Managing enrollments
Viewing enrollments
Head to Campers in the main menu You'll see a Datatable listing all enrollments for the current season. Use the session and stage filters to narrow your view - for example, showing only enrollments in the Applied stage for a specific session.
The enrollment table supports a wide range of columns beyond the defaults. You can add columns for medical details, transport assignments, form completion status, payment balances, and cabin assignments, giving you a tailored view for whatever you're working on.
Understanding enrollment stages
Every enrollment moves through a series of stages that represent where they are in the registration lifecycle:
Lead - a lead or inquiry that hasn't yet started the enrollment process.
Applied - the family has submitted their enrollment application and is awaiting review (used when a session requires approval).
Waitlisted - the camper's chosen session was full when they applied, so they're in line for a spot.
Invited - the camper has been sent an enrollment invitation but hasn't completed registration yet.
Enrolled - the camper is confirmed and registered for the session.
In session - the camper is attending the session.
Alumni - the session has concluded and the camper is now part of your alumni records.
Rejected - the enrollment was not approved or was turned down.
Withdrawn - the family or admin withdrew the enrollment after it was submitted.
Incomplete - the enrollment is missing information needed to move forward.
Future season - the enrollment is held for a season that hasn't opened yet.
Enrollment profiles
Click on any enrollment to open its full profile. The overview page shows a summary including the camper's stage, session and pricing information, camper group, add-ons, cabin assignment, family details, linked campers, tags, pinned notes, and recent tasks.
The profile is organized into tabs for deeper management:
Personal - camper details, contact information, and education info.
Contacts - emergency contacts and care providers.
Medical - health information, medications, consultations, and insurance.
Forms - assigned forms and their completion status.
Transport - arrival and departure transport assignments.
Billing - payment history, balances, and scheduled payments.
Tasks - any tasks assigned to this enrollment.
Activity - a full audit trail of all changes and actions taken.
Notes - internal notes from your team.
Media - photos and files associated with this camper.
Changing stages
From an enrollment profile, use the stage selector to move the enrollment to a new stage. Stage changes are logged in the activity feed so your team always has visibility into who changed what and when.
When moving an enrollment to Rejected, Withdrawn, or Incomplete, you'll be asked for a note explaining the reason (Future season offers one as an optional extra). The Notes field suggests reasons your team has used before for that stage, so pick one to keep the wording consistent or type a new one. Withdrawing an enrollment also automatically cancels the camper's own scheduled payments, revokes the enrollment invitation, and clears transport allocations - none of which touches money already charged, so a balance from before the withdrawal is still owed afterward. If a scheduled payment is shared with a sibling who's still enrolled, only the withdrawn camper's share is cancelled - the sibling's part of that payment stays scheduled and keeps collecting.
If the camper has an outstanding balance and you have permission to edit financials, you'll also see an Add a credit to clear the balance checkbox, naming the exact amount owed. It's unticked by default; ticking it posts a credit that brings the balance to zero. The credit is filed under Enrollment fee rather than as a discount, so it doesn't count toward your discount reporting. The bulk Change stage action offers the same checkbox when withdrawing several enrollments at once. A confirmation email to the parents is included by default, and you can uncheck it if you'd rather notify them yourself.
Approval-required sessions
If a session is configured to require approval, new enrollments will land in the Applied stage instead of moving straight to Enrolled. This gives your team a chance to review each application before confirming a spot.
From the enrollment profile, review the camper's details, forms, and any other information you need. When you're ready to approve, open the Actions menu and select Invite to enroll. The invitation emails the family a link to finish registration and pay, moving the camper to Invited and then to Enrolled once payment is complete. This is the way to approve an application: an approval-required cart holds payment back, so the invitation is what collects it. Moving an enrollment straight to Enrolled yourself confirms the spot with no registration and no payment behind it, so save that for a family who has already paid another way. To turn an application down instead, move it to Rejected with a required note explaining why - this doesn't email the family, so follow up directly if you want them to know. See Inviting a camper to enroll for the full flow.
You can mix open and approval-required sessions within the same season. But if a family's cart includes even one approval-required session, the whole enrollment - including any open sessions in the same cart - is submitted for review together, and no payment is collected while it waits. Approving with an invitation is what lets the family pay. To get an open-session sign-up confirmed and paid right away, have the family enroll in it separately from their approval-required session. Configure which sessions require approval from Season > Sessions - see Setting up your sessions for details.
Outstanding actions
For converted enrollments (enrolled and beyond), the system tracks and prompts parents for outstanding actions - things that still need attention. These include incomplete personal information, missing medical details, unsigned forms, overdue forms, missing transport details, and outstanding billing.
Bulk actions
The enrollments Datatable supports several bulk operations. Select one or more rows using the checkboxes, and the bulk actions bar will appear:
Change stage - move multiple enrollments to a new stage at once, with an optional note.
Add tags - apply one or more tags to the selected enrollments. A tag from a single-select group replaces any other tag from that group on each camper.
Remove tags - remove tags from the selected enrollments.
Add note - add a note to the camper profiles of the selected enrollments, shown across all seasons or only in the seasons you pick.
Invite to enroll - send enrollment invitations to selected leads.
Invite to Campfront - invite parents to create their Campfront account.
Revoke invitation - cancel a pending enrollment invitation, including one that's expired, on every selected camper at once. Optionally move them to Withdrawn with a note and withdrawal email. Campers without a pending invitation are skipped.
Assign form - assign a form to multiple campers at once.
Assign transport route - bulk assign arrival or departure transport routes.
Assign to - assign a staff member as the responsibility center.
Add credit or debit - apply a credit or debit to multiple enrollments at once.
Send email - email the families of selected enrollments, with template support.
Send SMS - send an SMS message to the families of selected enrollments.
Delete - permanently delete the selected enrollments and their data. There's no undo from the admin interface, so double-check your selection first.
These tools make it easy to process large groups of enrollments efficiently without opening each record individually.