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How Do I Create a New Camp? (Camp Setup)

IN BRIEF
Once Programs, Charge Categories, Pricing Schedules, and Camp Types are set up, you can create a new camp in iClassPro.  Camps can include specific age or gender requirements, registration windows, user-defined questions, and other advanced options that help manage enrollments through the Customer Portal. 

Overview

Creating a camp involves defining its schedule, pricing, and registration options. Camps can be configured for a single day or multiple blocks, and can include age, gender, and skill level requirements, zone and level assignments, and custom questions for families during registration.

If you intend to group multiple camp blocks together using iClassPro's Camp Alias functionality, review our "What is the Camp Alias Feature?" document before beginning.

NOTE: Customers with a direct link to a camp will still to be able to enroll online if “Show on Web” is NOT enabled, but “Allow Registration” IS enabled. This means the camp will not be displayed in the main Camp listings and will only be accessible by families with a direct link.

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Accessing the Feature

  1. In the Office Portal, navigate to the CAMPS page.
  2. Select +New Camp to open the camp setup dialog.

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Step-by-Step Instructions

Add Camp Details

All fields are required unless marked otherwise.

  • Camp Name – enter the camp title as it should appear in both the Office Portal and Customer Portal.
  • Camp Program – select the Program created in your general settings.
  • (optional) Camp Level – associate a skill or progression level.
  • (optional) Camp Zone – assign the camp to a facility Zone.
    • NOTE: If assigning a Zone would overbook it, the System will display a warning.
  • Camp Type – select from your existing Camp Types.
  • Age & Gender Requirements – define eligibility for registration.
  • (optional) Grade – set minimum or maximum grade levels.
  • Maximum Number of Entries – set total capacity for the camp.

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Age Calculation Notes

  • Minimum age is determined as of the camp’s end date.
  • Maximum age is determined as of the selected block date (earliest selected date if multiple).
  • Decimal ages can be used for partial years:
    • Whole numbers allow any age within that year (e.g. "12" allows all ages 12.0–12.9999).
    • Decimal numbers limit to that specific age (e.g., a max age of "12.0001" excludes students older than 12.0).
  • Common decimal conversions:
    • 1 month – 0.0833
    • 2 months – 0.1667
    • 3 months – 0.25
    • 4 months – 0.3333
    • 5 months – 0.4167
    • 6 months – 0.5
    • 7 months – 0.5833
    • 8 months – 0.6667
    • 9 months – 0.75
    • 10 months – 0.8333
    • 11 months – 0.9167

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Payment Settings

  • Camp Pricing Schedule – choose the appropriate schedule to determine tuition.
  • Amount Due at Signup – select one of the following options:
    • Deposit Due Only – creates a charge for the full tuition amount but only requires payment of the deposit.
    • Force Pay in Full – requires full payment at the time of enrollment.
    • No Payment Required – creates a tuition charge but does not require immediate payment.
  • (optional) Tax Rate – override the default tax rate inherited from the Program.

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Important Note

If you allow customers to modify an existing camp enrollment:

  • When Force Pay in Full is enabled, the System charges for auto-approved enrollment modifications.
  • When Force Pay in Full is disabled, the System does not charge for these modifications.

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Define Camp and Registration Dates

  • Camp Dates – specify the start and end dates of the camp.
  • Allowed Registration Dates – define the date range during which the camp appears in the Customer Portal for new enrollments or modifications.
  • Priority Dates - controls the period during which the camp is visible for registration in the Customer Portal/Mobile App for families/students that have the Priority Camp Registration Keyword assigned.

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Add Customer Portal Settings

These settings determine how your camp is displayed and managed in the Customer Portal.

  • Show On Web – makes the camp visible within its registration dates.
  • Allow Web Registration – allows customers to create enrollments online.
    • If disabled, families will be unable to register for the camp online and will be prompted to contact your office to register.
  • Allow Parents to Choose Camp Blocks – allows parents to enroll their student only for the selected camp blocks.
    • Disable this option if students must register for the entire camp.
  • Auto Approve Requests – automatically approves enrollments when requirements are met and space is available. This option must be enabled for the system process charges and collect payment.
    • NOTE: Students with a custom gender assigned will only be auto-approved for Co-Ed camps.
  • Display Schedule Alias in Place of Schedule Details – if using Camp Aliases, shows the alias name instead of timeslot details.
  • Camp Picture (optional) – upload a 400px x 200px image.
  • Description – include additional details about the camp for families.

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Add User-Defined Questions (Optional)

User-defined questions appear during registration and can collect additional information or add optional charges.

For each question, you can define:

  • Question – what the family sees during registration.
  • Description – additional clarification or next steps.
  • Answer/Additional Info Default Text – pre-filled text shown in the answer box.
  • Price – fee amount added if the family answers “Yes” (when enabled).
  • Use Price (Will Auto Create a Charge) – must be selected to create an automatic fee; this also enables “Require a Yes or No Response.”
  • Add Tax – if applicable, enables tax on the additional charge.
  • Require a Yes or No Response – requires an answer before submission.
  • Require a Typed Response – requires text input instead of Yes/No.

Select Add Question to save each entry. 

Use the pencil/edit icon to make changes and select Save Question to update.

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Important Note

  • Avoid deleting questions for active camps with existing bookings.
  • If questions must be deleted or edited, run the Camper Information Report (CAM-7) before removing or replacing a question to preserve the history of the responses.

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Add a Camp Schedule

Each time and date added is treated as a block in the Pricing Schedule.

  • Select a day, time, and duration, then choose Add.
  • If the duration is under 60 minutes, enter “0” in the hour field.
  • Choose a schedule type:
    • Weekly Schedule – repeats on selected weekdays.
    • Specific Dates – choose individual dates.

NOTE: changing the schedule type will remove all current camp blocks from the schedule.

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Block Capacity Options 

If Allow Parents to Choose Days is enabled, a Max Students option will appear for each block. This allows custom capacity settings per block.

NOTE: This option is not available if Allow Parents to Choose Days is disabled or if Camp Aliases are used.

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Additional Tabs and Features

  • Instructors Tab – assign instructors to the camp.
    • NOTE: The System displays 100 instructors at a time with search capability.
  • Keywords Tab (optional) – add custom keywords for filtering and reporting.
  • Promo Codes Tab (optional) – specify which promotion codes apply to this camp (after the initial save).
    • NOTE: The camp will automatically be associated with any Promo Codes inherited from the Program.
  • Skill Tree Tab (optional) – override the default Skill Tree inherited from the Program.
  • Auto-Approval Tab (optional) – define age or skill criteria for automatic approval on a per-camp basis.
  • Select Save to create the camp.

Upon saving:

  • The System checks for instructor scheduling conflicts.
  • If conflicts are found, a Staff Schedule Conflicts window appears, allowing you to either Override or Cancel and make changes.

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Other Customer Portal Options

Additional camp-related settings are located under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CAMP REGISTRATION.

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Restrictions on Editing Camp Details

Some details can be changed after enrollments begin, but others are restricted to protect data integrity.

  • Editable with Caution
    • Camp Start/End Dates - Staff can modify Camp Dates with the following warnings:

      • Extending the camp date range is always allowed (i.e., adding additional dates to the start/end of the camp).

      • However, shortening the duration of the camp is permitted only when there are no dates with existing enrollments outside of the proposed date range (e.g., if the camp originally runs from March 1-6, and I have enrollments on March 6, I cannot shorten the camp dates to end on March 5).

    • Age/Gender Requirements – changes will not remove current enrollments that no longer meet criteria.
    • Maximum Occupancy – lowering capacity does not unenroll existing students; it only prevents new ones.
    • Amount Due at Signup – updates apply only to new enrollments; existing ones follow their original setting.
  • Program Changes
    • Changing the Program attached to the camp updates all current and future enrollments.
      • However, it does not retroactively change the Program assigned to any existing tuition charges that were already linked to the original Program.

NOTE: changing the Program may also affect applicable Promo Codes and/or the Skill Tree associated with the camp.

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Troubleshooting & FAQs

  • Why does my camp not appear in the Customer Portal?
    • Verify that both “Show On Web” and “Allow Web Registration” are enabled, and that the current date falls within the “Allowed Registration Dates.”
  • Can I reopen registration for a past camp?
    • Yes, although this is generally not recommended.
      • If the camp has not yet occurred (and ONLY the "Allowed Registration Dates" have passed), you can extend the “Allowed Registration Dates” range to make it visible again in the Customer Portal.
      • If the camp has already ended, you should either create a new camp or duplicate the old one and change the camp dates.
  • Why can’t I change certain camp dates or details?
  • Can I limit Customer Portal access to a camp to specific families?
    • Yes. You can control access to register for a camp in one of the following ways:
      • Use Priority Registration dates and keywords
      • Customers with a direct link to a camp will still to be able to enroll online if “Show on Web” is NOT enabled, but “Allow Registration” IS enabled. This means the camp will not be displayed in the main Camp listings and will only be accessible by families with a direct link.

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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).