Summer Camp Setup

This article will show you how to set up activities and sessions for summer camps.

Weekly Summer Camp

Use the following instructions when setting up a weekly summer camp. For example, a 10-week summer camp where participants can attend all or part of the 10 weeks.

Step 1: Create Camp Activity

1. Navigate to Activities, then to Activity List

2. Click Create Activity

3. Fill in the following fields:

   • Activity Name, Code: Enter a name for your activity, such as "Parks & Recreation Summer Camp."

   • Activity Type, Category: Select your activity type, we recommend choosing Program/Class or Camps & Afterschool; if desired, select a category for the activity

     Notes:

     • Activity Type determines how this program can be set up and how it will interact with the customer on the catalog.

     • Categories help determine the Catalog tab the activities are assigned to.

   • Prerequisite Behavior/Activities: If the summer camp requires registration in another activity created in Recreation Management, that activity can be added here

   • Max Registrations Per User: Leave this field blank for this camp scenario

   • Default GL Code: The GL code chosen here will auto-populate a GL entry for new sessions; it will not impact existing sessions with no GL code

   • Tax Deductible: If this program is eligible for your customers to claim as part of the Child and Dependent Care Tax Credit, check this box; your customers will have the ability to produce a report through the Public Page

4. Click Save New Activity

Step 2: Create Weekly Session(s)

1. Hover over the Activity you just set up and click Create Session, or select the button at the top

2. Fill out the following information on each tab:

   • Basics

     • Code, Name: Enter a session name describing the week. For example, Week 1

     • Activity, Program Period: Select the camp activity you just created; select a Program Period if you wish to create a registration date range

     • Session Fee: Enter a base fee for the session, not including add-ons or discounts

     • Min/Max Age: Enter the age requirements of the participants

       Note:

       If a participant has to be the age by a certain date, enter that date in the Age Control Date field.

     • Registration Dates: Dictates when registration becomes available and/or closes

       Notes:

       • Blank dates here will not restrict the start and/or end time for registration.

       • We do have the option to differentiate between resident and non-resident registration dates.

     • Non-Resident Registration: Dictates when registration becomes available for non-residents (if later than resident dates)

   • Advanced

     • Allow Online Reg: Select if you wish to allow users to register for the camp online

     • Participants: Indicate the min/max numbers allowed per week, if applicable

     • Allow Multiple Quantities: Allows someone to register for more than one of the same session in the same cart for the same person

     • Residency Restrictions: Select if the camp is available to only residents, non-residents, or both

     • Prerequisite Sessions: If there is a registration requirement for another program in Recreation Management, it can be added here

       Note:

       Often used as the place to enter a One-Time Summer Camp Registration Fee. This Summer Camp Registration Fee would be selected after clicking Add Item, and the three boxes (Any Account Member, Block Registration, Allow Expired) would remain unselected. When a customer registers for the Summer Camp Week 1 Session, this Prerequisite Session will automatically be added to the cart.

   • Pricing

     • Session Fee: If desired, enter a fixed price for the entire week of camp, i.e. $100

     • Allow Pay Later: Select if you want to give the customer the ability to defer payment once

     • Weekly Pricing: Enable weekly pricing if the customer has the flexibility to choose the days they're attending the camp

       Note:

       With this setting, the Enrollment changes from a Max per Session to Max per Day.

     • Add-Ons/Discounts: Select any applicable Add-Ons and Discounts for the camp

       Note:

       If an Add-On or Discount is not in the list to be selected, navigate to Configuration > Financial to create an Add-On and/or Discount.

   • Prompts: Select applicable Waivers, Attachments, Prompts, and Tags

     Note:

     These must be set up in Configuration first; if the options needed are not displaying, navigate to Configuration to create them.

     • Create Waivers

     • Create Attachments

     • Create a Prompt

     • Create Item Tags

   • Daily Pricing: If desired, Configure Daily Pricing

     Note:

     This option gives more flexibility when a customer can choose the days they want to attend during the camp.

   • Schedule

     • Registration Dates: Dictates when registration becomes available and/or closes

     • Member Reg Open: Enables early registration dates for members of specified packages

     • Facility Note: Enter any notes for the facility to store with the reservation

     • Schedule: Reserve facilities that are needed for Week 1 of Summer Camp

       • Facility: Select the location of the camp

       • Start/End Dates and Times: Indicate when the camp will begin/end

       • Repeat: Indicate the interval of time for which the session will repeat

       • Day Select: Select the day/s that the session will occur on

       • Relative Date: Select this option to indicate that the session will be based on the week of the month, versus the day of the month

       • Reserve Facility: Click to reserve this facility

       • Conflict Override: Select to override scheduling conflicts

     • Excluded Dates: If needed, select the date(s) to exclude from the schedule

3. Click Save New Session

4. Once you have saved the session, you can navigate to the Payment Plans tab and create a payment plan, if desired

5. Repeat this process for each week of the camp

Weekly Summer Camp - Limited Participation

This setup is for a camp where you wish to limit the number of weeks a participant can attend. For example, weekly themed nature camps where participants can only attend 2 weeks out of 10 weeks.

The setup will be the same as the Weekly Summer Camp instructions above, except when creating the Activity, enter the Max Registrations Per User.

This feature will allow you to restrict the number of Sessions a participant can register for within this Activity. For this scenario, enter 2, which will allow a participant to only register for two weeks of camp.

Reporting

• Roster Report

• Sign-In Sheet Report