Glossary

A quick reference for terms used throughout Campflow. If you come across a word you don’t recognize, check here.

A

Approval Status

A label that tracks where a camper is in your enrollment process — for example, “Approved,” “Pending,” or “Rejected.” You define your own statuses and can set up automatic emails when a status changes.

Autopay

A recurring payment schedule for a family. Once set up, we automatically charge their saved card or bank account on the dates you choose — weekly, monthly, or on a custom schedule.

B

Broadcast

A message sent to multiple people at once. Broadcasts can be sent by email, text message (SMS), or voice call. You choose who receives it by filtering by grade, bunk, approval status, or specific families.

Bunk

A group that campers are assigned to within a grade. Bunks can have counselors assigned to them and optional custom pricing.

C

Camper

A child enrolled in your camp for a given season. Each camper belongs to a family and is assigned to a grade and optionally a bunk.

Colony

A location-based grouping for families (e.g., a neighborhood or community). Colonies can have price adjustments — a discount or surcharge applied to the base tuition.

Custom Field

An extra piece of information you create to collect data that Campflow doesn’t include by default. For example, a “Dietary Restrictions” field or a “Carpool Group” field. Custom fields can be added to families, campers, or enrollments.

D

Department

A top-level grouping for grades. For example, “Elementary” and “High School” might be two departments, each containing several grades.

Disclosure

A checkbox that parents must check during registration — for example, agreeing to a photo policy or medical release. Also called a registration checkbox.

E

Enrollment

A camper’s participation in a specific season. Each enrollment tracks the camper’s grade, bunk, term, pricing, and approval status for that season.

F

Family

A household record in Campflow. A family has parent contact information, an address, emergency contacts, and one or more campers. Families are the core unit for billing and communication.

Fee

An additional charge beyond the base tuition — for example, a bus fee or activity fee. Fees can be optional (parents choose during registration) or automatically applied.

G

Grade

A group within a department that campers are assigned to — for example, “3rd Grade” or “Bunk Aleph.” Grades determine which bunks are available and are used for filtering and reporting.

I

Invoice

The record of what a family owes for a season. Invoices are made up of individual charge lines — tuition, fees, adjustments — and are automatically updated when campers are added or removed.

L

Ledger

The complete financial history for a family in a season. The ledger shows all charges, payments, credits, and the current balance. It’s the source of truth for what a family owes.

M

Merge Tags

Placeholders in a broadcast message that get replaced with real data when the message is sent. For example, {family_name} becomes “The Goldstein Family” and {camper_name} becomes “Sarah.”

P

Payment Plan

A pre-defined payment schedule that parents can choose during registration. For example, “3 monthly installments” or “50% now, 50% in July.” You create the plan templates; parents pick one.

R

Registration

The parent-facing form where families sign up for your camp. Registration collects family and camper information, documents, and payment. You control which fields appear, what’s required, and when registration opens and closes.

S

Season

A time period that organizes everything in Campflow — campers, grades, bunks, billing, and registration all belong to a season. Most camps have one season per year (e.g., “Summer 2026”), but you can create as many as you need.

Staff Member

Someone who works at your camp. Staff can be assigned to bunks as counselors and have their own contact info, salary tracking, and start/end dates.

T

Term

The portion of the season a camper is enrolled for. Options include Full Season, First Half, Second Half, Six Weeks, or a Custom date range.