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How to set up a Youth Camp registration program (sessions, fees and capacity)

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A Youth Camp Registration program sells camp sessions. Each offering is one camp, such as an age group or a theme, with sessions by day or by week, a Session Fee charged for each session, an optional lower price for families who take every session, and a limit per session. Choose Youth Camp Registration on Add Program, fill in 1 Setup, then add each offering and its sessions on 2 Configuration.

Applies to: Org admins · Organizations with the Camp & Activity module (Payment Plans: Enhanced, Elite and Enterprise) · Youth Camp Registration programs

Where: Programs > Manage Programs > Add Program > Youth Camp Registration

Before you start

  • The module: Youth Camp Registration is part of the Camp & Activity module (Camp Registration on older accounts). If Youth Camp Registration is grayed out on Add Program, your organization doesn't have it; contact TeamSideline Support to add it.
  • One camp at one price: if the camp runs within a single week, make it a Weekly offering so the whole week is one session. A camp that runs longer at one price, or a one-time camp, is often simpler as a Youth Registration program with one offering per camp.
  • Have ready: each camp's dates, days and daily hours, the price of one session, any price for taking every session, the limit per session, and when registration opens and closes.

Step 1: Add the program

  1. Go to Programs > Manage Programs and click Add Program.
  2. In Registration Type, choose Youth Camp Registration. There's no Sport or Pricing Type to choose: camps always use Standard Pricing, and no league is created.
  3. Click Next.

Step 2: Fill in 1 Setup

  1. Enter the Program Name, Program Season, Program Description and Program Image, and set the Program Duration from the first camp day to the last.
  2. Under General Settings, set what you need, for example Age Validation Type (age or grade limits per offering) and Multiple Payments. Camps can use Payment Plans; Partial Pay isn't offered. Camps have no sibling discount or Max $ Per Family.
  3. Optional: under Max Enrollments/Waitlist, set Enable Waitlist to Yes so full sessions take a waitlist.
  4. Click Save.

What you'll see: "Program has been saved." and the program's 2 Configuration page opens.

Step 3: Add each camp as an offering

  1. Under Offerings, click Add Offering.
  2. Enter the Offering name.
  3. In Session Fee, enter the price of one session.
  4. In Session Type, choose Daily (families pick single days) or Weekly (families pick whole weeks).
  5. In Session Date Range, enter the Start Date and End Date, and under Recurring Day(s) check the days the camp meets. The end date must be after the start date.
  6. In Session Time Range, choose the Start Time and End Time of each camp day.
  7. In Reg. Duration, set when registration opens (Starts) and closes (Ends), with times on the hour. These dates apply to every session of the offering.
  8. Optional: in All Sessions Session Fee, enter a lower price per session for campers registered for every session of the offering.
  9. Optional: in Max # of Enrollments per Session, enter the limit for each session. Leave it blank for no limit.
  10. Optional: add an Early Session Fee with its Early Reg. Duration, or a Late Session Fee with its Late Reg. Duration. Each is the full price per session, not a discount or a surcharge, and each has its own All Sessions fee.
  11. Set any age, grade or gender limits for the offering, then click Add.
  12. Repeat for each camp.

What you'll see: the offering under Offerings, with Daily or Weekly and its number of sessions, for example Daily (5).

Step 4: Check the sessions

  1. Expand the offering's row to see its sessions, with each session's date, Selected Day(s), Start Time and End Time.
  2. Check that every session falls on a camp day. A Weekly session runs Monday to Sunday of its week.
  3. To change a session, click Edit Session. To remove one, click Delete Session; it's grayed out once someone has registered for that session.
  4. To add one more session, click the offering's Add Session icon.

What families see

  • They click Enroll, choose the camper and the offering, then tick sessions in Session(s). Daily sessions are grouped under Week of headings, and All Sessions ticks every session.
  • Each session is its own registration at the Session Fee. When a camper has every session of the offering in the same order, each one is charged the All Sessions price instead.
  • A session that has reached its limit shows (FULL) and can't be ticked, or (WAITLIST) when Enable Waitlist is Yes.

If it doesn't work

  • Youth Camp Registration is grayed out on Add Program. Your organization doesn't have the Camp & Activity module. Contact TeamSideline Support.
  • "Session Date Range End date should be after Session Date Range Start date." For a one-day camp, set the End Date to the next day and check only the camp's day.
  • "At least one day must be checked for recurring days." Check at least one day under Recurring Day(s).
  • "End time should be after Start time." Fix the Session Time Range.
  • "To add an Offering, you need to complete the "Session Date Range Start" date field." or a similar message for the end date or a time. Fill in the field named.
  • "Start and End times must be on the hour." Use a Reg. Duration time such as 7:00 PM, not 7:30 PM.
  • "Payment plan cannot be applied to "(registration)". Return to cart, delete enrollment, and try again without payment plan." A family chose a payment plan for sessions charged the All Sessions price. Payment plans can't be combined with that price.
  • "Please select an Offering Session." The family clicked Add without ticking a session.

Good to know

  • Registration dates belong to the offering, not to each session. If sessions need different registration periods, put them in separate offerings.
  • Families can tick any session while the offering's registration is open, even days that have passed. Once camp starts, end registration or delete the past sessions nobody has registered for.
  • A camp program's steps are 1 Setup, 2 Configuration, 3 Preview and 4 Dashboard. Camps have no rosters, Team Sites or daily attendance check-in. The 4 Dashboard shows each session's enrollments, limit, spots left and waitlist, and Reports > Report Dashboards > Enrollments adds a Session column for camp programs, so you can list who's coming on a given day.
  • 2 Configuration for camps has no Volunteers, Sponsorships or Program Access sections. Add-ons can be tied to chosen sessions: pick them in Session(s) when you add the add-on.
  • Coupons, enrollment fields, Terms & Conditions and FAQs work as in other programs; see Related articles.

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