Group Assignments

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!

Group Assignments

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.

Create your first group assignment

The next thing to do is to indicate what type of group assignment you want to create.

Choose a group type

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.

Select Participants 20 - Choose Sessions

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.

Groups and assignments

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.

40 - Some campers assigned

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.

Breaking the rules

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.

Unassign participants

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.

Export

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.

Assignments in Reg View

In addition to showing up in Registration view, assignments will also show up in the PDF Registration Summary and Check-in reports.

Assignments in Reports

Reg Form Report

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).

Multiple installment payment plans

Warm greetings in the new year!

From all of us at ACTIVE Network, we hope your holiday break was restful and joyous, and that the new year finds you refreshed and optimistic for the days and months ahead.

To get the year started with something exciting, the first release of the new year is a new easy to use tool set for automating payment collection over multiple installments.

Setting up payment plans

To get started setting up multiple installment payment plans, go to the deposits step of the season setup process. Select any of the Initial deposit payment amount options other than pay in full, and select Payment plan(s) with multiple installment dates.

Deposits and payment plans

 

And click Create a payment plan

Create a payment plan

You can set a payment plan to include two to twelve installments, each on dates you choose. The way this will work for your customers is that at the time their order is put on a payment plan, the total unpaid balance of the order will be divided up evenly by the number of remaining payments.

If you set the Automatic billing option to Required then your customers will have to agree to be auto-billed for all installments in order to complete their check out. If you want to give them the option to pay on their own through their online account, or maybe mail in paper checks, you can leave that as optional.

If you check the Internal only box, the payment plan will only show to you internally and your customers will not have the option to sign up for it themselves when registering online. An example where you might want to do this would be an option to spread payments out over a longer period of time that you want to offer to some families but not offer publicly.

You can create as many payment plans as you like in a season and all of them that are not marked as internal only will show up as an option to pay when registering for that season online.

It’s up to you, but you will probably only want to offer one payment plan at a time though.

Payment plans online

Your customers can see the payment dates and amounts when they click See payment schedule and they will see it on the order confirmation page too.

Transaction is complete

After the order is complete, you can see information about the payment schedule they are on in either family view or order view. You can also turn on automatic payments for the remaining installments in a payment plan by clicking Enroll in automatic payments and then entering or selecting the credit card you would like to be charged for those payments.

See payments in order view

 

Your customers can also see information about payment plans they are enrolled in in their online accounts.

Payment info in online account

Oh, and something else new in the online account, whether a family in on automatic payments, or just set to be auto-billed in one lump sum, is that your customers can now update their own credit information by clicking Manage Automatic Payments.

Update Card on File

All in all, we hope that this new tool set makes it easier for you and your customers to make the payment process a piece of cake, and saves everyone more time and energy for doing the things we love to do.

 

 

 

Online account form edits

Warm holiday greetings from the Camp & Class Manager development team!

While nothing can compare to the joy of being with family and loved ones during the holiday season, we hope this final year end “stocking stuffer” adds just a little bit more to your holiday joy.

Online registration form editing

To make both you and your customers’ lives easier, registrants can view and update their form questions through the online customer account.

Edit Reg Form Links

Edit Reg Form

If you’d like to turn off this functionality, there is a “Registration form editing” setting found within your Account settings.

Any changes the customer makes automatically update their record – no phone calls, no fuss.  We like to think that will leave more time to for you to grab an egg nog, eat some cookies, and relax with your family.

From all of us, to you and yours, the best and warmest this holiday season,

The Camp & Class Manager team

General Ledger Codes

We take pride in helping you make light work of administrative and accounting tasks, and in a way that dovetails elegantly with your existing business practices.

To that end, we’re happy to introduce general ledger codes (GL codes) as a part of this month’s release. GL codes allow you to easily perform roll-up reporting for specific products and services across sessions and seasons, and hence, allow you to more easily get a handle on how certain products and services are a part of your overall finances.

For example, maybe you or your accountant want to know “across all our seasons/sessions, how much have we made from certain merchandise items, or from after care, or from lunches?” GL codes now make it easy to answer those questions.

Using GL codes in Camp & Class Manager is simple. You start by creating a library of unique codes and then assign them to tuitions and sessions options by selecting from a searchable dropdown menu. That’s really all there is to it.

Once GL codes are assigned (either before or after items are sold, it doesn’t matter) that information is available in your transaction and financial activity reports.

Create and Manage GL Codes

To get started using GL codes, click Account in the upper right and then select GL codes in the Settings menu on the right. Click Add new GL code to create your first code (or add new ones) and then simply enter a name and the code and save when you are done. If you want to add a bunch at one time, you can do that too, just click Add new GL code as many times as you like.

GL Code Management Area3

Assign Codes to Tuitions and Session Options

Once you have created the codes you want to use, you can assign them to tuitions and session options (PLUS only). To assign to either type of product, click Edit details corresponding to that item, and then simply select your code from the dropdown menu.

Edit Tuition Details

Edit Tuition

Reporting on items by GL code

Once you have assigned some GL codes, you can start using them in Financial activity and Transaction reports.

Finance Tab

Clicking Financial activity in the Financial reports sidebar generates your Summary and Revenue reports the same as before, but you can now group the results by the GL code of each item sold:

Financial Activity Report

For a more detailed breakdown, click on any blue number to get an itemized list of the items that comprise that total.

Note that items not assigned a GL code count as a class of their own, and that you can group and report on them together just as if they were all assigned their own GL code.

Filtered Transaction Report2

Clicking Transactions in the Financial reports sidebar also brings up the Transactions report just like before, but the report now includes the GL code and GL code name. You can sort on these columns, and of course, export to Excel where you can make creative use of this data in any number of ways.

Export All Transactions

Once again, we hope these new tools help you do what you do even better, letting the busywork do itself, and letting you spend more time where you true passion is.

From all of the team at Camp & Class Manager, a happy Thanksgiving, and our thanks for what you do.

Payment and Refund reports, Enhanced mobile registration

Of course the real joy in putting on educational and inspirational programs for others is in the participation itself, that’s why we try to make administration easy for you and registration and payment easy for your customers.

So, while this month’s new features are a little more like the party chaperone than the halloween candy, we hope they are just as sweet.

New customer payment and refund report

Different needs for different occasions – sometimes you need to review finances just for a single season or location, but sometimes you also need to review your organizational finances as a whole.

The new payment and refund report answers that need by listing ALL of your customers’ payments and refunds in one location that you can then sort and group as you need. To use the customer payment and refund report, just go to the Finance tab, and click Customer payments/refunds in the right sidebar:

Finance tab report link

Your report will then load as a list of all payments and refunds to your customers, arranged by the date of the transaction. The default date range is the last calendar month, but you can set a different start and end date if you like.

You can filter results by transaction type, for each of payments and refunds, and you can group and subtotal results by season, transaction type, or season, or even for each family.

Edit Filter Criteria

Group by selection

You can also click on an order number or a customer name to get more information about a particular transaction. If you want to share the results of a report with a colleague, or work with the data in a spreadsheet, you can also click Share or Export just like in other financial reports.

Order number and name, and Share and Export

 Enhanced mobile registration

This part is a little bit like candy actually. At least we think it’s pretty sweet.

We’ve always done our best to keep you at the forefront of the mobile revolution, and in keeping with the times, we’ve spent a little extra time this month making sure your registration forms look good on iOS7 and everywhere else on the mobile web. Have a look:

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iPhone Fisheye

 

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Order Details on iOS7

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Registration revamp

Creating great experiences for YOUR customers is the essence of what we do.  That’s why we’re excited to announce a fully revamped online registration experience that makes it easier and simpler for people to sign up for your programs.

Here are some of the ways that you can already start providing a better experience:

Fewer pages

Registration has been condensed to its essence of three basic steps:

  1. Select the sessions you want to register people for
  2. Complete forms and waivers for everyone being registered
  3. Checkout!

That’s it.

Just three basic steps presented in a way that keep it clear where the registrant is in the process and what information corresponds to which registration.

Filter by Date and Time

Customers can now search for sessions that fit in their calendars by filtering for sessions based on start/end dates and times, as well as all the criteria they could already filter for.

Filter by

Improved multi-person registration experience

The new condensed registration workflow also makes it easier to complete multiple registrations; whether it’s multiple people registering for the same session, or one person for multiple sessions (or some combination thereof) the new registration workflow makes it easy to do it all in one pass and still keep it simple.

One thing that makes this easier is a new quantity dropdown on the session selection page. This makes it easy to indicate that multiple people will be signing up for a specific session. Also, waivers can all be “signed” at the same time, no matter how many people are signing up for how many sessions.

Multiple Participants

Session Selection Page

Participant Matching

Registration Forms

Your contact info

A best practice to improve registrant “conversion” rates is to provide a clear and simple way for registrants to contact you when they have questions.  To this end, your organization’s phone number and email address are now displayed on each page of the registration process.

Contact Info

Better headers and beatiful backgrounds

Maybe the coolest thing about the newly designed registration form is that you can now add even more of your organization’s branding and unique style to your form.

You can now add a larger banner and a custom background image to your forms, and you can make them unique to each season.

Customize Header

Look and Feel

Direct registration link (to specific season/session/location)

You can now save your registrants the trouble of having to filter through your session list by creating a registration link that jumps them directly into the registration form with a specific season, session, or location already selected.  Adding these registration links throughout your website can help reduce the number of clicks it takes for your customers to register.

To generate these ‘direct links’, click Copy Registration URL on your homepage, select a season that you want to generate links for, and click Download Links. Links are then downloaded in an Excel file that includes a link for the season as a whole, for sessions at each location, and for each individual session.

Direct Links

 

New and improved confirmation emails

We listened to your requests around registration confirmation emails and rolled them all into our most recent release! The result is a better-looking, more informative, and more exciting confirmation email for your registrants.  Check out the details below and update your confirmation email setup soon in order to take advantage of these great new options.

Custom branding – Header/Footer images

Your confirmation email can now include custom header and footer images to better reflect your unique brand and add some excitement to your email.  As a best practice, we suggest a consistent custom header image on all of your email communications.  To make this easy, the same image library is shared in both Confirmation email setup and and the broadcast email tool (Plus version only).  And of course, if you don’t want to go to the trouble of creating a custom image, we also provide a default library of professional-looking footer images that reflect a variety of activities/themes.  To add a custom header and footer image to your confirmation emails, just check the boxes at the bottom of the email body.

Social media links

Another recommended best practice the new confirmation email makes easy is including your organization’s social media links (to Facebook and/or Twitter).  Just check the Social media box to insert “Share” links into your email.  If you haven’t entered your Facebook or Twitter info, just hop over to the Social Media settings area in your Account Settings.

“Consolidated” email – one per person registered

If a person signs up for multiple sessions within the same season, they will now receive a single summary email (rather than one email per session).  Information in the sidebar provides a financial summary of all their registrations, as well as the important details for each session.  Note that if you included specific days of the week or start and end times for Day sessions that info is displayed as well.

Follow-up form dates and calls to action (Plus version only)

If you’ve set up your season to use our new follow-up forms functionality, the confirmation email now lets registrants know about any required forms, along with due dates, and links for uploading documents through the online customer account.

Registrants who have any required forms for their sessions will also have a friendly “auto-nag” message inserted at the end of the email to notify them of outstanding documents and drive them to login to their online account.

Best of all, to use this new feature in confirmation emails you don’t have to do a thing; just configure your follow-up forms and this information will show up automatically. If you don’t require photos or use follow-up forms though, don’t worry, your registrants won’t see a thing about it.

Customize text messages by sessions

The final thing that we love about the new confirmation email is the ability to add conditional text areas that only display to people registered for specific sessions.  This is very handy if you have additional instructions or special content that is applicable for some sessions but not others.

A default text area will still display to all registrants at the top of the email (allowing you to have a standard intro/welcome/thank you message), but you can now add additional text areas underneath that you can set to display only for people who have signed up for specific sessions. For convenience, these additional text areas can be moved up and down, and edited and deleted individually.

To use this funcitonality, click Add a new text area to create an additional text area, then then click Edit to enter your text and optionally select Selected sessions to specify which sessions the text should display for.

The end result of these features is that your registrants can now receive a specifically tailored confirmation email that includes only the most relevant information based upon the sessions they’ve signed up for.  And with a custom header and footer and your social media links, you and the email can look good too.

All in all, we hope the new confirmation email makes it easier for you to provide five-star service to your customers without any extra effort, down to those little details that give peace of mind and communicate quality.

Bulk document download

When software is at it’s best, it’s kind of like magic. You just indicate somehow what you want to have happen, wait a moment (hopefully not too long), et voila! That thing you wanted done is just done.  We hope this new feature feels like just that kind of magic for you.

Follow-up form bulk download (PLUS only)

Hopefully by now you know that our Followup Form Tool allows your participants to easily upload documents through their online accounts.  While those documents are always available online, you may have a need to download and print them out in bulk, for example to prepare binders or camper packets for an upcoming session, or simply to archive forms at the end of a season (which we highly recommend).  Our new bulk form download tool makes this easy.

To download a batch of follow-up forms in one click, first go to the Supplemental forms tab and select all the forms and documents you would like to download, and click Download forms.

Download all

This will start the process of downloading a zip file to your computer containing all the items you checked. Depending on how many files you selected it may take a minute or two for the download to complete, but once it’s finished, the only thing left to do is to “extract” the files from the zipped folder.

There are a number of ways to extract files from a “zipped” folder, but the easiest way is to either just double-click the folder on a Mac, or right-click on the folder and select “Extract” on a PC. This will create a new folder with the same name that contains contains all your files you wanted, in their normal and freely usable state.

Downloaded and extracted files

Once they’re all extracted and properly situated, something you might find helpful is that Windows lets you print as many files as you like in a batch by just selecting the ones you want in an explorer window, and then right-clicking and selecting “Print”.

Note that all the files have to be the same type for this to work, and that Windows XP and older only let you batch print up to 15 files at a time, but if this little bit of computing “magic” can help you too, well, at ACTIVE Network we’re for all kinds of magic, big and small if it makes your life better.

 

Some like it hot…

Our Dev team has been working up a sweat to bring you some great new features.  We know you’re busy with your summer, but take 5 minutes to check out the new goodies below:

Session Start/End Times and Days of the Week 

A long time coming, you now have the ability to define start/end times and days of the week when you set up a daytime session.  This means no more need to cram that info into the session name or description fields.

Now when you edit or create a new session, you’ll see the option to define the session as Day, Overnight, or Both.  When you pick Day or Both, you’ll be able to define start/end times as well as days of the week.

The days and times you set will now show up for registrants in online registration, receipts,  confirmation email, and in the online account… YES!:

Printable HTML format for custom reports

While the contents of custom reports could always be exported to Excel for viewing and working with that way, this data can also now be exported to a full page HTML view, for easy viewing and also as a convenient form for printing.

The contents of the report will then open on their own in a new tab, in exactly the way you had them configured on the Reports tab:

Note that when you print this format, each “grouping” will print on it’s own page, making it easy to give rosters to specific coaches or counselors.

Something else we love about the printable HTML format is the way photos look in the final printed result. Just a couple ideas, but maybe something like this would work well to give to your kitchen staff to be able to recognize kids with food allergies, or just generally to give to staff to help put faces with names before the start of camp.

We’d love to hear what other ways you can think of!

ACTIVE Account Statement – View by Season

Creating separate seasons is one way to easily maintain different financial “silos” in your organization.  To help make your accounting even easier in this structure, we’ve added the ability to see your ACTIVE Account statement (including credit card transactions and fees) broken down by season.

Automatic follow-up form reminder email (PLUS version only)

To help you get the most out of the new follow-up forms functionality, we’ve added an easy way to automatically send an email reminder to registrants who are taking their time submitting required forms and documents.

To configure this reminder, first navigate to the registration forms step of the season setup process:

And check the automatic emails box:

Once you save this configuration, an email will go out on the date you specify to registrants who have outstanding required forms. Click on the link to customize the reminder email if you like, but here is what it will say by default:

Document upload/tracking, Account invites, Session filters

We’ve been hard at work these last few months, and we couldn’t be happier to share these new features with you just in time for this camp season.

Online Account Invite

A big part of running your business is maintaining a sense of personal community with those you serve. Camp & Class manager’s whole raison d’etre is to help you do that more efficiently and effectively; automating what can be automated, and providing tools and systems that allow everyone to keep in touch in all the ways that matter.

The online account meets both of these by providing a personalized point of contact online, and allowing parents to pay balances and take care of other housework tasks easily and automatically. With the online account invite feature, even people registered internally can now be invited to set up and use an online account.

Note that while internal registration is a PLUS only feature, both PLUS and LITE users will now see information about each family’s online account in the Person view left sidebar.

 

Go paperless! Secure document management in the cloud

Taking care of kids is serious business. You literally could not have a greater responsibility than the care of other people’s children so if it is important for anyone in this world to take the details of their job seriously, it’s important for you.

Invariably, some of those details are the forms and documents you need have at your fingertips while kids are in your care. Whether it’s medical information, insurance cards, passports or whatever other kinds of forms and documents are important for participation in your activities, there is a lot to keep track of. Not only is this information critically important, it’s often confidential, so, like you need us to tell you, but you have a lot on your plate.

With Camp and Class Manager’s new follow-up forms features, we hope to make this part of your job as effortless and intuitive as possible; to automate the collection of forms and documents and to keep them all neat and clean right alongside the existing camper records in your system in secure digital form.

With these new tools, you can configure the forms and documents that you want to collect for each season and let parents upload them themselves via their online account. You can add a description to make it clear what you want parents to submit, and you can even upload a template that parents can download and fill out. You can make certain required for all sessions in a season, or set them to display only for registrants in select sessions.

Once parents upload a form or document then, the file is stored securely on ACTIVE Network servers where only you and people you authorize can access it. Within the Camp & Class Manager system, you can easily see which documents have and have not been submitted, download documents for review, or upload documents that are emailed to you directly.

Something else we think is really cool is that since Camp and Class manager works on your mobile or tablet device, uploading documents can be as easy as taking a picture of an insurance card with your iPhone and uploading it straight from there.

 

Talk less, play more – streamlined online registration

You provide unique experiences that money can’t buy. We just help you get the right people there to enjoy them. To close that loop just a little more, your online registration forms now include filters for location and for something new called session type.

Location is simple. Each session has a location, and so now whenever there are ten or more sessions available for registration that are not all in the same location, registrants can just check the locations they are interested in, et voila! Well begun is halfway done!

Session types are a little different, and this is kind of fun because it’s a simple way to really personalize your online registration experience. For instance, let’s say you offer a lot of different sessions in the same season, and they’re related in different ways. Maybe there are different sports, or different skill levels at certain activities, or different aspects of whatever it is that makes your programs unique.

Whatever those special characteristics of your activities are, if you add those as session types to your programs, registrants can filter on these too to find just the program they are looking for and be on their way to a great experience.