Staff Management

The Staff page is where you manage everyone who works at your camp — counselors, nurses, kitchen staff, administrators, and more. You can track personal information, assign staff to bunks, record salaries, and keep contact details organized.

Adding a Staff Member

1. Go to the Staff page from the sidebar.
2. Click Add Staff in the top right.
3. Fill in the staff member’s information. The form is organized into sections:

Personal Information

• First Name and Last Name (required)
• Full Legal Name — only needed if it differs from their first/last name (e.g., for payroll or official documents)
• Date of Birth — entered privately and hidden by default for privacy
• Profile Photo — upload a photo that appears in the staff table

Legal Identification

• Social Security Number and State ID — these are stored securely and hidden by default. They are never shown in the table or exports unless you specifically reveal them.

Contact Information

• Email and Phone — the staff member’s direct contact
• Home Phone, Father’s Phone/Email, Mother’s Phone/Email — additional family contacts, useful for younger staff members

Address

• Full address fields including street, city, state, zip code, and country

Employment Details

• Staff Type (required) — select the staff type that best describes this person’s role. This determines whether they’re considered returning or seasonal staff.
• Term — for seasonal staff, choose whether they’re working the First Half, Second Half, or Full Season.
• Start Date and End Date — the employment period.
• Salary — enter the amount and choose the frequency (hourly, daily, weekly, bi-weekly, semi-monthly, monthly, annually, or total for the season).

Health & Safety

• Allergies — note any allergies for the staff member

Emergency Contacts

• Two emergency contact slots with fields for name, relationship, phone numbers, email, and address

Bunk Assignments

• Select which bunks this staff member is assigned to for each half of the summer. For full-season or returning staff, you’ll see options for both first and second half.

Custom Fields

• If your camp has custom fields configured for staff, they’ll appear here.

4. Click Save.

The Staff Table

The staff table shows all your staff members with key information at a glance:

• Photo — profile photo thumbnail (click to enlarge)
• Name — full name with date of birth (hidden behind a privacy toggle)
• Type — their staff type badge. Returning staff types show a small arrow icon to indicate they carry over between seasons.
• Bunks — color-coded badges showing which bunks the staff member is assigned to, with shading that indicates whether the assignment is for the first half, second half, or full season.
• Employment Period — start and end dates, with the season and term shown underneath for seasonal staff
• Contact — email and phone number

You can show or hide additional columns by clicking the Columns button in the top right of the table. Available optional columns include Salary, Shirt Size, and any custom fields you’ve defined.

Searching and Filtering

• Search bar — type a name, email, phone number, or school to find a staff member.
• Filters — click Filters to open the filter panel, which lets you narrow the list by:
  • Staff Type — show only a specific type (e.g., just counselors)
  • Status — show active staff, inactive staff, or all
  • Department — show staff assigned to bunks in a specific department
  • Grade — show staff assigned to bunks with a specific grade
  • Bunk — show staff assigned to a specific bunk
  • Custom field filters (if any are defined)

Sorting

Click any column header to sort by that column. A small arrow next to the column name indicates the current sort direction. The default sort is by last name (A-Z).

Editing a Staff Member

1. Find the staff member in the table.
2. Click the Edit button (pencil icon) in the Actions column on the right.
3. Update any fields as needed.
4. Click Save.

Activating and Deactivating Staff

Each staff member has an Active or Inactive status badge in the table. Click the badge to toggle between the two. Inactive staff members are hidden by default (the Status filter is set to “Active” by default) but their data is preserved and they can be reactivated at any time.

Deleting a Staff Member

1. Click the Delete button (trash icon) in the Actions column.
2. Confirm the deletion. This permanently removes the staff member and cannot be undone.

Bulk Actions

Select multiple staff members using the checkboxes on the left side of the table, then use the bulk action menu to:

• Export — download an Excel spreadsheet with the selected staff members’ information
• Activate — set all selected staff to active status
• Deactivate — set all selected staff to inactive status
• Delete — permanently delete all selected staff members (you’ll be asked to confirm first)

Returning vs. Seasonal Staff

How a staff member appears in the table depends on their staff type:

• Returning staff (types marked as “Returning”) always appear in the table regardless of which season is selected. These are your year-round employees like administrators, nurses, and maintenance staff.
• Seasonal staff (types marked as “Seasonal”) only appear when their assigned season is the currently selected season. These are staff hired for a specific summer, like counselors.

Good to Know

• The Staff page is separate from the Users page in Settings. Staff members are the people who work at your camp; users are the people who log in to Campflow. A person can be both.
• Salary information and legal identification fields (SSN, State ID) are treated with extra privacy. They don’t appear in the default table view and are hidden behind reveal toggles in the edit form.
• Staff bunk assignments show up on the Bunks page too — you’ll see counselor initials in each bunk column header.
• When exporting staff data, the file includes all visible information. Be mindful of who you share it with, as it may contain sensitive personal data.