Documents & Disclosures

Campflow lets you collect document uploads and require consent checkboxes as part of the registration form. Use documents for things like medical forms, insurance cards, or passport copies. Use disclosures for agreements like photo release, payment terms, or medical authorization.

Registration Documents

Documents appear in the registration form and let you ask parents to upload files. Each document you create becomes a section on the form where parents can upload one or more files.

Adding a Document

1. Go to Settings in the sidebar, then click Registration.
2. Scroll down to the Registration Documents section.
3. Click Add Document.
4. Fill in the details:
   • Internal Name — for your reference only (e.g., “Medical Form”)
   • External Name — what parents see on the form (if left blank, the internal name is used)
   • Instructions — optional help text shown to parents explaining what to upload
5. Click Save Settings at the bottom of the page.

Document Types

Each document has a type that controls how it works on the form:

• Upload — parents upload their own file (the most common type). Use this for things like insurance cards, passport photos, or completed forms.
• Template — you upload a template file that parents can download, fill out, and re-upload. Use this for forms you want parents to complete by hand — like a medical clearance form your doctor needs to sign.
• Info Only — you upload a document that parents can view or download, but they don’t need to upload anything back. Use this for camp handbooks, packing lists, or policy documents you want parents to read.

Document Scope

Each document can be scoped to the family or to each camper:

• Family — one upload per family, regardless of how many campers they’re registering. Good for things like proof of address or a family photo.
• Camper — one upload per camper. Good for individual medical forms, passport photos, or school transcripts.

Multiple Uploads

By default, each document slot accepts one file. You can increase the Max Uploads to allow parents to upload multiple files for the same document — useful when a medical form might be multiple pages, or when you need front and back photos of an insurance card.

Controlling When Documents Appear

Each document has options for when it’s shown:

• Show on Registration — the document appears on the full registration form
• Show on Application — the document appears on the application form (if Applications are enabled)
• Required — parents can’t submit without uploading this document
• Require on Application — the document must be uploaded with the application

You can also mark a document as Active or inactive. Inactive documents are hidden from the form but not deleted — you can reactivate them later.

Reordering Documents

Drag and drop documents to change the order they appear on the registration form. The order you set here is exactly the order parents will see.

Accepted File Types

Parents can upload PDF, DOC, DOCX, JPG, PNG, and HEIC files. Each file can be up to 25MB.

Registration Disclosures

Disclosures are checkboxes that appear near the bottom of the registration form. Use them for anything parents need to agree to — photo release policies, medical authorization, payment terms, or code of conduct agreements.

Adding a Disclosure

1. Scroll down to the Registration Disclosures section.
2. Click Add Checkbox.
3. Fill in:
   • Internal Name — for your reference only (e.g., “Photo Release”). This is not shown to parents.
   • Display Text — the text parents will see next to the checkbox (e.g., “I authorize Camp Sunshine to use photos of my child for promotional purposes.”)
4. Use the toggles to control whether the checkbox is shown on registration, shown on the application, and whether it’s required on either.
5. Click Save Settings.

Required vs. Optional Disclosures

If you mark a disclosure as required, parents won’t be able to submit the form without checking the box. If it’s optional, they can choose whether to agree.

Good to Know

• Returning families who already uploaded a document in a previous registration won’t need to re-upload it. The form will show that a file was already submitted.
• All uploaded documents are attached to the family record and can be viewed from the family’s detail page.
• Info-only documents can’t be marked as required — they’re just for viewing.