Camps (Event) Setup

All Events will be setup to include minimum and maximum number of participants, waitlist
limits, age group, and whether it will be available on the portal.
By setting up all services at the organization level, the services will be tagged at the location
or home if these are being offered.
In setting up services, the user will create the service, assign an age group, tag a price. These
event type services are tagged to a location where parents can register their children for the
additional services.

Setup Camp Sessions

Step 1: Create the Camp
Step 2: Create the Sessions within the Camp
Step 3: Add the sessions to a specific Location

Step 1: Create the Camp

1. Left Menu > Select Setup
2. Select Organization
3. Select Services
4. Under “Camps”
5. Click the “+ Add Organization Event”:
   • Tab = Organization Camp Event:
     • Name: Enter the Name of the Camp (Example: Summer Camp 2026)
     • Description: Same as Name
     • Age Group: Select the Age Group for this Camp
     • Display Cost on Portal: Select if you want the Price to be displayed on the
       Guardian Portal
     • Refundable Registration Item: If Applicable, find and select the Refundable
       Registration Item
     • Waitlist Limit: Enter the Waitlist Limit Number
     • Registration Instructions: Add instructions for guardians/ parents
     • Minimum Enrollment: Enter the minimum capacity
     • Maximum Enrollment: Enter the maximum capacity
     • Discontinued: Only select when this Camp is no longer available
     • Consents: Select any consents you would like to be completed by guardians/
       parents when registering for the event
   • Tab = Location
     • Click the “Add Locations
     • Select the Locations that offer the camp
     • Click the Orange Checkmark to apply
     • Click the SAVE icon add this new camp

Step 2: Create the Sessions within the Camp

1. Return to the Camp you just created (Services > Events > Camps > Select the Camp
   • Tab = Sessions
     • Click the “+Add Event Service”
     • Enter the Session Details:
     • Name: Session Name (Example: Week 1 – July 6 to 10)
     • Description: Same as Name
     • Billing Rate Type: Daily
     • Item: Select the Item for this camp (price)
     • Childcare Grant: Select if applicable
     • Dependent Service: Select if applicable
     • Registration Deadline: Select date
     • Discontinued: Select in future when sessions are no longer available
     • Name: Session Name (Example: Week 1 – July 6 to 10) – continued:
     • Start Date: First day of the session
     • All Day: Select if all day, otherwise leave unselected
     • Start Time: Select time when session starts
     • End Time: Select time when session ends
     • Frequency: Weekly
     • Every Week: 1
     • S-M-T-W-T-F-S: Select the Days of the week this session is available
     • No Recurrence End: Remove blue checkmark
     • Until Date: Last day of the session
   • Click the checkmark to apply
   • Complete by clicking the SAVE icon

Step 3: Adding a Session to a specific Location

After the Camps and Sessions have been created, users must then add the sessions to the
specific locations (the locations that offer the event).

NOTE: Once camp sessions are associated with a location, they become available for registration through the Guardian Portal.

1. Go to the left menu > Setup Organization
2. Select Locations tab > click on the specific location
3. In the Location, Select the Services tab
4. Select the Events tab
5. Open the Camp you created
6. Click “+Add Session”
   • Select the Session(s) this Location provides
   • Click the checkmark to apply
7. Click the SAVE icon to complete

Also see:

How to Add a Camp to Child’s Account

How to Register a Child for Camp Through the Guardian Portal