Things you can do with the Camp & Class Manager Form Builder

Continuing with the theme of getting your season set up so that all the administrative tasks of getting everyone signed up takes care of itself, let’s take a look at what the Camp & Class Manager form builder lets you do when setting up the registration form for a given season:

Add form element

You can…

Add optional system default questions to your form with a single click

Some questions, like first and last name are required to be on every registration form. These are the ones that say Required by ACTIVE. Non-required default questions though can be added or removed with a single click.

Add default question

Create your own custom questions

Once you create a new custom question it is added to your Custom questions library and all you need to do to add it to any form going forward is to see that it is checked in this interface.

Create a new custom question

Create custom sub-headers to visually group questions together

Make the process simple and intuitive for your customers by grouping similar questions together and adding a little extra explanation where needed.

Create custom sub-headers

Create custom text blocks to be included in your registration

Where more in depth instruction is needed, you can add custom text blocks with color, and different sized text, and even hyperlinks to link to other web pages if you want.

Create custom text blocks

Set certain questions to appear only for people registering for certain sessions

And, this works for sub-headers and text blocks too, so your form can do double or triple duty depending on who is registering.

Session applicability

Drag and drop everything to quickly get it all in the order you want

Drag and drop

…and don’t worry about trying to get too much into a registration form.

You can always create an online follow-up form that your customers can fill out in their online account after they have registered.

Online follow-up form

but more about that next week.

Until then, from all of us on the Camp & Class Manager team, happy days and warm nights as we enter the holiday season.

Multi-person and multi-session discounts

Do you offer discounts to people that sign up for multiple sessions? Or to families that register more than one child for certain kinds of programs? If there were an easy way to do so that didn’t add any administrative overhead would you like to use these kinds of incentives to increase registration?

Camp & Class Manager is designed to let you do exactly that; add custom multi-person and multi-session discounts according to your business rules, and in a way that makes the whole process effortless and transparent as soon as it is all set up.

Setting up multi-person and multi-session discounts

For each season, you can configure discounts that award specified amounts or percentages for specified numbers of registrants and/or registrations. You can also specify different discounts to only take into account different subsets of sessions within a season, and where there might be any ambiguity, you can specify whether a discount should apply to the more expensive or less expensive registration.

To set up both multi-person and multi-person discounts in a season, go to the Discounts step of the season setup workflow and click Create your first discount.

Create your first discount

You will then see that there are actually three different types of discounts you can create in a season. Custom (internal only) discounts are great for discounts that you want to apply on an as needed basis, but for now let’s focus on the Multi-person and Multi-session discounts that will apply automatically as soon as you set them up and save them.

Create a discount overlay

Most of the settings for multi-person discounts should be self-explanatory, but maybe there are two settings which deserve a little explanation; Application order and Eligible sessions.

If your discounts are all flat dollar amounts, then Application order is likely a moot point, but if your discounts are percentage based, and your sessions are not all the same price, then it probably matters to you whether the most expensive or least expensive orders are discounted first. The default is to give the benefit in this case to your customer, i.e. discounting the most expensive session first, and continuing to discount all eligible sessions in decreasing price order, but if your stated policy is the opposite, then you can just change Application order from give benefit to my customer to give benefit to my organization.

The other setting that it might be helpful to explain a little is Eligible sessions. You will want to use this setting if you have different subsets of sessions within the same season that you want to discount in different ways. For instance, maybe some of your sessions make sense to discount for siblings, but other sessions run just at or near cost, and really can’t be discounted.

Just choose Selected sessions from the Eligible sessions and then click edit to choose the sessions you want the discount to be applied to. The sessions that you don’t select will not be discounted, and registrations for them won’t count toward eligibility for discounts on the ones that can be discounted.

Multi-session discounts are basically the exact same, but instead of awarding a family for the number of registrations in a season, they discount the registrations of a single participant for registering for enough sessions. And just like with multi-person discounts, you can select whether it is the more or less expensive sessions that are discounted, and which specific sessions can count toward qualification for the discount.

Once you save each discount, it will start being applied automatically when people register online (provided, of course that they meet the criteria) and also when you register people internally.

And that’s all there is to it.

If you want to change or even delete one of your discounts after you have started taking registrations and some of them was awarded, no problem. It won’t affect anyone who has already been awarded a discount, but going forward they won’t apply to new registrants.

Next week we’ll continue with another way that Camp & Class Manager can make the administrative parts of your work more elegant and efficient – setting up custom tailored and ‘smart’ registration forms that respond to your registrants like you would yourself.

Until then, happy days and warm nights as we approach the holiday season.

Deposits and payment plans

It can be enough of a hassle trying to collect from just one person who owes a balance, let alone the hundreds or more that sign up for your sessions. And, at the same time, you want to allow your customers flexibility to pay what your activities are worth, but to do so on a schedule that works for them.

With this in mind, Camp & Class Manager is designed to let you configure a deposit amount that must be paid at the time of registration and a payment plan for when the remainder will be automatically collected, either all at once or in a series of installments. And, while no software system can account for the special circumstances that arise in everyone’s lives, the idea is to as much as possible let you get everything about payment collection on auto-pilot, so that you can focus more of your time on the part of your activities that you love.

Setting up a deposit amount

Both deposits and payment plans for a season are configured on the Deposits and payment plans step of the season setup process.

Deposits and payment plans

To set a partial amount that you want to require your registrants to pay at the time of registration select any of the options other than Customers must pay in full to check out as the deposit amount. You can select a flat dollar amount, or a percentage of the total, or even choose to let people sign up and secure their spot without paying anything.

Note however that that if your customers purchase any additional items like hats or t-shirts that you charge an extra fee for, these must always be paid for at the time of registration and are on top of whatever other deposit amount is immediately due.

The Deposit option available until date means that until that date, customers will still have the option of paying the deposit only at the time of registration, as opposed to having to pay in full and applies equally to either an actual deposit or the ‘pay nothing now’ option.

Setting up a payment plan

To set up a payment plan that collects balances from your customers automatically, select Payment plan(s) with multiple installment dates as the outstanding balance payment option and click Create a payment plan to start filling in the details.

Create a payment plan

In the overlay that pops up, you can select the number of payments you want balances to be broken in to (from up to 12, to just one single lump sum) and you can specify the date that you want each installment paid on.

If you set the Automatic billing option to Required, then in order to check out, your customers will have to agree to be auto-charged for their payments by the same credit or debit card they used to pay their initial deposit. Of course it’s up to you to set the terms with your customers, but this is the way to really put things on auto-pilot if you want to.

Create a payment plan

As for the amount of the payments, this is simply the total amount due divided by the number or payments still in the future. If you set multiple payment plans in a season your customers can choose the one that works best for them, and if you mark one as Internal only then it won’t show up as an option online, but you will be able to put people on it internally.

And of course there is a lot more that you can do if you want, but to get your season set up to collect a deposit at the time of registrations and put payment collection on auto-pilot, that’s really all there is to it.

To go a step further, next time we’ll talk about setting up automatic multi-person and multi-session discounts to encourage more registrations, but until then, from the entire Camp & Class Manager team, a happy Halloween and a restful weekend while we are early yet in the camp season.

 

Setting up early-bird discounts

One of the ways we hope Camp & Class Manager can make things easier for you is in simplifying everything having to do with collecting money, so the way we designed it is so that once you set things up, the system can handle the whole process, from taking payments online and collecting balances all the way to depositing the funds into your bank account.

Part of how you can configure the system to do this work for you in just the way you want is to allow for different kinds of discounts to apply automatically, as well as being able to set up deposit amounts, and getting registrants signed up for payment plans to collect the remainder of their balances automatically.

Since you’re probably just at the beginning of getting things setup for next summer’s camp season, maybe a good type of discount to take a look at today is early bird discounts.

Setting up early-bird discounts

Early-bird discounts are set up in association with each session in a season, and specifically, at the level of each tuition, or price level, for each session. So, you can actually set different early bird discounts for different price levels, or even discount one price level but not another.

Just set a cutoff date for when is still considered ‘early’, and enter the early-bird price for each price level, and save the session, and that’s it.

Setting up early bird prices

After you save this configuration, your customers will see this price online, and will know how much of a discount they can still get if the register before the cutoff date (hovering over the question icon tells them how much the price will go up after the cutoff.)

Early Bird Price in Registration Form

And when you register someone internally too, you will see that the early-bird price is still in effect, but you have the option to charge them the standard price as well. You can even give someone the early-bird price after the cutoff date too, but we won’t tell anyone that if you don’t.

Early Bird Discounts Internally

So, that’s early bird discounts in a nutshell.

Next time we’ll talk about setting up deposits and payment plans and until then, hope you are enjoying the fall weather, and that you are feeling good about starting to get set-up for the 2015 camp season.

A rest, and then back to work…

Did you take that much-needed break after your busy summer camp season?

After running all your reports and collecting outstanding balances, this should be the time of year when you’ve been able to finally unwind and relax a bit.

But as you know better than anyone, running and administering a camp is a full-time job, and you are probably already starting to think about and plan for your next summer camp season! On the bright side, it’s never too early to start planning though, right?

Thinking about setting up a new season then, it’s a good moment to think about what we mean by a “season”. Well, in the way it’s meant to help you keep things organized in the Camp & Class Manager System, it’s a similar group of sessions that take place around the same time. So for example, if you run a sports camp, Summer Soccer 2014 may be a season you will want to set up. Within that season, you could have ‘Junior girls’ as one session, and ‘Junior boys’ as another, as distinct sessions that people could register for. A season begins on that start date of the earliest session and ends on the end date of the last session.

Click here for a step by step article to see how simple creating a season can be.

Will your future seasons be similar in setup or even identical to a season you’ve already run? Well then you can save yourself some time by copying an existing season. All the season and session information fields will be pre-filled for you; all you need to do is review and edit the details that are different in the new season.

We certainly hope you did get some time to rest, but as soon as you are ready to dive back in, we wish you the best of luck in getting your next seasons up and running. If you need any extra guidance, be sure to visit our Support Help Center for more tips and tricks, and as always, reach out directly to your account manager and our support team.

Meet the Camp & Class Manager Team – Zhang Na

We consider it a job well done if the features in Camp & Class Manager come out so intuitive and easy to use that you would think they were a breeze to build. As with any software product though, there’s a lot more than meets the eye in making something seem so simple in the end.

And therein lies the art.

This week’s post then is to introduce one of the talented “artists” behind the scenes, our development project manager Zhang Na.

Zhang Na was a math major in college, but has been working in software since graduation, including the last seven years with ACTIVE Network. She says she can’t remember much calculus now, but with the way she keeps track of numbers and remembers pretty much everything else, that may be the one thing you’d want to get a second opinion on when talking to her.

Zhang Na

Follow-up forms

There are two parts to taking registration for a camp or a class:

  • The essential administrative details of payment information and the basic biographic information about a participant and a parent.
  • All the more interesting and specific information about your registrants relative to the activity they are registering for.

With Camp & Class Manager’s new online follow-up forms, you can allow people to handle the essential administrative matters quickly, and then come back and add the more interesting information later at their leisure once their spot has been secured and the initial payment has been made.

Setting up follow-up forms

Follow-up forms are set up in the season setup workflow, in the same area where supplemental documents and forms could be configured before in the Registration forms step. You can still configure those items just like before (for items you want your customers to scan and upload via their online account) but now you can also set up online forms that your customers can fill in right inside the web-page in their online accounts.

Select Follow-up form as the Type of supplemental form you would like to create to you can start building an online follow-up form:

New Follow-up Form

The form creation process here works the same as when creating your primary registration form. The only difference is that online follow-up forms don’t include parent/guardian questions or any of the default participant questions.

Like the regular form builder though, you can add custom text blocks and subheaders, as well as custom questions from your question library and set conditions on each to only appear for registrants in specified sessions.

Building your form

And, like you could with supplemental forms and documents, you can set the entire follow-up form itself to only apply to registrants is specified sessions, as well as setting up a notification email that reminds your customers when it is close to being due.

How your customers fill out follow-up forms

Once you have saved a follow-up form for a season, your registrants will see a prompt to fill it out in their online account.

Of course if you set the form to only show for certain sessions in a season, it will only show for people in one of those sessions.

Follow-up form in SSUI

Filling out in SSUI

Your customers can fill out in one sitting if they want, or save as a draft to complete later, but either way they can take as long as they like.

Once they save it with all the required questions answered however, it will show as completed, and they will no longer be able to edit.

Before and after they finish though, the information that they enter, and the completion status is available to you from within the Camp & Class Manager system.

Reviewing and managing following up forms

Once you set them up and your customers start filling them out, there are a number of ways you can track and review follow-up forms within the Camp & Class Manager system.

On an individual level, you can see and manage a particular registrant’s follow-up forms, together with any scanned and uploaded documents, on the new Registration forms tab in the Registration view for that registrant.

Follow-up form in Reg View

At a higher level, you can track groups of follow-up forms (together with scanned and uploaded documents) on the Supplemental forms tab within any season:

Supplemental Forms Tab

You can also include questions included on a follow-up form in your custom reports, and both the status of and answers to all relevant follow-up forms will be included on your system standard Registration form report.

Making our system elegant to make your work easy

As always, our goal is to make our system take the parts of your job that are messy and time-consuming and make them simple and elegant. We hope that this new functionality does that for you, and we look forward to seeing the creative things that you will do with it, and also to hearing back how we can make it work even better.

Either way, our passion is helping you, so let us know, and until then, our warmest wishes enjoying the final days of summer.

Back to school!

Congratulations on making it through another camp season, and our best wishes on wrapping things up in the best possible way.

In the spirit of ending the summer and going back to school, this week’s blog post is a very basic refresher on the three basic system areas that make up Camp & Class Manager.

Don’t worry though, there’s no test at the end, and you can refer back to here as often as you like.

The Management System

As someone who works for a camp or school, this is the part of the system that you will spend the most time with. This is where you setup your camps and classes and the registration form for each season, where you see information about who has registered, and where you can review your finances and send out emails.

There is really a lot that can be done in this part of the system, and you can think of it having a few different general ‘modes’ that you can be in, depending on what you are trying to do.

You can get to any of these modes from your home page, which since it is the home page, appropriately functions as something like a home base.

Homepage current

Setup Mode

Setup or “season setup” is where you create and configure everything about a set of sessions that are grouped together as a season, including the sessions themselves.

Season setup is organized as a set of steps meant to be in logical order, starting from naming and categorizing the season itself, and then creating the sessions and discount rules and so forth for the sessions in that season, right through to flipping the switch and making registration available to the public.

Oh, and you can also design and configure the registration forms and follow-up information you want to collect from registrants, but more on that next week.

Season setup

Front Desk Registration

Front desk registration, or internal registration, is the workflow in which you can sign someone up who for whatever reason doesn’t want to or can’t sign up online. When you sign someone up yourself through the management system, you will be prompted to pay the amount of what would have been the deposit amount if they would have signed up online, but you can pay any amount you want, or nothing at all, and you can also make a record of payments given to you directly as check or cash.

Register someone link circled 2

General Management

Management is pretty much everything you will do in day to day operation once your seasons are setup and registration is started. You can drill into any particular season and see registration numbers and details for each session, you can run reports about your registrants, and you can group participants into cabins and other groups.

In general management mode, you can also send out mass emails, manage your finances, and search through a master list of your customers.

There’s way too much there to try to cover in a blog post, but if we’ve done our job right it should be pretty self-explanatory.

Management System

Account Settings

Account settings is where you can configure and update things about your organization. In addition to the basics like name and address, you can configure your official Facebook and Twitter identities, maintain a list of GL codes for use across seasons, and manage the list of users who can access your management system.

Organization Branding

The Registration Form

While the management system is for you to use in running your business, the registration form is the most important part of your offering to your customers.

Your organization only has one ‘root’ registration form, but once a registrant selects which season they would like to register for, what they see after that will all be according to how you have configured it specifically for that season.

You can also send out specific links that allow registrants to bypass the season selection step, as if they have already selected a particular season, and the same for specific sessions.

Depending on how you configure it, registrants can be required to pay in full in order to complete their registration, or pay a specific deposit amount, or nothing at all. It’s really up to how you want to configure things for each season.

Registration Form

The Online Account

In addition to the online registration form, the other main thing that you offer to your registrants is the online account. Everyone who registers online creates an online account in the process, and for those that are registered internally, you can invite them to create an online account too.

The link to your online account portal can be found or your management system homepage, and we recommend you put it prominently on your organization’s main website.

In the online account, your customers can check the status of existing orders, update information submitted at the time of registration, and submit photos and other documents that you want them to submit.

Online Account

One more thing…

Since this is the back to school edition, we would be remiss if we did not point you to where you can turn for further study.

The online help file and the support portal are always there for more in depth explanation of any system area, and an (admittedly, in need of an update, but still pretty useful) PDF Quick Start guide can be downloaded here.

But on that note, we  promised no exam, and none shall there be, and if the kids are indeed safely away at school, maybe there’s something more fun that you want to do with your day anyways.

It’s been an honor serving you through this summer and camp season, and we look forward to another wonderful year ahead, making the management part of your work easy, and leaving you free to do what you love most and do best.

Warmly,

The Camp & Class Manager Team.

 

 

Rich text blocks in registration forms

Your registration form is a kind of an emissary for your organization; if it works well and is clear and confident, it can create a good impression and simply get the job done.

Camp & Class Manager’s new rich text blocks let your registration forms get the job done even better by giving them the means to communicate plainly about the specific things your registrants need to know during the registration process.

To add a rich text block to your form

In the Form Builder, click Add form element in the upper right and select Text block.

Select text block

This opens the rich text editor, where you can set header and normal level text, use different colors and styles, and add links and bullet lists.

And don’t worry, links you add will always open for your registrants in a new tab or window, and will never take them away from the registration process

Create Text Block

Click Apply when you are done, and then drag and drop to get in the right place on your form, and then after you save your form, it will show up online looking pretty much exactly like it did in the form builder, just blended in a little depending on whether it’s being viewed in a registration form or in your customer’s online account.

Text block in Reg Form

And that’s really all there is to it to be able to add customized and very specific rich text instruction to your registration forms.

But there is one more thing actually if you want to get a little tricky.

After you save a text block to your form, you can come back anytime and use the Session applicability tab to set the text block to only appear for people registering for specific sessions.

Session Applicability

Conditional questions in registration forms

The point of an online registration form is to automate the flow of information between you and your customers. You send out a link, your customers fill in a form, and information flows seamlessly to a safe and secure place from which you can access it how and when you need.

The art then, is in asking the right questions in the right way, and making the whole process quick and enjoyable.

To that end, the new conditional questions feature is meant to make it easier and more to the point for registrants to only have to see and interact with the questions that are relevant to the sessions they are registering for.

Or, to put it another way, it allows you to ask the very specific questions to very specific groups of registrants without having to worry about bothering others.

Conditional questions

To set up questions on your registration form so that they are only seen by registrants from certain sessions, start by clicking the edit link in the form builder corresponding to any custom question you have added to a form.

Click edit link

You will notice that there is a tab called Session applicability:

Check the sessions you want

All sessions are checked by default, but after you adjust and click Apply, that question will only show up for people registering for one of the sessions you checked.

This applies both to the registration process itself, and to coming back later and editing in the online account, but it will always show up for you in the Camp & Class Manager system and in reports if you want to store information about registrants even if you didn’t ask or require it of them.

Note that you can easily tell which questions have conditions applied to them versus which display to all registrants:

Selected versus all

Also note that session applicability can be used for sub-headers and text blocks the exact same way as for questions, so you can set entire sections and more detailed instruction to only show for the people need to see it.

Add form element

To tell the truth, there’s quite a bit that can be done with session applicability, and as much as you want to do to customize and program your registration form, be our guest, but our hope is that you can quickly and easily create the registration form that is the quickest and easiest for your customers.

Because it’s a big world, and the sun is shining, and we’ve all got better things to do than filling out online forms, yeah?