Managing Campers

Campers are the children within a family who attend your camp. Each camper has personal details (name, date of birth, medical info) and enrollment details (grade, term, bunk) that are specific to a season. You manage campers from the Camper Information tab on a family’s detail page.

Adding a Camper

1. Go to the Families page and click on a family.
2. Switch to the Camper Information tab.
3. Click Add Camper.
4. Fill in the camper’s details (see the field list below).
5. Click Save.

If the family had campers enrolled in a previous season who aren’t yet enrolled this season, you’ll see a section showing those campers. Click on a camper’s name to re-enroll them — their personal information will be pre-filled from their last enrollment, so you only need to set the new season’s grade and term.

Camper Fields

Each camper has the following fields. Which ones appear depends on your camp’s field settings.

Personal Details

• First name and last name — Required. The last name defaults to the family name but can be changed individually.
• Nickname — An optional short name.
• Hebrew name fields — Hebrew first name, last name, nickname, and holy name (if your camp uses Hebrew name features).
• Date of birth — Used to calculate the camper’s age.
• Gender — If your camp is co-ed (serves both boys and girls), a gender field appears.
• Profile photo — Upload a photo of the camper. Accepted formats are JPG, PNG, WebP, and HEIC (up to 12 MB). You can view, replace, or remove the photo at any time.

Enrollment Details

• Grade — The camper’s grade for this season. Grades are set up in Departments & Grades.
• Term — How long the camper is attending:
  • Full Season — The entire summer.
  • First Half — The first half of the season.
  • Second Half — The second half of the season.
  • Six Weeks — A six-week term.
  • Custom — A custom date range. When you select this, date fields appear where you enter the start and end dates. Campflow calculates the tuition by finding the cheapest combination of your daily, weekly, monthly, and seasonal rates.
• Bunk — The camper’s bunk assignment. When you change the grade, the bunk may update automatically to match the new grade’s assigned bunk.
• Bunk preferences — Free text where you can note the camper’s bunk preferences or special requests.
• Approval status — The camper’s enrollment status (e.g., Approved, Pending, Waitlisted). See Approval Workflow.

School & Medical

• Yeshiva/School — The camper’s school, selected from a list your camp maintains (or typed in manually).
• Rebbe/Teacher — Up to two teachers with name and phone number.
• Doctor’s name and phone — The camper’s physician.
• Allergies — Any allergies the camper has.

Sizing

• Shirt size — Selected from the sizes your camp has configured.
• Shoe size — Selected from the sizes your camp has configured.

Optional Fees

If your camp has optional fees set up for the season (like a trip fee or laundry service), each one appears as a toggle. Turn on the ones that apply to this camper, and the charge will be added to the family’s invoice automatically.

Custom Fields

Any custom fields your camp has configured for campers or enrollments will appear here.

Removing a Camper

1. Click the Remove button (trash icon) next to the camper you want to remove.
2. Confirm the removal in the pop-up that appears.
3. Click Save to finalize.

Removing a camper takes them out of this season’s enrollment and removes their associated charges from the family’s invoice. The camper’s data is preserved — if they were enrolled in previous seasons, those records remain intact. If the camper has no enrollments in any season, the camper record is deleted entirely.

Good to Know

• When you change a camper’s term or grade, Campflow will ask if you want to recalculate the family’s tuition charges. Discounts you’ve added manually will be preserved during recalculation.
• Changing a camper to a custom term does not prompt for recalculation until you’ve entered both a start and end date.
• Profile photos are tied to the season. If you upload a new photo this season, it won’t affect photos from previous seasons.
• The camper’s last name automatically updates when you change the family last name, unless you’ve manually edited the camper’s last name to something different.