Scalable. Flexible. Built to eliminate duplication.
The Camps & Clinics program type allows you to build session-based and drop-in programming using a structured, top-down system that saves time and reduces manual duplication.
This program type is ideal for:
Summer camps
Holiday camps
Weekly skills academies
Youth academies
Open gyms
School’s out days
Flexible seasonal programming
How Camps & Clinics Works
Unlike standard program types, Camps & Clinics introduces a Group layer between the Program and Registration.
Structure:
Program → Group → Registration → Event Dates
This structure enables:
Top-down eligibility inheritance
Auto-generated drop-ins
Per-day capacity enforcement
Flexible pricing models
Reduced duplication
Creating a Camps & Clinics Program
Navigate to:
Programs → Add New Program → Program Type → Camps & Clinics
At the Program level, you can:
Name your program (Example: Summer Camp 2026)
Toggle Adult Program (if applicable)
Set:
Registration open/close dates
Season dates (first to last event date)
Choose display settings (show on website or not)
Assign a category
Add description and program details
If no category is selected, the program defaults to the program type category: Camps & Clinics.
Save the program to continue.
Groups (The Major Difference)
Before creating registrations, you must create a Group.
Groups act as the organizing layer inside the program.
You might group by:
Location (Chicago, West, DuPage)
Format (Beach vs Indoor)
Gender (Boys vs Girls)
Skill Type (Setter Camp, Middle Camp)
Program Type (Holiday Camp, Youth Academy)
You control the structure based on how you market and report.
What You Set at the Group Level
Anything configured at the Group level flows down to all child registrations inside that group.
You can set:
Eligibility (grade, age, gender, etc.)
Preconditions (must be on a team, prior participation, etc.)
Registration form (waivers, questions)
Email settings (confirmation emails)
This eliminates repetitive setup across multiple registrations.
Editing Group-Level Eligibility
If you edit eligibility later, the system will prompt you:
Update only this registration
ORUpdate all child registrations and drop-ins
This top-down inheritance saves significant time.
Registration Types (Activity Types)
Inside a Group, click Add Registration.
You will choose an Activity Type:
1. Session Only
One price
Covers all scheduled event dates
No drop-ins allowed
Example:
$400 for full month
Best for:
Traditional camp sessions
Structured academies
2. Session + Drop-Ins
Participants can:
Purchase full session
ORPurchase individual event dates
You set:
Full session price
Drop-in price
Example:
$400 full session
$30 per day
Best for:
Friday Skills Academy
Youth Academy
Holiday camps
Flexible summer programming
3. Drop-In Only
No full-session option
Participants select individual dates only
Best for:
Open gyms
School’s Out camps
Winter break camps
One-off training days
Scheduling & Auto-Generated Drop-Ins
Inside the Registration:
Schedule → Create Event
You can:
Set recurring dates (Example: Every Friday)
Set custom ranges (Example: June 16–20)
Assign location
Add event details
Enable RSVP and attendance tracking
When you click Save, the system:
Creates all calendar events
Automatically generates drop-in registrations (if applicable)
If you later add new events:
Click Generate Drop-Ins
New drop-in registrations are created instantly.
Weekly Drop-In Example
If you create an event spanning:
June 16–20
And generate drop-ins:
The drop-in becomes a week-long registration, not just a single-day.
Drop-ins are generated based entirely on how events are structured.
Capacity Rules (Important)
Capacity is enforced per event date.
If maximum capacity is 30:
15 session players
15 drop-in players
= That date is full.
The system will not exceed per-day capacity.
Important Note
If one date fills due to drop-ins, it may prevent a full-session registration, since session registrations require availability across all event dates.
Best Practices:
Monitor early drop-in volume
Consider opening drop-ins after session priority
Use staggered registration open dates
Editing Behavior (Bulk Control)
The system gives you flexible bulk control.
If you:
Edit eligibility at the registration level → You will be asked:
Update only the session?
Update session + all drop-ins?
If you:
Add a waiver at the Group level → It can apply to all child registrations.
If you:
Cancel a single drop-in date → You can edit or delete that individual registration without affecting others.
This provides flexibility without duplication.
Email Behavior
Group-level email settings apply to all child registrations
Registration-level emails can override Group settings
Currently:
Receipt emails include the registration name (including drop-in date).
Parent Shopping Experience
The Open Programs page displays in a modern card view.
Families can:
Browse by category
Expand programs
See session and drop-in options clearly
View dates, times, and locations pulled from event setup
Filter by:
Location
Day of week
Eligibility
Families can:
Add multiple programs to cart
Remove items easily
Keep cart contents while browsing
Logged-in users can:
Add programs across multiple categories
Checkout once for everything
This eliminates the old “register one, restart flow” process.
Categories & Display Customization
Categories are managed under:
Programs → Settings → Categories
You can:
Create custom categories
Reorder categories (drag & drop)
Upload custom images
Override default program type images
If no category is assigned:
The program defaults to the program type category.
You control how programs appear on homepage cards.
Examples:
Summer Camps
Chicago Programs
Holiday Camps
Youth Academy
Attendance Tracking
Each event supports:
RSVP tracking
Coach attendance check-in
Calendar sync for session players
This is ideal for camps and high-volume drop-ins.
Legacy Program Compatibility
You do NOT need to rebuild existing programs.
Older programs:
Still appear in cart-style checkout
Still function normally
Still allow shopping experience
Only drop-in functionality requires the Camps & Clinics structure.
Organizational Structure Examples
Option A: By Season
Program: Summer 2026
Groups: Beach, Indoor
Registrations: Session 1, Session 2
Option B: By Location
Program: Chicago Camps
Groups: Spring, Summer
Registrations: Individual sessions
Option C: Hybrid
Program: Youth Academy
Groups: Chicago, West
Registrations: Session + Drop-In model
Revenue Strategy Considerations
Drop-ins work especially well for:
Holiday camps
Winter break
Youth academy flexibility
Weekly beach camps
Friday skills academy
Decision point:
Will flexibility increase total participation and revenue?
Or will it create capacity management challenges?
You control structure, pricing, and registration timing.
What Has Not Changed
Checkout flow (waivers, pledges, promo codes)
Payment processing
Registration reports
Standard program types
Camps & Clinics adds flexibility — it does not remove functionality.
Final Summary
The Camps & Clinics module:
Eliminates manual duplication
Auto-generates drop-ins from event schedules
Uses top-down inheritance for efficiency
Enforces per-day capacity
Supports weekly or single-day drop-ins
Improves shopping experience
Allows custom category marketing
Maintains legacy compatibility
It is built to reduce chaos — not create it.
FAQ
What is the difference between Session Only and Session + Drop-Ins?
Session Only requires participants to purchase the full session. Session + Drop-Ins allows families to purchase either the full session or individual dates.
How is capacity enforced?
Capacity is enforced per event date. Once a date reaches its maximum capacity, no additional registrations (session or drop-in) can be added for that date.
Can I prioritize full-session registrations over drop-ins?
Yes. You can stagger registration open dates or delay drop-in availability to prioritize full sessions.
Do I need to rebuild old programs?
No. Legacy programs still function normally. Only drop-in functionality requires the Camps & Clinics structure.
Can I edit eligibility for all drop-ins at once?
Yes. When editing eligibility, the system will ask whether you want to update only one registration or all related child registrations.
Where do I manage categories?
Programs → Settings → Categories.
Can parents register for multiple programs at once?
Yes. Families can add multiple programs to their cart and complete a single checkout.