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
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 youruser 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 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.
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
After you reserve your group's spots, share your registration link with participants so their families can submit required health information directly.
Important: Your unique registration link remains active until your reserved capacity is reached. For example, if you reserved 20 spots, the link closes automatically after 20 participants register. To invite more attendees, you must first increase your group capacity.
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 families open the link, they log in to their existing CampDoc or SchoolDoc account or click Sign Up to create a new profile.
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 link directs families to your assigned session. The organizer deposit covers the base session cost. If families choose optional add-on activities or protection plans, they pay those separate fees at checkout. 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.
Online form collection eliminates paper forms, protects sensitive medical records, and gives you immediate visibility into group 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, 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.
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.
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.
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.
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.
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.