In this video, participants (specifically Group Organizers) who register their groups for a session witll get a view of the Group Organizer Experience within the CampDoc & SchoolDoc platform.
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.