Registering Your Group: A Guide for Group Organizers
Group Registration allows you to reserve spots and pay for your entire group upfront. You can secure your capacity now and determine your attendee list later. After you register, you will receive a unique link to share with your participants so they can create their own accounts and complete their health forms online, eliminating the need for you to collect paper forms manually.
This guide outlines the core stages of the group registration process from the organizer's perspective and highlights the key system features you manage and leverage to keep your program running safely and efficiently.
Note: Organizers may be attending the program with their group, in which case, they will also need to register as a participant, or the organizer may simply be managing the group's registration and not attending the program.
00:03: Well, hi, I'm Phil from the Doc Network Training Team.
00:06: If you're a school administrator, coach, scout leader, or any other type of group leader, you likely know the registration catch-22.
00:15: You need to reserve 50 spots today to make sure there's enough space for your whole group to go, but you won't know exactly which 50 participants are going for another month or even later.
00:26: Usually that means a nightmare of spreadsheet and placeholder names, but with CampDoc and SchoolDoc we fix that.
00:32: In this video, I'm going to show you how to reserve your group's capacity
00:36: instantly
00:37: and how our group registration feature manages the rest for you.
00:42: You're first going to head to your CampDoc or SchoolDoc login page.
00:46: Depending on your organization setup,
00:48: you likely got here from a link,
00:50: whether on their website or sent via email or social media.
00:54: When you visit the registration page,
00:56: you'll either create a login or simply use your existing CampDoc or SchoolDoc username and password combination.
01:09: On the registrations page, you'll notice the group session icon next to all of the registrations for groups.
01:17: This is designed specifically for organizers who are booking for a crowd.
01:21: You'll be prompted to enter your group name and the total number of spots you want to hold.
01:26: This includes participants
01:28: and any staff or chaperones.
01:31: At this stage, the system doesn't care who the attendees are.
01:35: It only cares about the number.
01:37: You are essentially putting a reserved sign on a block of seats.
01:41: It's important to note that the group organizer is responsible for the payment of your group.
01:46: The payment confirmation page
01:48: displays the cost for your group.
01:51: Simply follow the prompts to submit your payment,
01:53: which will finalize your reservation and confirm your spot.
01:57: Once you click register,
01:59: you'll receive a confirmation email.
02:01: This email will include a unique registration link.
02:05: This link is your golden ticket.
02:07: It knows exactly how many spots you reserved.
02:10: If you booked 30 spots, that link will work 30 times
02:13: and then automatically turn off.
02:15: This means you can post the link as needed
02:18: or email it to parents. And as they register, they're automatically subtracted from your reserved block.
02:24: No manual tracking required. And just like that,
02:27: you've secured your spots.
02:29: So now you've reserved your block of spots.
02:32: You have your unique link,
02:33: and now the clock is ticking to get your participants registered.
02:37: Let's look at how participants join your group
02:40: and how you, the organizer,
02:42: can easily manage the collection of the required forms
02:45: for the program. When
02:48: a parent or participant clicks your unique group link, they'll be brought to the registration page where your group will display for them.
02:56: They'll go through the registration process, selecting any applicable add-ons that they might be responsible for.
03:03: This could vary from group to group.
03:05: As soon as they complete the registration page,
03:08: the system checks out
03:10: one of your reserved spots.
03:12: Immediately after registering, they're prompted to complete their health profile
03:17: and have access to all of their relevant forms,
03:20: allergies, medications,
03:22: authorizations, and digital signatures,
03:25: and whatever is required for the program.
03:28: If a user, typically a parent or guardian,
03:31: stops halfway through,
03:32: the system will automatically send them reminders.
03:36: You don't have to spend your Tuesday nights calling families to ask where their medical forms are.
03:41: Now let's talk about visibility.
03:44: As a group organizer,
03:45: you have two levels of access depending on your organization setup.
03:50: Level one
03:51: is the group registration tab.
03:53: Once you register a group,
03:55: a group registration tab appears on your sidebar.
03:58: By default, you'll manage your group directly through your participant portal.
04:03: This is your personal dashboard where you can see exactly how many spots are left in your block,
04:09: See a real-time list of who has already registered using your link.
04:14: Update your group name,
04:16: add internal notes, or even increase your capacity on the fly if you need more spots.
04:21: And then level two,
04:23: enhanced provider access.
04:25: Depending on your organization,
04:27: they may choose to grant you additional provider access.
04:30: If they do, things get even more powerful. With these extra permissions, you can toggle over to the provider portal to dive deeper.
04:38: This allows you to monitor exactly which participants have finished their medical forms
04:43: and who still need a reminder.
04:45: You can even run advanced reports like an allergy report, an emergency contact list for your chaperones.
04:51: Think of the group registration tab as your base camp for logistics.
04:55: while provider access is your command center for participant data.
04:59: By using the group registration model, you secure your spots early and let the system handle the paperwork.
05:06: It's less admin for you and more security for your participants.
05:09: Thanks for watching, and if you have any questions about managing your group,
05:13: our team is here ready to help.
05:18: Learn to reserve group spots instantly and manage participant registrations efficiently with
05:23: automated tracking and form collection. Using Camp, Dock and school do.
00:00:
00:03: Well, hi, I'm Phil from the Doc Network Training Team.
00:06: If you're a school administrator, coach, scout leader, or any other type of group leader, you likely know the registration catch-22.
00:15: You need to reserve 50 spots today to make sure there's enough space for your whole group to go, but you won't know exactly which 50 participants are going for another month or even later.
00:26: Usually that means a nightmare of spreadsheet and placeholder names, but with CampDoc and SchoolDoc we fix that.
00:32: In this video, I'm going to show you how to reserve your group's capacity
00:36: instantly
00:37: and how our group registration feature manages the rest for you.
00:42: You're first going to head to your CampDoc or SchoolDoc login page.
00:46: Depending on your organization setup,
00:48: you likely got here from a link,
00:50: whether on their website or sent via email or social media.
00:54: When you visit the registration page,
00:56: you'll either create a login or simply use your existing CampDoc or SchoolDoc username and password combination.
01:09: On the registrations page, you'll notice the group session icon next to all of the registrations for groups.
01:17: This is designed specifically for organizers who are booking for a crowd.
01:21: You'll be prompted to enter your group name and the total number of spots you want to hold.
01:26: This includes participants
01:28: and any staff or chaperones.
01:31: At this stage, the system doesn't care who the attendees are.
01:35: It only cares about the number.
01:37: You are essentially putting a reserved sign on a block of seats.
01:41: It's important to note that the group organizer is responsible for the payment of your group.
01:46: The payment confirmation page
01:48: displays the cost for your group.
01:51: Simply follow the prompts to submit your payment,
01:53: which will finalize your reservation and confirm your spot.
01:57: Once you click register,
01:59: you'll receive a confirmation email.
02:01: This email will include a unique registration link.
02:05: This link is your golden ticket.
02:07: It knows exactly how many spots you reserved.
02:10: If you booked 30 spots, that link will work 30 times
02:13: and then automatically turn off.
02:15: This means you can post the link as needed
02:18: or email it to parents. And as they register, they're automatically subtracted from your reserved block.
02:24: No manual tracking required. And just like that,
02:27: you've secured your spots.
02:29: So now you've reserved your block of spots.
02:32: You have your unique link,
02:33: and now the clock is ticking to get your participants registered.
02:37: Let's look at how participants join your group
02:40: and how you, the organizer,
02:42: can easily manage the collection of the required forms
02:45: for the program. When
02:48: a parent or participant clicks your unique group link, they'll be brought to the registration page where your group will display for them.
02:56: They'll go through the registration process, selecting any applicable add-ons that they might be responsible for.
03:03: This could vary from group to group.
03:05: As soon as they complete the registration page,
03:08: the system checks out
03:10: one of your reserved spots.
03:12: Immediately after registering, they're prompted to complete their health profile
03:17: and have access to all of their relevant forms,
03:20: allergies, medications,
03:22: authorizations, and digital signatures,
03:25: and whatever is required for the program.
03:28: If a user, typically a parent or guardian,
03:31: stops halfway through,
03:32: the system will automatically send them reminders.
03:36: You don't have to spend your Tuesday nights calling families to ask where their medical forms are.
03:41: Now let's talk about visibility.
03:44: As a group organizer,
03:45: you have two levels of access depending on your organization setup.
03:50: Level one
03:51: is the group registration tab.
03:53: Once you register a group,
03:55: a group registration tab appears on your sidebar.
03:58: By default, you'll manage your group directly through your participant portal.
04:03: This is your personal dashboard where you can see exactly how many spots are left in your block,
04:09: See a real-time list of who has already registered using your link.
04:14: Update your group name,
04:16: add internal notes, or even increase your capacity on the fly if you need more spots.
04:21: And then level two,
04:23: enhanced provider access.
04:25: Depending on your organization,
04:27: they may choose to grant you additional provider access.
04:30: If they do, things get even more powerful. With these extra permissions, you can toggle over to the provider portal to dive deeper.
04:38: This allows you to monitor exactly which participants have finished their medical forms
04:43: and who still need a reminder.
04:45: You can even run advanced reports like an allergy report, an emergency contact list for your chaperones.
04:51: Think of the group registration tab as your base camp for logistics.
04:55: while provider access is your command center for participant data.
04:59: By using the group registration model, you secure your spots early and let the system handle the paperwork.
05:06: It's less admin for you and more security for your participants.
05:09: Thanks for watching, and if you have any questions about managing your group,
05:13: our team is here ready to help.
05:18: Learn to reserve group spots instantly and manage participant registrations efficiently with
05:23: automated tracking and form collection. Using Camp, Dock and school do.
Part 1: Registering Your Group
Our specialized Group Registration feature is designed to make the process simple and secure. It allows you to reserve spots for your entire group, invite participants to complete their profiles, and manage everything in one place.
How to Register Your Group (as the Group Organizer)
Select Your Session: Begin by navigating to the event's registration page and selecting your desired session. Note: Depending on your organization, you may be redirected through a unique link on your organization's website or be presented with your registration options directly on the CampDoc / SchoolDoc participant landing page.
Log in or Sign Up:
If you already have a CampDoc / SchoolDoc account, simply log in.
If this is your first time, click the SIGN UP button. Enter your email and follow the prompts to verify your address and create a password.
Complete Your Profile: After creating your account, you will be prompted to enter your user information, including your name, phone number, and mailing address. Click SAVE to complete your profile.
Provide Group Information:
Group registration sessions are clearly marked. Choose the session(s) that you are registering your group for.
Click continue
You'll be asked to provide your Group Name and the total number of people in your group. This number must include everyone attending: yourself (if applicable), all leaders/volunteers, and all participants.
Click continue
If applicable, select any group-wide add-ons (reflective of the number of participants you are reserving spots for) and apply any available coupons.
Proceed to the payment section to finalize your registration. Please note that the required deposit is determined by your organization. You (as the group organizer) are responsible for the payment of every spot you have reserved for your group.
Confirmation: Once your registration is complete, you will receive a confirmation email with a unique registration link for your group. Keep this link secure, as you will need it for the next step.
Part 2: Inviting Participants & Information Collection
Once your group’s spots are reserved, it's time to get your participants on board. The process is simple: you will share your unique registration link with them, and they will complete their own profiles.
IMPORTANT:The unique link is valid only for the number of spots reserved in your group registration. For example, if you registered for 20 spots, the link will become inactive after 20 participants have started the process.
The Participant Registration Process
Share the Link: Provide the unique registration link to the parents/guardians of your participants (via email, your website, or social media).
Account Creation: When they click the link, they can either log in with an existing CampDoc / SchoolDoc account or create a new one. The process for new users is similar to the group organizer’s. Participants will sign up with their email, verify it, and create a password.
User Information: After account and password creation, the user (parent/guardian) is prompted to add their personal details (name, phone number, address, etc.).
Register for the session: The participant uses the unique registration link to access the correct session. The system automatically routes them to the right session and shows the required forms. The participant reviews the session details, including dates and location. Because the organizer’s group deposit covers the main session fee, the Amount Due Now will only include any attendee-level add-ons or the Protection Plan the family selects. If no add-ons are chosen, no additional payment is required. If a balance is shown, the family must complete that payment to secure the participant’s spot. Once payment is successful, the participant is officially registered, a confirmation email is sent, and the registration is finalized.
Form Completion: Once their account is set up, they'll see a clear list of forms to complete, such as health history, medication information, emergency contacts, and consents. All information is entered digitally and stored securely.
This process eliminates the need for you, as the Group Organizer, to collect and manage paper forms, which minimizes risk and ensures compliance.
The Group Organizer View is designed to give organizers more control over their groups without needing full provider permissions. Organizers can now manage group details, increase capacity, and view attendee lists directly within their participant portal.
Accessing the Group Organizer View
To access these features, log in through your Participant Portal and navigate to the Group Registration tab on the left-hand sidebar of your CampDoc account.
Note: This tab is only visible to users who have registered a group. If you haven't registered a group yet, this tab will not appear in your participant portal.
Managing Group Details
Once inside the Group Registration view, you will see a list of your current and future sessions. Additionally, click the ‘Filter By Status’ filter to select ‘Past’ or ‘Show All.’
Click the Manage button next to a specific group to open the Group Details sidebar.
From here, you can:
Edit Group Name: Click the pencil icon next to your group name to update the name. Group names cannot be duplicated within the same session.
View Session Info: See the specific session name and dates (e.g., May 1 – May 8).
Track Registration: View the number of participants who have successfully registered versus the number of spots reserved.
Capacity Management
The Capacity Management section lets you increase the number of spots available to your group.
Click Update Capacity to make changes.
Enter the new, increased total in the Group Capacity field.
Click ‘Save’
Verify the capacity increase and any additional fees in the confirmation prompt.
Important Limitations:
You can only increase capacity. To reduce the number of spots, you must contact your organization directly.
You can only increase your group's size within the total available capacity for that session.
00:00: This tutorial explains how to add more reservations to your existing group registration in Camp, doc.
00:01: You will learn to update group capacity and manage payments effectively.
00:06: Click the group, registration section to access your group's registration details.
00:10: Click manage to view and modify your group registration settings.
00:14: Click update capacity to begin adjusting the number of reservations available for your group.
00:19: Click group capacity to open the settings where you can change the reservation limits.
00:23: Click group capacity again to ensure you are in the correct section for updating capacity.
00:24: Click group capacity. Once more to finalize your access to the capacity adjustment area.
00:25: Click save to apply the updated group capacity and confirm your changes.
00:29: Click update capacity again to review or make further adjustments if necessary.
00:33: Click account to access your billing and payment options related to the group registration.
00:38: Click make a payment or donate to proceed with payment for the additional reservations.
00:43: Click make a payment or donate to proceed with payment for the additional reservations.
00:47: Click the card number field to input your payment information securely.
00:51: You have successfully added additional reservations to your group registration by updating the group capacity and managing the payment process. This ensures your group can accommodate more participants and complete the registration smoothly.
Attendee List & Notes
At the bottom of the Group Details sidebar, you can track individual participants and store internal information:
Attendee List: Use the Attendee List to view the names and form completion percentages of everyone who registered with your Group Link. While you cannot see specific missing forms, you can use this list to identify which participants need to finish their profiles.
Search & Export: Use the Search bar to find specific participants or export the list to download a spreadsheet of your current data. Note: Because completion percentages update in real-time, exported files should be used as a point-in-time snapshot rather than a live reference.
Notes: Use this free-flowing field to keep track of important reminders, such as allergy alerts or parent follow-ups. This note is unique to each specific session and can be managed separately for every group. As a single, continuous field, it automatically saves your progress as you add more information.
Troubleshooting & Tips
Missing Tab? Ensure you have completed at least one group registration.
Button Grayed Out? If the "Update Capacity" button is disabled, the session may be full, or you are trying to decrease the number of spots.
Sorting: Use the headers at the top of the Group Registration table to sort by Session Name, Group Name, or Reservation count.