Events Setup Wizard

Events Wizard - Step 1: Request for information setup + Direct registration form

The "Request for information" and "Direct Registration" forms are used by groups/guests to create their account for your Events Dashboard.

To manage your Request for information + Direct Registration forms, navigate to Step 1 of the Events Setup Wizard within the Events Admin tab.

What's the purpose of these forms?

Before they can access your Events Dashboard (including your registration form, payments, and more), groups/guest must create an account first. In order to create an account, they must complete either the Request for Information or Direct Registration form.

Note that there's a "group" and "individual" version of each form.

Group leaders who plan to register a group of people for an event should use the Group Request for Info or Direct Registration forms. Individuals who plan to register only themselves for an event should use the Individual Request for Info/Direct Registration forms.

What's the difference between a Request for Info and Direct Registration?

The Request for Info form is meant for sending an inquiry to your camp to follow up on before the group/guest proceeds with registration.

The Direct Registration form will proceed the group/guest directly to registration immediately after they create their account.

Form Setup

General Options

Both the Request for Information and Direct Registration Forms come included with sections of basic questions (date of birth, contact information, etc.)

Under "General Options", customize how these question sections display by rearranging the order they appear in and/or controlling whether a section actively appears on the form. For example, if you don't wish to collect the group leader's address, make the "group address" section not active.

  1. Click + drag to rearrange the order question sections appear in on the form
  2. Double click to edit whether the section actively displays on the form
  3. Select yes/no whether date of birth and cellphone are required on both forms
  4. Click to Save changes

Header Text

Add custom text to the header area of each form. This can be used to provide useful information, instructions, external links, etc. that you wish to present to groups/guests before they start completing the form.

Type content into the textbox and use the toolbar to format the content as needed (e.g. embed images, links, change font colors, etc.)

Save changes when you're finished.

Custom Questions

Add your own custom questions to these forms in addition to the questions that come included.

To add custom questions to the group forms, click "Group questions" on the left. To add questions to the forms for individuals, click "individual questions."

Note: In order for custom question sections to appear on the form, the "group questions" and "guest questions" sections must be active under General Options.

  1. Click to add a new custom question
  2. For existing questions, double click a field to edit it (e.g. the question text, whether it's active or not)
  3. Double click to delete a question
    • Questions cannot be deleted if they've already been answered. Instead, make the question not active to remove it from your form.

Automatic E-mail Responses

Create an email message to send to groups/individuals as soon as they complete the form.

  1. Choose whether or not to provide login credentials in the email (so the group leader/individual can access their account for the Events Dashboard)
    If included, the credentials will appear below the custom email message that you create
  2. Create a custom email for group leaders
  3. Create a custom email for individuals

Use the text editor toolbar to format the automatic email message, and/or embed images, links, etc.

Make sure to click "Save Changes" before leaving the page.

Events Wizard - Step 2: Events

Create "events" to represent the different events that groups/guest can register to attend. Each event must have a specific start and end date, and can also have a maximum capacity (to limit the number of attendees who may register).

Important note:

  • When a group/guest completes your registration form, they select registration options that contain certain events at a specific rate (price).
  • Registration options are created later on Step 6. Before you can build a registration option, you need to create the corresponding event(s) here on Step 2 first.

To manage your Request for information + Direct Registration forms, navigate to Step 1 of the Events Setup Wizard within the Events Admin tab.

From Step 2, you may:

Important Note:


Events do not appear on your registration form until you build them into a registration option on Step 6 of the Events Setup Wizard.

Create a new event on Step 2, then go to Step 6 and add the event to an enrollment option.

Add a New Event

  1. Select the appropriate year
  2. Click + Add event...

Provide the name, start/end date and time, the maximum capacity (to limit how many may register for the event), and a description of the event.

You may also configure sub-capacities ("group capacities") by editing the event after it's created.

Edit an Event

Note that you may edit an event at anytime, even if registration has already begun.  Any changes you make will apply to new registrations that occur from that point forward.

Double-click the pencil to edit an event.

Edit the event details as well as group capacities.

Event Group Capacities

Using group capacities, you can limit how many attendees of a certain age/gender may register for the event.

Note that capacities only limit how many can register; they do not limit who is eligible to register.

Add a Group Capacity

Click + Add group capacity...

Select a capacity amount and the appropriate gender and/or age filters.  For example, in the screenshot above, the event is limiting only 50 spots for attendees age 0-17 as of 9/18/2021.

Click 'add group filter' when finished. Add additional group capacities as  needed.

Edit/Delete a Group Capacity

Group capacities can be edited or removed at anytime (even after enrollment has begun). 

  1. Double click the current capacity amount to adjust it
  2. Remove a capacity by double clicking the delete button

Note that group capacity criteria cannot be edited. Instead, delete the capacity and add a new one with the correct criteria. 

Delete an Event

Deleting an event serves to permanently remove it from your CampSite database.

  • If your intention is to remove an event from your registration form, you may do that via Step 6, not via Step 2. On Step 6, deactivating or deleting the corresponding registration option bundle will prevent guests/groups from seeing it when registering.

To delete an event, double click the red delete button.

When the delete button is grey, it indicates that the event cannot be deleted because it's been built into a registration option.

Events Wizard - Step 3: Transaction categories

Event transaction categories allow you to organize the Events transactions within your CampSite database. 

Each time an Events transaction is created, it's labeled with at least 1 Events transaction category. Admin users can then filter financial reports by transaction category in order to generate financial data on a per-category basis.

To manage your transaction categories, navigate to Step 3 of the Events Setup Wizard within the Events Admin tab.

From Step 3, you may:

How do transaction categories work?

First, you'll create various transaction categories on Step 3 to reflect the different types of transactions you expect to generate. Then, you'll designate these categories to certain registration-related transactions you configure (e.g. rates; extras; discounts; etc.) When an attendee registers and those transactions are posted, they'll automatically be labeled with the category you specified when setting up the transaction.

Transaction categories are also used when admins create new transactions manually (via the group/guest profile).

Add a New Transaction Category

Adding a new transaction category

Click + Add a new transaction category...

  1. Name the transaction category, optionally, assign a ledger code. Ledger codes are also included in financial reports.
  2. Select which enrollment year(s) the category is relevant and then click "Add transaction category" to save your changes.

The new transaction category will be added to your database. To apply the transaction category to certain enrollment form transactions, navigate to the corresponding setup wizard step and edit the "Category" settings for the transaction.

Edit a Transaction Category

Edit the name, ledger code, or registration years for a transaction category by double clicking the corresponding pencil icon.

Note: "Package" and "Event Rate" are built into your CampSite database so you cannot edit the name or delete either category.

Also, you can't disassociate a transaction category from a year in which the category was assigned to transactions.

Delete a Transaction Category

To permanently delete a transaction category from your database, double click the delete button on the right.

A transaction category cannot be deleted if it's been applied to a transaction (even in past years). However, you can hide a transaction category for certain registration years by editing the transaction category and deselecting the year(s) for which it's not relevant.

Events Wizard - Step 4: Registration discounts

Admin users can select to apply pre-configured registration discounts when processing a group/individual's registration, in order to reduce their registration balance.

To manage your registration discounts, navigate to Step 4 of the Events Setup Wizard within the Events Admin tab.

From Step 4, you may:

Select "Group" or "Individual"

Use the sidebar menu to select group or individual registration discounts, depending on which discounts you want to create/manage.

Add a New Registration Discount

Click the link to add a new registration discount.

For type, select whether the amount should be flat or a percentage. If by percentage, the discount will be calculated as a percentage of the grand total amount of all the events the group/guest registering for.

For accrual event, you may choose to assign all transactions to a specific event for financial accrual reporting purposes. Select "None" and CampSite will automatically assign the discount transaction to all event(s) the group/guest is registering for.

Select a transaction category and designate the amount, then submit.

Edit a Registration Discount

Double click the current name, category, or amount in order to enable editing.

Make the necessary changes and then click OK to save.

Delete a Registration Discount

Double click the delete icon to remove a registration discount.

Note that deleting a discount does not impact existing transactions created by this discount. Deleting a discount only impacts which discounts admins can see/select when registering groups/guests moving forward.

Events Wizard - Step 5: Registration form setup

Manage the overall settings for your registration form (including terms & conditions and automatic email confirmations).

To manage your registration form setup, navigate to Step 5 of the Events Setup Wizard within the Events Admin tab.

From Step 5, you may edit:

General Options

Control whether individuals/groups completing your registration form are able to see the number of spaces remaining for your events (if your events have a maximum capacity).

Instructions + Terms

Add custom text to the top of each page of the registration form, as well as your registration Terms & Conditions (which attendees must sign & agree to in order to checkout), and the confirmation message that displays after the registration form is submitted successfully.

First, select the Group instructions + Terms or Indv. instructions + terms side tab on the left, depending on which registration form you wish to edit.

See the header to confirm which custom text each text box corresponds with. 

Automatic Email Responses

Customize the automatic confirmation email CampSite will send the attendee as soon as they submit the registration form successfully.

First, select the Group e-mail responses or Individual email responses side tab on the left, depending on which confirmation email you wish to edit.

Add your desired email content into the text box that appears.

Note that CampSite will automatically embed the name of the registration option(s) the attendee selected at the end of your custom email message. 

See below for an example.

Events Wizard - Step 6: Registration options

Manage the registration options that appear on your Events registration form, including the rate(s), custom questions, available coupon codes, and more.

Registration options are unique to the Events Module and are separate from the Camper Enrollment options in the Camper Setup Wizard. For more information on the Camper Enrollment Options please see: Step 9: Enrollment Options

To manage your registration options, navigate to Step 6 of the Events Setup Wizard within the Events Admin tab.

From Step 6, you may:

Create a New Registration Option

To create a new registration option on your registration form, you must:

  1. Add a new registration option
  2. Add a bundle to the option
  3. Add a rate to the bundle

Additionally, you can also add special rate criteria, custom questions, extras for purchase, and coupon codes if needed.

1. Add a New Registration Option

To begin, click + Add registration option...

Enter the name of the option; the description; and choose whether it should actively display on your registration form at this time.

2. Add a Bundle

Next, add at least one bundle to the registration option. A registration option will not appear on your registration form until you add at least (1) bundle to it.

First, add the bundle; then, create a group and or individual rate for the bundle.

When creating a bundle, you'll tie a specific Event/s to the registration option and also specify the rate(s), plus any payment installment dates (if needed).

  • Provide a name and description for the bundle
  • Select the number of events, i.e. how many events the group/individual will be registered into
  • Select the event choices, i.e. whichevents the group/individual will be registered into
    • If the"number of events" is less than how many "events choices" are selected, guests will need to select that many "number of events" from the selected event choices.
    • For example, if "number of events" = 1, and 2 "events choices" are selected, guests must choose only 1 of those 2 events.
  • Select whether the bundle should actively display on your registration form

If you create multiple bundles, registrants can select only one bundle per registration option.

3. Add a Rate to the Bundle

Next, expand the bundle to configure the rate. If you don't configure a rate, the registration option will not appear on your registration form.

  • You can configure a separate rate for group registrations vs. individual registrations. Select the appropriate sub-tab to do so.
  • If you configure both, both groups and individuals will be able to register for the bundle at the respective rate.
  • The rate for group registrations can be configured as a price per group overall; or per attendee within the group.

Default Rate

  1. Select the Group rate or Individual Rate tab
  2. Click the Create rate... link and then provide the following:
  • Rate type: (Group rate only) Choose whether to charge per person, or a flat amount per group
  • Transaction category: Select which transaction category the rate charges will apply towards
  • Transaction description: Enter a description to assign to rate charges
  • Default amount: Enter the default amount you wish to charge each person or group for this bundle

Make sure to Save changes before navigating away from this page.

Create Additional Rate Criteria

If needed, apply a special rate if certain criteria is met.

  1. Click Create additional rate criteria...
  2. Click + Add criteria...
  3. Select the type of criteria
  4. Add the criteria details

If the criteria is met, registrants will be charged the special rate instead of the 'default' amount.

For example, if guests 4 and under are free, create an age-based rate of $0 with a minimum age is 0 and maximum age of 4.

Deposit + Installments

If needed, configure a minimum deposit as well as an installment schedule for payment.

  • Require deposit?:Choose whether a minimum amount must be paid when registration is approved.
    • If no, no amount ($0) will be required at registration - the registrant may pay their entire balance later.
    • To require full payment at the time of registration, set a 100% deposit.
  • Category:  Select which transaction category the deposit payment will apply towards.
  • Type: Choose whether the deposit is a flat amount or a percentage. For group deposits, also select if the deposit is for the entire group or per person.
  • Amount: Set the amount.
  • Mandatory Auto pay?: If you configure installment payments, select whether or not auto pay is required for those payments. If you don't configure installments, this setting is not relevant.
  • Installments: Create a payment schedule for those who do not pay in full when their registration is approved.
    1. Click 'Installments'
    2. Specify the dates for payment, and the percentage of their balance that must be paid on that date.
      Note that installments must be configured before registration begins. If a group or individual has selected the registration option, installments can no longer be setup.
      You can batch invoice for these payments via the Events Invoicing + Auto Pay tool on the Financial dashboard.

Registration Option Settings

Display Settings

  1. Drag and drop to rearrange the order options appear in
  2. Edit the name or description of an option by double clicking on it

Registration Option Tabs

General Options

  • Toggle whether this registration option is open for groups and/or individuals
  • If you add questions for this registration option, choose whether registrants can go back and edit their responses after they already submitted their registration form
  • If you allow group registrations, specify the maximum number of attendees that any one group may register for the option

Bundles

  1. Rearrange bundles by dragging and dropping
  2. Expand (double click) and manage the rate, deposit, and installments
  3. Duplicate (double click) the bundle
  4. Edit the bundle name (double click)
  5. Edit the event(s) associated to the bundle
  6. Edit the bundle description (double click)
    • Admins may manually register a group/individual for an inactive bundle

Questions

Add/manage custom questions on the registration form.

  • Group questions will appear on group registrations only, and collect (1) response for the entire group.
  • Attendee questions can be set to appear on group and/or individual registrations, and will collect a separate response for each attendee.
  • Create a question by clicking + Add question...
  • Rearrange questions by clicking the rearrange icon on the far left and dragging & dropping
  • Edit the question by double clicking the current question text
  • Edit the response type by clicking the link for the current type
  • Edit whether the question is mandatory or actively displaying on the registration form by double clicking the current Yes/No setting
  • Remove a question from the registration form by deleting it, or making it not active

Permitted Groups

Restrict registration to specific groups already in your database.

Click + Add permitted group... and select an existing group within your database.

Continue adding more groups as needed. To remove a group, double click the delete button on the far right.

Extras

Add/manage the extra items/services available for purchase with this registration option.

  • Group extras will be available for purchase once for the entire group.
  • Attendee extras will be available for purchase per attendee.
  •  Create an extra by clicking + Add extra...
  • Rearrange extras by clicking the rearrange icon on the far left and dragging & dropping
  • Edit details by double clicking the pencil
  • Edit the name, description, and amount by double clicking the current value
  • Edit whether the extra is mandatory or actively displaying on the registration form by double clicking the current Yes/No setting
  • Remove an extra from the registration form by deleting it, or making it not active

Coupon Codes

Add/manage coupon codes that can be entered at checkout for a discount towards the bundle rate.

  • Group coupon codes can only be used on "group" registrations.
  • Individual  coupon codes can only be used on "individual" registrations.
  • Click + Add coupon code... to create a new coupon code.
  • To edit an existing coupon, double click any of the current values.
  • To disable/enable a coupon code, double click the yes/no setting for Active? When set to No, the coupon code will be rejected.
  • To permanently delete a coupon code, double click to delete it on the far right.

Refer to the "# of uses" column to see how many times a group/individual has used the coupon code.

  • To see who used the coupon, add the "Registration coupon code" to an advanced report, or  generate the financial Transaction log and enter the coupon code into the "Description" filter before running the report.

Remove Registration Options/Bundles from the Registration Form

Remove an entire registration option or a particular bundle within a registration option from the registration form by hiding or deleting it.

  • Deactivate an option or bundle to hide it without removing it completely.
    • Activate it later to add it back to the registration form if needed.
    • Admins may register a group/individual for an inactive option/bundle.
  • Delete an option or bundle to permanently remove it from your database.
    • Deleted options/bundles cannot be un-deleted.

Remove a Registration Option

  1. To change the "active" status, double click on the current Yes or No setting in the Active? column.
  2. To delete an option, double click the delete button.
    • An option can't be deleted if someone selected it already. Instead, make it not "active."

Remove a Bundle within a Registration Option

First, expand the registration option to access the bundles therein.

  1. To change the "active" status, double click on the current Yes or No setting in the Active? column.
  2. To delete a bundle, double click the delete button.
    • A bundle can't be deleted if someone selected it already. Instead, make it not "active."