What is the Camps Feature
Holiday camps and workshops are very common for kids' activity clubs. Using camps you can offer a range of options for parents/carers to book.
With the camp feature, you can be completely flexible! You can incorporate full days, half days, individual days, early drop-off and late pick-up within your camp.
Another great benefit is having your weeks register all in one place rather than in several different classes.
How to Prepare for Setting Up Your Camp
Before setting up your camp you should know:
Your camp dates
Your camp days
Your camp times
If your camp is running at a new venue, or is a new class, you should set this up beforehand too.
How to Set Up a Camp
You can access your 'Camps' section from the list of system areas:
Then select 'Add a New Camp' from the top right of the screen.
Set-up your class, venue and capacity (you can edit this later if need be):
Your Camp Name will be a Class Type that you can either create to use or choose from a dropdown of your existing Classes you have already created:
Top Tip 💡
To make your camp private, select the 'Invite Only' option! Once your camp is set up, you can send out the link to the booking page to parents and carers!
You can always change whether your camp is public or private from your camps section by clicking the toggle next to the camp -
You can be completely flexible when scheduling your camps and can choose whether parents and carers can book individual days, half days, early drop-off and late pick-up!
Do you allow parents/carers to book individual days?
Click 'Yes' if you let parents and carers book single days of your camp.
Do you allow parents/carers to book half-day sessions?
Click 'Yes' if you let parents and carers just book their child in for the morning or afternoon (you set these times on the next page).
You can only choose this setting if you let parents/carers book individual days.
Do you offer early drop-off?
Click 'Yes' if you allow parents and carers to drop their children off before the usual start time of the camp for an additional charge.
If you choose yes to this option then you can set the time which early drop-off commences and how much it costs on the next screen.
Do you offer late pickup?
Similarly, click 'Yes' if you offer parents a service to pick their children up later than usual for an additional charge. If you choose yes to this option then you can set the time that late pickup finishes and how much it costs on the next screen.
Then choose the days and dates your camp runs. You can delete specific days, mornings or afternoons later on if needed.
Next, set the times, prices and add camp notes:
Any notes added, will show both on the public booking page:
and within the booking confirmation email:
The last stage gives you an overview of the camp, and allows you to delete days, mornings or afternoons.
You can also change the name of the week of the camp, for example, if you run football for one week, and netball the next you could name week one 'Football camp':
Camp Capacity
How to Edit Your Camp Capacity
If you need to edit your camp capacity, you can do this by hitting 'Edit' from the camp schedule:
Click 'Details'
Then enter in the new capacity:
About Camp Capacity
When you are setting up your camp capacities, these are based on a daily session limit and not a weekly limit. So this means that you will never have more than the set amount of children attending the camp at once.
If you offer half-day sessions (AM and PM) slots as well as full days, this means you could have different children attending the morning of the camp to the afternoon of the camp but the limit won't ever go over capacity.
For example, if you were to set your capacity to 5 as your daily session limit, then 4 children book in for the full week.
You then have another child book in for just the morning sessions that week, this will mean you have 5 bookings. However, this child has booked only morning sessions that week, so a parent/carer can still book in for all afternoons for the week of the camp.
This means your capacity will still be set to 5 children, however, your register would show 6 children booked in as the child booked into the mornings for that week and the child booked in for the afternoons for that week will be a different child.
On your booking page, any sessions that have reached capacity will be greyed out and the parent will see the following message:
If the camp has reached full capacity, parents and carers won't be able to book on. They will be shown methods of contacting you:
Editing Your Camp
How to Edit Your Camp
You can edit your camp by clicking the 'Edit' button beside your camp:
From here, you can choose to:
Edit 'Details'
Within this section, you are able to change the class type, venue, camp notes, capacity and prices.
Parents and carers won't be informed of any of these changes, but if you would like to let them know you can send them an email from the camp register.
Edit 'Dates and Times'
You can select the session you want to change (Full day, ED, LP or a half day) and you can make the relevant changes by clicking onto the blue box:
From there, you can change the time of the session or use the toggle to switch off this day if you no longer want to run it.
Please note - If you switch off the day, this won't cancel any bookings. If needed, please cancel any bookings before you remove this.
You can make changes to any sessions in your camp. However, the timings for half-day, early drop-off and late pick-ups will be restricted based on the times of the full-day session.
Additionally, you also can only offer early drop-off, or late pick-up if you offer the full-day session.
How to Add New Weeks to Your Camp
If you want to add a new week to your camp, you first need to click the green + sign on the date you want to add:
Then click the green + icon to add a new group, and enter your preferred name for the week:
Once you have added this, you can use the dropdown to select this newly added group and click 'Add Day'
You will then be able to select the sessions you want to set up for each of the days by clicking onto the session and switching the toggle on:
How to Edit the Child's Camp Booking
You can delete, add or edit current days to a child's camp booking using our edit booking feature.
If you need to edit a child's camp booking you can do this via the child's 'Booking Record':
Or from the register by clicking the 'Edit' button:
Deleting a Day
If you need to delete a certain day of a child’s booking you can do by clicking the specific day on the calendar you would like to remove.
If you then click the toggle it will turn off the booking for that day:
Adding a Day
If a child wants to attend an extra day, or add a half day, early drop off or late pick up to their order, you can do this by clicking on the '+' button on the day you would like to add it to:
Then just switch the toggle on for the options you would like to add to the booking.
You can only select the full day, or half days, not both at the same time.
A child also has to be booked into the corresponding half of the day if you want to book them into early drop-off or late pick-up
Before you make the changes, you will be given an overview of the bookings you have added and removed from the camp.
You can add more changes if you have missed anything out:
How to Get Your Camp Booked Up
Message your Existing Parents and Carers a Link to Book
Each camp has its own unique booking page. You'll find the link to this above the camp and can put this on your social media or send it to your contacts.
You can also send a link to all your camps. Just add /camps to the end of your booking link. For example - https://tonys-tennis.class4kids.co.uk/camps
Manually Book a Child onto the Camp
You can manually add a child to a camp register by going into the specific camp register you would like to add them to, then searching for the child's name from your contacts using the 'Add a child' option:
You can select the dates you would like the child to be booked in for, you can even book for a date in the past (this is useful if a child has been attending your camp but hasn’t been booked online):
Parents/carers won't be notified automatically for the booking you make manually, however, you can send them a booking confirmation from the camp register or from their order:
