Camp Management Software with Email Marketing & SMS Tools

iCampPro empowers your team to achieve your mission with easy communication tools. Beyond automated emails based on customer activity in the registration portal, our built-in camp communications center supports both email and SMS. Effortlessly plan, draft, schedule, and send messages to families and campers. Target your audience using registration data, form status, balances, group status, demographics, and more!

A laptop and a cell phone are sitting next to each other.
A laptop and a cell phone are sitting next to each other.

Key Camp Communications Takeaways

  • Save time! Don’t continue to waste your camp team’s time exporting contact details from your camp software to use in a third-party mass email or SMS tool.

  • iCampPro empowers teams with automated email templates, the ability to build targeted email & sms audiences, and by enabling teams to plan and schedule communications in advance.

  • Customize automated communications to match your branding and verbiage. Even insert promotional offer links with UTM tracking!

  • Save audience filters and quickly duplicate past communications or drafts to make prepping your communications faster and easier than ever before.

  • Our communications tools allow camps to easily incorporate industry best practices for sending SMS and email messages – such as opt-ins, identifying transactional vs promotional communications, and more.
Key Takeaways graphic
Key Takeaways graphic

Customize Automated Camp Email Templates

Many camp software solutions have rigid email templates that can feel impersonal and even detract from your camp’s brand. Not with iCampPro! We offer flexible customization tools to help your emails match your needs, even down to simple confirmations. 

 

Our built-in email templates are triggered by actions in the software and can be enabled, disabled, and customized to fit your workflows. You can also assign a verified sender to each template—like a tech director for password resets or a registrar for registration related emails. Each template has a quick test option so you can see what you’re sending. Plus, an optional archive feature helps your team save a copy for internal reference. 

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Branded Camp Email Options

Adding your camp’s logo to communications is one of the most critical aspects of maintaining your brand. In iCampPro’s email settings, you may upload a default logo that will be used across all email templates. To further customize each email to your brand and the topic, a custom header image can be uploaded.

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Custom Camp Email Templates

The verbiage used in each email template can be customized to your camp’s needs—including the subject, heading, and body copy. Variable menus allow personalization, such as using a recipient’s name. Emails with different versions based on the status of a recipient’s account will allow customization of each version of the message.

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Marketing Tools & Promotions

Several email templates prompt actions with buttons that can be associated with UTM fields and passed to a marketing analytics platform when clicked. Promote an event or announcement alongside standard email template communications by adding a promotional item section with an image, heading, copy, and linked button!

The Impact of Using Customization & Promotions in Camp Emails

Customizing automated emails may not seem exciting, but it can absolutely boost your engagement with camp families. For instance, when a new family creates an account, why not include a link for an upcoming meet-and-greet event? This simple touch could encourage them to join in and complete registration. Whether promoting discounts, events, or website content, these small customizations can increase awareness and enhance the effectiveness of your communications—even adding revenue—all with minimal effort!


Another key benefit of template customization is building trust. If automated emails don’t match the other messages families are receiving from your camp, they may doubt their legitimacy. By using your camp’s colors, logos, and personalized text, you keep communications consistent and build confidence in your services.

A tablet and a cell phone are displaying an email.
A tablet and a cell phone are displaying an email.

See our Communications Tool in action!

Your camp’s website reputation and responsible email use are key to ensuring email deliverability. To help with this, iCampPro requires all sender email addresses to be verified with our provider before sending messages, preventing the use of bad email contacts.


iCampPro also separates transactional emails (like registration and payment confirmations) from promotional emails. By following best practices—such as correctly identifying these email types and offering contacts an opt-out ability for promotional content—you reduce the risk of SPAM complaints and improve deliverability.

How iCampPro Maximizes the Deliverability of Camp Emails

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Benefits of Enabling SMS (Texts)
for Camp Communications

To put it simply, modern cell phone users are more likely to read a text than an email. SMS is perfect for reaching busy camp families on the go! While SMS isn’t included in standard iCampPro contracts, it can be added to your camp communications center for a small fee based on usage. To comply with best practices, families must opt-in to receive texts. Each household contact can indicate their preference for email or SMS, helping staff communicate more effectively. Built-in SMS template communication options include waitlist offer notifications and registration confirmations.

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Email Marketing with Communications Planning & Tools

The integrated Communications tools set iCampPro apart from competitors. Choose to email all household contacts or only primary contacts and specify which ones using flexible filters. Create messages using a familiar inbox-style layout and even view open, click, and unsubscribe rates for each sent message. The tool is divided into sections for scheduled, drafted, or sent messages and saved audiences (or contact lists). Offering all the formatting features of third-party email marketing tools—including personalization, emojis, images, links, and more—without the extra hassle. Use communications to engage past campers, share event details, follow up on accounts, and more!

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Audiences for Camp Mass Emails & SMS

In the audience section of the Communications Tool, view, search, create and manage audiences (or contact lists) that will automatically update based on the filters used to generate each list. Filter by form statuses, balance, counselors, gender, geographic data and more! Easily view or search contacts in an audience, see contact preferences, and even export the list to CSV.

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Manage or Copy Drafts and View History

From the Drafts section, team members can begin creating a new email or SMS message to be sent out through the Communications Tool. Drafts do not expire and can be used to create custom camp email templates for team members to duplicate and update prior to sending—saving your camp staff time and effort! Recipients in the selected audience can also be viewed from drafts.

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Schedule or Send Emails & SMS

Create your audience, perfect your draft, and send an email or SMS directly from iCampPro. Or enjoy the convenience of scheduling a week, a month, or several months of emails to go out in advance based on your operational needs! Targeted camp email audiences update automatically as registrations and account statuses change to move camp families on and off the list.

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Camp Email Marketing Metrics

From the “Sent” area of your Communications Tool, you can view past communications along with a list of recipients for each one including vital statistics about its deliverability, unsubscribed, and open rates. This can help your team investigate complaints about not receiving important camp notifications and help identify which communications may need attention or improvements.

Explore key benefits of our camp software!

Plan, Write, Preview &
Send Camp Communications

Giving key staff members the ability to plan, schedule, and send out vital camp information in advance via the communications tool can really take a lot of stress out of an already hectic week of camp! Our tools enable your team to create custom workflows, such as:


  • Three months before camp begins, send an email marketing to past camp attendees from the local area about an upcoming camp to fill remaining openings.

  • Schedule routine reminders about payment plan dates to camp attendees.

  • One month before the camp begins, follow up with families about friend groups and camp store spending accounts.

  • Deliver a “what to pack” list to camper families three weeks before camp.

  • Send out a final reminder two weeks before camp to complete camper forms.

  • One week prior to camp, send out drop-off and pick-up instructions.

  • One week after camp, share a link to an online satisfaction survey.


With a little thought about your camp-centered communications, the possibilities are endless!

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A tablet and a cell phone are sitting next to each other.

Answering FAQs About Communications with iCampPro

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  • What fees are associated with iCampPro’s communications tools?

    Email capabilities are included in iCampPro’s standard per-registration contract fees. However, additional fees will apply for camps which choose to activate SMS features. SMS message credits must be purchased in advance and are consumed as one credit per message, per recipient. For additional pricing details, please reach out to our staff. 

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  • Can I send emails through iCampPro using my domain email address?

    Yes, absolutely! iCampPro manages outgoing messages only, so you can use existing email addresses such as office@examplecamp.com as the sender of your emails as long as they are legitimate inboxes that your team can access. You can set the same email or a different email address as the reply-to address on outgoing communications to get replies directly in that email inbox. 

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  • Can I view all emails sent out through the iCampPro communications tool?

    Yes! You can establish an “archive address” in settings to maintain copies of communications sent via iCampPro in a central email inbox accessible by your team. Plus, the Communications Tool conveniently includes a “sent” section to view past messages, monitor key deliverability and open metrics, view unsubscribe actions, and even duplicate message content for a new communication.

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  • Can I export family or household contact information from iCampPro?

    Yes! In addition to iCampPro’s standard household-based or event-based reports which may include contact details, you can easily export a specific audience generated in iCampPro’s Communication Tools to a CSV file for your records or for use with an external system.

Learn about iCampPro and more on our blogs!

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