Session groups enable customized settings for each group, and these adjustments are conveniently managed in the settings tab.
Example: you can arrange for automatic enrollment for certain campers, while others can enroll post-application completion. Additionally, you have the option to apply diverse waitlist settings for various camper categories.
Video Tutorial: Season Settings, Session Group Settings
The Settings Tab
Navigate to Admin > Camper Setup > Season Settings. Select the season to edit from the menu at the top of the screen.
Select the Session Group you would like to edit from the dropdown menu. Click the Settings tab.
General
Check or uncheck the box next to “When adding new sessions, mark ‘show on app’ by default”. Typically, you wouldn't check this box, as new sessions often require configuration before being visible to applicants.
Use the radio buttons to select “Applied” or “Enrolled” as the automatic categorization for applicants when applications/ registrations are submitted.
"Applied" marks the applicant as an applied camper. Manually enroll them from the Camper Record or in batch. View applied campers under Camper>Enrollment Management.
"Enrolled" registers the applicant as a camper, counting against capacity (if using). Manage them under Camper > Camper Management > "auto-enroll."
Check the box next to “If non-electronic deposit...” if you wish to prevent applicants without an electronic payment method provided (such as a credit card) to be automatically enrolled.
Note: Check this box to collect payment before an applicant is fully enrolled in a session, which is usually recommended.
For credit card or eCheck payments, deposits are processed automatically when the application is completed (if auto-enroll is active).
For check payments, you can delay enrollment until the check clears by setting these applicants to a pending status.
Session-Based Capacity
You have three options for how to manage applicants with regard to session capacity.
Default Capacity: Selecting this option means that the system will not apply a blanket capacity across all sessions. This is the option you want if you're going to use Itemized Capacity.
Basic Capacity: Selecting this option means that the system will look at only the total capacity set for each session/program and limit applications based on that number; factors such as gender and grade will not be considered. This is the simplest option, and you can set a basic capacity per-session.
Itemized Capacity: Use Itemized Capacity in the session setup instead, which allows for you to set custom capacities for sessions and programs based on gender and grade/age.
Master Capacity
Here, you can establish a master total capacity across the Session Group.
Note: When this is checked, the total number of campers enrolled across all sessions in the Session Group will never exceed your Master Capacity. This is helpful if your facility has a limit on the total number of campers it can accommodate at once.
If you're interested in using this feature, please contact us for further assistance.
Capacity Settings
There are three options to choose from for taking action when sessions are full.
Hide on application: Selecting this option means that when a session is full, it will no longer be shown as an option on the application.
Add Applicant to Waitlist: Selecting this option means that when a session is full, applicants will see the session listed as full and can opt to be put on a waitlist. This lets them complete the app, and you can find these applicants at Camper>Wait List Management.
Mark Applicant as applied: Selecting this option means that when a session is full, the system will still accept applications and mark them as applied, but not enrolled. This is only useful if this session group is set to auto-enroll.
Wait List Override: Normally, if you have a waitlist for a session and manually add a camper to it, the system will automatically put everyone else who applies for that session on the waitlist too. If you check this box, you can manually add a camper to the waitlist without making the system waitlist everyone else who applies later.
Season Hold
You can set Seasonal Assignment Hold Settings to control how long a camper application can stay open (unsubmitted) after sessions are selected.
It works like reserving tickets online: applicants have a limited time to complete their application before the sessions return to the available pool.
Click the yellow Edit Assignment Hold Settings button and choose the Assignment Hold Time from the dropdown menu.
💡 Tip: For high-demand periods, set a shorter hold time.
To show a countdown timer on the application, check Show time remaining to complete on application.
Use checkboxes to set alert intervals and add an optional message under Time Remaining Alert Message.
Check Alert when time has expired to notify applicants when their time is up, and add a custom message under Time Expired Alert Message.
If the original session is full when time expires, you can display a custom message under Session Is Full Message.
Click the green Save button to apply your settings.
Days of Operation
Here, you can select the days of operation for your camp.
These days will be used as the default settings for items under the Sessions tab. If you're a residential camp, select all 7 days.
