Camp roster safety data: emergency contacts, allergies, and pickup authorization

Open a camp week's roster to review safety information for enrolled swimmers.

Check each swimmer's emergency contacts, allergy notes, and authorized pickup contacts. Ask the household to update missing or incorrect information in the portal. Use the roster as the current record rather than a copied spreadsheet.

Families who sign up themselves must give an emergency contact (a name and a phone number) first. Campers you register, and campers who got a spot in the lottery draw, may not have one. The roster marks each registered camper whose emergency contact is missing: "No phone" or "No name" when half of it is there, "missing" when neither is. A line above the roster counts them. Choose Edit intake on a marked row to add the contact.

Download CSV (incl. intake) on the roster saves the week's list as a spreadsheet: one row per swimmer with their household, status, invoice, emergency contact, allergies and pickup contacts, and which days they were present. It contains children's health and pickup details, so keep the file only as long as you need it and do not share it more widely than the people running camp.

Only staff who need this information to run camp should access it. Review it again when a household changes details or when a swimmer transfers into the week. See Camp and Households and portal login.

If your club lets connected tools make changes, Claude or another connected tool can ask to change a camper's emergency contact, medical notes or authorized pickup. It waits for approval on the website, from the person who asked, and the approval asks for the code sent to you. The approval shows the old and new emergency contact and pickup text so you can see who could collect the child, but only says that the medical notes changed, never what they say. Allergies and pickup contacts on the household's family members are not available to connected tools; change those on the website.