Approval Workflow

The approval workflow lets you review each camper’s enrollment and decide whether to approve, waitlist, or reject them. Every camper has an approval status that controls whether their tuition charges are created and whether they keep their bunk assignment.

Before using the approval workflow, you’ll need to set up your approval statuses. See Approval Statuses for how to create and configure them.

How Approval Status Types Work

Each approval status has a type that determines what happens when a camper is placed in it:

Approved — The camper is accepted. Campflow can create or recalculate their tuition charges when you set this status.
Pending — The camper is in a holding state. No charges are created or removed. Use this for statuses like “Pending Review” or “Waitlisted.”
Rejected — The camper is not accepted. When you set this status, Campflow removes the camper from their bunk and can optionally delete their charges.

Changing a Camper’s Status

You can change a camper’s approval status from three places:

From the Camper Table

Go to Campers > List in the sidebar.
Find the camper in the table.
Click the approval status dropdown in the Approval Status column.
Select the new status.

From the Family Detail Page

Open the family’s detail page.
Switch to the Camper Information tab.
Find the camper and use the Approval Status dropdown.
Select the new status.

From the Grades Page

Go to Campers > Grades in the sidebar.
Click on a grade to see its campers.
Use the approval status dropdown next to the camper’s name.

What Happens When You Change a Status

When you change a camper’s status, Campflow will ask you about additional actions depending on the status type:

Changing to an Approved Status

You’ll be asked:

Recalculate charges? — Whether to create or recalculate the camper’s tuition charges based on their grade, term, and your pricing setup. If charges already exist, the recalculation preserves any manual discounts you’ve added.
Send email? — Whether to send the parent a notification email about the status change (if you’ve configured an email template for this status).

Changing to a Rejected Status

You’ll be asked:

Delete charges? — Whether to remove the camper’s tuition charges from the family’s invoice. The camper is automatically removed from their bunk.
Send email? — Whether to notify the parent.

Changing to a Pending Status

No side effects occur — the status simply updates. You’ll still be asked about sending an email if a template is configured.

Bulk Status Changes

You can change the approval status for multiple campers at once from the camper table.

Go to Campers > List in the sidebar.
Select the campers you want to update using the checkboxes.
Click Change Approval Status from the bulk actions menu.
A window will appear where you can:
- Select the new status.
- Choose whether to delete charges (for rejected statuses).
- Choose whether to recalculate charges (for approved statuses).
- Choose whether to send notification emails.
Click Confirm to apply the change to all selected campers.

Email Notifications

Each approval status can have an email template that is sent to parents when a camper is moved to that status. You configure these templates in Approval Statuses. Emails can be set to send automatically or manually (where you’ll be prompted to review before sending).

The email templates support merge tags so you can personalize the message with the family name, camper name, camp name, and more.

Good to Know

When a family registers through your registration form, each camper is automatically assigned the default registration approval status you’ve configured. If you’ve set this to “Pending Review,” you’ll need to approve each camper manually before their charges are created.
When staff add a camper manually, they get the default staff-addition status (typically “Approved”).
Approval statuses are shared across all seasons — you set them up once.
On the family table, you can filter by approval status to see families where all, some, or none of the campers are approved.