How to configure Camp Settings
To configure camp settings, you need to have created an event of type "camp".
You can access camp specific configuration options while logged in as an administrator by selecting "Calendar & Events" / "List Events & Classes" from the side panel menu and filtering on events of type camp.
Camp events are characterized by an icon that looks like a tent.
You can click on the edit icon (the pencil) to edit the event definition for the camp.
When you do, you will see the Camp Settings exposed as the last property of the event as shown below.
Click on Camp Settings to alter the configuration of your camp event.
Camp Registration Settings
Once you are in the Camp Registrations Setup screen, you will notice that two specific forms appear.
The upper part of the camp settings deals with camp settings and policies.
The second part of the setup deals with day-by-day options related to the camp.
We'll look at the overall camp setup policies first and explain each setup option.
A screen capture of a sample camp is provided below.
Camp Start Date: This is the first day that camp is offered. Dates must be entered in the format mm/dd/yyyy.
Camp End Date: This is the last day that this camp is offered, also in the form mm/dd/yyyy.
Granularity for exclusive camp registration options: This settings governs exclusive registration options (explained below). The system can be configured to allow customers to elect to participate in camps any day they choose, or it can be configured to force registrants to select camps for a week at a time. Forcing registrations for the entire week is appropriate if you want to insist that attendees for for the entire week rather than day be day.
Granularity for Non-Exclusive Camp Registration Options: Non-Exclusive Registration Options (explained below) are options where a registrant can choose any number of options associated with a camp registration. The system can be configured to allow these options also to be selectable on a daily basis or a week at a time.
Exclusive Registration Options: Exclusive options are those that are mutually exclusive. For example, if we offer choices for a morning camp, an afternoon camp, and a full-day at a discounted rate, we don't want our customers to be able to select more than one option at a time. At least one exclusive option must be setup for the camp event to function properly. A camp registration can have up to five exclusive registrations. The text entered here will appear on the registration form for the camps. Please keep these descriptions entered as short as possible. If additional explanation about camp options is required to help someone who is registering, it can be provided in the Event Descriptive Text since this will appear above the camp registration form when a user registers.
Daily Rate: Are camp rates are daily. The weekly rate is assumed is assumed to be equal to five times the daily rate, unless a specific weekly rate is entered. For example, with a five-day week you might offer a daily rate of $30.00 and a weekly rate of $135.00 thereby giving someone a $15.00 per week discount who registers for the full week. In the case of weekly registration granularity the price of $135.00 would apply automatically to the week. In the case of daily registration granularity, a parent selecting all five days would enjoy the discounted rate also. If the parent selects four of five available days for the week however the system would not extend the discount and would charge $120.00 for the four camp days. (4 * the daily rate)
Optional Multi-week discounts: For each exclusive camp option, a multi-week discounts can be set up independently. Let's say for example that you wanted to to charge $135 / week, but the third week you wanted to offer a $10.00 discount for this and subsequent weeks. (making the effective cost to a parent for a three week registration $135 + 135 + $125. This can be achieved by entered an optional multi-week discount of $10.00
# of weeks before discount applies: This column is directly related to the multi-week discount column. When entering a discount as in the example above, we would make this value "2" to signify that the discount should be applied only after two weeks have elapsed at the normal weekly rate.
Please note that weekly rates, and multi-week discounts can be configured in conjunction with one another. They are configured against each of the exclusive options on an independent basis.
User selectable options on registration: These settings similar to the ones described above are configured in a similar way except that multiple options can be selected by the registrant. The most common example of where they are used is with Early-drop or Late-pickup. For these options there is no notion of weekly discounts or multi-week discounts. If this is required, options that incorporate a weekly price might be included as a separate exclusive option, or other NeatClubs features (like form level price impact expressions) may be used.
The order fields and camp specific tracking options are not widely used at present and are therefore for future expansion.
"By Day" Camp Registration Settings
The chart below shows the first few days of the daily summary for the camp registration event described above. For a camp that is run over a sixty day time-span (including weekends and holidays) there would be sixty rows summarizing properties of the camp day by day.
We indicate whether the camp is offered on a day by placing check marks beside the date. For convenience, clicking on the calendar icon will automatically check all the weekdays over the date span of the camp. The administrator can then go and remove holiday dates or dates camps are not offered for other reasons. Similarly, the small "Clear" link will clear all the check boxes.
Due to staff availability, facilities might be able to accommodate different capacities for different days or weeks or for different streams. If I was running a baseball training camp, I might have a regular option that can accommodate 30 kids and an "advanced workshop" at a different price that can accommodate only 12. Each capacity column shown below pertains the one of the five exclusive registration options. If the capacity is the same for all days of the camp, you can enter a capacity in the top row and then press "Copy" to propagate that value to all days of the camp save time. There is no problem with having a capacity entered even if the camp does not run that day.
Special Event Text can be entered on a daily basis for each camp. There will be notes showing these special events when a parent registers. Also, camps along with the special event text entered here will be visible on the club calendar.
An example of a club using this facility to post information about their camp programs is shown below.
