Adding a Family

Most families come in through registration, but sometimes you need to add a family manually — for example, when a family calls in, when you’re entering data from a paper form, or when you need to create a family record before registration opens.

How to Add a Family

1. Go to the Families page from the sidebar.
2. Click New family in the top-right corner of the page.
3. You’ll see a blank family form organized into tabs: Family Information, Camper Information, Emergency Contacts, and Financial.

Fill in family information

4. Enter the Family last name (this is the only required field).
5. Fill in the parent details — father’s and mother’s names, phone numbers, and email addresses. Which fields appear depends on your camp’s field settings.
6. Enter the family’s address, colony, and any other fields your camp uses.

Add campers

7. Switch to the Camper Information tab.
8. Click Add Camper.
9. Enter the camper’s first name, last name, date of birth, and select their grade and term. See Managing Campers for details on all the camper fields.
10. Repeat for each camper in the family.

Add emergency contacts

11. Switch to the Emergency Contacts tab.
12. Fill in at least one emergency contact with a name, phone number, and relationship.

Save

13. Click Save at the bottom of the page.

Campflow will create the family record, enroll the campers for the current season, and calculate their tuition charges based on their grade, term, and your camp’s pricing. You’ll be redirected to the family’s detail page where you can continue editing.

Good to Know

• Campers added by staff are automatically assigned the default approval status you’ve configured for staff additions (see Approval Statuses). This is typically set to “Approved.”
• You don’t need to add campers right away. You can create a family with just a last name and come back to add campers later.
• If your camp sends notification emails when new registrations arrive, those emails will also fire when you add a family manually (if the setting is enabled).
• Each camper’s last name automatically matches the family last name. If a camper has a different last name, you can change it individually and it won’t be overwritten.