Agent Module

If a family that the Agent User will be managing enrollments for already exists in Campsite, they will need to be added to the agents new profile by an admin user. This process can be seen under: Agent Settings

If a family that the Agent User will be managing enrollments for does not already exist in Campsite, the agent user can create a profile for this family by clicking the "add family" button. This process can be seen here: The Agent Dashboard

When an Agent User is added, they will get an email where they can create their password and then log into their account. Agents can submit enrollment requests for campers within families that they manage. For more information on what this dashboard looks like please see: The Agent Dashboard

Agent Users have a limited version of the Camper and Family Profile pages in Campsite. To view what an Agent User can see on these profile pages please see: The Family Profile as an Agent User and The Camper Profile as an Agent User

Permissions can be granted to Agent Users under Admin> Campers> Agent

This is a different location from the rest of Campsite Permissions (which are hosted under Admin> DB Management> Users)  

For more details on these permissions please see: Agent Permissions

To assign a family to an Agent User click on "Assign new family..."

A text box will appear. Begin to type the name of an existing Campsite family. You will need at least 3 letters of the family name added to the text box for a family to appear in the dropdown list. 

Click on the family name to add them to the list of families you are adding to this agent.

click on the "Assign family" button when done. The family will be added to the list of assigned families for this agent. Repeat this process as needed to add more families to be managed by this agent.

You can change an Agent User's password at any time by typing into the text box under the "Change Password" section. 

Type a new password following Campsite's password criteria:

Passwords must include the following:

• At least 8 characters
• 1 uppercase and 1 lowercase letter
• 1 number

When done click on "Save changes for this agent". 

If finished with all Agent User editing click on the "Save Changes" overall button in the bottom right corner before navigating away from the page.

Basic

• Edit- Permission to edit information within the Camper module (i.e. the data on each family and camper's profile).
• Enrollment Processing - Permission to process enrollment requests and enroll campers.
• Profile History Log - Permission to view the history tab on the Family and Camper profile pages.

Financial

• Financial read - Permission to view basic financial information (such as transactions and payment methods) on Family profile pages.
• Create payments - Permission to post new payments to a family's account.

Family + Camper Notes

• Admin - Permission to create + manage notes categories and designate which users have access to view and create notes in those categories.

• Enable module only - Permission to add authorized pickups during the enrollment process.

Only an existing admin user can associate an Agent to an already existing family in the Agent Settings section under Admin > DB Management > Agents. For information on how to do this please see: Agent Settings

Once existing families are added to be managed by an agent, they will appear as follows:

The enrollment process as an Agent User is very similar to the process that any admin who manually enrolls a camper would take.

An Agent User will first need to select the enrollment options that this camper will be attempting to enroll in. Click on "+Add enrollment options..." to begin this process. 

Once options are selected, click on "Next step: Questions" to proceed. 

Here agents will fill out answers to questions asked on Step 8 and Step 9 of the enrollment process. They can also select to add on enrollment extras if desired to this campers enrollment request. 

When questions and enrollment extras are complete, click on "Next step: Payment Details".

On the payment details step an agent will see the total cost that this camper will incur for this enrollment request. 

In the Payment Details box, the agent can choose a payment method for this family to pay by.

When choosing an electronic method of payment such as a Credit Card, if the family already has a card on file, it can be selected here from the list.

If a family does not already have a card on file, an agent can add a new card by selecting "Add a new credit card"

If payment schedules are available, an agent can choose to add this family to an available payment schedule. 

When the enrollment form is complete, click on "Submit enrollment request"

The Essentials and Age and grade sections of the basic info tab can be edited by an Agent User as needed by double clicking on the current value, selecting or typing the new value, and clicking on "OK" when done.

The Yearly tab will host yearly information about this camper including. 

• Enrollment Requests submitted in this year
• Enrollment questions and their responses
• One tab per session that the camper is currently enrolled in for this year

The Basic info tab on the Yearly level hosts this campers grade and custom color. These can be edited by double clicking on the current value.

Submitted enrollment requests for the current year (as well as their current status) can be seen here along with the date and time that they were submitted.

The signed registration contract can also be seen here by clicking on "Registration contract".

Enrollment questions and their recorded responses for this camper for this year can be seen in the Enrollment questions tab. Responses can be edited as needed by double clicking on the current value, updating the selection or text, and clicking on "OK" when done.

Each session that a camper is enrolled in for the current year will have it's own tab in the Yearly tab. 

If a camper is assigned to a Division and Bunk within Bunking Boards, that assignment can be seen here. 

Yearly based custom fields can be seen and edited here. To edit a field, double click on the current value, slecet or type a new value, then click "OK" to save when done.

If a camp is using the Medical module and if the Agent User has been granted permission (under Admin > DB Management > Agents > Permissions) to see the camper medical information, the Medical tab will appear for the Agent on the camper profile.

The Medical tab functions the same way for an Agent User as it would for an Admin User with medical permissions enabled. For an overview of the Medical tab, please see: Medical Tab on Profile Pages

Click through all sections of the medical tab on the camper profile to input information as needed. Double click on any existing value within the medical tab to edit the current value and click "OK" when done to save. 

The forms tab for Agent Users has the same functionality as the forms tab has for any Admin User with Forms permssions enabled. For an overview of how this tab works, please see: Camper Profile: Forms Tab

The Primary Parent Tab will host basic information on the two primary parents, Basic info + Addresses, and Permanent Custom Field information.

This information can be updated as needed by double clicking on a current value, editing as needed, then clicking "OK" to save the new value.

If needed, additional adults can be added to a family profile page via the Divorced Parents tab. To enter a parent here, double click on an empty value, add information, then click "OK" when done to save. 

For more information on Divorced Parents and what they are able to do in Campsite please see: Family Profile: Divorced Parents Tab

If an Agent User has been granted permssions for the Attendance Module (under Admin > DB Management > Agents > Permissions) they will be able to access the Authorized Pickups tab. 

To add an authroized pickup to this profile, click on "+ Add Authorized pickup..."

Basic information must be added to the pop up window that appears. When done entering information, click on "Add Authorized pickup" in the bottom right corner. 

For more information on adding Authorized Pickups please see: Adding Authorized Pickups on the Family Profile

If family level forms exist for this family they can be accessed here on the family profile > forms tab. Agent Users can fill out and submit family level forms as needed on the family profile in this location. For more information on filling out or submitting forms please see: Camper Profile: Forms Tab

Agent Users will also have a limited version of the Financial Tab on the family profile page. Here Agent Users will be able to:

• View Financial notes
• View overall family charges, payments, and current balance
• Generate a statement
• Email a statement
• View charges and discounts for each camper
• View payments, credits, and refunds
• Make a new payment.

To generate a statement double click on the paper icon with the dollar sign under the Current Balance. Set a date range to generate for as needed and click "Generate Statement" when done. If a statement is needed for the entire calendar year as of the current date, leave the date range box blank and click on "Generate Statement".

To email a statement to a family, double click on the blue envelope icon under the Current Balance. Set a date range to generate for as needed and click "Generate Statement" when done. If a statement is needed for the entire calendar year as of the current date, leave the date range box blank. Select recipients as needed and compose email. Click on "Send email" when done. 

For more information on both of these processes, please see: Transactions

Agent Users can make a new payment for a family as needed by clicking on the "New payment" button. This process follows the same steps as seen here: Payments

For an Agent User the invoices tab is a view only access page. Here an Agent User can view payment schedules and invoice preferences for a family.

An Agent can view and add new credit cards for a family as needed in the Credit cards tab. 

This tab has the same functionality as seen here: Family Profile: Credit Cards Tab

The only functionality that does not appear on the Agent view is the ability to delete credit cards. Agents cannot delete a family credit card.

An Agent can view and add new checking accounts for a family as needed in the Checking accounts tab. 

This tab has the same functionality as seen here: Family Profile: Credit Cards Tab

The only functionality that does not appear on the Agent view is the ability to delete checking accounts. Agents cannot delete a family checking account.

Q: Can Agents self-register via a public link?

A: No. There is currently no public-facing registration link for Agent users to create their own account at this time. All Agent accounts must be manually created and granted permissions by a camp administrator. If an Agent user requires assistance in creating an account, they should contact their camp administrator directly. Please note that CampSite Support Technicians cannot create an agent account for a camp or independent Agent.

Q: How are families linked or assigned to an Agent?

A: Linking can happen in two ways:

• Manual Admin Assignment: In the Families section of the Agent setup page, an administrator can assign existing family profiles to the Agent. (Note: Only one agent can be assigned per family, and there is no automatic assignment tool for existing profiles).
• Via Agent Family Creation: The Agent can directly create a new family profile themselves when logging into their dashboard.

Q: What does an Agent user do if they login but have no permissions/abilities?

A: If an Agent user requires assistance in creating an account, please contact the camp administrator directly. Please note that CampSite Support Technicians cannot assist an Agent user to the full extent in which they can assist a camp Admin user.

Q: Where do Agents log in? Can they use the Parent Dashboard?

A: Agents cannot use the front-facing Parent Dashboard. Agent Users will login to Campsite via the admin login screen and will have a limited version of the admin facing side of Campsite to use (e.g. firewood.campmanagement.com/admin). This is the same page all admin users will use to login to their Campsite database. Despite this being the same login page that an admin user would use, the Agent login will present Agents with a modified, streamlined version of the admin interface. 

Q: What happens when an Agent logs in for the first time without any assigned families?

A: They will see a prompt advising them that if a family already exists in the system, they must contact the camp administrator to be linked. If the family does not exist, a button is provided to add a new family.

Q: What is the process when an Agent adds a new family?

A: Clicking to add a new family opens the exact same form a regular administrator uses via the “Add new family” button. Once submitted, the newly created family is automatically linked to that Agent's profile, and the system immediately routes the Agent straight into the camper enrollment workflow.

Q: What does the Agent main landing page display?

A: Returning to the main landing page displays a tracking grid showing the current enrollment request statuses for all campers the Agent manages. This is a simplified, read-optimized version of the status view that camp administrators see, primarily confirming that the request was successfully submitted.

Q: What can an Agent view and do on the Camper Profile level?

A: Agents have access to the Basic info and the Yearly tab. Basic information can be updated directly, and bunking details are fully visible. If granted medical permissions, a Medical tab appears, allowing the Agent to update fields by double-clicking blocks. The Action menu at the camper level is restricted strictly to the "Enroll" operation.

Q: What tools and tabs are accessible on the Family Profile level?

A: By clicking the family name on the top left of the screen, the Agent can navigate to the full Family Profile, which contains:

• Primary & Divorced Parent Tabs: Viewable and editable via a double-click interaction.
• Authorized Pickup Tab: Full administrative double-click editing capabilities.
• Forms Tab: Ability to view and fill out forms as required.
• Financial Tab: Operates exactly like the admin side. Includes a Transactions tab to post payments against active balances, an Invoices tab to email statements to families, and tools to manage saved credit cards or checking accounts.
• Action Menu: Used to add a new camper to the family or trigger a password reset for the family's standard parent dashboard.

Q: How does a Camp Administrator create a new Agent user?

A: Navigate to Admin > DB Management > Agent. From there, fill out the required information: First Name, Last Name, Email Address, and Agency Name. Saving this form triggers an automated system email to the Agent, identical to the flow for creating a new administrative user. Admins also have the option to set a manual password here if needed.

Q: What permissions are required to properly set up an Agent account?

A: To grant an Agent functional access, the "Enable module" check box must be selected first. Once activated, specific modular permissions must be toggled based on operational needs: Module Area Permissions Available / Required Campers Basic, Edit, Enrollment Processing, Profile History Log, Financial (Financial read, Create payments), Family + Camper Notes, Admin, Medical Camper Medical, Medical edit, Medical read, Attendance “Enable module only” (Specifically utilized for adding authorized pickups).

Q: How do Agents access the enrollment page for a camper?

A: To start the enrollment process, Agents should log into their Agent Dashboard, click the name of the camper they wish to enroll, click on the Action Menu on that camper's profile, then click on the “Enroll” button to begin the enrollment process.

Q: Can multiple campers be enrolled at the same time?

A: No. Campers must be enrolled one at a time. Once the first camper's enrollment is completed, Agents can return to the main dashboard landing page to start the process for the next camper.

Q: How do Agents select camp sessions or packages?

A: On the Step 1: Enrollment Options step, Agents will:

1. Select the specific session(s) or option(s) they want to register a camper for.
2. Click Save & Continue when done.

• Bundles & Selections: If an option includes multiple bundle choices or requires session selections, clicking the option will expand it to prompt the Agent for those additional choices.

Q: Where do Agents answer custom questions or buy add-ons?

A: The Step 2: Enrollment Questions and Additional Options step is where Agents answer any camp-specific questions and choose optional enrollment extras (like camp t-shirts, gear, or special activities).

• Once finished selecting their extras and answering questions, Agents click Save & Continue.

Q: How are payments, discounts, and coupons handled?

A: On the final Checkout page, Agents will see a breakdown of the enrollment balance a family will owe:

• Discounts: Any automated discounts the camper qualifies for will be calculated and displayed automatically beneath the subtotal.
• Payment Info: Agents will enter a family’s payment details on this screen. If payment details already exist for a family, they can be selected from the dropdown list. 

Q: Is a signature required by an Agent to submit the Enrollment form?

A: No. An Agent does not need to sign any terms and conditions to submit an enrollment request for a camper.

1. Missing Forms Step in Enrollment: The "forms" phase is currently missing from the initial agent enrollment sequence. As a workaround, forms will not appear or restrict submission during enrollment; however, Agents can successfully fill out and submit all required forms directly on the Camper or Family profiles after the initial request is completed.
2. Medical Step Restriction: Medical information cannot be added by Agents during the enrollment process at this time. Agents must navigate to a campers profile page after an enrollment request is submitted and double-click to enter data field-by-field within the Medical tab.