Release Notes 2015

Tasks

The old Reminders system has been changed to Tasks, which can be created on the new Tasks tab of the Family or Staff profile page. Tasks make it easy to manage your team's "to-do list" by having a specific date and time, and the ability to be assigned to multiple administrators.

Assignees can see their past due and upcoming tasks, and mark them as complete, in multiple locations:

• On the "Welcome to CampSite" page upon login
• On the Tasks calendar, accessed through the Campers and Staff menus on the navigation bar
• On the Family or Staff profile page

A task may be marked as completed by any of its assignees, or the administrator that created the task. Only the task's creator may delete it from CampSite.

Additional functionality will be rolling out over the coming months - please check out the CampSite blog for more information!

Product Enhancements

Miscellaneous product updates, including:

• A new setting is available in Admin > Campers > Miscellaneous to allow your camp's search bar to take admins directly to the camper profile, rather than the family profile.
• A new admin permission is available for Campers, Staff, Alumni and Events to allow users to delete profiles. Any administrator that had Edit permissions prior to this update have the Delete permission, which can be removed by going into a user's permissions in Admin > DB Management.
• Enrollment Extra names have been increased to 50 characters.

Product Enhancements

Miscellaneous product updates, including:

• Staff Medical Fields are available for reporting in Advanced Reports
• A new option has been added into the Camper Medical section of the Parent Dashboard to allow parents to download PDF copies of the Health History Form after submission to bring to the camper’s doctor in conjunction with the Camper Health Care Form
• Camper and Staff Forms have an additional setting to determine if the form is included with ‘form submission notifications’ for admins
• A filter for submission date is now available when printing camper and staff forms
• Inactive forms are now shown on the camper and staff profiles
• An admin notification is now available for upcoming payment schedule installments
• Statements from any year may now be attached when sending family e-mails
• When sending invoices by e-mail as part of a payment schedule, you may now choose a saved family e-mail
• Saved e-mails can be ‘archived’ by double-clicking the pencil next to the e-mail in the admin menu. Archiving e-mails will allow you to continue to view delivery stats but the archived e-mails will not show up on saved e-mail lists. E-mails can be deleted once archived.
• The New Family Enrollment Form settings for camper information are now applied when adding a new camper through the Parent Dashboard

Enrollment Discounts

Enhancements have been made to the enrollment discounts system, allowing discounts to be posted to camper accounts automatically during the enrollment process based on specific criteria.

When creating new discounts, you now have the option of choosing Manual or Automatic for the mode. Manual mode discounts are applied by administrators and Automatic mode discounts are added to the camper’s enrollment during the checkout process based on the camper meeting defined criteria. Any existing discounts in your database are set for manual mode to retain their current behavior.

The following criteria type can be selected when creating automatic discounts:

• Enrollment option - Applied if a camper enrolls in a certain enrollment option.
• Session - Applied if a camper enrolls in a certain session.
• Session count - Applied if the camper enrolls in a certain number of sessions in a given enrollment request.
• Siblings with enrollment requests - Applied if the camper has a certain number of siblings with submitted enrollment requests in the same camp year.
• Siblings enrolled - Applied if the camper has a certain number of siblings enrolled in the same camp year.
• Paying in full? - Applied if the camper selects "Pay in full" during checkout.
• Payment schedule - Applied if the camper selects a certain payment schedule during checkout.
• Payment method - Applied if the camper selects a certain payment method.

If you set multiple criteria for a discount, campers must meet all criteria with their enrollment request in order for the discount to be applied.

By default, discounts do not have limits, and will be applied each time a camper submits an enrollment request meeting the criteria for the discount. Limits can be set to have the discount applied once per camper or once per family for each enrollment year.

The calculation of discounts and coupon codes follow the existing behavior:

Discounts are applied independently of each other and always calculate off the total of the tuition plans associated with the enrollment request

Coupon codes calculate off the total amount of the enrollment request

Options have been added to the Financial: Settings section of the Admin menu to allow for stacking of enrollment discounts and coupon codes, as well as set coupon codes to calculate off tuition only. If stacking is turned on, discounts will be applied in the order in which they are listed on the Enrollment Discounts setup page.

Product Enhancements

Miscellaneous product updates, including:

• Revamped welcome page including ten most recently visited pages
• “Camp-Specific Fields” have been renamed “Custom Fields”
• General Ledger code length has been increased to 30 characters
• The "yourcamp.campmanagement.com" shortcut has been disabled and administrators must now use “https://yourcamp.campmanagement.com/admin” to access CampSite. You may need to clear your browser history to prevent the shortcut from auto-filling:
  • Clearing browser history in Google Chrome
  • Clearing browser history in Firefox

Custom Medical Questions

A new section for Custom Medical Questions is available on both the Camper and Staff Health History forms. Custom Medical Questions can be created in the Medical Management section of the Medical Dashboard.

• Custom medical questions are created separately for campers and staff, and can use any of the standard question types available within CampSite.
• When adding questions, you may choose if the question should be mandatory, as well as whether or not administrators should be able to flag the response as critical on the profile page.
• Custom Medical Questions will appear on the camper or staff profile under the Medical > Custom Questions tab. Double-clicking the grey flag next to a question response will mark that item as critical and it will appear when creating a Health Center Visit Log for the camper or staff member.

Product Enhancements

Miscellaneous product updates, including:

• All Forbidden Over-the-Counter Medications now appear on the Health Center Visit Log, regardless of their critical setting. Critical Forbidden OTC Medications will be indicated with red text.
• For camps using Accrual Accounting, a new admin notification is available to alert a user of unassigned transactions on a weekly basis. This notification can be set in Admin > DB Management > User Management by double-clicking the pencil next to a user’s name, and updating the Financial Notifications section.

Tuition Plan Rates

You now have the ability to set date-based pricing on each of your tuition plans to allow for tuition to automatically change on a set date. Tuition plan rates can be created using the following steps:

1. On Step 5 of the Setup Wizard, double-click the pencil next to a tuition plan
2. Click “+Add tuition plan rate…”
3. Enter the rate’s name (e.g. “Early Bird”), amount, dates during which it is applicable, and set the Active status

If a camper submits an enrollment request during the period during which a rate plan is active, their tuition will reflect that rate.

When processing enrollments during manual mode enrollment, or through the Action Menu on a camper profile, administrators can change the rate being applied by double-clicking the pencil on the Payment Information step. Users with financial permission may view the rate applied to an enrollment under the Year > Enrollment Requests tab on a camper profile, or by adding the field for “Enrollment option + bundle + tuition plan rate name” to an Advanced Report.

Product Enhancements

Miscellaneous product updates, including:

• Campers enrolled in more than 8 sessions will display the first 8 sessions, by date, on their profile. The additional number of sessions will be indicated at the bottom of the list, which can be clicked to expose the remaining session names.
• For camps using ACH payments, the Checking Account Transactions report now allows users to “combine electronic payments” for easier reconciliation of payments divided into multiple transaction categories.

Staff Medical Form Updates

The sections included on the Staff Medical Form can now be toggled on or off, or presented in a custom order on the Health History Form. The form may be customized in Admin > Staff > Medical. By default the form is presented in four sections.

• Double-clicking the pencil next to any of the Health History Forms will reveal the individual sections contained within that form. Sections may be dragged and dropped into any order, or into any form, for a custom setup.
• Double-clicking the “Active” setting will make a section inactive on parent-facing forms.
• The individual form names can be changed by double-clicking on the existing name, and dragged and dropped in any order.
• Once a staff member has completed a part of the Health History Form, the sections contained within that form cannot be updated, however, the section may be made inactive.
• Up to six sections can be contained on an individual form.

In addition, “Group Number” has been added as a standard field in the Insurance section.

Accrual Summary Updates

The Camper Accrual Summary and Events Accrual Summary reports now include an option to include specific transaction types when running the report. Please note that Reversals will be included only for transaction types included when generating the report.

Product Enhancements

Miscellaneous product updates, including:

• Staff division and bunk are now available for mass editing through Advanced Reports.

Medical Form Updates

The sections included on the Camper Medical Form can now be toggled on or off, or presented in a custom order on the Health History Form. The form may be customized in Admin > Campers > Medical.

By default the form is presented in four sections.

• Double-clicking the pencil next to any of the Health History Forms will reveal the individual sections contained within that form. Sections may be dragged and dropped into any order, or into any form, for a custom setup.
• Double-clicking the “Active” setting will make a section inactive on parent-facing forms.
• The individual form names can be changed by double-clicking on the existing name, and dragged and dropped in any order.
• Once a family has completed a part of the Health History Form, the sections contained within that form cannot be updated, however, the section may be made inactive.
• Up to six sections can be contained on an individual form.

In addition, “Group Number” has been added as a standard field in the Insurance section.

Registration Contract

The camper registration contract now locks in the terms and conditions that were active when the camper’s enrollment form was submitted. One registration contract will be created for each enrollment checkout on a camper’s account.

Product Enhancements

Miscellaneous product updates, including:

• 'Enrolled camper names' is available as a merge field for Family E-mails, Documents and Labels.
• Printed financial reports include report name for easier reference.

Documents and E-mail Attachments

Updates have been made to the behavior and options for attaching files to e-mails:

• Documents (created in the Admin menu) can be attached to e-mails to provide a personalized PDF with  e-mails that are sent.
• Statements may now be sent with e-mails without overwriting Documents or other files attached.
• Family e-mails that are saved with Statements attached will have this option applied as the default setting each time this e-mail is sent, except if being used for Request for Information or New Family Enrollment Form submissions.

Product Enhancements

Camp Today Media Themes (Admin > Camp Today > Media: Theme) now include a hex color option for more accurate color selection.

Labels

A new feature in the Admin Menu allows users to create a variety of labels and nametags. In addition to the existing Avery 5160 mailing labels, options are available for quarter and half-page layouts and Avery 5392 nametags.

• Labels can be generated for individual campers, families or staff through the Action Menu on the profile page
• Labels can be generated in batch for all individuals on an Advanced Report.

When printing labels, be sure your print settings are set at 100% scale, with fit-to-page disabled.

Deleting Enrollment Options

Enrollment options may now be deleted under 2015 > Yearly Info > Enrollment Requests tab on the Camper profile.

• Deleting enrollment options should be used in cases where parents or admins need to be able to re-select an enrollment option on the enrollment form (such as enrolling a camper in a different bundle).
• Deleting an enrollment option will not remove the camper from the associated sessions or remove any financial transactions. Session management should be done through the Action Menu on the Camper profile, and associated financial transactions adjusted through the Financial tab on the Family's profile.

Attendance Report

The Attendance Report is now available under Campers > Attendance. 

• The report will give a list of campers based on date range, direction and status, along with timestamps of their check-in or checkout for the specific day.
• The attendance report can be exported to a CSV file or printed if necessary.

Documents

Canned Letters have been renamed "Documents" and features updates for formatting and printing.

• When creating Documents in the Admin menu, there is a new option that allows profile pictures to be merged in for Campers, Staff, Alumni and Guests. The picture may be resized by clicking and dragging the corner of the placeholder picture.
• When printing Documents from Advanced Reports, a new option is presented to include  page break between individual documents. If set to "No", documents for each individual on the report will generate immediate after each other.

Note: You may need to clear your browser's cache in order for these updates to be available.

Attendance

Additional updates have been made to the Attendance module to allow for parent-driven check-in and checkout from a central location at camp. This feature is designed with an iPad interface.

From the Attendance Dashboard, an additional option for Attendance logging (Parent-driven) has been added.

• On this page, select a checkpoint and direction
• A page for PIN entry will open. Returning to the administrative page will require a password, managed in Admin > Campers > Attendance.
• On the PIN page, the parent or Authorized Pickup can enter their six digit PIN code. PIN codes are sent by text message to Authorized Pickups when they are created.
• After entering the PIN, all campers the adult is able to check in or out will display. Select a status, then click “Submit”.
• Camp may also choose to require a signature for each check-in and checkout logged through Parent-Driven Attendance. This setting is managed in Admin > Campers > Attendance. Signatures for each attendance check can be viewed by selecting the date from the 2015 > Attendance tab of a camper’s profile.

Please be sure to review the information on the Attendance section of the Support Portal.

Attendance

The new attendance module has been released for staff driven check-in and checkout. For camps with the Attendance Module, the Attendance Dashboard can be found under Campers > Attendance.

• Attendance Checkpoints  should be created to tie together sessions that will be checking in or out at the same location. Each checkpoint contains one or more sessions and a direction (arriving or departing).
• Attendance Logging  will open a mobile interface to select a checkpoint, direction, scheduled arrival or departure time, and transportation method. Once the settings are selected, campers matching the criteria will display and your staff can check them in or out. Authorized pickups may be displayed if required for the direction and transportation method the camper is using.
• If a camper is expected to arrive or depart early or late on a specific day, administrators can indicate the expected time on the 2015 > Attendance tab of the camper's profile. Clicking a date on the calendar will allow you to indicate the expected dropoff or pickup for that day.

Authorized Pickups

There are new settings in Admin > Camper > Attendance to determine the information parents can populate for Authorized Pickups through the Parent Dashboard.

• A setting to require parents to provide photos of their Authorized Pickups when creating them through the Parent Dashboard has been added to make it easy for staff checking campers in and out to identify authorized individuals.
• A setting has been added to allow parents to indicate their camper may check themselves in or out without an adult.
• If your camp is using the transportation module, you can opt for the specific direction and transportation methods for which you will require an Authorized Pickup to be selected on an attendance record.

Important: If you are using the Authorized Pickup functionality, parents should be advised to login to their Parent Dashboard accounts to provide contact information for their child's Authorized Pickups, and photos, if required.

Please be sure to review the information on Attendance and Authorized Pickups on the Support Portal. If your camp does not currently have Attendance or Authorized Pickups enabled, please e-mail sales@campmanagement.com for more information.

Social Media

You may now give families the ability to post a Facebook or Twitter message with your camp's URL after submitting a Request for Information or completing the enrollment form.

• Separate settings are available for each social media outlet for each form
• These settings are managed in Admin > Campers > Social Media

Door-to-Door Transportation Updates

Door-to-door bus routing is now available using the Vehicle Wizard. The Vehicle Wizard can be accessed by selecting a door-to-door bus from the Transportation Dashboard and allows you to select campers and counselors from a map to easily build each of your door-to-door routes.

Please carefully review the articles about managing door-to-door buses and using the Vehicle Wizard in the Transportation section of the Support Portal. It is suggested that door-to-door routes are built after the majority of campers have submitted their transportation details.

Administrative Dropdown Items

Items on dropdown lists now include an "Admin only?" setting to allow items to be included on lists for administrative use, but not parent or staff selection.

• When editing values on a dropdown list, double-click in the "Admin only?" column to set a value for administrative use only. Admin-only values cannot be selected on forms but can be set by administrators editing responses.

Transportation Updates

Additional transportation updates have been rolled out, including the following functionality:

• Camper Profile - Transportation Overview tab
  • A Transportation Overview tab has been added to the camper profile page to give daily transportation details. Dates on which the camper is being transported are indicated in green.
  • Exceptions may be added for a specific day and direction if the camper’s transportation method will differ from their standard assignment.
• Resident Camp Session Groups
  • Resident camp session groups include an option for exclusions to standard transportation options, which can be used if specific transportation types will not be available for all arrivals and departures. When an exclusion is created, any camper with an arrival or departure date that matches the criteria for the exclusion will not have the transportation option presented on their transportation form.
  • Resident camp session groups now have an additional toggle to “Treat session gaps as ‘stayovers’? When set to “Yes”, campers will not be assigned to the departure and re-arrival between sessions.
• Printable bus lists
  • Daily bus lists can now be printed through the bus profile page. From the Transportation Dashboard, select the bus for which you wish to print a list. Select a date from the calendar to generate a printable or exportable roster.
• Door-to-door updates
  • You may now give families the ability to provide "arbitrary" addresses for a door-to-door bus. From the bus profile, click "Manage Bus Settings" to allow families to provide an "arbitrary address", or use a summer address populated on their profile page, for their camper's pickup or dropoff location.