total Remaining Balance - The total amount left on a family’s account — including future payments that aren't due yet.

Auto Pay - A setting that lets CampSite admin initiate a charge to a family’s saved card or bank account on billing dates so parents don't have to log in to pay.

Auto Pay Run - The admin-initiated billing process that automatically charges families who have Auto Pay turned on.

Saved Payment Method -  A card or bank account a family has saved to their account for making payments.

E-Check / ACH - Paying via a checking account (bank transfer) instead of a credit card.

Returned ACH -  A bank payment that was initially accepted but later rejected by the bank — similar to a bounced check.

Arbitrary Payment Method - A custom payment type a camp has set up, like accepting checks, “cash” options, or a scholarship payment option.

Manual Transaction -  An adjustment made by your camp administrator — for example, a credit added to a family’s account or a recording of a non electronic payment method; such as a check.

Credit (Financial) - An “admin facing only” amount of money credited to a family’s account — for example, an overpayment or adjustment that reduces what that family might owe.

Spending Money / Spending Category - A camp store account for a camper — parents can deposit money and then campers can spend it at the canteen or camp shop.

Form - An online form a camp asks a parent to fill out — for enrollment information, health history, daily check-ins, etc.

Permanent Form - A form that stays the same from year to year — a parent will fill this form-type out once in their first attending year, and the information recorded applies across seasons without appearing to the parent again in subsequent years.

Yearly Form - A form that resets each season — a camp may ask parents to complete this form fresh each summer for up to date information.

Session Form - A form tied to one specific camp session, which only appears to those who are attending that specific session of camp.

Daily Form - A daily check-in or screening form a camp may ask parents or campers to complete each day with day to day information.

Custom Field - An additional question or field a camp has added to collect information specific to their program.

Permanent Custom Field - A standing question on a profile that doesn't change from year to year — like a permanent demographic field.

Camper Profile - A camper's record in CampSite — where a camp sees their information, health history, and enrollment details.

Basic Info Tab -  The main information page for a camper — name, birthday, contact info, and any standing questions a camp has set up.

Yearly Tab - A camper’s enrollment and account summary for a specific camp season.

Action Menu - (Internal tool — not visible in the Parent Dashboard.) The administrative menu available to camp admin when viewing a camper's profile in the admin interface.

Family Profile - A family's account page — where a camp manages a family’s contact info, billing, and communication history.

History Tab - An admin facing tool, not visible to end users that shows a history of changes to the profile (shows changes done by admin users or parents via the Parent Dashboard).

Notes Tab - (Internal tool; not visible to parents.) A recording of manually admin added notes to a profile page for internal use.

Custom Color - (Internal visual marker; not parent-facing.) A color that can be associated to an individual camper for internal identifying purposes.

Merge Accounts - (Internal tool.) Used by the camp when a duplicate account exists for a camper or family.

Enrollment Analytics Report - (Internal report.) A summary of camp enrollment numbers by session.

Frequency Report (Bunk Scheduling) - (Internal report.) Shows how evenly activities are distributed across cabin groups.

Frequency Report (Elective Scheduling) - (Internal report.) Shows how often each camper participates in each type of activity.

User Permissions Report - (Internal report.) A summary of who has access to what in a camp’s CampSite account.

Advanced Report - A customizable report that camp admin can build to answer specific questions about their data.

If you need general support as an admin user please contact general support in the following ways:

Email: Support@campmanagement.com - this will open a help ticket and a representative will get back to you shortly.

Phone: Call our general support line at (516) 900-6334 with questions and a representative will be happy to talk you through your question or issue. If a representative cannot take your call please leave a message and we will get back to you as soon as possible!

Please note that CampSite support does not offer support services to your camp families or staff. Please ensure only CampSite admin users (those with an account under Admin> DB Management> Users) email asking for support.

For technical support with the questionnaire or scans please contact the dedicated PCI team in the following ways:

• Email: helpdesk@encytro.com

• PCI Help Phone Number: (866) 949-9777 (This is a different phone number than the General CampSite Support Help Line - listed above)

To use the new accessibility widget on the Admin side of CampSite, users will need to be viewing CampSite's Responsive Interface.

The Parent Dashboard can access these accessibility options as well. This way all parents can use the parent dashboard to the best of it's ability!

On the parent dashboard, no changes need to be made to access this ADA widget. For a parent to access the ADA widget, they simply need to login and click on the "Accessibility" option on the left side bar.

Clicking on this option will cause the accesibility pop up to appear. Parents can then select the same options that Admin will have to change font size or select a dyslexia-friendly font for the page. They can also choose to see the page in alternate high-contrast or inverted color page views.

This same accessibility option is available on the Staff dashboard and on the Donor dashboard in the same way.