Collection History

The collection history is a timeline of every interaction you’ve had with a family — statements you’ve sent, notes you’ve written, payments they’ve made, messages you’ve sent, and more. It gives you a complete picture of the family’s communication and payment history in one place, so you always know where things stand when you pick up the phone or write an email.

Where to Find It

The collection history appears on the family detail page. Open any family from the Families page, and you’ll find the timeline on the page (it loads alongside the financial information).

What the Timeline Shows

Each entry in the timeline includes an icon, a label, the date and time, and sometimes additional details. The types of entries are:

• Payment Received — A payment was recorded for this family, showing the amount and method. Color-coded: green for accepted payments, yellow for pending, orange for promised, red for failed.
• Statement Sent — A statement of account was emailed to the parents. Shows delivery status if available.
• Collection Note — A note added by staff (see below).
• Email Sent or SMS Sent — A message was sent to the family from the collection history, showing the subject or content preview.
• Receipt Sent — A payment receipt was emailed to the parents.
• Registration Submitted — The family submitted their registration form.
• Status Changed — A camper’s approval status was changed, with a note if a notification email was sent.
• SMS Received — An SMS reply was received from the family.
• Form Submitted — The family submitted a custom form.
• Failed Payment Notification — A notification about a failed payment was sent.

Filtering by Year

The timeline can be filtered by year using the year dropdown at the top. It defaults to the current year and shows all available years that have activity for this family.

Adding a Collection Note

Collection notes are free-text entries you add to document phone calls, conversations, or anything else that doesn’t generate an automatic entry.

1. Open the family’s detail page.
2. In the collection history section, click Add Note.
3. Type your note (up to 500 characters).
4. The date and time default to now, but you can change them if you’re logging a past interaction.
5. Click Save.

You can also edit or delete notes you’ve written. Click the pencil icon to edit or the trash icon to delete. You can only edit or delete your own notes unless you’re an admin.

Sending a Statement

You can send a statement of account directly from the collection history.

1. Open the family’s detail page.
2. In the collection history section, click Send Statement.
3. Confirm in the pop-up that appears, which shows you the email addresses the statement will be sent to.
4. Click Yes, send.

The statement is queued for delivery and will appear in the timeline once sent. It includes the family’s charges, payments, and current balance for the active season.

Sending a Quick Message

You can compose and send a quick email or SMS to the family directly from the collection history — without needing to create a full broadcast.

1. In the collection history section, click Compose Message.
2. Choose Email or SMS as the message type.
3. Select which parent(s) to send to using the checkboxes.
4. For email: enter a subject line and compose your message using the text editor. You can use merge tags to personalize the message.
5. For SMS: type your message (up to 1,600 characters). No subject line is needed.
6. Click Send.

The message is sent immediately and logged in the timeline. It also appears in your Broadcasts section for tracking delivery status.

Good to Know

• The collection history is cumulative across all seasons — you’ll see activity from every year, and you can filter to a specific year.
• The Last Contact column on the family table shows the most recent collection activity entry for each family, so you can quickly see when you last interacted with a family without opening their detail page.
• Statements are emailed to the parent email addresses on the family record. If the family has no email addresses, you’ll see an error message when trying to send a statement.
• Quick messages sent from the collection history are logged as broadcasts, so you can track their delivery status in the Broadcasts section.