9 ways summer camps can automate everything

Automating computer tasks can help you get outside and play

Running a summer camp involves multiple moving parts, from marketing and registration to arranging fun activities for campers and more. Fortunately, automation can help eliminate many of the time-consuming and repetitive tasks involved with camp life and streamline your team’s processes to save time. 

Automating repetitive tasks like data entry also helps reduce errors and ensures you have all the paperwork you need from participants to run a safe and professional camp.

In this post, we’ll look at nine ways you can automate your summer camp.

1. Use online camper registration forms

Parents want the process of signing up for a summer camp to be quick, easy, and clear. You can help both your customers and your business by using online camper registration forms. These forms enable parents to go from learning about your camp on your website or social media to immediately signing up while your camp is still top of mind.

When designing your camper registration forms, make the forms 

• Easy and intuitive to complete. Also ensure that the process to sign up multiple kids is simple. 

• Short. Focus only on the information required for registration purposes.

• Professional. Clearly display your camp’s contact information. 

• Easy to read. Prominently display critical details like deadlines, dates, and cost.

• Customized. Tailor the form to show different fields based on the programs selected; this gives your staff control over what fields different campers need to complete.

2. Automatically send new registrations to your database

Another advantage of online registration forms is that you can automatically send the information from your form into your camp database. Automating this process ensures that no data is lost, reduces the chance of data entry errors, and frees up time for other tasks.

You can also set up automatic email notifications to go out once registration is complete. For instance, when you receive a registration form, a thank-you email will automatically be sent, confirming the registration was received and letting the parents know about any next steps.

In addition, you can set up automated email alerts and notifications so that all registered participants receive the info they need before the camp starts. You can create templates of the emails and use automation to fill in tailored information like the participant’s name.

3. Use real-time transportation tracking to build trust with parents

Safety is a critical concern when parents decide whether to send their child to a summer camp. If your camp transports campers to different locations, consider using real-time records or tracking the transportation to put parents at ease. Parents will like knowing that their child is carefully monitored and that they can check on the transportation services. 

4. Let your camp management software help assign cabin-mates

If your summer camp involves overnight stays, you know how challenging it can be to plan housing. There are lots of things to take into account when assigning cabin/bunk-mates. Relying on camp management software and approval workflows can help.

First, consider looking for software that enables campers to request a roommate if that fits your summer camp model. This approach can encourage campers to ask friends to join them in attending the camp.

Second, when campers don’t state a cabin-mate preference, use the software’s algorithm to help identify the best bunk-mate situation. You can program the software so it automates roommate selections based on preferences like gender, age, and other factors that you know from past experience can make a difference. 

5. Create integrated databases

As you set up your systems and automation, make sure all of the different components work together. Here’s an example of what an automated workflow might look like:

• A parent fills out your camper registration form, and it’s automatically sent to your camper database. 

• A notification message is sent to your team to let them know they have an entry to review. 

• When they finish reviewing the registration, the system sends a message to their supervisor for final approval.

• A welcome email is automatically sent to the camper’s parents along with a digital waiver for them to sign. 

• The signed waiver is automatically added to the camper’s profile in your database.
  

Pro tip: Using a tool like JotForm Approvals makes it super simple for your team to review and approve requests. 

6. Switch from paper forms to digital waivers

Regardless of the activities at your summer camp, you’ll need to get some waivers signed by parents before camp begins. Make this process easy for everyone by using digital releases.

You can incorporate a link to your digital waiver in your welcome packet, send it through email or text, or put the link on your website. You can customize the waiver to fit your camp’s needs and automate your systems to update your database when it’s received. You can also set up your system to send reminders to participants who haven’t completed a waiver. 

7. Allow campers or parents to see available activities easily 

If your camp offers several different activities, campers and parents have to decide which ones to take part in. Make it easy for them to let you know what they want to do.

Provide campers and parents with a complete list of available activities during the registration process or before the camp begins, so they can indicate their interests. You can also filter the activity list so that participants will see only available options. This can speed up the process of signing up for activities, eliminate back-and-forth emails, and automatically send the information to the camper’s profile in your database. 

8. Automate the collection of important health data

To ensure a safe summer camp experience, collect critical medical information before camp starts. Make this process easy for parents and your staff by using an electronic health or medical form.

You can set up the form to be automatically emailed to newly registered campers as part of your welcome package or next steps, or you can embed the form on your website. You can also customize the form to collect the information you need.

Once the form is completed, the information will instantly be added to your camper’s profile or your database. This ensures the information is accurate and saves your staff time. Since the information is typed, you won’t have to interpret handwriting. 

9. Streamline your billing, payment processing, and financial management 

Having a streamlined and automated billing, payment processing, and financial management system in place can help free up your time for other tasks and ensure you’re receiving payments on time.

Set up your system so that payments are automatically connected to each camper. If you offer discounts, incorporate them into the system so that you don’t have to manually enter this information. 

When setting up your financial management tools, look for integrated tools that allow you to

• Process payments both online and in person

• Easily apply scholarships and/or discounts, or allow for donations

• Automate the process of sending invoices

• Track payments to ensure that every customer pays and automatically send reminders if payment is late

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Automating many aspects of your summer camp can save you time by eliminating tedious, repetitive tasks. Plus, it can create a more positive impression of your camp from the first moment prospective customers learn about you. Automation ultimately gives you more time to focus on making your camp unique and special for your campers.