> For the complete documentation index, see [llms.txt](https://docs.echevarrisports.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.echevarrisports.com/guia/en/crm-erp/campamentos.md).

# Camps

Camps run by **weeks** (a Summer Camp, say) or by **days** (a long weekend or a birthday). Each camp has its weeks or days, and each week or day has its children and groups.

## The camps list

Upcoming camps are at the top and finished ones (**Finished**) below. Each card shows the venue, ages, dates, how many children there are and whether it's published. The numbers are its weeks or days: click one to open its control centre.

![The camps list](https://310662894-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FUtfEXMFEU0mFg84Ri6hx%2Fuploads%2Fgit-blob-a80acc7f270cd0566909199f28a4da08a2984a1a%2Fcamps.png?alt=media)

## Creating a camp

1. Click **New camp**.
2. Under **Runs by** choose **Weeks** (summer, Easter…) or **Days** (birthdays, long weekends).
3. Fill in the name (for example "Halloween Camp Marbella"), the venue, the first day, the number of weeks or days and the places per day.
4. Set the minimum and maximum age.
5. Set the price. Leave it empty to use the price list (**Finance › Rates**). It can be:
   * **Each week / Each day**: every week or day has its price.
   * **The whole camp**: the same price however many days they come (day camps only).
   * **By number of weeks / days**: in tiers, for example 1 day €115, 3 days €325 and 5 days €450.
6. If the price isn't the price list's, give the reason. Only Direction can change the price.
7. Click **Create camp**.

![Creating a camp](https://310662894-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FUtfEXMFEU0mFg84Ri6hx%2Fuploads%2Fgit-blob-158474f1fc8d3c2cf2594e2c5d49b6b29188433a%2Fcamps-new.png?alt=media)

Weeks run Monday to Friday. The first week can start mid-week. You can change all of it later with **Edit camp**.

{% hint style="warning" %}
A new camp **isn't on the website** until you publish it. The switch on its card goes from **Not published** to **On the website**. Once it's published, families can register from the website.
{% endhint %}

## A week's control centre

When you open a week (or a day) you'll see five tabs:

### Children

One row per child with their group, payment status, whether they've arrived today and their balance. Warnings show under the name: balance due, medical info, no group, pickup missing, photo consent missing, terms not accepted.

![Children: the week's children](https://310662894-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FUtfEXMFEU0mFg84Ri6hx%2Fuploads%2Fgit-blob-c1582a10dc305667250eb2ac94ecd84605fe8e8e%2Fcamp-children.png?alt=media)

The quick filters (**Balance due**, **No group**, **Medical**, **Pickup**, **Photo consent**, **Terms not accepted** and each day of the week) let you see, for example, only the ones who haven't paid.

Registration statuses:

| Status              | What it means                             |
| ------------------- | ----------------------------------------- |
| **Registered**      | Registered.                               |
| **Payment pending** | Still to pay.                             |
| **Ready for camp**  | Paid and everything in order.             |
| **Waitlist**        | On the waitlist because the week is full. |
| **Cancelled**       | Place cancelled. Payments stay recorded.  |

### Attendance

Who's coming each day, by group, with allergies, pickup and the parents' phone. In today's list you mark arrival (**Check in**) and departure (**Check out**). Today's check-in only opens during the camp week. To fix another day, use this same tab.

![Attendance: each day's attendance](https://310662894-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FUtfEXMFEU0mFg84Ri6hx%2Fuploads%2Fgit-blob-ee6c270069112c8ed5f76c049a78e0cd6afd5db7%2Fcamp-attendance.png?alt=media)

### Groups

Drag the children into their groups, or tick several and use **Move to…** to move them at once. To create a group, fill in the **New group** box: name, capacity (**Max**) and coach.

![Groups: sorting the children](https://310662894-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FUtfEXMFEU0mFg84Ri6hx%2Fuploads%2Fgit-blob-cf62f79452af2fab180e2827ec32aa10ac6ba0b0%2Fcamp-groups.png?alt=media)

### List

A table with every detail: age, group, days, payment, terms, school, T-shirt size, allergies, medical notes, diet, photos, swimming and how they found us. Useful for printing or checking.

![List: every detail in one table](https://310662894-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FUtfEXMFEU0mFg84Ri6hx%2Fuploads%2Fgit-blob-4ea1902a2f1f5bb129ee469d317f9a7105c49ddf%2Fcamp-list.png?alt=media)

### Overview

* **Camp readiness**: what's still missing for the week to be ready.
* **Places per day**: places taken each day.
* **Needs attention**: children who haven't paid, have no group, have medical info to review or are missing pickup or photo consent. Each item opens the filtered list.
* **Groups** and **Family emails**.

![Overview: the week's summary](https://310662894-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FUtfEXMFEU0mFg84Ri6hx%2Fuploads%2Fgit-blob-a8f0335144f4f9bc08a02e5f68bcc410f64245ee%2Fcamp-overview.png?alt=media)

## A child's panel

Click a child to:

* See and edit the child's and family's details, medical info and allergies, and permissions (photos, swimming, who can pick them up).
* Put them in a group.
* **Send a payment link** or **Or record a payment by hand** (cash, card, transfer).
* Change the price or the deposit, always with a reason.
* **Cancel place** to cancel their place. Payments stay recorded. **Restore place** brings it back.

![A child's panel](https://310662894-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FUtfEXMFEU0mFg84Ri6hx%2Fuploads%2Fgit-blob-f074fb04b089c2b09bc7f93e89e997364ec81a09%2Fcamp-child.png?alt=media)

{% hint style="info" %}
In a booking with several siblings, the payment is shared: it covers each child's deposit first, then each balance in order.
{% endhint %}

## Adding a child by hand

**Add child** registers a child without going through the website: the parent's and child's details, the deposit and the family's language. The family gets an email to accept the terms and complete the child's details.

![Adding a child by hand](https://310662894-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FUtfEXMFEU0mFg84Ri6hx%2Fuploads%2Fgit-blob-1a0c10a1fa7a051e0659f0f697b6f804202a00a1%2Fcamp-add-child.png?alt=media)

## Changing the camp

**Edit camp** changes the name, venue, places per day, ages and price.

![Edit camp](https://310662894-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FUtfEXMFEU0mFg84Ri6hx%2Fuploads%2Fgit-blob-f2787049f5f20f3960de071af4c343b6718c6b3d%2Fcamp-edit.png?alt=media)

## Email notices

From the week you can send:

* **Email "almost full" notice to unpaid families**: a "spots almost full / prices going up" email to every family with a pending payment in the coming weeks. Each family gets it only once.
* **Give a place from the waitlist**: gives a waitlisted child a place and tells the family.

The other emails (confirmation, reminders, the day before, photos, closing…) go out on their own. See [What happens on its own every day](/guia/en/crm-erp/tareas-automaticas.md).


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