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How Do I Use the Camps Quick Edit Tool?

IN BRIEF
The Camps Quick Edit tool allows staff to update selected camp details in bulk instead of editing each camp individually. This tool helps administrators quickly manage camp settings, dates, descriptions, instructors, Skill Trees, and Auto-Approval Prerequisites across multiple camps.

Overview

The Camps Quick Edit tool allows staff to make the same change to multiple camps at one time. This can help reduce manual updates when several camps need the same Program, Pricing Schedule, dates, instructors, Customer Portal/Mobile App settings, or other shared details.

Staff can use Quick Edit to update several areas of selected camps, including:

  • Camp details
  • Camp dates and schedule type
  • Camp descriptions
  • Instructors
  • Skill Trees
  • Auto-Approval Prerequisites

Because Quick Edit applies changes to all selected camps, staff should carefully review the selected camps and only update fields that need to change. Any field left unchanged will retain its existing value.

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Accessing the Feature

  1. From the main navigation menu, go to Camps.
  2. Use the filters and search tools on the left side of the page to locate the camps that need to be updated.
  3. Select the camps to edit.
  4. Select the Quick Edit tool at the bottom of the screen. The icon looks like a pencil with three lines next to it.

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Step-by-Step Instructions

  1. Filter the camp list using any applicable filters and search tools on the left side of the page.
    • This helps narrow the list to the camps that need to be updated.
  2. If needed, adjust the page view to show more results.
    • Page view controls appear at the top right and bottom right of the camp list.
  3. Select each camp that needs the same update.
    • Quick Edit applies changes to all selected camps.
  4. Select the Quick Edit tool.
    • The icon appears at the bottom of the screen and looks like a pencil with three lines next to it.
  5. Select the appropriate tab for the details that need to be updated.
    • Details
    • Dates
    • Description
    • Instructors
    • Skill Tree
    • Auto-Approval
  6. Make the appropriate changes for the selected camp or camps.
    • Leave any menu set to -DO NOT CHANGE- when that field should keep its current value.
    • Leave text fields blank when that field should keep its current value.
  7. Select Save to update the selected camps.
    • The System applies the selected changes to all selected camps.
  8. Select Cancel to close the Quick Edit window without saving changes.

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Details tab

The Details tab allows staff to update general camp settings for all selected camps.

  • Camp Status: Sets whether the selected camps are active or inactive.
    • Active: Marks the selected camps as active.
    • Inactive: Marks the selected camps as inactive.
    • See How Do I Make a Camp Inactive? for more information about using Quick Edit to make camps inactive in bulk. 
  • Camp Program: Assigns the selected camps to an available Program.
  • Camp Pricing Schedule: Assigns the selected camps to an available Pricing Schedule.
  • Amount Due at Signup: Defines how much payment the family must submit during signup.
    • Deposit Due Only: Requires only the deposit amount at signup.
    • Force Pay in Full: Requires full payment at signup.
    • No Payment Required: Allows signup without requiring payment.
  • Tax Exempt: Controls whether the selected camps are exempt from tax.
    • No: The selected camps are not tax exempt.
    • Yes: The selected camps are tax exempt.
  • Camp Tax Rate: Assigns an available Tax Rate when Tax Exempt is set to No.
  • Customer Portal Options: Controls how the selected camps appear and function in the Customer Portal/Mobile App.
    • Show on Web: Controls whether the selected camps appear online.
      • No: Hides the selected camps from the Customer Portal/Mobile App.
      • Yes: Shows the selected camps in the Customer Portal/Mobile App.
    • Allow Web Registration: Controls whether families can register online.
      • No: Prevents online registration for the selected camps.
      • Yes: Allows online registration for the selected camps.
    • Allow Parents to Choose Camp Blocks: Controls whether families can choose available camp blocks during registration.
      • No: Prevents families from selecting camp blocks.
      • Yes: Allows families to select camp blocks.
    • Auto-Approve Requests: Controls whether eligible camp requests can be automatically approved.
      • No: Prevents automatic approval.
      • Yes: Allows automatic approval when requirements are met.
    • Display Schedule Alias In Place Of Schedule Details: Controls whether the schedule alias displays instead of the full schedule details.
      • No: Shows the standard schedule details.
      • Yes: Shows the schedule alias instead of the schedule details.
      • See What is the Camp Alias Feature? for more information about using the Camp Alias feature.
  • Level: Assigns an available Level to the selected camps.
  • Zone: Assigns an available Zone to the selected camps.
  • Camp Type: Assigns an available Camp Type to the selected camps.
  • Requirements: Updates eligibility and capacity requirements for the selected camps.
    • Minimum Age (Year/Month): Sets the youngest age allowed for enrollment.
    • Maximum Age (Year/Month): Sets the oldest age allowed for enrollment.
    • Maximum Number of Students: Sets the maximum number of students allowed in the camp.
    • Gender Limitations: Limits registration by gender.
      • Co-Ed: Allows all students.
      • Female: Allows only female students.
      • Male: Allows only male students.
    • Student Grade: Sets grade-based requirements for the selected camps.

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Dates tab

The Dates tab allows staff to update camp dates, registration dates, priority registration dates, and schedule type for all selected camps.

  • Dates: Controls whether the selected camps keep their current dates or use newly entered dates.
    • Do Not Change: Retains the current camp dates.
    • Use the Dates Below: Adjusts the current camp dates to match the dates entered below.
  • Camp Dates: Defines the dates during which the camp is active.
    • Staff can extend the camp date range at any time.
    • Extending the date range adds additional dates to the start or end of the camp.
    • Staff can shorten the camp date range only when no existing enrollments fall outside the proposed date range.
    • For example, if a camp originally runs from March 1–6 and enrollments exist on March 6, staff cannot shorten the camp dates to end on March 5.
  • Registration Dates: Controls the period when the camp is visible for registration in the Customer Portal/Mobile App.
  • Priority Dates: Controls the period when the camp is visible for registration in the Customer Portal/Mobile App for families or students with the Priority Camp Registration Keyword assigned.

Important Note: If Use the Dates Below is selected, leaving any date field blank keeps the existing value for that field.

  • Schedule Type: Controls how the selected camp schedule is built.
    • Do Not Change: Retains the current schedule type.
    • Weekly Schedule (Weekdays): Uses weekday-based scheduling.
    • Daily Schedule (Specific Dates): Uses specific dates for the schedule.

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Description tab

The Description tab allows staff to overwrite the existing camp description for all selected camps.

  • The new description replaces all existing descriptions on the selected camps.
  • The description supports:
    • Pictures
    • Formatting
    • Hyperlinks
  • In the Customer Portal, this content appears when users select More Details.

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Instructors tab

The Instructors tab allows staff to mass update instructors assigned to the selected camps.

Available instructor update options include:

  • Add selected staff members without removing current instructors.
  • Remove selected staff members without removing other instructors.
  • Remove all current instructors and replace them with the selected staff.

Important Notes:

  • The instructor list loads in batches of 100.
  • Staff may search for additional instructors.
  • Selected instructors move to the top of the list for visibility.

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Skill Tree tab

The Skill Tree tab allows staff to assign a Skill Tree to all selected camps.

  • The assigned Skill Tree overrides any Skill Tree inherited from the Program.
  • This allows staff to apply a specific Skill Tree directly to the selected camps.

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Auto-Approval tab

The Auto-Approval tab allows staff to mass update Auto-Approval Prerequisites for selected camps. Auto-Approval Prerequisites help determine whether camp requests can be approved automatically.

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Important Notes

Quick Edit change effects

Quick Edit changes affect all selected camps. Before selecting Save, confirm that:

  • Only the intended camps are selected.
  • Only the intended fields have been changed.
  • Any field that should not change remains set to -DO NOT CHANGE-.
  • Any text field that should not change remains blank.

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When to use the Camps Quick Edit tool

The Camps Quick Edit tool works best when multiple camps need the same update, such as:

  • Making several camps active or inactive
  • Assigning camps to the same Program
  • Updating camp requirements for multiple camps (age, gender, max enrollments)
  • Updating registration or priority registration dates
  • Applying the same Pricing Schedule
  • Assigning the same instructor or instructors
  • Replacing descriptions across multiple camps
  • Assigning the same Skill Tree
  • Updating Auto-Approval Prerequisites

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Troubleshooting & FAQs

  • Why did several camps change after I selected Save?
    • Quick Edit applies changes to all selected camps. Review the selected camps before saving, and leave any fields that should not change set to -DO NOT CHANGE- or blank.
  • Can I shorten camp dates when students already have enrollments?
    • You can shorten the camp date range only when no existing enrollments fall outside the proposed date range. If enrollments exist on dates that would be removed, the System will not allow the shortened date range.
  • What happens if I select Use the Dates Below but leave a date field blank?
    • The System keeps the existing value for any blank date field.
  • Why do selected instructors move to the top of the instructor list?
    • Selected instructors move to the top of the list so staff can more easily confirm which instructors have been selected.
  • Does assigning a Skill Tree in Quick Edit affect Skill Trees inherited from the Program?
    • Yes. A Skill Tree assigned through the Skill Tree tab overrides any Skill Tree inherited from the Program.

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Need more assistance?

Customer support is available at 1-877-554-6776 Mon - Fri, 9 am to 9 pm (CT) and Sat, 9 am to 6 pm (CT).