The Definitions menu in Financial Admin holds everything that needs to exist before you build line items or configure billing. Financial Categories — the first item in the menu — were covered in the previous article. This article walks through the remaining six.
Most take only a few minutes to set up. A few have nuances worth understanding before you click Save.
💡Tip: Complete Financial Categories before starting here. Everything else in this article can be done in any order, but all of it should be done before building line items or activating discounts.
In this article:
Additional Options Categories — grouping your add-on offerings
Billing Groups — segmenting families for batch invoicing
Billing Preferences — defining payment methods and schedules
Pricing Identifiers — creating differentiated price paths
Pricing Packages — multi-week session bundle pricing
Arrange Discount Percentage Order — setting the sequence discounts are applied
Video Walkthrough
Additional Options Categories
Additional options are the add-ons families can select during enrollment — trips, activities, equipment rentals, subscriptions, and more. Categories group those options for display and reporting.
Navigate to Admin > Financial Admin. From the Definitions menu, select Additional Options Categories.
Click Define New.
Enter a name and a family-facing description. The description appears in CampInTouch, so write it for families, not for your internal team.
💡Tip: click on the gif below to enlarge
Click Save, or Save + Add Another if you have more.
To reorder categories, click the purple Arrange button and drag them into the order you want. Click Save Changes.
💡 Tip: Not every additional option needs to cost money. For better reporting, create separate categories for paid and unpaid options rather than mixing them.
Billing Groups
Billing Groups let you tag families into segments that can be used as a filter when sending batch invoices. Families never see their group assignment — it's internal only.
Navigate to Admin > Financial Admin > Definitions > Billing Groups.
Click Define New.
Enter a name and memo for the group.
Click Save, or Save + Add Another if you have more.
📋 Note: You'll assign families to billing groups later, either individually through their record's Billing tab or in bulk via User Reports. You don't need to assign anyone now — just create the groups.
📖Related: Assign And Use Billing Groups
Billing Preferences
Billing Preferences are the payment methods and schedules you offer families — things like "Credit Card, 4 Installments" or "Check, Pay in Full by June 1." Each combination needs its own preference defined here.
Navigate to Admin > Financial Admin > Definitions > Billing Preferences.
Click Define New.
Enter a name and a description. The description is visible to families in CampInTouch, so include the payment due dates if relevant.
Example: "I agree to make four equal payments on February 1, March 15, May 1, and June 15."
💡Tip: click the image below to enlarge
Use the Billing Method dropdown to choose Credit Card, eCheck, eCheck Manual, or Non-Credit Card.
Set Active to Yes.
For Show on App by Default, choose Yes if you want this preference visible to families on the application. Set to No for office-use-only options.
If this preference uses installments, set Installments to Yes. The number of installments is configured in your season settings — you're just creating the preference type here.
Click Save, or Save + Add Another if you have more.
📋 Note: Do not create a "Pay in Full" billing preference. Pay in Full is a built-in option you enable or disable separately — creating it as a preference causes conflicts.
Installment: Ignore Past Due
When Installments is set to Yes, an Ignore Past Due option appears. This controls what happens if a family misses a payment.
No (recommended): The past-due amount shows on the next invoice alongside the current installment. Families see both — this keeps them accountable and keeps your records clean.
Yes: The missed payment is spread across remaining installments instead of showing as past due. Use this carefully — it can let families fall behind without a clear signal.
Pricing Identifiers
Pricing Identifiers create different price paths in the camper application. When a family selects an identifier (like "Member" or "In-State Resident"), the pricing table serves them a different rate for the same session.
You can only have one identifier label in your system, but you can create multiple identifier values under it.
Navigate to Admin > Financial Admin > Definitions > Pricing Identifiers.
Click Define New.
Enter your identifier label — the question or category name families will see, like "Membership Level" or "Are you a resident?"
Click Save Label.
Enter each identifier name (e.g., "Member," "Non-Member") and an optional description.
Set each to Active.
Click Save, or Save + Add Another for each identifier value.
⚠️ Important: Pricing identifiers should not be changed after a camper is enrolled. If a change is necessary, cancel the camper from all enrolled sessions, submit a new application with the correct identifier, then verify the ledger.
Pricing Packages
Pricing Packages define multi-session bundle pricing — a lower per-session rate when a family enrolls in multiple weeks. Each package specifies how many sessions must be purchased to qualify.
📋 Note: Pricing Packages are different from the Multiple Session Discount. Packages set a lower base price; the Multiple Session Discount applies a credit after enrollment. If you're unsure which to use, contact Support.
Navigate to Admin > Financial Admin > Definitions > Pricing Packages.
Click Define New.
Enter a name and optional description.
💡 Tip: Match the name to the session count — e.g., "Any 3 Weeks" — so it's easy to identify in the pricing table.
Use the dropdown to select the number of sessions required to qualify.
Set Active to Yes.
Click Save, or Save + Add Another if you have more.
To control the order packages appear on your camper application, click the purple Arrange button, drag them into order, and click Save Changes.
Arrange Discount Percentage Order
When a camper qualifies for more than one percentage-based discount, the order they're applied changes the outcome.
Applying a 10% sibling discount before a 5% multi-session discount produces a different total than reversing the order.
This is the one definition that must be set before any campers are enrolled. Changing it after line items are on ledgers is very difficult to fix.
Navigate to Admin > Financial Admin > Definitions > Arrange Discount Percentage Order.
Click the purple Arrange button.
Drag the discount types into your preferred order. Top = applied first.
Click Save Changes.
⚠️ Important: Set this before any campers enroll. Once items are on ledgers, correcting a wrong discount order requires manual ledger adjustments. If you're unsure what order to use, contact Support before proceeding.
📋 Note: Standard-type discounts (like Early Bird) are always applied first regardless of this order. This setting controls only the four percentage-based discount types: Sibling, Multiple Session, Promotional Code, and Pay in Full.
🎯 Try it now: Navigate to Admin > Financial Admin and open the Definitions menu. Work through each item in this article — Additional Options Categories, Billing Groups, Billing Preferences, Pricing Identifiers, Pricing Packages, and Discount Percentage Order. Set up at least a placeholder for each one. Come back when you've saved all six.
Before you move on, check yourself:
Do you have at least one billing preference defined for each payment method your camp accepts?
Have you set your Discount Percentage Order before enrolling any campers?
Do you know the difference between Pricing Packages and the Multiple Session Discount?
Ready for the next step?
Financial Admin: Define Line Items — build the charges and credits that will appear on family invoices
Financial Admin: Activate Line Items for the Season — turn your defined line items on and price them for the current season