Itemized Capacity is an optional, advanced feature. If a simple total headcount per session is all you need, Basic Capacity covers you and you can skip this article.

Use Itemized Capacity when you need to limit enrollment by specific grade ranges, age ranges, or gender — for example, capping the number of 10th graders in a session, or setting separate spots for male and female campers.

📋 Note: If this is your first time setting up Itemized Capacity, contact Campminder Support before you begin. It's a powerful tool and works best with guidance on the first configuration.

What you'll learn:

How Itemized Capacity works alongside Basic Capacity — and when to use each
How to define grade or age ranges and set custom capacities for each
How the Mark as Full and Waitlist Override options work together

Video Walkthrough

Understand How Itemized Capacity Works

Itemized Capacity is configured per session and per program — not in the Settings tab. You control it inside each individual session.

It works in two ways:

Standalone — you use Itemized Capacity on its own, setting a custom capacity number for each grade or age range you define. Do not use this alongside Basic Capacity.
As an override — you use Basic Capacity for most campers and layer Itemized Capacity on top to mark specific ranges as full or limit them separately.

📋 Note: Itemized Capacity must be set to the same type (Grade or Age) as your system's Module Settings. If they don't match, the settings will not work as intended.

Set Up Itemized Capacity for a Session

Navigate to Admin > Camper Setup > Season Settings.
Select the season and session group, then click the Sessions tab.
Click the gray arrow to the left of the session name to expand it.
Click the Settings button under Itemized Capacity.
Use the radio button at the top to select Grade Based or Age Based.
Choose whether Gender Affects Capacity. Enabling this doubles your options — you'll set separate capacities for male and female campers within each range.
Click the yellow Add Range button to define your first grade or age range.

📋 Note: Grade or age ranges cannot overlap. Plan your ranges carefully before adding them.
For each range, select a capacity setting:
- Default — this range follows whatever is set in the Settings tab for the session group. Use this for ranges where you don't need a custom limit.
- Mark as Full — the session displays as full for any camper in this range. Depending on your Settings tab configuration, they'll be hidden from the session, added to a waitlist, or marked as Applied. Use this when you've already hit your limit for a specific group and want to stop new registrations immediately.
- Capacity — set a specific number of spots for this range. Use this when running Itemized Capacity as a standalone feature.
💡Tip: To see which campers are currently counting toward capacity for a range, click the plus button below it.
Click the green Set button in the lower right corner of the popup.
Click Save on the Season Settings page.

📋 Note: Once you've defined your ranges, changing whether grade or age affects capacity — or toggling gender — will reset all existing ranges for that session or program. Make these foundational decisions before building your ranges.

🎯 Try it now: Go to Admin > Camper Setup > Season Settings, expand a session, and open the Itemized Capacity settings. Define at least two ranges and set a capacity for each. Save when done.

Use Waitlist Override with Itemized Capacity

If you're using gender-based Itemized Capacity and one gender fills up while the other hasn't, Campminder may auto-waitlist all remaining applicants — even those of the non-full gender — unless you've enabled Waitlist Override.

To turn it on:

Navigate to the Settings tab for that session group and check the Waitlist Override box.
This lets you manually waitlist a camper in one gender category without triggering a system-wide waitlist for everyone else.

Apply Itemized Capacity to Programs

Itemized Capacity works the same way for programs as it does for sessions.

Expand a session, click the arrow next to the program, and follow the same steps above to configure grade or age ranges for that specific program.

Before you move on, check yourself:

Do you know whether to use Itemized Capacity as a standalone feature or as an override on top of Basic Capacity?
Have you defined non-overlapping grade or age ranges for each session that needs them?
If you're using gender-based capacity, do you know when to enable Waitlist Override?

Ready for the next step?

Configure Your Camper Application — with your season structure fully in place, set up the application families will use to enroll
Set Up Financial Admin — configure pricing, deposits, and billing rules alongside your session structure

Season Settings: Set Up Itemized Capacity