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
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.
[Return to Top]
New Organizations
We are excited to welcome you to your first onboarding season! Your Client Success Team will support you through your first submission and make the process as smooth as possible. We encourage you to watch the videos and follow the instructional text below to learn more about this first step in the Onboarding process.
00:02: Hi there. I'm Gabriela from the DocNetwork Training Team and this video 00:06: will teach you how to best prepare for the onboarding submission process. 00:10: This is the first step in the launch process and arguably the most 00:15: important step. Why? Because it serves as the foundation 00:19: for your account. During this process, you will gather all the 00:23: information about your programs so that our Client Success Team can 00:27: begin to build your account. We'll share some 00:30: tips and tricks to help you best prepare for submission and quickly go through 00:34: what it will look like on your end when you are ready to submit your submission 00:38: in our application. There are two parts to the onboarding submission process 00:43: or two pages in the application that you will need to complete in order 00:47: to get started. Page one or 'Organization Information', 00:52: and Page Two, 'Set Up'. 00:55: Page One, Organization Information, asks you to enter in the names 00:59: and contact information of a few points of contact at your organization 01:04: and then answer some yes or no questions about your organization's programs. 01:09: For most providers, this page should take no more than 5 minutes to complete. 01:14: Please note that you may update the contact information, 01:17: if need be, prior to launch. Once you enter in all the required information, 01:23: click 'Continue' at the bottom of the page. 01:26: You will be prompted to title your submission at this point. 01:29: This title simply serves to provide your Client Success Team with a historical 01:34: record of what information your organization submitted for its build 01:38: year over year or season over season. 01:40: Although we don't have strict guidelines on submission naming, we 01:45: do suggest including the year or season in the name where relevant. 01:50: Page Two - Set Up - asks you to enter in all of the information your 01:54: Client Success Team will need to build your account. 01:57: Yes, there is a lot of information 02:00: to enter in on this page, but fear not, we are here to help 02:04: you as you complete this part of the process and all steps moving forward. 02:09: Let's first go over the ultra important things to complete on this page 02:13: first. This includes session information spreadsheet 02:17: and form submission. The session information spreadsheet is a comprehensive 02:22: spreadsheet that helps your Client Success Team understand the programs 02:26: and sessions that your organization plans to run through our application 02:29: for the year. Your Client Success Team will help you through this process and 02:34: we'll get the ball rolling by sending over a custom built spreadsheet for 02:38: you to look over. If you are a returning organization, 02:42: you can use your template from previous years or you 02:46: can reach out to your Client Success Team for a new template. Here is an example 02:51: template to give you an idea of what this looks like. 02:54: Please note that your organization spreadsheet may look different due to 02:58: varying program needs. Again your Client Success Team 03:02: will work with you to build a spreadsheet that makes sense for your organization's 03:06: needs. We encourage you to check out the training resources on 03:10: group structure, dates and registration setup, to get a better understanding 03:14: of each of these primary sections in the spreadsheet. 03:17: Some resources include the Import Support Page, 03:21: where you can learn more about group structure and important 03:25: dates. Our group structure video playlist, which provides 03:30: an overview of group structure, and an explanation of its relation to 03:34: forms and reports. Our Registration 03:36: Setup Dates playlist. The Registration Setup Support 03:40: page and our comprehensive Provider Registration Setup Playlist. 03:45: Stay tuned for part two of this video series where we continue to 03:49: talk about 'Page Two - Setup'. 03:52: Thank you for taking the time to watch and please reach out 03:55: if you have any questions.
00:01: Hi there. I'm Gabriela from the DocNetwork Training Team, and this video 00:06: will teach you how to best prepare for the onboarding submission process. 00:10: If you haven't yet watched Part 1 of this video series, 00:14: we encourage you to check that out first; 00:16: find it linked to this video. We are at the form submission 00:20: section on 'Page Two - Setup' of the onboarding submission 00:25: process. In the forms section, you will upload all of 00:29: the information that you'd like your Client Success Team to build into the health profile 00:33: for your account. We understand forms is a vague term. 00:37: What exactly do we mean? We're looking for items such as enrollment 00:41: packets, registration information, health questions, 00:45: anything and everything that participants will need to fill out in their 00:49: health profile. Uploaded items here may include, but are not 00:53: limited to, emergency contact questions, allergy and 00:58: medication questions, physical forms, county forms, 01:02: and permission slips and authorizations. 01:05: The most important thing to note is that the text on the uploaded forms 01:09: must be such that it can be copied and pasted directly into your 01:13: account's health profile, unless it were a scan and upload file. File 01:17: formats can be whatever works best for you PDF, Microsoft Word, 01:22: Excel to name a few. If you have any questions on what qualifies please 01:26: reach out. 'So, I dump everything into this 01:29: upload box. And then what?', you ask. This is how it will work. Your 01:34: Your Client Success Team will use this upload box as the foundation 01:38: of your build. In other words, if a question is not included in the 01:42: submission box, it will not be built into your test account. 01:45: If you are a returning organization, you only need to upload any 01:50: new forms or any updated forms. 01:53: If it's an updated form, 01:55: please highlight or emphasize what has changed and where that is located in 01:59: your forms currently. Last but not least, the text box below, 02:03: the upload box is important. 02:06: Use this space to your advantage and write everything 02:09: you would like us to know regarding your uploaded documents. 02:13: For example, if your camp has different forms for different participants, 02:17: we need to know this in order to build your account. 02:20: Now, let's go over the remainder of the items to complete on this page. 02:25: This includes participant estimate, important dates, 02:29: additional features, and launch timeline. Participant estimate 02:34: is to provide a rough estimate of the number of individuals who will be filling out 02:38: health profiles within your account. 02:40: Important dates is simply to provide information on roughly 02:44: when your programs, start and stop for the season. 02:48: In the additional features, we present some features such as attendance, 02:52: Campgrams, text message alerts, and medical supplies to 02:56: which you can decide whether or not you'd like to learn more about 03:00: them. Answering 'Yes' to these features simply means that you'd be interested 03:04: in learning more about them. It is in no way a commitment to make a future 03:08: purchase. And finally launch timeline. This 03:12: refers to, when you would like, to have your account up and running. 03:15: Meaning, when you would like to open registration for participants. Keep 03:19: in mind, the typical timeline to launch 03:21: an account is four to six weeks from the date 03:24: your submission is reviewed and confirmed by our team. 03:27: Thank you for taking the time to watch, 03:29: and please reach out, if you have any questions.
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 template 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.
- Click the green SUBMIT FOR REVIEW button.
[Return to Top]
Returning Organizations
00:02: Well hi there! I'm Phil from the DocNetwork Training 00:07: team. In this video we're going to walk through the onboarding process if 00:11: you're a returning organization, and if that's you well welcome. 00:14: We're glad to have you back! As you'll discover as you go through 00:19: the process and you're a part of the CampDoc or SchoolDoc platform year 00:23: after year you're going to continue to see the benefits of how this 00:27: is going to help your organization continuously. 00:31: When it comes to onboarding we encourage you to follow the steps, which you can find on the 00:35: corresponding support pages to make the process as smooth as possible. 00:40: To begin setting up for a new season log in to your provider portal. 00:45: In the menu click setup. Click the new submission button. 00:52: In the name your submission box that pops up enter your submission name and 00:56: click the start submission button. We typically recommend your organization 01:01: name and then the appropriate year or season. 01:09: Review and update all contact information and yes or no questions 01:14: about your organization's programs and then click the continue button. 01:21: Once you're on the setup page you'll provide details about your upcoming submission. 01:26: You'll need to complete all fields highlighted in red including the 01:30: number of participants important dates and whether you plan to use 01:34: our online registration feature. Note, if your 01:38: organization runs year-round indicate the first and last day of your 01:42: fiscal year in the important dates section. 01:46: Also, if you're not a hundred percent sure of the dates, that's fine. 01:49: Just put your best guess. Next 01:53: using the downloadable template or one provided to you by your client success team, 01:58: please upload a full list of your session and program information along 02:02: with the required dates for each. Please list all sessions and programs 02:07: for the year on separate lines of the spreadsheet. A helpful 02:11: tip is that your client success team can provide you with a sample of your previous session 02:15: information spreadsheet as an example that will make your life a whole 02:19: lot easier. If you have any additional new forms, 02:24: you'll say yes and add those here. 02:26: If you don't have any new form simply click no and move on. If 02:30: you have any appropriate notes, you can put them in here. 02:36: Finally note what features you're interested in using or 02:40: not in this upcoming season. And if you're unsure you 02:45: can simply mark yes. These simply let us know that you're interested. Indicate 02:49: when you want to launch your account and give your participants access to CampDoc or SchoolDoc but 02:54: keep in mind the typical timeline to launch an account is four to six weeks from the date 02:58: your submission is reviewed and confirmed by our team. Anything that's sooner 03:02: than that may require an expedited fee. 03:06: Click the green submit for review button and you'll be all 03:10: set. After you submit your information 03:12: you'll receive an automated email and your team will review your information. 03:16: If there are no outstanding issues, 03:19: your submission will be marked as confirmed by our team. 03:21: You'll then receive an email with a tentative timeline for your launch. 03:25: This will include the date you can expect to receive your test account from your implementation 03:29: specialist so that you can begin reviewing your health forms. 03:33: Most importantly don't forget that our team is here to help you. 03:36: So don't hesitate to reach out with any questions that may come up throughout the process.
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 template 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.
- 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.
[Return to Top]
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.
[Return to Top]
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.).
[Return to Top]
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.
[Return to Top]
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.
[Return to Top]
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.
[Return to Top]