Camp Family Management Software for Better Connections

Household management and search tools help teams assist families and campers with easy-to-navigate household accounts including registration and payment history and individual camper profile records. Household accounts offer quick access to details such as names, photos, contact information, notes, account history, and registrations. Having this information at their fingertips allows staff to deliver exceptional customer service, build stronger relationships, and forge lasting connections.

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Key Camp Family Management Software Takeaways

  • Families will love the easy-to-use online family account management tools we have to offer, available 24/7.  

  • Deliver best-in-class customer service with quick household search, family activity logs, FAQs and troubleshooting tools. 

  • Optimize household communications and resources with communications preferences, email and SMS tools, registration-associated link access, and more. 
     
  • Build better customer relationships with accurate household details, customizable forms, and ways to flag campers with special concerns.

  • Make wise, information-backed decisions for your camp based on historical family data including registrations, communications, payment history, health records and beyond. 
Key Takeaways graphic
Key Takeaways graphic

Online Camp Family Account Management

Today, accessible online account management is an expected and vital key to customer satisfaction. It’s one reason camp management software is essential. If a responsible party moves, changes their phone number, or a family situation changes, it is important for that individual to relay that information to your camp. Online account access enables households to make these changes any time of day or night and keep your staff up to date, with no added effort.

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Add & Update Family Info

Your customers will have access to add household members and update profile photos, phone numbers, emails, physical addresses and more. Special settings also allow your camp to choose to periodically prompt the primary responsible party to review their contact information and verify that it’s correct.

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Manage Payment Methods

If a customer’s card is cancelled or they receive a new one in the mail, they can use their online account to update their payment methods on file for registration any time of day or night. The registration portal also offers clear reminders regarding payment, resulting in fewer unpaid balances and failed payment cancellations. 

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Camp Registration Details

Camp households can view their current and future camp registrations anytime through the Registration Portal. These listings provide convenient details such as the camp’s location, custom links to external resources, camp dates, and other essential information to help families prepare for their camp adventure. 

Build Better Relationships with Customer Account Management

The true value of an all-in-one household management view for staff is the ability to answer a phone call or email from a camp family with confidence. 


Staff can quickly search for families using names, phone numbers, email addresses and more. Opening the household provides access to each family member’s profile, an activity log related to the household, registrations, and payment methods. This information enables members of your camp team to answer common questions, troubleshoot what household members may be experiencing in the Registration Portal, and handle routine registration, billing, and customer service requests. 


 
For items which may need documentation, follow-up, or further discussion—staff can add a note in the household activity log for internal use from the Household Overview. After interacting with a household, it will appear in the staff member’s recent household history for easy follow-up later. ď»ż

A person is holding a tablet with their finger on the screen
A person is holding a tablet with their finger on the screen

Camp Family Management Software

Many of the oldest and most successful camps are built on generations of legacy. Engaging with families who have enjoyed your camp through email, phone calls, and SMS is a great way to share camp news, build loyalty, fill open spots, increase volunteers, encourage donations, and keep families returning from one generation to the next. Great household management helps you manage contact info to keep in touch. 

Boost Camp Family Engagement & Build a Legacy

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Keeping family records and registration history on file electronically is a great way to make the data searchable and analyze trends. Registration history can be used to investigate camp family questions, address staff concerns, generate reports, and even send out communications. Health history can help drive safety and insurance decisions. Meanwhile, payment data can help you evaluate payment plans or forecast income. 

Benefits of Camp Family Records & Registration History

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Enhance Experiences with Camp Family Management

Camp teams can enhance camper and family experiences with quick service, by keeping detailed family notes and logs, and knowing how to answer questions about your camp. Our software can enable team members to excel in their efforts with powerful search tools, household activity logs, online FAQs, and streamlined workflows. 

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Powerful Search Tools

To help protect the privacy of camp families, household records are only accessible to staff by search. Fast and powerful, our search tool can use partial matches to find results. Only able to remember part of a person’s name, phone number, or email from a conversation? No problem! A search can begin with as few as two characters.

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Get to Know Camp Families

Household records include profile images for every family member, helping your team connect names to faces before campers even arrive. Combine this with custom camp forms that allow your team to ask the right questions for a personalized experience, and you have all the right tools to make a great first impression and memorable experiences.

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Establish Contact Preferences

For urgent matters and emergencies, it can be helpful to have multiple ways to reach out to parents or guardians. Households can allow multiple phone numbers and emails to be attached to each household member, selecting the preferred option for each method of contact—enabling fast and efficient communications about camp and campers. 

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Troubleshoot Online Accounts

In addition to searchability and viewing historical data, iCampPro empowers registrars and help desk teams to assist households with navigating the Registration Portal. Team members can provide best-in-class service by mimicking a camp family login to provide more detailed instructions or explore questions about what the family sees online. 

Simple Camp Family Account Management

Managing Important Camper Notes or Incidents

While we hope camp is always full of fun and adventure, serious situations can arise that require documentation and follow-up. An “Internal Profile Notes” feature helps camps stay organized by tracking incidents and details, from behavioral issues to health and accessibility needs. Staff can categorize notes by severity and add details for internal review when interacting with camper records. 


These notes can be marked as general or critical information, flagged for admin approval on new registrations, and even used to block registration in severe cases both internally and on the Registration Portal. This feature helps teams manage sensitive situations, such as requiring admin approval for special accommodations or preventing negative camper interactions from recurring. 


This simple, yet powerful camper record can increase their comfort and safety at camp while enhancing internal camp staff communications and preparedness—all while delivering the best camp experience possible. 

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Answering FAQs About our Camp Family Management

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  • Can an adult or guardian be part of multiple households?

    Yes! Each household must have a unique primary adult login. However, the same adult may be listed on multiple accounts to accommodate family separations and associating close relatives. 

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  • How are childhood campers who become adults managed?

    Many camps boast a legacy of serving multiple generations of camp families. In iCampPro, each new household member must be entered as an adult or a child of the designated household and remain that way in the household record, even once the child matures. If the now-adult “child” returns to camp, they can sign up and operate their own household account; even using the same email and phone number. 

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  • How does the software prevent duplicate households?

    When staff create new households in the Admin Portal, the software automatically compares the primary adult contact’s details to other existing households and notifies staff of any matches so that they may make the choice to use the existing household if it exists. Each household must have a unique primary adult/guardian email address on file, as the email address will be used to access that specific family’s household account in the Registration Portal. 

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  • Can household members be removed from an account?

    When a member of a household is no longer needed, it can be marked as hidden and be assigned a reason for hiding the record. This allows the software to retain all household records related to communications, registrations, etc. Involving that household member. Households will not be  able to access the hidden household member in the Registration Portal. However, several areas of the Admin Portal allow staff to view hidden household members as needed. 

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