What is the Camps Feature
Holiday camps and workshops are very common for kids' activity clubs providing parents/carers with a variety of flexible booking options.
With the camp feature, you have complete flexibility - you can offer full days, half days, single-day bookings, as well as early drop-off and late pick-up options.
An additional benefit is that all weekly registrations are managed in one place, rather than being spread across multiple 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 taking place at a new venue or is being introduced as a new class, it should be set up in advance as well.
How to Set Up a Camp
You can access your 'Camps' section from the menu on the left-hand side of the page:
Then select 'Add a New Camp' from the top right corner of the screen:
Set-up your class, venue and capacity (you can edit this later, if needed):
Your camp name will correspond to a class type, which you can either create new or select from the dropdown list of classes you have already set up:
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/carers!
You can update your camp’s visibility at any time by navigating to the Camps section and using the toggle next to the camp to set it as public or private:
You have full flexibility when scheduling your camps, allowing you to offer options such as individual day bookings, half days, as well as early drop-off and late pick-up.
Do you allow parents/carers to book individual days?
Select “Yes” if you would like to allow parents and carers to book individual days of your camp.
Do you allow parents/carers to book half-day sessions?
Select “Yes” if you would like to allow parents/carers to book either a morning or afternoon session only (you’ll set these times on the next page).
Please note, this option is only available if individual day bookings are enabled.
Do you offer early drop-off?
Select “Yes” if you would like to offer early drop-off, allowing parents/carers to bring their children before the standard camp start time for an additional fee.
If enabled, you’ll be able to set the early drop-off start time and pricing on the next screen.
Do you offer late pickup?
Similarly, select “Yes” if you would like to offer a late pick-up option, allowing parents/carers to collect their children after the standard end time for an additional fee.
If enabled, you’ll be able to set the latest pick-up time and pricing on the next screen.
Next, select the days and dates your camp will run. If needed, you can remove specific days or adjust morning and afternoon sessions at a later stage.
Next, set the session times, prices and add any relevant camp notes:
Any notes added, will show:
on the public booking page:
within the booking confirmation email:
The last stage provides an overview of the camp, and allows you to delete days, or mornings and afternoons sessions if needed.
You can also update the name of each camp week. For example, if you run theory one week and practice the next, you might name the first week “Theory Camp.”
Camp Capacity
How to Edit Your Camp Capacity
You can do this by:
clicking on 'Edit' from the camp schedule:
clicking 'Details'
entering the updated capacity:
clicking 'Save camp':
About Camp Capacity
When setting your camp capacities, these are applied per day rather than across the entire week. This ensures that the number of children attending at any one time never exceeds the set limit.
If you offer both half-day (AM and PM) sessions and full-day options, different children may attend the morning and afternoon sessions. However, the total number of attendees at any given time will never exceed your set capacity.
For example, if your daily capacity is set to 5 and 4 children are booked in for full days across the week:
If an additional child books morning sessions only, you will have 5 children attending each morning. However, because that child is not attending in the afternoons, an additional spot remains available for afternoon sessions.
This means another child can book in for afternoons only. As a result, your register may show 6 different children booked across the week, but at no point will more than 5 children be attending at the same time, ensuring your capacity is not exceeded.
On your booking page, any sessions that have reached capacity will be greyed out and the parent will see the following message:
Once the camp reaches full capacity, parents/carers will no longer be able to make bookings. Instead, they will be provided with options to contact you directly.
Editing Your Camp
How to Edit Your Camp
You can edit your camp by clicking the 'Edit' button next to the relevant camp:
Next, you can choose to either edit the 'Details' or the 'Dates and Times':
Edit 'Details'
Within this section, you can update the class type, venue, camp notes, capacity and prices.
Please note that parents/carers will not be automatically notified of these changes. If you wish to inform them, you can send an email directly 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 adjust the session time or use the toggle to disable that day if you no longer wish to run it.
Please note: switching off a day will not automatically cancel any existing bookings.
If required, ensure all bookings are cancelled before removing the day.
You can make changes to any sessions within your camp. However, timings for half-day sessions, early drop-off and late pick-up will be limited by the full-day session times.
Please also note that early drop-off and late pick-up options can only be offered if a full-day session is available.
How to Add New Weeks to Your Camp
You first need to click the green '+' sign on the date you want to add:
Next, click the green '+' icon to add a new group, and enter your preferred name for the week:
Then, 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 individual days within a child’s camp booking using the Edit Booking feature.
To make changes to a child’s camp booking, simply navigate to:
their Booking Record:
the register and click the 'Edit' button:
How to Cancel the Child's Camp Booking
Access the camp register.
Then, select the child by ticking the checkbox to the left of their name and click the 'Remove Full Camp Booking' button.
This will cancel the full booking and remove the child from the register.
Deleting a Day
If you need to remove a specific day from a child’s booking, simply click on the relevant day in the calendar.
Then, use the toggle to switch off the booking for that day.
Adding a Day
If a child would like to attend an additional day, or add a half-day, early drop-off, or late pick-up to their booking, you can do this by clicking the '+' button on the relevant day.
Then just switch the toggle on for the options you would like to add to the booking.
You can select either a full-day session or half-day sessions, but not both at the same time.
Please also note that a child must be booked into the relevant part of the day in order to add early drop-off or late pick-up options:
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/Carers a Link to Book
Each camp has its own unique booking page. You can find the link above the camp, which can be shared on social media or sent directly 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 opening the relevant camp register and using the “Add a child” option to search for the child’s name from your contacts:
You can select the dates you would like the child to be booked in for. You can also add bookings for past dates, which is useful if a child has been attending your camp but was not booked online.
Parents/carers will not be automatically notified of bookings made manually. However, you can send a booking confirmation from the camp register or directly from their order.
