Hello, and warm greetings from the Camp & Class Manager team. We’ve been busy working behind the scenes to roll out our newest feature-and we’re so excited to share it with you!
We know how important it is for you to be able to take your large group of participants and organize them in meaningful ways. Maybe that’s into the bunks they will sleep on, the classrooms they will learn in, or into the teams that they will play on (or any number of additional scenarios.) However you need to assign participants to groups, Camp & Class Manager’s new group assignment system is meant to make the task quick and intuitive, and maybe even kind of fun.
To get started creating group assignments for your activities, navigate to the Group Assignments tab within any season. If there are no group assignments created yet for the season, click Create your first group assignment to get started, or Create a group assignment to add another.
The next thing to do is to indicate what type of group assignment you want to create.
We tried to make the most common group types available ready-made for you to use, but if you want to create something just your own, you can do that too. Whatever you choose though, it won’t affect anything about how your groups work; the type you designate is just a label to help keep things straight throughout the process.
The next step is to choose the session (or sessions) whose participants you want to assign into groups.
Depending and how your sessions are organized and what kind of group you are creating, you may want to just choose one session at a time to divide up into groups, or, perhaps if you have multiple sessions taking place at the same time at the same location, maybe you want to consider them as one “super session” for the purpose of sorting into groups. In any case, click Select participants to select sessions for the first time, or Edit at the top to come back and modify your selection at any time. Just check the sessions you want to include and click Save. Note that the list of participants is dynamic based on the sessions you choose, so as more people sign up for sessions in the assignment, they will show up in that assignment list. Sessions do need to have at least one registration to be included initially though.
The final thing you need to do before you’re ready to start grouping away is to create the actual groups that you are going to group participants into. Click Create cabin list (or, whichever type of group you are creating) to get started creating your groups (just click edit at the top to come back and make changes at any time) and then add as many as you like. Just give each a name, and if you like, you can set a capacity and gender restriction (of course, you can break your own rules if you want, but setting them will build in some guides to keep you from doing so if you don’t want to.) Once you’ve added the groups you want and clicked Save, notice that your groups show up in the panel on the right.
And then is really just the fun part, assigning your participants into groups, but there’s a few things to know that might be helpful. To assign participants to a particular group, select the participants you want to assign by checking the box next to their name. You can select all, or just one, but whoever is checked when you click the assign participants button next to any group (the round button with the arrow pointing to the right), those participants will be assigned to that group.
Note that if you try to assign people in a way that violates the gender and/or capacity rules for a particular group that you will be informed of that issue before the assignment is finalized, but that you can choose to make the assignment anyways if you want by clicking Assign to this group.
Also, if there are a lot of participants to sort through and assign, you can make it easier by customizing the columns of information that display about each participant, and then sorting or searching based on any of those columns. To manage the columns you can see about each participant, just click edit columns and then use the magnifying glass icon to search or click on any column header to sort on that criteria (and yes, you can double-click to sort in reverse order). For instance, maybe you asked people on their registration form if there is a friend they would like to bunk with, or what position they play. You can include those columns where participants are listed for assignment and sort and search on those columns as is helpful.
You can always see how many people have been assigned to a group just to the right of the group name, but to see the list of who has actually been assigned, click the area around the name of the group. You will then see not only a list of all the participants you have assigned to that group, but you can also enter a custom description or some other helpful information about that group. To unassign participants from a group, just click their names in that list, and click unassign participants. This will return them to the pool on the left hand side.
Once you’ve made the assignments you want to make, there are a couple ways you can see and report on them. For starters, you can click Export right on the same screen where you made your assignments and the system will generate an Excel spreadsheet of all the assignments you have made.
If you want to print it as-is, the page breaks have already been embedded between groups, so feel free to just hit print and go, but then again, there’s a lot that you can do with Excel, so maybe you want to do something more creative too. In any case you can get the same report for that or any other assignment by clicking the Export link on the main Group assignments page that lists all your group assignments. Note that the report won’t work though, until you’ve actually assigned at least one person to a group.
You can also see information about each group a participant is assigned to as part of their profile in Registration view (this is the view that shows all the registrations a camper is in in a given season). Note that if a participant is not assigned to any group for which there is a group assignment created, that they will be listed as unassigned for that particular grouping.
In addition to showing up in Registration view, assignments will also show up in the PDF Registration Summary and Check-in reports.
We’ve poured our hearts into making this a useful and enjoyable system for grouping your participants into groups, and while we take pride and pleasure in the craft of software development, it is our hope and goal that this feature lets you spend less time with software of any kind, and frees you up more to focus on the participants that Camp & Class Manager is really meant to serve (and the wonderful things they do in the groups you put them in).