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, cabin assignments, and more - 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).

• 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.

• At Camp - the camper is currently 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• Withdrawn - the family or admin withdrew the enrollment after it was submitted.

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 Declined or Withdrawn, you'll be prompted to add a note explaining the reason. Withdrawing an enrollment also automatically cancels any scheduled payments, revokes the enrollment invitation, clears transport allocations, and sends a confirmation email to the parents.

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. From there, your team can review each application and either approve it (moving it to Enrolled) or decline it.

You can configure whether a session requires approval from the session settings under Seasons.

Outstanding actions

For converted enrollments (Enrolled and beyond), the system tracks 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. This helps your team see at a glance what still needs to be completed before camp starts.

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.

• Remove tags - remove tags from the selected enrollments.

• Add note - add a note to the camper profiles of the selected enrollments.

• Invite to enroll - send enrollment invitations to selected leads.

• Invite parents - invite parents to create their Campfront account.

• Assign form - assign a form to multiple campers at once.

• Assign transport route - bulk assign arrival or departure transport routes.

• Assign responsibility center - assign a staff member as the responsibility center.

• Add credit/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.

• Archive - delete selected enrollments.

These tools make it easy to process large groups of enrollments efficiently without opening each record individually.