Setting up a new season

Creating a season

Navigate to the season switcher and click New season. You'll see two options.

Start from blank creates an empty season with the next available year. You'll configure everything from scratch - useful for your very first season or when making significant changes to your camp structure.

Duplicate from current season copies your existing default season setup into a new season, shifting all dates forward by one year automatically. This is the fastest way to get up and running when your camp structure stays mostly the same year over year.

Duplicating a season

When you choose to duplicate, you'll see a checklist of everything that can be copied. Select what you need.

• Enrollments covers your camper groups, sessions (with dates shifted forward one year), session groups, and your enrollment agreement (copied as a draft so you can review before publishing).

• Payments includes your installment schedule (dates shifted forward), automatic discounts (with deadlines shifted), and any saved payment templates.

• Staff copies your departments and roles with their position counts, plus contract templates (copied as a draft).

• Forms duplicates all your registration, health, and custom forms as drafts, ready for you to review and publish.

• Lead capture copies your lead capture forms and their associated tags.

• Bunking brings over your cabin layout and cabin groups, so you don't need to rebuild your physical camp structure.

Everything date-related shifts forward automatically based on the year difference. If your sessions or discount deadlines contain the year in their name (e.g., "Summer 2025"), those are updated too. Duplicated forms, contract templates, and enrollment agreements all arrive as drafts, giving you the chance to review and update before publishing.

Season settings

Once your season is created, the season settings page is organized into several sections that control how enrollment and staffing work for the year.

Default season

Only one season can be the default at a time. The default season is what admins, parents, and staff see when they first log in. Click Set as default when you're ready to transition to the new year. The page also displays your camp's login URL for easy sharing with families and staff.

Staff applications

Toggle staff applications on or off for this season independently of camper enrollment. When enabled, prospective staff can access your public application form - the URL is displayed here with a copy button and preview link.

You can also control what information is required on the application form. Enable require date of birth and require gender to make those fields mandatory for applicants. If you've set up intake forms, you can attach one here as an additional intake form that applicants complete as part of their application.

Camper leads

If lead capture is enabled for your camp, this section lists all lead capture forms for the season. Lead capture forms let you collect interest from prospective families before enrollment opens. Each form has its own shareable URL, and you can tag leads for follow-up. Click Add form to create a new one.

Camper enrollments

Toggle camper enrollment on or off to control whether the online enrollment flow is active. When enabled, the section displays your enrollment URL for sharing with families.

Several options control what families see during enrollment:

• Show session capacity displays the number of remaining spots for each session, helping families see availability at a glance.

• Hide prices for approval-required sessions removes pricing from sessions that require admin approval - useful when you want families to apply without being influenced by cost.

• Show account creation allows parents to create a Campfront account after completing enrollment, giving them portal access to manage forms, billing, and medical information.

Enrollment windows

Enrollment windows control exactly when registration is available. You can configure three dates:

• General opens at sets when enrollment becomes available to all families. If left blank, enrollment is available as soon as you toggle it on.

• Enrollment closes at sets a hard cutoff after which families can no longer enroll online.

• For camps that want to offer early access to specific groups, enable priority enrollment and set a priority opens at date. During the priority window (between the priority date and the general date), only families with a valid access code can register. Everyone else sees a message telling them when general enrollment opens.

Priority access codes

When priority enrollment is enabled, this section appears below the enrollment windows. Here you create and manage the access codes that families enter to register early.

Click Add code to create a new one. Set the code (the text families will type), an optional name for your internal tracking (e.g., "Returning families" or "Board members"), and an optional usage limit to cap how many times it can be used. The usage count updates automatically as families complete enrollment with that code, so you can track adoption at a glance.

After creating your season

With the season created and settings configured, you'll want to work through the key areas that sit under the season:

• Sessions - set up camp periods with dates, pricing, and capacity.

• Payment settings - configure payment methods, convenience fees, and installment schedules.

• Discounts - create discount codes and automatic discounts.

• Add-ons - set up optional and required extras.

• Forms - publish any duplicated forms and create new ones.

• Enrollment agreement - review terms and publish.

Deleting a season

If you need to remove a season entirely, scroll to the bottom of the season settings page and click Delete season. You'll be asked to confirm before anything is removed. This action cannot be undone, so make sure the season is no longer needed before proceeding.