Organization Settings

00:03:

00:07: Hi, I'm Phil from the Doc Network Training Team.

00:09: And in this video,

00:11: we're going to focus on organization settings, specifically on general settings as

00:15: well as registration settings.

00:17: Be sure to check out our separate video for organization group settings, which

00:22: includes the ability to update things like contacts, dates, and notifications for

00:27: sessions.

00:28: These settings help you shape how your participants interact with your organization,

00:33: how communication works,

00:34: and how registration flows from start to finish.

00:38: Think of this as your control center for aligning CampDoc or SchoolDoc with your

00:42: program's goals.

00:43: Just a quick note before we start, you'll need primary, admin, or the proper

00:48: provider permissions to edit these settings.

00:50: Let's take a look.

00:51: To begin,

00:52: from your provider landing page,

00:54: head on over to Settings, General.

00:59: We'll start in Organization General Settings.

01:03: This area lets you customize how your organization appears,

01:06: how you communicate, and what participant information is collected.

01:11: At the top, you'll see your organization information and contact person.

01:15: This includes the name,

01:17: email, and phone number used for communication with your organization.

01:21: Users will see this information as well,

01:24: so it's important to keep it accurate and up to date.

01:28: Next are section labels.

01:30: This is where you can rename sections of the participant profile to match your

01:34: organization's language.

01:36: For example,

01:38: health profile

01:39: could be called forms, profile, or information packet, or whatever makes sense for

01:43: you and your organization.

01:46: Registration could be sessions or programs.

01:49: Account could be finances or balances.

01:53: This helps create a more familiar experience for your families as well as your staff

01:57: and volunteers.

01:58: The participant profiles area

02:01: controls visibility and requirements for profile information.

02:05: Here,

02:06: you can enable or disable the sex field in participant profiles.

02:11: Keep in mind, disabling this limits sex-based capacities and form rules.

02:17: You can

02:18: also require profile photos or leave them optional.

02:23: Text messaging allows you to send one-way SMS text messages to participants.

02:29: You can enable or disable texting,

02:32: set a message prefix that's up to 10 characters

02:35: so families know who messages are coming from.

02:37: And finally, within the text messaging area,

02:40: you can send activation emails to prompt users to opt into texting.

02:45: Activation emails can only be sent once every seven days,

02:49: and they're a best practice when turning texting on.

02:53: Campgrams allow families to send one-way messages to campers.

02:57: Here,

02:57: you can enable or disable Campgrams entirely,

03:01: remove send date restrictions,

03:04: control print status visibility,

03:06: and allow picture attachments.

03:09: These options give you flexibility while still managing expectations for families

03:14: and giving them the peace of mind

03:16: of being able to send messages to their child while they're away at your program.

03:20: And finally, there's pre-screening.

03:22: When enabled, participants complete pre-screening questions before arrival.

03:27: This helps streamline check-in and flag potential issues ahead of time.

03:31: You can turn this on or off depending on your program's needs.

03:34: Next, let's move on to organization registration settings.

03:39: These settings shape how participants sign up, acknowledge terms, and pay.

03:44: When

03:46: we head to registration settings,

03:49: The first thing we see at the top is the Authorization section.

03:53: This allows you to require participants to acknowledge specific terms before

03:57: completing registration.

04:00: You can enable or disable the authorization requirement and customize the

04:04: authorization text

04:05: using a rich text editor.

04:07: It's worth noting that this acknowledgement is informational only.

04:11: It does not collect a legal signature and does not appear in reports.

04:15: If that's something you need, you'll want to make sure that's included in your

04:18: forms.

04:19: Talk to your Camp Doc or School Doc team for more information.

04:23: Under payments, you control flexibility during registration.

04:27: You can enable or disable payment plans,

04:30: make payment plans required or optional,

04:33: and set a due date for remaining balances.

04:37: You can also enable donations, allowing families to give to your organization during

04:41: the registration process.

04:43: The

04:44: additional settings section includes several optional features.

04:48: Social pop-up encourages sharing registration on social media.

04:52: Participant

04:53: cancellations allow participants to submit cancellation requests online.

04:58: Early registration requires a code to access registration for certain or all

05:03: sessions.

05:05: And capacity visibility

05:07: lets participants see remaining session availability.

05:11: These tools help you fine tune the experience

05:13: based on how much transparency and control

05:16: you want to provide.

05:17: And that's a full overview of organization general settings and organization

05:22: registration settings.

05:24: Taking a few minutes now to review these settings will save you time later, reduce

05:29: family confusion, and ensure your registration runs smoothly using the features that

05:34: best fit your needs.

05:35: Thanks for watching, and as always, don't hesitate to reach out if you have any

05:39: questions.

05:43: The video covers setting organization details, customizing participant profiles,

05:47: enabling communication options, and managing registration authorizations and

05:52: payments for a smooth participant experience.

00:06: Hi there. I'm Phil from the doc Network training team.

00:10: In this video, we're going to show you our new group settings, feature in Camp, Dock,

00:14: and school. Doc, giving you the ability to make quick updates to your program

00:18: details without waiting on us previously making small updates

00:22: like adjusting session dates or certain notifications required reaching

00:26: out to our team, but that's no longer the case with group settings.

00:30: You now have Direct Control to manage your account setup at your own pace,

00:34: helping you keep your information up to date as your program evolves.

00:38: In this video, we're going to show you how to Update group level details

00:42: like sessions start and end dates.

00:45: Profiled due dates and lockout dates.

00:48: Customize notifications, settings for specific groups, add

00:52: or update contact information for specific groups.

00:55: These tools will help your team.

00:57: Keep your information current reduce turnaround time for updates and

01:01: help you maintain.

01:03: Controlled during your season and beyond in order to access your group

01:07: settings, you'll first need to make sure you have the proper permissions and roll

01:11: for your account. If you don't and you suspect, you need those permissions.

01:15: Reach out to your organization's.

01:17: Primary Camp, doc or School dot contact.

01:19: Assuming you have the proper permissions enroll.

01:22: First, log into your Camp, Docker School, doc provider account.

01:27: Navigate to settings General in the menu on the left hand side.

01:32: Immediately, you'll see the group settings tab up at the top.

01:36: Listed below, you'll see the entirety of your organization's groups that

01:40: are currently in your platform. You can see the dates and any

01:44: subgroup contacts and subgroup notifications will be indicated by

01:48: a why you can simply scroll through all of your sessions or if it's

01:52: easier, perhaps you have a large number of sessions, you can utilize the

01:56: search to narrow your scope. If you want to see your entire group

02:00: list, you can simply click on.

02:03: The export groups button in the top right to export a list of all your past

02:07: current and upcoming sessions, including dates,

02:11: subgroup contacts and registration details.

02:14: Assuming you're using our registration platform, This

02:18: allows you to get a full picture of your groups or even just for preparing a submission

02:22: spreadsheet for the next season. In this example, let's

02:27: look for the 2025 groups. This automatically will bring

02:31: up any and all groups that are under our 2025 groups.

02:37: Now, where we go from here. Depends on what we're trying to do.

02:40: Let's say, I just needed to adjust some dates for a particular session.

02:45: Simply click on that session and adjust the dates as needed.

02:51: Click save and you're all set. Now let's say, for example, I

02:55: have a team member who oversees all of our camp Maple Leaf sessions but

02:59: that's it. Nothing more. Nothing less.

03:03: Let's take a look at Camp Maple Leaf at the highest level.

03:05: When I hover over it I can see Camp.

03:08: Maple Leaf is at the L3. The level 3 group.

03:12: So it doesn't have dates listed. Similar to when registering a

03:16: provider to a higher level group, you can add a contact or notification

03:20: to a higher level Group, which will impact all of the groups that are nested within it.

03:25: In this case, adding a contact or notification will impact

03:29: all Camp Maple Leaf sessions. Let's go ahead and add in our

03:33: campmate belief contact information here.

03:40: And then we can adjust or customize any of our group notifications

03:44: here. As a reminder, group notifications are those

03:48: automated emails that are system generates as needed? Additionally,

03:53: I can do that at an individual session level, too.

03:57: Maybe I have different contact, people per session or

04:02: I need to adjust.

04:03: Dates for sessions. I can do that as well.

04:06: As a quick tip be aware that if you have a contact set at a higher level

04:10: such as can't Maple Leaf and then a different contact set at the

04:14: lower level. Can't Make Believe session 4.

04:16: For example, the lower contact will display for any participants

04:20: who are registered to that particular session.

04:24: It's worth pointing out that while the important dates and contact information Tabs are

04:28: pretty straightforward. There are a few things that you should know when it comes to

04:32: notifications. First off, keep in mind that notifications

04:37: set at a higher level group will apply to all nested groups

04:41: that do not have a custom sub-group notifications set.

04:46: If a subgroup notification is set, it will override the notification

04:50: setting at the higher level group. Finally, if a participant

04:54: is registered to multiple sessions, They will receive the notifications according

04:58: to the session with the earliest start date.

05:02: If you have,

05:03: About what notification does. What we have some great resources available

05:07: in our support site in our provider Pages, general settings,

05:11: notifications section, And

05:16: that's it. Group settings, gives you the flexibility to manage your programs

05:21: efficiently, helping you keep your information up to date, and offering you ways

05:25: to customize your settings by group, thank you for taking the time to watch.

05:29: And as always, if you have any questions about group settings, don't hesitate

05:33: to reach out.