Camp

Use Camp to manage camp weeks, registrations, rosters, transfers, and refunds. Set camp policy in Club → Programs and registration details on the Registration & pricing tab. All camp invoices at the top of the page opens Invoices showing only camp invoices.

Open a camp week to review its capacity, enrolled swimmers, waitlist, payments, and roster. Add or change registrations only after checking capacity and household details. Use the roster to review emergency contacts, allergies, and pickup permissions.

A family needs an emergency contact (a name and a phone number) on file before it can register a camper, save lottery requests, or accept a spot offered from a camp waitlist. The camp page asks for it right there and keeps it on the household. Registrations made by staff (through the API or an AI assistant) and spots given out by the lottery draw do not need one. The roster marks each camper with no emergency contact ("No phone", "No name", or "missing" when both are), and a line above the roster says how many there are. Choose Edit intake on a marked row to add the contact once the family gives it to you.

When you register a camper for a family, the household must be a current member and its account must not be paused or closed. Otherwise the registration is refused before anything is saved, and the request you approve says why. Reactivate a paused household on its household page first. Staff registrations are not held back by the lottery or by the week's sign-up dates: while members can't sign up for a week (the lottery is still taking requests or hasn't been drawn, or sign-up hasn't opened or has closed), the request you approve says so, and you can still register the camper. A staff registration that takes a spot a lottery family cancelled counts as filling it, so that family's credit is released once your registration is paid, as for any other family that fills the spot.

A staff registration does need real waiver wording: while the camp waiver is still the placeholder a new club starts with, the registration is refused with "The camp waiver is still the placeholder. Publish it at Agreements before registering campers."

For a cancellation, open the registration and review the refund terms shown before confirming. Cancelling a whole week (for example a pool closure) refunds or credits every family in full; it can only be done before the week's last day has passed. A week that has already run can't be cancelled and refunded as a whole. Use a transfer when moving a swimmer to another available week. Moving a swimmer out of a week also ends any credit that was waiting on that swimmer filling a cancelled spot there. A camp credit from a cancellation or a move to a cheaper week never includes money already sent back as a refund. When it comes out smaller than the schedule says, the treasurer gets a task, and the cancellation email names that reason. A cancellation or move is held for a moment while a bank payment for the week is still on its way; wait for it to land, then try again. See Camp lottery and Program waitlists.

If camp is on but no week is open for registration, the member's page says "No camp weeks are open for registration right now" and that the weeks will show up there once the club posts them, with a Contact us button. The Camp checkup (campers, emergency contact, waivers) stays under it, so families can get ready ahead of time. A household that already has a registration, a waitlist spot or a lottery request keeps the full page. Adding a week does not email members by itself, so tell them when you post the season.

The member's Camp page leads with a Camp checkup. A household with no emergency contact on file sees Register held, with the reason and a link under it that opens the right card on the Household page and brings the family back to Camp after they save. The camp waiver never holds Register: each camper who still needs it is marked "You'll sign the camp waiver before registering."

Campers who need the same waiver version for the same season sign once. Read and sign for Alex and Sam shows the waiver text once, a tick box for each camper and one agreement box that starts empty. One submit records a signature for each ticked camper, or for none of them if anything goes wrong; a camper left unticked stays unsigned. Choosing several campers at Register offers the same step instead of refusing the ones who have not signed, and then registers everyone who signed. A different season is a separate signature. If the family is refused by the club's own rules (a camper's age, a missing birth date), the reason shows under that week's Register button.

The page and the confirmation email call the deposit non-refundable (each week reads "Includes a [amount] non-refundable deposit", with the club's own amount). When a family cancels from the portal, the refund goes to their account as credit. Only staff can send a refund to the card or bank instead, from the registration, and a cash-refund fee may apply. The cutoffs and amounts come from the camp policy configured in Settings.

Families get an email when a swimmer is signed up for a camp week, when a spot is canceled (one version for a single swimmer's spot and another when you cancel the whole week), when you move a swimmer to a different week, after the lottery draw, when a spot is still unpaid, and when an unpaid spot is released to the waitlist. You can change the wording of each one under Reach → Messages → Automatic emails, in the Camp group, and see exactly what families get before you save. On the Registration & pricing tab, See the email (next to "Families get an email when a swimmer is signed up for a camp week") opens the page for the registration email. You only see that link if your role can open Automatic emails.

What you write is the subject line, the heading and the Message (the opening), and for some emails a closing or small print. The weeks and dates, the swimmer, the amounts, the invoice, the buttons, and every sentence about money (what a cancellation credited or refunded, the deposit, when credit appears) are filled in for you, so they are always right and can't be removed. If your club has no reply-to address for member email in Settings, the cancellation, unpaid-spot and released-spot emails send families to Contact us in the member portal instead of asking them to reply, because a reply would reach nobody. See Automatic emails.

The offer email's link always works. If your club has turned on Let members accept waitlist offers in the member portal (Club → Club info → Member portal; off until you turn it on), a signed-in family can also accept on its Camp page, in the Waitlist section:

• A spot the family has been offered shows what it costs ("A spot is yours: $X") and the last day to respond. A week that is free for that camper reads "no charge".

• Accept the spot · $X waits on the same emergency contact that Register does, and on that camper's camp waiver for the season. Its confirmation names the camper, the week and the amount, and its confirm button repeats the price ("Accept the spot · $X", or "no charge" for a free week). If either is missing, a short "Before you can accept" list under the button says what and links to where to fix it (Safety info for the contact, the Camp checkup for the waiver). Nothing is signed from the button itself: the family signs the waiver in the checkup first. A family that would rather sign and accept in one go can use the link in its offer email.

• Accepting registers the camper in the same step the link does and creates the invoice at the price shown. The page then says "You're registered!" with the amount, the due day if there is one, and a Pay the invoice link. Nothing is charged by pressing Accept.

• Leave waitlist is still beside it. There is no separate decline in the portal; leaving the waitlist offers the spot to the next family waiting, if there is one. While a spot is being held for the camper, its confirmation says what leaving costs: "Leave the waitlist for {week}? You'll give up the spot being held for {camper}."

• If the price moved after the family opened the page (a price rule changed, or the camper's age or the household's residency now fits a different rule), nothing is registered. The page says "The total is now $X, not $Y. Review it and accept again." and shows the new price. The page the emailed link opens does the same (see below).

• A spot that can't be priced yet (the camper has no birth date and a rule needs one, or no rule fits) has no Accept button, and the row says to check the email. The link in the offer email quotes "the regular price" for it. When the family accepts there, the camper is either registered or the page shows the reason in its own words, for example "Add a birth date for {camper} to register for this camp". The usual fix is adding the camper's birth date.

Home also lists "A camp spot is waiting for {camper}" under Your next steps, so a family does not have to remember to look. It counts as something to do, and it shows the last day to respond with the time ("Sat, Jun 20, 11:59 PM PDT"). When the Camp page can price the spot, the item reads "Review and accept" and links to the Waitlist section. When it can't (the cases above), the item says "Use the link in your offer email to claim it by {last day}." and its button reads "See it on the Camp page". None of this appears while the switch is off.

You can tell a family that can sign in to accept on its Camp page when your club has this on. For a family that can't sign in, Replace accept link on the waitlist is still how you reach it. Members' AI assistants and the API can't accept an offer, and View as member can't either. See Program waitlists.

The price on the emailed camp offer page is worked out from the same price rules the registration uses, so a rule-priced week quotes what it will actually invoice; it used to quote the week's own stored price. If the page can't work out a price it says "the regular price" instead of a figure, and it never calls the spot free.

• The page sends back the total it showed when the family accepts. If the price moved, nothing is registered and the page says "The total is now $X, not $Y. Review it and accept again."

• A family whose camper still needs the camp waiver signs and accepts in one step. That button names the total ("Sign & accept the spot · $X", or "no charge"), and it accepts at the total the family clicked, never a newer one. If the price moved after the family signed, the page says "Your waiver is signed. The total is now $X, not $Y. Review it and accept again." and they do not sign again.

• When the registration is refused, the page says why in its own words: no birth date on file, the week no longer open, the camper outside the week's age range, the camper already registered, or no price rule that fits. "We couldn't process this offer" appears only for something unexpected. A missing emergency contact also shows a link to add one.

A camp week has its own price, but it is only used when the season's registration offering has no price rules. Once you add any price rule there, every week is priced from the rules and the week's own price is ignored. When that is the case the week form shows the price but will not let you change it, and points you at Registration & pricing. See Registrations and prices.

Camp has five tabs: Camp weeks, Lottery, Camp roster, Unpaid seats and Registration & pricing. Each has its own link, and what you have typed in a tab stays put while you look at another one.

On Camp weeks, Filled reads like "4 of 24 · 1 waiting": spots taken, then the week's capacity, then how many campers are on the week's waitlist (including any who have an offer out). On the waitlist, Joined is the calendar day in your club's time zone, and an offer shows when it expires in the same zone. Every time on the Lottery tab is in your club's time zone too (see Camp lottery).

A new week starts as a draft, and nothing is open to families yet. Open registration makes it available, Close stops new registrations, and Reopen turns them back on. A week with no registration or waitlist history can be deleted. Once it has any, a week that has finished can be archived instead: that keeps its roster, invoices, attendance and history and closes any leftover waitlist, and you confirm by typing the word ARCHIVE and the week's name. Families still on that waitlist are not emailed, since the week is already over. Only completed weeks can be archived.

On the Unpaid seats tab, Turn on lets the club give a seat back to the waitlist when a family has not started paying. The family is emailed a warning first, and the tab shows the hours it waits. A seat with a bank transfer still settling is never taken, and a seat that is part paid is listed under Needs payment for you to review. While it is off, unpaid seats are held until someone cancels them by hand. Turn it on when registration opens.

Camp registrations that were not canceled (a week that has already run counts), waiting lottery requests and camp waitlist places move to the household the other was merged into (the surviving household), with their campers. Canceled registrations stay behind as history, and so do the invoices: they appear on the surviving household's statement. Cancelling a paid seat that moved, or moving it to a cheaper week, credits the household that paid for it. The surviving household's adults sign the camp waiver again for a camper who moved. A merge is refused if a booking is being changed at that moment ("... so nothing was changed. Try again in a minute."). See Household ownership and merging.

If your club lets connected tools make changes, Claude or another connected tool can look up camp weeks, registrations and lotteries, and can ask to do most of what this page does. What it can do on its own and what waits for approval:

• Asks you to confirm in the chat first: add a camp week (it starts as a draft), edit a week, open or close one, archive a finished one, and move a household up or down a waitlist.

• Happens right away: marking a swimmer present or absent for a day.

• Waits for approval on the website, from the person who asked: turning automatic release of unpaid seats on or off (turning it on takes seats away from families and emails them), creating a lottery and opening, closing or resetting its request window, deleting a week, and changing a camper's emergency contact, medical notes or authorized pickup. Cancelling a whole week, adding, cancelling or transferring a registration, offering a spot to the next household on a waitlist and removing a household from a waitlist also wait for approval, because they email households.

Deleting a week only works for a week with no registration or waitlist history; any other week has to be archived. When you approve a change to a camper's intake details, the request shows the old and new emergency contact and pickup text, but only says that the medical notes changed, never what they say. Because it involves a child's safety information, that approval also asks for the code sent to you.

Not available to connected tools: running the lottery draw, and replacing a household's dependent allergies and pickup contacts. Do both yourself on the website. A tool can open or close the lottery's request window, but it can never run the draw. See What Claude can and can't do here and Approving an action.