Onboarding is an annual process where your Client Success Team works alongside you to set up your account for your upcoming programs. This process is about gathering all the information about your programs so that your Client Success Team can setup your account and give you the opportunity to review before launching your upcoming programs.
In this article:
- Launch Checklist
- New Organizations
- Returning Organizations
- EHR Only vs Registration
- User vs Profile
- Participant Profile Types
- Health Profile Overview
- Health Profile Permissions
Launch Checklist
Use the Launch Checklist below as a resource to guide you through the steps needed to be completed prior to your launch. We also encourage you to watch our Launch Process video on our Tutorial Video Library or visit our Launch Process support article for more information on each of the steps.
New Organizations
We are excited to welcome you to your first onboarding season! Your Account Executive will support you through your first submission and make the process as smooth as possible. We encourage you to follow the steps below and check out our corresponding resources.
To onboard for a new season:
- Log in to the application (app.campdoc.com or app.schooldoc.com) using the email login and password shared with you.
- In the About You page, fill in your information and click Save.
- Complete all fields on Page One (Organization Information), and then click the CONTINUE button. You will need to:
- Complete all fields highlighted in red, including your organization name and contact information for a few points of contact at your organization.
- Answer all yes/no questions about your organization's programs.
- Complete all fields on Page Two (Setup) to provide details about your upcoming season. You will need to:
- Title your submission.
Note: We suggest including the year, season, and/or program name in the title. - Complete all fields highlighted in red, including the number of participants, important dates, and whether you plan to use our Online Registration feature.
Note: If your organization runs year-round, indicate the first and last day of your fiscal year in the Important Dates section.
- Using the downloadable template or one provided to you by your Client Success Team, please upload a full list of your session and program information, along with the required dates for each. Please list all sessions and programs for the year on separate lines of the spreadsheet. Upload your group structure with all of your session/program information.
Note: Check out our Group Structure playlist, and our Imports Support page for additional information, including downloadable templates to structure your group/session information. - Upload all forms and questions for all groups that will be using our application (e.g. participants, staff, volunteers).
Note: The text on the uploaded forms must be such that it can be copied and pasted directly into your account’s health profile (unless it is a ‘scan & upload’ file).
Note: Uploaded items may include (but are not limited to) enrollment packets, emergency contact questions, allergy and medication questions, physical forms, and permission slips and authorizations.
- Indicate when you want to launch your account and give your participants access to CampDoc or SchoolDoc.
Note: Keep in mind the typical timeline to launch an account is 4-6 weeks from the date your submission is reviewed and confirmed by our team.
- Title your submission.
- Click the green SUBMIT FOR REVIEW button.
Returning Organizations
Returning organizations - welcome back! We are excited to work with you again! We encourage you to follow the steps below and check out our corresponding resources as a refresher for the onboarding process.
To re-onboard for a new season:
- Log in to your Provider Portal.
- In the Menu, click Setup.
- Click the NEW SUBMISSION button.
- In the Name Your Submission box that pops up, enter your submission name and click the START SUBMISSION button.
- Review and update all contact information and yes/no questions about your organization's programs, then click the CONTINUE button.
- Once you are on the Setup page, you will provide details about your upcoming submission. You will need to:
- Complete all fields highlighted in red, including the number of participants, important dates, and whether you plan to use our Online Registration feature.
Note: If your organization runs year-round, indicate the first and last day of your fiscal year in the Important Dates section. - Using the downloadable template or one provided to you by your Client Success Team, please upload a full list of your session and program information, along with the required dates for each. Please list all sessions and programs for the year on separate lines of the spreadsheet.
Note: Your Client Success Team can provide you with a sample of your previous session information spreadsheet as an example. - Click Yes to to upload any new or additional forms and questions that are not already included in your account.
Note: If there are no new forms or questions to submit, click No. Feel free to add any notes about your forms in the optional text box or you can leave this section blank.
- Indicate when you want to launch your account and give your participants access to CampDoc or SchoolDoc.
Note: Keep in mind the typical timeline to launch an account is 4-6 weeks from the date your submission is reviewed and confirmed by our team. - Complete all other required fields.
- Complete all fields highlighted in red, including the number of participants, important dates, and whether you plan to use our Online Registration feature.
- Click the green SUBMIT FOR REVIEW button.
After you submit your information, you will receive an automated email and your Client Success Manager will review your information. If there are no outstanding issues, your Client Success Manager will mark the submission as Confirmed. You will then receive an email with the tentative timeline for your launch. This will include the date you can expect to receive your test account from your Implementation Specialist so that you can begin reviewing your health forms.
EHR Only vs Registrations
While working with DocNetwork, you may come across documentation that refers to EHR (Electronic Health Record) Only or Registration.
EHR Only organizations collect registrations for their sessions using an external system. An EHR Only organization will import participants into the system through a spreadsheet. You can find more information on our Participant Imports Support page.
Registration organizations use the Registration Module (at no additional cost) to have their participants sign up for their session(s). Participants will go to the organization's unique link that we provide to sign up for the session(s) they would like to attend.
User vs Profile
A User of an account is the person who manages the profile(s) that are registered under the account. The User will sign up using their email address and will be the person who receives communication sent from DocNetwork. A typical example of a user is a parent or guardian.
A Profile is created for the participant attending the session, or the individual for which we are collecting health information. There may be multiple profiles that are managed by a single user.
Note: In some situations, the User and the Profile may be the same person (i.e. staff, volunteer, adult camps, family camps, etc.).
Participant Profile Types
Your organization may have multiple types of participant profiles attending sessions. Different types might include ranges from age groups (childcare, elementary, high school, etc.) or the type of participant they are at your organization (staff, camper/student, volunteer, etc.).
Different participant types can see all of the same questions, or they may see different questions. We use the different types of participants identified in your Group Structure to correctly permission forms that match their group.
Health Profile Overview
The Health Profile is where the requested participant information is collected. In the Health Profile, participants will complete the required questions determined by your organization and can upload files as needed.
The Health Profile and Session Information work together to display the appropriate questions dependent on the session(s) selected. Depending on the participant registration, we are able to display different questions to different participant types.
The forms in your account are based directly on what was submitted by your organization during the onboarding process. Forms submitted at a later date could result in a delay in your launch.
Your account will be a compilation of all of your forms submitted. If your organization collects different forms by participant types (e.g. Camper, Staff, Volunteer, Day Camp vs. Overnight Camp, etc.), the unique portions of the forms will be assigned accordingly to make sure each participant sees the correct information. There may be some questions that are shared between the different participant types if they are the same question.
Health Profile Permissions
Questions, Forms, and Steps can be set and ‘visible’ to various participant types. This means that all of your forms can be shared between different groups of your participants. By utilizing your participant types, we can display and hide most sections of your health forms as needed.