Group Registration

For many organizations, the ability to host groups—such as youth groups, scout troops, school clubs, or teams—is essential. Managing these registrations can include spreadsheets, manual tracking, and communication bottlenecks.

The Group Registration feature simplifies this process. It is a powerful tool designed to handle the challenge of group enrollments, allowing a group organizer to first create a Reservation—securing their total number of spots upfront, even if they haven't finalized their participant roster. The Group Organizer is the designated leader (teacher, coordinator, youth leader, chaperone, coach, etc.) responsible for reserving spots, managing the group's enrollment, and making payment to your organization.

You can manage registration, health information, and forms for each participant in one secure location. This helps you collect sensitive information safely, communicate easily with families, and run your events smoothly.

By understanding the Group Organizer's workflow, you, as the primary account provider, can effectively manage the system's backend, support group leaders, and ensure a smooth experience for every participant.

How to Set Up Group Registration

Group Registration is already enabled in your account! You can use this feature to organize participants into specific groups directly within your session setup.

Before you begin, please review the following requirements to ensure your data remains accurate:

• You cannot enable Group Registration for a group or session that already has individual participants.
• Once you enable Group Registration for a session, you cannot switch it back to an individual session later.

To begin the setup process:

Creating a Group Registration Session

To set up a session for group registration in CampDoc or SchoolDoc, follow these steps:

1. Ensure your groups are already created within the platform. (if not, you can work with your Client Success team to add new sessions)
2. Navigate to Registration Setup and select an existing session. 
   Note: You cannot enable group registration for a session or group that already has individual registrants. Additionally, group registration sessions cannot have age restrictions, sex-based capacity, or the waitlist enabled.
3. At the bottom of the session settings, check the box labeled Enable group registration.
4. Configure Optional Group Parameters:

Important: Once group registration is enabled for a session, it cannot be reverted to an individual session. Make sure this is the intended setup before saving your changes. Group sessions CAN NOT have further capacity limits (age/sex or waitlists)

Using the Group Registration Summary Page

The Group Registration Summary page acts as your central hub for managing large groups. It allows you to track enrollment numbers for camps and retreats in real-time. This guide explains how to navigate the dashboard and manage your group rosters effectively.

Overview Dashboard

At the top of the page, you will see a high-level snapshot of your current enrollment. This section helps you quickly assess how full your events are.

• Reserved: This number indicates the total spots currently held by group organizers/leaders. These spots are "purchased," but the individual participants may not have added their details yet.
• Registered: This number shows how many of those reserved spots have been taken. A "Registered" count means the participant has completed the registration process and can now complete necessary forms.

Event Details and Capacity

Below the summary numbers, you will find the specific event details. This includes the hierarchy (e.g., Camper >> Winter Camp), the specific session name, and the event dates.

On the right side of this bar, look for the Capacity Counter (e.g., 99 / 200). This tells you exactly how many spots are taken versus the total maximum capacity allowed for the particular event.

Managing the Group List

The main section of the page displays a detailed list of every group signed up for the event. The table provides the following information.

• Organizer Name: The primary contact person responsible for the group.
• Group Name: The specific name of the group (e.g., "The Triple Crowns").
• Reserved vs. Registered: Just like the top dashboard, this breakdown shows the status for each specific group. You can easily see if a group is falling behind on filling their reserved slots.
• Link Icon: Click the chain-link icon to access the group-specific registration link (in case a group organizer loses their registration link for example).

Search and Export Tools

You have several tools available to help you organize and share this data:

1. Search Groups: Type a session name in the search bar to filter the list instantly.
2. Sort: Use the "Sort" button to arrange the list, by registrations, add-on’s purchased, coupons used, etc.
3. Export/Print: If you need to share this report with your team, use the green Export or Print buttons in the top right corner.
4. Download: You can download a .csv file for further sortable information on the groups registered for a particular session.

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Organizer's Core Actions

1. Session Selection & Account Creation: The process begins when the Group Organizer identifies the session they wish to register for. They can arrive at the registration flow in one of two ways:
   1. Direct Link: By following a unique link provided by your organization that is specific to an individual group session.
   2. Platform Login: By logging into their existing CampDoc / SchoolDoc account and viewing a list of all available group sessions. 
      NOTE: Regardless of the entry point, the Organizer will be prompted to either log in to their existing CampDoc / SchoolDoc account or create a new profile if they are a first-time user. This step is essential to view and complete the registration for the selected session.
2. Group Reservation & Payment: The group organizer will name their group, define the total number of people, select any group-wide add-ons, and submit the required deposit. The organizer is financially responsible for the spots reserved.
3. Confirmation & Group Links: After the organizer registers, the system emails a confirmation and a unique registration link. This link can be shared with participants to fill a group's reserved spots.

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Your System Access & Action Items

• Capacity Management: As the primary provider, you control the backend settings for group sessions. Ensure capacity limits and required deposit amounts are correctly configured to align with your organization's policies.

• Customization: Manage all group-wide add-ons and coupons that organizers can apply during the checkout process directly within your Registration Setup settings.

Registration Auditing: Monitor the group reservation volume and payment statuses. This ensures all reservations align with event capacity and satisfy your organization's financial requirements. 

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Monitoring and Controlling Participant Data Collection

Once a group is registered, the focus shifts to individual participant registration and the vital collection of health and profile information—a core strength of the CampDoc / SchoolDoc platform.

1. Link Distribution: The organizer shares their unique group link directly with the participants, parents, or guardians, as appropriate. Organizers typically distribute this link using their organization's existing communication channels, such as their website, social media accounts, or email newsletters.
2. Participant Profile Review: Organizers can monitor participants progress on updating and completing any and all forms assigned to them, based on their registration.
3. Capacity Tracking:  Your registration link helps you track your group’s capacity by automatically turning off once your reserved spots are filled. If you need to cancel a registration, the system immediately reopens that spot so a new participant can sign up. You can increase your total group size at any time through the Group Organizer Portal; however, if you need to reduce the number of reserved spots, please reach out to your organization’s provider for assistance.

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Empowering Organizers with Managed Data Access

While you have full administrative oversight, the feature allows you to delegate management tasks to the organizer by providing secure, controlled access to their group's data. Access is always determined by your organization and your creation of roles defined by appropriate permissions.

Accessing Individual Participant Profiles

Group organizers (when granted permission) can open a participant's profile, ensuring they have on-the-spot access to vital information.

• Customizable Access: You define the roles that determine which participant profile tabs and what level of detail an organizer can view. For instance, you set whether they see Health Log or Medication histories.
• Empowering Group Organizers: Granting Group Organizers appropriate system permissions allows them to quickly find and use necessary participant information before and during the session, ensuring effective follow-up.
• List Builder Conditions: Utilize the List Builder to isolate by Organizers

Register an Organizer as a Provider

Organizers must be registered as Providers in order to access any participant information. Providers registered at the top level of the organization have access to all participant profiles, while Providers registered to specific sessions or groups can only access participants within those registrations. For most organizers, you'll want to register them specifically JUST to their particular group.

Steps to Register an Organizer as a Provider

1. Open the Organizer’s profile.

2. From the profile menu, select the Registrations tab.

3. Click New Registration.

4. In the New Registration section, check the box for Provider.

5. Choose the level of access you want to assign:

   • Specific session or group:

     • Select Current or Upcoming, based on the session dates

     • Choose the appropriate group or session from the list

6. (Optional) Select multiple groups or sessions if the Provider needs access to more than one.

7. Click Register to complete the setup.

Reporting & On-Site Preparation

The ability to generate targeted reports is crucial for event day readiness.

• Report Creation: You can coach organizers on running essential reports like emergency contact lists or specific medical reports.
• The Downtime Report: This feature is a vital component of your group's safety strategy. We strongly encourage all organizers to generate a printable PDF of every participant's profile before arriving on-site. This ensures the group has critical backup information accessible instantly, even in the event of an internet outage at the facility or during an urgent situation, such as an emergency room visit where digital access may be unavailable.
• Participant Readiness Review: Organizers can view participant profiles to track form completion percentages and review key profile details ahead of time. This allows organizers to identify missing or incomplete forms, follow up with families in advance, and ensure all required information is complete before arrival.

By understanding and actively managing the settings and permissions behind the Group Registration feature, you empower your group organizers while maintaining the highest standards for security, compliance, and participant safety for your organization.