Setting up your sessions

Creating and duplicating seasons

Before you set up sessions, you'll need a season to put them in. Navigate to the season switcher and click Add season. You can start from blank for a clean slate, or duplicate from current season to copy your existing setup into a new year.

When duplicating, you choose exactly what carries over - camper groups, sessions, session groups, payment settings, forms, discounts, departments and roles, cabins, contract templates, lead capture forms, and your enrollment agreement. All dates shift forward automatically based on the year difference, and items like forms, contract templates, and enrollment agreements arrive as drafts so you can review before publishing.

Once your season is created, configure when enrollment opens. You can set a general opens at date and an optional enrollment closes at date. If you want to give returning families or special groups early access, enable priority enrollment and set a priority opens at date - families with a valid access code can register during the priority window before general enrollment begins. For more on access codes, see the priority access codes section below.

Only one season can be the default at a time. The default season is what admins will see by default. Switch your default from the season settings when you're ready to transition to the new year.

Managing your sessions

Navigate to Season > Sessions to see all sessions for the selected season. Use the season dropdown to switch between seasons.

The Sessions tab displays a table showing each session's name (click to edit), assigned camper groups, a capacity progress bar showing enrolled campers versus total spots, start and end dates, status (Open, Approval required, or Closed), who created it, and the date it was created.

Switch to the Session groups tab to see which sessions are bundled together into groups.

Creating a session

To create a new session, click Add session in the top-right corner of the Sessions page.

In the Create a session form, you can define:

• Session name – A clear title for the session (for example, Early Summer Adventure).

• Require approval – when enabled, enrollments into this session must be approved by an admin before being confirmed.

• Show in enrollment flow – when enabled, this session will appear in the enrollment flow for families.

• Start and end dates – The duration of the session.

• Session price – The cost for that session.

• Tax rate – the sales tax percentage applied to this session.

• Enable tiered pricing – allow families to choose from multiple pricing tiers during enrollment. When enabled, add tiers with a name, price, and optional limit on the number of spots available at that price.

• Exclude from installment plans – when enabled, this session must be paid in full and cannot be split into installments.

• Exclude from discounts – when enabled, automatic discounts will not apply to this session.

• Additional questions – attach an existing form to collect additional information from families when this session is selected during enrollment.

Capacity per camper group

Set individual spot limits for each camper group within the session. The total capacity is calculated automatically from the combined capacities of all groups.

Approval-required sessions

Toggle Require approval on any session or session group to add a review step before enrollment is confirmed. When enabled, families who select that session land in the Applied stage instead of moving straight to Enrolled. Your team can then review each application and approve or decline it from the enrollment profile.

This is useful for selective programs, audition-based sessions, or any situation where you want to vet applications before confirming spots. You can mix open and approval-required sessions within the same season - families will see a note during checkout explaining that their enrollment is pending review. For more on managing the approval workflow, see Managing enrollments.

Creating a session group

To create a new group, click Add session group on the Session groups tab.

Session groups are useful for families enrolling in multiple sessions at once (for example, First Half Summer or Full Summer Experience).

In the Create a session group form, you can:

• Name the group (for example, Second Half Summer).

• Set a group price that applies to the entire group (for instance, a bundled rate for multiple weeks).

• Add sessions to the group - these are the sessions that make up the group.

You can also customise session group payment settings, overriding the season defaults.

Duplicating sessions and session groups

When editing a session or session group, click Duplicate to create a copy with the same settings. This is a real time-saver when setting up similar sessions that share most of their configuration.

Exporting sessions or session groups

Click Export in the top-right corner of either table to download your session or session group lists. The export will include your current table view and any filters or sorting you’ve applied.