These videos introduce the Organization Settings feature in CampDoc and SchoolDoc, empowering you to customize your account through the General, Registration, and Group Settings tabs.
By managing program details like session dates, notification settings, and participant profile visibility at your own pace, you can streamline your registration workflow and ensure the software meets your program's unique goals. Use the following tutorials to learn how to align your communication tools and maintain accurate records across all of your organizations.
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.