Index
Frequently Asked Questions (FAQ)
Introduction
The Camps module enables full management of summer camps, sports camps and children’s activities. It includes online registration for families, week-by-week and capacity management, flexible pricing (per week or per day), sibling discounts, health and consent forms, and full integration with invoicing and payments.
Key Concepts
System Components
Camp: Main activity, including name, dates, age range, capacity and prices
Weeks: Weekly periods within a camp, each with its own place allocation
Bookings: Registration of a child for one or more weeks of the camp
Forms: Optional questionnaires for parents/guardians (consent, contact details) and for children (health, allergies, diet)
Sibling discount: Automatic discount when two or more children from the same family are booked
General Workflow
The administrator creates a camp, specifying the weeks, prices and capacity
Families log in to the portal and view the available camps
They select their children, the weeks and the days
They complete any required forms
They review the summary showing the applied discounts and confirm
They make the payment online or at reception
Registration is automatically confirmed once payment is complete
Initial Setup
Enable Online Registration
To allow families to sign up via the Client Portal:
Go to Settings.
Enable the Online Camps toggle.
When creating a camp, ensure the Allow Online option is checked.
Creating a Camp
Go to Camps > New and fill in the details:
Name: e.g., "Summer Sports Campus 2026".
Description: Rich text with activity details.
Image: Promotional thumbnail.
Min/Max Age: Allowed age range.
Max Capacity per Week: Slot limit for each period.
Weekly Product: The billing item for full-week registrations.
Daily Product (Optional): The billing item for single-day registrations.
Sibling Discount: Percentage (e.g., 10%).
Allow Online / Active: Toggles for visibility.
Creating Weeks
Open the specific Camp.
Go to the Weeks tab.
Click New and set the Start and End dates.
The system will automatically track available spots based on total capacity.
Pricing Models
Full Week: Charged via the "Weekly Product."
Daily Rate: If a "Daily Product" is set, the system calculates:
Full attendance: Weekly price applies.
Partial attendance: Daily price × number of days.
Sibling Discount: When 2+ children are in the same week:
The highest-priced registration stays at full price.
The 2nd child onwards receives the configured discount.
Online Registration (Customer Portal)
Browse: Families see a catalog with images, dates, and prices.
Child Selection: Guardians select existing profiles or add a new child. The system validates the age automatically.
Schedule: Guardians pick weeks or specific days.
Forms: Guardians fill out the "Guardian Form" (once per family) and the "Child Form" (per child).
Checkout: A detailed summary shows the breakdown and applied discounts before redirecting to the payment gateway.
Admin Management
Admin Panel
From the back office, you can monitor:
Registrations Tab: List of attendees, payment status, and prices.
Weeks Tab: Real-time view of occupied vs. available spots.
Manual Actions
Manual Enrollment: Admins can add children to a week directly from the "Weeks" tab.
Processing Payments: Select pending registrations and use Open in POS to charge.
Form Tracking: Use the Send Forms action to email guardians with pending links. You can view all responses in the Responses tab.
Data Protection: You cannot delete a registration linked to a paid invoice. To cancel, you must first void/cancel the associated sale.
Integrations
Billing: Automatic sale generation and payment synchronization.
Customers: A "Camps" tab is added to the customer profile for easy history tracking.
Customer Family: Sibling links are used to trigger automatic discounts.
Forms: Uses the standard Forms module for customized health/consent data.
Use Case: Summer Sports Campus
Configuration
Camp Creation: Set up "Summer Campus 2026" with an engaging promotional image.
Ages: 6 to 14 years old.
Capacity: 30 children per week.
Pricing: 160 EUR per week / 38 EUR per day.
Sibling Discount: 15%.
Schedule: Create 4 weeks from June 29th to July 24th.
Forms: Link the health form (allergies, medication) and parental consent.
Launch & Publication
Mark as Active and enable Allow Online.
Families can now view the camp details through the Client Portal.
Registration Process
Parents select children and desired weeks from home.
They complete the mandatory health and authorization forms.
Online payment is processed with the automatic sibling discount applied where applicable.
Daily Management
Weekly Overview: Admins monitor registrations week by week.
Compliance: Verify that all forms have been correctly submitted.
Flexibility: Manage last-minute enrollments directly from the back office.
Health & Safety: Instant access to each child's medical and allergy data.
FAQ
A parent wants to register their child but says the camp isn’t listed
Check that:
The camp is Active.
Allow Online is checked in the camp settings.
The global Online Camps setting is ON.
The child's age matches the camp's requirements.
A week is shown as fully booked but there are still places available
Review the Max Capacity in the camp configuration. The system counts all active (non-cancelled) registrations.
The sibling discount isn't applying
Ensure:
Both children are registered in the same week.
The children are linked under the same Family in the Customers module.
The Sibling Discount value is greater than 0.
It isn’t possible to delete a registration
If a payment has been processed, the registration is locked. Cancel the associated sale/invoice first to unlock the deletion.