Your team needs the right access to do their jobs — and only that access. User groups let you define a permission set once and apply it to everyone in the same role.
Before families can register or staff can start working in the system, your people need to be set up correctly.
What you'll learn:
How to create user groups and assign appropriate permission levels
How to add individual users and connect them to the right group
How to use User Admin and UPR permissions for advanced access needs
Video Walkthrough
Create Your User Groups
User groups define what a role can see and do in Campminder. Build your groups first — you'll assign users to them in the next section.
Video Walkthrough
Navigate to Admin > Logins and Permissions > User Groups.
Click Add New User Group.
Enter a Group Name that reflects the role (e.g., Office Staff, Volunteer, Director).
💡Tip: click on the gif below to enlarge.
Work down the permissions list and set the authorization level for each area of the database.
Click Save.
📋 Note: In the Admin section, permissions are either Authorized or Not Authorized. For Report Templates, there are three levels: Administrator, Authorized, or No Access.
📋 Note: Permissions follow a hierarchy from lowest to highest:
No Access → View → Edit → Enroll → Password Administrator → Delete.
A user with Password Administrator access can also enroll campers, but a user with Enroll access cannot unlock passwords.
💡 Tip: Limit access to the areas each role actually needs — don't over-restrict, and don't over-grant. Keeping groups flexible makes it easier when someone's role changes mid-season.
🎯 Try it now: Go to Admin > Logins and Permissions > User Groups and create your first group. Use a real role from your team, assign permissions that match what they actually need, and save it. Come back when you've done it.
Add Your Team Members as Users
Once your user groups exist, you can add individual users and assign them to the right group.
Video Walkthrough
Navigate to Admin > Logins and Permissions > Users.
Click the green Add New User button.
Enter the user's name and email address.
Set a Default Return Email using your camp's domain (e.g., @campcolorado.com).
Use the dropdown to assign a User Group.
If this person needs to manage other users, check the User Admin box.
If you want to deactivate this person during the offseason, uncheck Active.
Click the green Add User button.
📋 Note: Each user must have a unique email address. You can't link two accounts to the same email within one database — but if you work across multiple camps, you can reuse the same email in each.
📋 Note: Selecting User Admin automatically grants Proxy View CampInTouch User access. This cannot be turned off once User Admin is enabled.
💡 Tip: Never share a generic login. Give every person their own account. It costs nothing, keeps your audit trail clean, and prevents login conflicts.
📖 Related: Email Deliverability: Best Practices
🎯 Try it now: Go to Admin > Logins and Permissions > Users and add one team member. Assign them to the user group you just created. Come back when they're saved.
Set UPR Permissions
The Unified Person Record (UPR) has its own permissions section at the bottom of the User Groups list.
Review and configure these for any group that works directly with camper or family records.
📋 Note: If your camp offers adult or family programming, you'll also see Adult permissions here. Contact your Account Manager to learn more about enabling adult and family registration.
Tips worth knowing:
💡 Tip: Build your user groups before your first season and revisit them annually. Staff roles shift — a quick permissions review during setup prevents headaches mid-summer.
💡 Tip: If a user tries to access something and gets blocked, check their group's permissions before escalating to support. Most access issues are a quick permission adjustment.
Before you move on, check yourself:
Have you created at least one user group that reflects a real role at your camp?
Do you understand the difference between Enroll and Password Administrator permissions — and why it matters?
Have you added at least one user and confirmed they're assigned to the right group?
Ready for the next step?
Organize Your Camp with Divisions — group campers and staff into the structure you'll use all season
Configure Your Foundational Settings — set the global preferences that shape how your database behaves
Campminder Login & Authentication — share login instructions with your team once they're set up