Registration Notifications

Campflow can send email notifications when registrations and applications come in, keeping you and parents informed automatically. You configure these in the Email Notifications section of the Registration & Application Settings page.

Notification Categories

Notifications are organized into three columns, each covering a different situation:

Application Submissions

These notifications are sent when families submit an application (only relevant if you have Applications enabled).

• Notify admin — sends you an email when a new application is received. You can enter a specific email address or leave it blank to use your camp’s default email.
• Notify parent — sends the parent a confirmation email after they submit their application. You can customize the email template using the editor.

Online Registrations

These notifications are sent when families complete your registration form.

• Notify admin — sends you an email when a new registration comes in. Enter a specific email address or leave it blank to use your camp’s default email.
• Notify parent — sends the parent a confirmation email after they register. You can customize the template to include your camp’s welcome message, next steps, or any other information.

Staff Additions

These notifications are sent when camp staff add a family manually through the admin interface.

• Notify admin — sends you an email when staff add a new family.
• Notify parent — sends the parent an email letting them know they’ve been registered. This is useful when staff register families on behalf of parents (like phone registrations). You can customize the template separately from the online registration template.

Customizing Email Templates

Each parent notification has a customizable email template. Click the template area to open the editor, where you can:

• Write your own message using the formatting toolbar (headings, bold, italic, lists, links, images)
• Use merge tags to automatically insert information like {camper_name}, {camp_name}, and other family details. Click the merge tag button in the toolbar to see all available tags.
• Preview the default template if you haven’t customized one yet

If you clear a template, Campflow will use a sensible default message.

Status Change Emails

In addition to registration notifications, you can configure emails that are sent when a camper’s approval status changes. These are configured in the Approval Statuses section (see Applications for details).

Status change emails are different from registration notifications — they’re triggered when you manually update a camper’s status (e.g., from “Pending Review” to “Accepted”), not when a form is submitted.

How to Configure Notifications

1. Go to Settings in the sidebar, then click Registration.
2. Scroll down to the Email Notifications section.
3. For each column (Applications, Registrations, Staff Additions):
   • Check Notify admin to receive emails yourself. Optionally enter a specific email address.
   • Check Notify parent to send confirmation emails to parents.
4. If you enabled parent notifications, customize the email template using the editor that appears.
5. Click Save Settings at the bottom of the page.

Replacing an Image in a Notification Template

To replace an image in a notification template:

1. Click directly on the image in the editor to select it.
2. Once selected, press Delete or Backspace to remove it.
3. Place your cursor where you want the new image.
4. Click the image button in the toolbar to upload a new image.

Good to Know

• Admin notification emails include key details about the registration — family name, campers registered, and payment information.
• Parent emails are sent after the registration is fully saved and payment is processed. If the registration fails for any reason, no email is sent.
• Each notification type is independent. You can notify yourself about registrations without notifying parents, or vice versa.
• The email templates support merge tags for personalization. Use {camper_name} for the camper’s name, {camp_name} for your camp’s name, and other tags available in the editor.