IN BRIEF
Making a camp inactive helps keep the Camps page organized by removing old or completed camps from the default active camp list. When a camp is changed to Inactive, the System can drop current enrollments, delete future enrollments and waitlists, and notify affected families.

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Changing the status of one camp
  • Changing the status of multiple camps at once
  • What is the difference between "Inactive" and "Past Active"?
  • Why make camps inactive?
  • What happens to enrollments when a camp is made inactive?
• Troubleshooting & FAQs
• Related Articles

Overview

Camps are marked Active by default when they are created. Over time, the list of camps in the database can become lengthy, especially for organizations that run many camps or use similar camp names from year to year.

Marking older camps as Inactive helps staff focus on camps that are ongoing, upcoming, or recently completed. Staff can still view older inactive camps by filtering the camp list by Inactive or All status.

Changing a camp to Inactive can affect existing camp enrollments:

• Current enrollments receive the selected drop date.
• Future enrollments are deleted.
• Waitlisted enrollments are deleted.
• Affected families can receive an email notification.
• The camp status changes to Inactive.

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Accessing the Feature

1. From the main navigation menu, go to Camps.
2. Locate the camp you want to update.
3. Use the available camp filters to narrow the list, if needed.

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Step-by-Step Instructions

Changing the status of one camp

1. Go to the Camps page.
2. Locate the camp you want to update.
3. Select the pencil/edit icon to the left of the camp name.
4. Locate the Status drop-down menu to the right of the Camp Name field.
5. Change the camp status from Active to Inactive.
6. Review the warning in the "Drop Enrollment" window. The warning explains that marking the camp inactive will drop any current enrollments and delete any future enrollments or waitlists. 
   
7. Enter a Drop Date to apply to any current enrollments.
8. To notify families with existing enrollments that their enrollment has been dropped, enable Send Email Notification To Affected Families.
   • Enabling this option displays the E-mail Comment field.
   • Any text entered in the E-mail Comment field will be included in the email sent to affected families.
9. Select Save to complete the status change.
10. After saving, the System performs the following actions:
    • Updates current enrollments to use the drop date defined in the "Drop Enrollment" window
    • Deletes any future enrollments
    • Deletes any waitlisted enrollments
    • Sends a notification email to affected families, if enabled
    • Changes the camp status to Inactive

Families whose enrollments were dropped receive the notification email using the "Camp Canceled" email template under Settings > Setup > General Settings > Email Templates > iClassPro. The System uses this template because marking a camp inactive effectively cancels all remaining camp dates.

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Changing the status of multiple camps at once

1. Go to the Camps page.
2. Use the filters on the left side of the page to display the camps you want to mark Inactive.
3. Select the camps you want to update.
   • To mark all camps in the filtered list as Inactive, select Select All at the top of the screen.
   • To mark only some camps as Inactive, manually select only those camps.
4. Select the Quick Edit icon at the bottom of the screen to open the "Quick Edit Camps" window.
5. Change the Status option from Active to Inactive. 
   
6. Review the additional fields that display after changing the status:
   • Warning that any active enrollments will be dropped, and any future enrollments or waitlists will be deleted
   • Drop Date For Active Enrollments
   • Drop Notes
   • Send Drop Email
   • Program
   • Camp Pricing Schedule
   • Level
   • Zone
   • Camp Type
   • Requirements
7. Enter the required drop information.
   • Use Drop Date For Active Enrollments to set the drop date for active enrollments.
   • Use Drop Notes to add internal notes related to the drop.
   • Enable Send Drop Email to notify families with existing enrollments that their enrollment has been dropped.
8. Select Save to complete the status change.

When Send Drop Email is enabled, the System uses the "Camp Canceled" email template under Settings > Setup > General Settings > Communication Templates > iClassPro. The System uses this template because making a camp inactive effectively cancels all future camp blocks.

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What is the difference between "Inactive" and "Past Active"?

Inactive refers to the camp status. A camp can have one of the following status values:

• Active
• Inactive

Past Active refers to the camp's active period, which depends on the camp dates. The active period can be one of the following values:

• Current And Future Active: The camp start date or end date is in the future.
• Past Active: The camp end date is in the past.

A camp can be Past Active and still have an Active status. This means the camp dates have already passed, but the camp still appears as an active camp unless staff mark it Inactive.

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Why make camps inactive?

Marking old camps Inactive helps with housekeeping. It keeps the Camps page easier to navigate while still allowing staff to view older camps by filtering the list by Inactive or All status.

This can be especially helpful when:

• The organization runs many camps
• The organization has used iClassPro for several years
• Camp names repeat or closely match from year to year
• Staff need to focus on current, upcoming, or recently completed camps

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What happens to enrollments when a camp is made inactive?

When a camp is marked Inactive, the System handles enrollments based on their timing and status:

• Current enrollments are dropped using the selected drop date.
• Future enrollments are deleted.
• Waitlisted enrollments are deleted.
• Families can receive a notification email, if the email option is enabled.
• The camp status changes to Inactive.

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Troubleshooting & FAQs

• Can a camp be Past Active but still marked Active?
  • Yes. Past Active refers to the camp dates, while Active refers to the camp status. A camp can have dates in the past and still remain marked Active until staff change the status to Inactive.
• Why do future enrollments and waitlists get deleted when I make a camp inactive?
  • Marking a camp Inactive effectively cancels the remaining camp dates. Because those future camp blocks will no longer be available, the System deletes future enrollments and waitlisted enrollments tied to the camp.
• Which email template does the System use when families are notified?
  • The System uses the "Camp Canceled" email template under Settings > Setup > General Settings > Email Templates > iClassPro or Settings > Setup > General Settings > Communication Templates > iClassPro, depending on the account's available settings terminology.
• Do I have to send an email notification when making a camp inactive?
  • No. Email notification is optional. Enable Send Email Notification To Affected Families when editing one camp, or Send Drop Email when using Quick Edit, to notify affected families.
• Can I make several camps inactive at the same time?
  • Yes. Use the filters on the Camps page to locate the camps, select the camps you want to update, and use the Quick Edit icon to open the "Quick Edit Camps" window.

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Related Articles

• How Do I Create a New Camp? (Camp Setup)
• How Do I Configure Camp Types and Pricing Schedules? (Camp Setup)
• How Do I Create/Edit a Camp Pricing Schedule?
• How Do I Use the Camp Enrollment Wizard?
• How Do I Use the Camps Quick Edit Tool?
• How Do I Create or Modify a Camp/Event Enrollment in the Office Portal?

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