Help & Directions

Follow these steps in order when setting up a new summer session:

1. Import Campers — Go to Setup > Campers. Click Import Campersor drag-and-drop your CSV/Excel bunklist onto the page. The file needs columns for First Name, Last Name, Camp Grade (e.g. "5th"), and Gender. Division and bunk are optional.
2. Set Up Activities — Go to Setup > Activities. Add every activity campers can be scheduled into. Set grade ranges if an activity is only for certain ages. Check "Indoor" for rainy-day-eligible activities.
3. Set Up Locations — Go to Setup > Locations. Add every location (courts, fields, rooms, etc.). Locations are linked to availability entries so campers and counselors know where to go.
4. Configure Availability Sets — Go to Configuration > Availability Sets. Create one set for each day type (A, B, C, D). Click a set to add entries — each entry defines what activity is offered in which period, at what location, for which grades/genders, and with what capacity.
5. Import Preferences — Go to Configuration > Preferences. Upload the camper preference file (CSV/Excel). Each camper needs their top 12 ranked activity choices for regular days. Optionally upload a separate rainy-day preference list.
6. Run the Scheduler — Go to Scheduling > Run Scheduler. Select a day type and click "Run Scheduler." The system assigns all campers to activities based on their preferences and available capacity. Run all 4 day types (A, B, C, D). For rainy days (C/D), you can check "Randomize" if you don't have rainy-day preferences.
7. Import Medical Data (optional) — Go to Configuration > Assignment Locks > Medical / Allergies tab. Paste health center data to track allergies, EpiPens, and inhalers. This info shows on printed schedules and rosters.
8. Review & Lock — Use All Schedules, Missing Assignments, and Enrollment Report to review. Lock critical assignments (theater rehearsals, leagues) via Assignment Locks. Set up activity restrictions for parent opt-outs.
9. Set Up Waterski (optional) — Go to Scheduling > Waterski. Import the waterski roster, then generate daily schedules as needed throughout the session.
10. Go Live — Share the camper dashboard link with campers. They search their name on iPads to see their schedule and can swap activities in real-time.