Ross Beale

Dean Maddocks

Understand pricing, configure Stripe payments, manage family billing, process ongoing payments, and generate invoices and receipts.

Financials

Beyond the initial payment configuration covered in the Season management articles, this article covers how to manage payments on an ongoing basis - viewing payment status, processing manual payments, voiding transactions, and handling payment schedules.

Managing payments

Campfront generates invoices and receipts for your enrollment payments, giving families clear documentation of what they owe and what they've paid.

Invoices and receipts

The Billing tab gives you a complete view of all financial activity for campers and their families - from charges and payments to upcoming scheduled transactions.

Family billing

Managing finances means occasionally needing to cancel a scheduled payment, issue a refund, or make a manual adjustment to a camper's balance. Campfront gives you several tools to handle these situations directly from the billing tab on any enrollment.

Refunds, voids, and balance adjustments

Payments in Campfront are securely powered by Stripe, one of the world’s leading fintech companies.

Processing payments with Stripe

Campfront uses a pay-as-you-grow pricing model. There are no setup fees - you only pay for what you use. Usage-based fees are invoiced monthly and charged to your camp's card on file via Stripe on the 1st of each month.

How our pricing works

Marshall Ivler

Learn the fundamentals of using Campfront - from Datatables and the command bar to broadcasts, notes, tasks, tags, permissions, and security settings.

Admin 101

Datatables are the primary way to view and work with your camp's data - from camper enrollments and staff records to medical information and more. They are fast, flexible, and fully customizable, so you can always see exactly what you need.

Using Datatables

The command bar is a fast, context-aware way to navigate Campfront and perform quick actions without leaving your current page. Think of it as a universal launcher for anything you want to do.

Campfront command bar

Notes let your team capture and share important information directly on camper, staff, and family profiles. Whether it's a medical reminder, a bunking preference, or a financial follow-up, notes keep everything in one place where the right people can see it.

Notes

Tasks help your team track to-dos and follow-ups directly on camper, staff, and family profiles. Instead of managing action items in a separate tool, tasks live right alongside the records they relate to.

Tasks

Tags let you label and categorize campers, staff, and families however makes sense for your camp. 

Tags and tag groups

Every important action taken on a camper, staff, or family profile is automatically logged in the activity feed. This gives your team a complete audit trail of what happened, when it happened, and who did it.

Activity feed and audit trail

Responsibility centers let you divide camper and staff management across your admin team. 

Assignment and responsibility centers

Broadcasts let you send targeted email or SMS messages to groups of families and staff. Whether you are sharing a camp update, sending reminders, or reaching out to a specific group, Broadcasts make it easy to communicate at scale.

Broadcasts

Camp settings is where you configure the foundation of your Campfront workspace - from branding and contact details to team access, security, and integrations.

Camp settings

Campfront includes several security features to help protect your camp's data, including single sign-on (SSO), two-factor authentication, and domain restrictions.

Single sign-on and security

Permission roles let you control what each team member can see and do within your camp's account. Instead of giving everyone full access, you can tailor permissions based on each person's role in your organization.

Permission roles and team management

Your profile and notification preferences let you personalize your Campfront experience - from your default dashboard view to how and when you are notified about activity.

User profile and notification preferences

Campfront sends a range of automated emails to keep your team, parents, and staff informed without manual effort. This article explains what gets sent, when, and how you can control it.

Automated emails and notifications

Set up your seasons with sessions, payment options, enrollment agreements, discounts, and add-ons.

Season management

Every camp year in Campfront starts with a season. A season is the top-level container for everything that happens in a given year - sessions, payment settings, forms, discounts, staffing structures, cabins, and more. The season settings page is where you configure enrollment behavior, staff applications, and registration windows.

Setting up a new season

Sessions let you organize and manage your camp’s seasonal programs - create new sessions, group them for bundled bookings, adjust pricing or payment settings, and export lists for easy reporting.

Setting up your sessions

The enrollment agreement contains the terms and conditions that families must review and accept during checkout. Each season has its own agreement, so you can update the language as needed from year to year.

Set up your enrollment agreement

Payment options let you define payment rules and options for the selected camp season. Payment options are organised across three tabs: Settings, Default options, and Invitation templates.

Setting your season payment options

Discounts let you reduce enrollment costs for families - either automatically when certain conditions are met, or through discount codes that families enter during checkout.

Managing your enrollment discounts

Add-ons let you offer optional or required extras alongside your camp sessions - things like spending money accounts, transportation, or activity upgrades. 

Managing add-ons

Adam Maddocks

Manage enrollments, camper and family profiles, camper groups, leads, invitations, and linked camper relationships.

Campers & families

This article explains what families see when they enroll a camper through Campfront - from the first email entry through payment and confirmation. Understanding this flow helps you anticipate parent questions, troubleshoot issues, and configure your enrollment settings with confidence.

The enrollment experience

Enrollments are at the heart of your camp operations. This article covers how to view, manage, and take action on enrollments from the admin side.

Managing enrollments

Camper profiles are the central hub for managing each camper's information, enrollment history, and camp experience. Every detail - from medical records to billing - lives in one organized, easy-to-navigate space so you always have the full picture when you need it.

Camper profiles

Family profiles give you a unified view of a family's relationship with your camp - linking parents, campers, and their shared financial activity in one place.

Family profiles

Camper lead forms allow you to capture interest from prospective families outside of the enrollment process. They are designed for situations where you want to gather basic information from families before they formally apply or enroll.

Managing your camper leads

Invitations let you invite specific families to enroll their campers - useful for returning campers, waitlisted families, or targeted outreach.

Inviting a camper to enroll

Linked campers let you record connections between campers from different families - friendships, cousins, neighbors, classmates, and more. These links help your team understand relationships across your camp community, which is especially useful during bunking assignments and group planning.

Linked campers

Camper groups help you organize campers by grade level, gender, or any other criteria that makes sense for your camp. They're used throughout Campfront - from session capacity and form assignments to bunking and reporting - so setting them up well makes everything else easier to manage.

Managing camper groups

Manage the staff hiring pipeline from application to hire, including employments, offers, contracts, references, the staffing board, and fee categories.

Staffing

This article covers what prospective and current staff see when they interact with Campfront - from their initial application through onboarding and portal access. Understanding this flow helps you guide your team, troubleshoot issues, and make the most of Campfront's staffing tools.

The staff experience

Employments track every staff member's journey through your hiring pipeline and beyond. This article covers how to view, manage, and take action on staff employments from the admin side.

Managing employments

Staff profiles provide a complete, connected view of each team member’s journey — from application to arrival. With personal details, job information, medical data, and admin tools all in one place, they make it simple to manage every step of the staff experience — and can be assigned to a specific admin user for easier team management.

Staff profiles

Campfront includes a built-in workflow for creating, sending, and managing staff reference requests - with completed references automatically stored against each staff profile.

Collecting staff references

The contract templates section lets you create and manage reusable contract templates for each camp season. Templates standardize contracts across roles or departments while allowing personalization through merge tags.

Building staff contract templates

Once a staff member has accepted an offer, or if you’ve agreed on terms verbally, you can send their contract directly through Campfront. This can act as the next step after an offer, or replace it entirely if you’re ready to finalize everything in one go.

Sending a staff contract

Once you have reviewed an applicant and decided to move forward, you can send them an offer directly from their staff profile. This is typically used for staff without an existing contract - usually at the Applied or Shortlisted stage.

Making a staff offer

Fee categories let you define reusable fee types for staff compensation and recruitment. They provide cleaner data by creating dedicated columns in the staff Datatable and individual merge tags for use in contract templates.

Fee categories

The staffing board gives you a visual overview of your team structure - tracking open roles, filled positions, and team diversity across departments. It is the go-to place for understanding where your staffing stands at a glance.

Staffing board

Assign campers and staff to cabins with the visual bunking board - featuring drag-and-drop placement, AI-assisted setup, locking, and PDF exports.

Bunking

Bunking boards give you a visual, drag-and-drop interface for managing cabin assignments across your sessions. Build your cabin layout, assign campers and staff, and share assignments with families when you're ready.

Bunking boards

Access and manage medical information for campers and staff, including medications, consultations, and approvals.

Medical

The Medical section gives your team a live and historical view of everything happening medically across camp - from daily medication to logged health incidents - helping you stay organized, accountable, and compliant.

Medical section

The Medical tab in each camper and staff profile brings together all key health and medical information for that individual. It’s divided into three sections: Information, Medication, and Log - giving a complete view of their health records throughout the season.

Medical tab

Build custom forms, assign them to campers and staff, and review submissions.

Forms

Forms in Campfront let you collect extra information that isn’t part of the standard camper or staff profile. They can be used for anything unique to your camp, like travel details, medical info, permissions, or packing confirmations. All data stays organized, secure, and easy to manage.

Setting up your forms

Once your forms are published, Campfront gives you two ways to review submissions - either directly through the Forms section or from within an individual camper or staff profile.

Reviewing form submissions

Set up transport routes, manage requests and assignments, and track boarding with bus rosters.

Transport

Routes are the foundation of your transport setup. Each route represents a journey to or from camp that campers and staff can be assigned to or request themselves.

Managing your routes

When a parent or staff member requests a route, it creates a transport assignment. Assignments track each individual's transport status from request through to confirmation, giving your team a clear picture of who needs to go where and when.

Managing requests and assignments

Once transport assignments are confirmed, you can generate a bus roster for any route - a digital alternative to pen-and-paper checklists that your team can use on departure day.

Bus rosters

Connect Campfront to external tools with Data Streams, Zapier, and MCP for AI assistants.

Integrations

Data Streams let you automatically sync your Campfront data to external tools. While CSV exports are great for one-time reports, Data Streams take any saved view from your camper or staff Datatables and push that data to a supported platform on an ongoing basis.

Using data streams

Campfront connects with Zapier, letting you automate workflows between your camp data and thousands of other apps. Use it to sync information, trigger notifications, or build custom automations - all without writing any code.

Zapier integration

The Model Context Protocol (MCP) lets you connect Campfront to AI assistants like ChatGPT, Claude, and other MCP-compatible tools. Once connected, you can query your camp data, add notes and tags, create tasks, and more - all using natural language.