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.
In this article:
- Part 1: Registering Your Group
- Part 2: Inviting Participants & Information Collection
- Group Organizer View
- Managing Group Details
- Capacity Management
- Attendee List & Notes
- Troubleshooting & Tips
Part 1: Registering Your Group
How to Register Your Group (as the Group Organizer)
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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.
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Provide Group Information:
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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 numeric group-wide add-ons and apply any available coupons.
- Proceed to the payment section to finalize your registration. Please note, the required deposit is determined by your organization. You (as the group organizer) are responsible for making the payment for every spot you have reserved for your group.
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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: Your attendee registration link is tied to the capacity reserved for your group. Once all reserved spots are filled, additional participants cannot register unless your group’s capacity is increased or a registered spot becomes available again.
The Participant Registration Process
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: Your unique registration link is valid only for the number of spots you reserved. For example, if you paid for 20 spots, the link will deactivate after 20 people are registered.
The Participant Registration Process
- Share the Link: Provide the unique registration link to the parents/guardians of your participants (via email, your website, social media, etc.).
- 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 creating an account and password, 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.
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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 to collect and manage paper forms, which minimizes risk and ensures compliance.
Group Organizer View
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, 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 total in the Group Capacity field.
- Click ‘Save’
- Verify the capacity change and any additional fees in the confirmation prompt.
Important Limitations:
- Capacity reduction requests will be sent to your Organization's Provider for approval; reductions do not take effect until approval is received.
- You can only increase/decrease your group's size within the total available capacity for that session.
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.
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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.
Managing Your Group Organizers
Managing Group Organizers: From the Group Organizer View, select Manage for the appropriate reservation. From here, you can add, remove, or swap organizers as needed:
- Adding an Organizer: Use the management options to invite an additional organizer by email. Once they accept the invitation, they will share visibility into the group reservation and can help monitor participant registration and completion progress. (Note: Being added as a Group Organizer does not automatically provide access to participant health information or Provider-level functionality.)
- Removing an Organizer: Click the trash can icon next to an eligible organizer to remove them. That user will immediately lose the ability to view or contribute to the group's information.
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Swapping the Primary Organizer: A group must always have a Primary Organizer, so this role cannot be deleted or left blank. However, it can be "swapped."
Important: Swapping a Primary Organizer should not be done lightly. The primary organizer holds the financial balance for the group in their account tab. Swapping this role will transfer that balance to the new organizer and should only be done if necessary.
Group Balance & Payments
All organizers assigned to the same group can view the group’s current reservation balance.
Any organizer can make a payment toward that balance, allowing multiple organizers to contribute toward the same reservation. Payments reduce the remaining balance shown to everyone managing the group.
The primary organizer remains responsible for the reservation and its financial ownership even when another organizer contributes a payment.
Important: The group balance lives in the primary Organizer’s Account tab and automatically transfers whenever the primary role changes. Because additional organizers can make payments directly, do not swap primary Organizers unless strictly necessary.
Troubleshooting & Tips
- Missing Tab? Ensure you have completed at least one group registration.
- Button Grayed Out? If a capacity action is unavailable, the requested change may not be allowed based on the session’s current availability or reservation status.
- Sorting: Use the headers at the top of the Group Registration table to sort by Session Name, Group Name, or Reservation count.