Summer Camp Management

Summer Camp is a purpose-built workspace that sits on top of a regular event. It turns a week at camp into something you can actually run: a status lifecycle, scout registration, a merit-badge offering grid, a PDF schedule importer, a per-scout week planner, and a CSV roster export. You reach it from the left nav under Events → Summer Camp, which opens the list at /events/summer-camp.

Note

Everything on these pages embeds the full registration roster (including medical and dietary notes), so the summer-camp views and the roster export are leader/admin only. Scouts and parents see the per-scout planner, not the leader grid or the roster.

Creating a summer camp

A summer camp is always attached to an existing event of type Summer Camp. Create that event first (see Event Planning), then on the Summer Camp list click Set Up Camp.

The Set Up Summer Camp dialog asks for:

• Event — pick the Summer Camp event that does not yet have a camp configured. If the list is empty, create a Summer Camp event first.
• Camp Name (auto-filled from the event title), Council Name (optional), Deposit Amount, Deposit Deadline, and Camp Website.
• Activity Periods — a starter grid of four periods is pre-filled (Period 1 through Period 4 with times). Add, rename, renumber, or remove periods, and set start/end times for each.

Click Create Camp and you land on the camp detail page. You add merit-badge offerings to each period after the camp exists.

The detail page shows the status badge, dates, registered-vs-capacity count, camp fee and deposit, a merit-badge summary, an optional registration-deadline banner, and three tabs: Overview, Badge Schedule, and Roster.

Camp status lifecycle

Each camp moves through a fixed lifecycle. Use the Change status dropdown (gear icon) in the top-right of the detail page — it only ever offers the transitions that are valid from your current status:

• Draft → Published or Cancelled
• Published → Registration Open, back to Draft, or Cancelled
• Registration Open → Registration Closed or Cancelled
• Registration Closed → In Progress, reopen to Registration Open, or Cancelled
• In Progress → Completed or Cancelled
• Completed / Cancelled → terminal (no further changes)

Tip

Scouts can self-register only while the camp is Published or Registration Open, the registration deadline has not passed, and the camp is not full. Closing registration stops new sign-ups without losing anything already entered.

Registering scouts

While registration is open and a seat is free, the detail page shows a Register for Camp button. The registration wizard walks through four steps: Select Scout, Merit Badges, Details (T-shirt size, dietary restrictions, medical notes), and Review. A parent registering a child picks from the scouts available to them; a scout already registered is flagged so you cannot double-book a seat.

Once registered, the scout’s card shows how many badges they selected and their payment status. On the Roster tab, clicking a scout’s name opens their per-period schedule, where a leader can view or adjust that scout’s merit-badge selections in place.

Merit-badge offerings, time slots, and periods

Open the Badge Schedule tab. Each time slot is one activity period (a number, a name, and a start/end time). A badge offering is one merit badge taught in one period, with a capacity, optional counselor/instructor name, location, prerequisites, and notes.

To build the grid manually, use Add Merit Badge: choose the period, search the merit-badge catalog and pick a badge (Eagle-required badges are marked with a star), then set capacity and the optional fields. Each offering’s tile shows its enrolled-vs-capacity count. Leaders can edit or delete any offering, edit or delete a whole period, or use Clear schedule to wipe all periods and offerings at once.

Caution

Deleting an offering, deleting a period, or clearing the schedule drops any active scout selections tied to it. The app asks you to confirm first.

Importing a schedule from PDF

If your council publishes the merit-badge schedule as a PDF, you do not have to retype it. On the Badge Schedule tab click Import schedule from PDF.

The importer runs in five stages:

1. Pick a PDF (max 20 MB) and click Upload & extract.
2. The file uploads and a background job parses it — typically 5–30 seconds.
3. Review the extracted time slots and badge offerings in editable tables. Rows the parser was unsure about are flagged amber as low-confidence.
4. Fix anything: edit period numbers, names, and times; correct badge names, periods, capacity, and notes; add or remove rows.
5. Click Accept & create to write the reviewed slots and offerings into the camp.

Note

The extractor does not invent counselor names or capacities — set those after import. Offerings come in with no cap until you set one. Nothing is saved until you accept, so a bad parse is harmless.

The leader registration grid

When scouts submit their week picks, leaders work them in the Camp Registration Grid at /events/summer-camps/:campId/registration-grid (note: campId is the camp’s own id, not the event id). It pivots every request into a youth-by-period grid: each cell shows the scout’s primary and backup pick and the current status.

Each cell has four actions:

• ✓P — confirm the primary pick (Primary granted).
• ✓B — confirm the backup (only enabled when a backup exists).
• ✗ — neither was available; the scout must re-pick.
• Re-pick (↺) — send the request back with an optional reason. This fires an in-app notification to the scout.

Per-scout schedule planner and schedule requests

Scouts (and leaders, on a scout’s behalf) build the week in the Camp Schedule Planner at /events/:eventId/camp-planner/:registrationId. It lists every period as a row; for each, the scout picks a primary badge and an optional backup from that period’s offerings.

The planner warns about clashes before saving: picking the same badge in two periods, or two periods whose times overlap, surfaces an amber conflict message. Each row also shows a lifecycle status — Pending review, Primary granted, Backup granted, Both unavailable — re-pick, or Resubmission required.

Tip

Always add a backup. If the primary fills at camp, the leader can confirm the backup in one click instead of bouncing the period back to the scout.

Confirming and resubmitting schedule requests

Confirmed rows lock in the planner so a granted pick is not accidentally changed. A row only unlocks again when a leader marks it Both unavailable or sends a Re-pick — both of which return the row to the scout, with the leader’s reason shown inline. The scout edits, re-saves, and the request goes back to Pending for the leader to confirm. Work the grid until every cell is a green Primary or blue Backup.

Exporting the camp roster

On the Roster tab, use Export CSV to download the full roster. The file (named after the camp, e.g. Camp_Kikthawenund_2026_roster.csv) lists each scout’s name, registration date, status, payment status, T-shirt size, dietary restrictions, and medical notes, followed by one column per activity period holding that scout’s confirmed badge for the period — ready to hand to the camp office.

Caution

The export contains medical and dietary information. Treat it as sensitive: keep it off shared drives and delete copies once camp is over.