A summer camp manages sessions lasting a few weeks, age groups, cabin allocations and hundreds of parents all at once. When registration forms arrive by email, health information on paper and payments by bank transfer, overbooking, missing allergy information and constantly calling parents are inevitable. In the system we build, parents choose a session and register online, filling in health forms, medication and allergy details and consents digitally. When a session is full a waiting list kicks in, children are assigned to groups and cabins, and counsellors share daily activities and photos with parents through the app.
Problems camp organisers face
- Overbooking and waiting lists kept by hand
- Allergy, medication and health information not reaching counsellors
- Cabin and group allocation done on the last day
- Parents calling to ask “how is my child?”
Modules
Online registration
Registration with session, age group, extras and discounts.
Capacity and waiting list
Capacity per session, waiting list and automatic notifications.
Health and consent forms
Allergies, medication, emergency contacts and photo consent.
Group and cabin allocation
Placement by age, gender and friend requests.
Daily schedule
Activity calendar, counsellor duties and roll call.
Parent feed
Announcements, daily photos and important notifications.
How it works day to day
- 1
The parent chooses a session, completes the forms and pays.
- 2
Once registration is confirmed the child is assigned to a group and cabin.
- 3
Before camp the parent receives a packing list and transport details.
- 4
During camp counsellors take roll call, see health notes and share photos.
- 5
At the end of the session a feedback survey and an early-bird invitation for next year go out.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For single-session camps with few participants, ready-made online form and payment tools may be enough.
When custom software pays off
For multi-session residential camps with sensitive health and consent processes, a custom system linking registration, allocation and parent communication increases trust and operational speed.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 19 screens and 10 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €450 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
How do parents see photos during camp?
Photos shared by counsellors are published in a protected gallery open only to that session’s parents.
Who can see health information?
Allergy and medication details are visible only to the relevant counsellor and the camp health officer, and are protected as special category data under GDPR.
Does it work at camp sites with weak internet?
Roll call and daily records are kept offline and synced when the connection returns.
Can we take payment in instalments?
Yes. Card instalments or a deposit plus balance plan can be set up.
