Departments & Grades

Departments and grades let you organize your campers by age group or division. A department is a broad grouping (like “Elementary” or “Junior High”), and grades sit inside departments (like “3rd Grade” or “7th Grade”). This structure is used throughout Campflow for filtering, reporting, bunk assignments, and the registration form.

Setting Up Departments

Departments are managed in the Departments & Grades section of the Settings page.

1. Click Settings in the sidebar.
2. Scroll down to the Departments & Grades section.
3. Click Add Department.
4. In the window that appears, enter a Department Name (e.g., “Elementary School”).
5. Set the Level number. Lower numbers appear first in lists. For example, if you want “Elementary” to appear before “Middle School,” give Elementary a lower number.
6. Click Save.

Adding Grades to a Department

Once you have a department, you can add grades inside it.

1. Find the department you want to add a grade to.
2. Click the + button in the top-right corner of that department.
3. Enter a Grade Name (e.g., “3rd Grade”).
4. Choose a Color for the grade. This color appears as a small dot next to the grade name in lists and reports, making it easy to spot at a glance.
5. Click Save.

Repeat this for each grade level in the department.

Editing and Deleting

• To edit a department, click the pencil icon next to it. You can change the name or level.
• To edit a grade, hover over the grade row and click the pencil icon that appears. You can change the name or color.
• To delete a department, click the red trash icon. This will permanently delete the department and all its grades.
• To delete a grade, hover over the grade row and click the trash icon.

Reordering Grades

You can reorder grades by dragging them. Grab the drag handle (the two horizontal lines on the left side of each grade) and drag the grade to a new position. You can move grades within the same department or drag them into a different department entirely.

Good to Know

• Campflow automatically copies your departments, grades, and pricing from the previous season when a new season is created. You can modify them afterward if needed — you don’t have to set them up from scratch each year.
• Grades are what parents select during registration. Bunks, on the other hand, are assigned by you after registration — parents don’t choose their bunk. To manage bunks, go to Campers > Bunks in the sidebar. See Bunk Assignments for details.
• Each grade is automatically assigned a color from a preset palette. You can change it to any color you like using the color picker.
• Deleting a department deletes all grades inside it. This cannot be undone.