Forms

Overview

Forms in Campium help you collect structured information from your community and keep those responses connected to your existing data. Typical examples include collecting registrations, preferences, acknowledgments, or other structured inputs that you need to track over time.

Open Forms from the main navigation as a top-level left hand navigation item labeled Forms.

Create a new form

Use the New Form button on the Forms list to start a new form and configure its core behavior.

Tabs inside a form

Each form opens in a tabbed editor with consistent tab labels and order. Some tabs appear only for specific Form Types.

Settings tab

Use Settings to define the core behavior and lifecycle of the form.

• Sets the Form Name, Form Type, User Type, and Season.

• Defines the Start Date, End Date, and optional Cutoff Date for when the form is available and when business actions stop.

• Controls Visibility (Visible or Hidden) so you can prepare forms in advance or hide completed workflows.

• Lets you enable or disable Lock Form After Completion, which prevents users from changing responses once submitted.

• Sets Form Status After Completion and User Status After Completion, which determine back-office status values after a user finishes the form.

• Includes fee, payment, discount, email, and custom text panels that control how the form behaves for registrations and payments.

• Includes the Save Settings button you use to create or update the form record.

You must complete Settings and click Save Settings before the form behaves correctly for recipients.

Products Layout tab (conditional)

The Products Layout tab appears only when the Form Type is Registration (With Products).

• Lets you configure how products appear within the registration workflow.

• Aligns products with the registration form so families can select and purchase items as part of completion.

If you select a different Form Type (Standard or Upload a File), this tab does not appear.

Recipients tab

Use the Recipients tab to control who receives the form and monitor readiness.

• Defines the population of users, students, or families who should complete the form.

• Shows any warnings related to missing or incomplete recipient configuration.

• Uses a built-in recipient warning icon next to Recipients when there is a configuration issue.

Configure recipients before publishing or communicating about the form so your target audience can see and complete it.

Questions tab (conditional)

The Questions tab controls the structured prompts users see when they complete the form.

• Lets you add, edit, and order questions that collect the data you need.

• Supports different question types depending on your Campium configuration, such as text fields, choices, or other input types.

For Upload a File forms, Campium hides the Questions tab. In those forms, the primary interaction is file upload rather than answering questions.

Responses tab

Use the Responses tab to track progress and work with submitted data.

• Groups users by response status:

  • Not Started

  • In Progress

  • Pending

  • Approved

• Loads a responses table that lists individual responses for the current form.

• Provides a central place to review who has completed the form, who still needs to respond, and which submissions you have approved.

Form settings reference

Use the Settings tab to control how the form appears, who can complete it, what happens after submission, and how Campium handles payments, reminders, and follow-up workflows.

Basic information

The top of the Settings tab defines what the form is, who it applies to, and which seasonal setup Campium should use behind the scenes.

Form Name

Use Form Name for the internal and Portal-facing name of the form. Pick a name that families and staff can recognize without opening it, especially if you publish multiple forms for the same season.

Clear names also make the Responses tab easier to use because staff can quickly tell which workflow a submission belongs to.

Form Type

Form Type controls the overall behavior of the form and which tabs or settings appear in the editor.

If you change Form Type after starting configuration, Campium changes which tabs and fields are available. Review the Settings tab again after any type change so you do not miss required fields.

Season

Season connects the form to the seasonal setup used elsewhere in Campium. For registration forms, the selected season determines which products, fees, discounts, and payment plans are available to the form.

If a product or fee is missing from a registration form, confirm that the item exists in the same season selected on the form.

Staff season assignment

If your team uses forms for staff workflows, Staff season assignment controls whether the form is tied to staff in a specific season.

Choose the option that matches how your staff records are organized. If your organization hires or tracks staff by season, use Yes so the form stays aligned with that structure.

Description

Description appears beneath the form name on the Portal. Use it to tell recipients what the form is for, when they need to complete it, or what will happen after they submit.

Keep the description short and specific. One or two sentences usually works better than a long paragraph.

Scheduling

Scheduling settings control when the form is visible, when reminders can talk about it as due, and when business rules such as age cutoffs apply.

Start Date

Start Date is the first date the form becomes available on the Portal, assuming the form is also set to Visible and recipients are configured.

If families say they cannot see a form yet, check whether the current date is before Start Date.

End Date

End Date is the date Campium stops showing the form on the Portal. This is the setting that actually hides the form when the availability window ends.

Use End Date when you want a form to disappear completely after a deadline or event window passes.

Due Date

Due Date tells recipients when the form should be completed, but it does not hide the form. A form can stay visible after the due date as long as the current date is still on or before End Date.

Campium also uses Due Date for reminder emails. If you want automated reminders to send, you must set a due date.

Visibility and editing rules

These settings control whether recipients can see the form at all and whether they can change it after submission.

Visibility

Visibility is the manual on or off switch for the form.

Use Hidden while building or testing a form. Switch to Visible only when content, recipients, and dates are ready.

Lock Form After Completion

Lock Form After Completion controls whether recipients can edit a form after they submit it.

For registrations, Yes is usually the safer choice because families should not be able to change key enrollment details after checkout without staff review. For lightweight surveys or preference collection, No may be more practical.

What happens when someone finishes

These settings determine how Campium classifies the submission itself and, if you choose, how it updates the user record.

Form Status After Completion

Form Status After Completion sets the workflow state of the form response after the recipient submits it.

If staff approval is part of your process, set Form Status After Completion to Pending Approval so submissions do not count as fully approved the moment a family clicks submit.

User Status After Completion

User Status After Completion updates the person's user record after they finish the form.

Use this setting carefully. Automatic status changes are helpful for structured enrollment workflows, but they can create confusion if staff are not expecting the update.

Registration and payment settings

These settings appear only when Form Type is Registration (With Products).

Application Fee

Use Application Fee when you want to charge an upfront fee as part of the registration workflow.

Set it up in this order:

1. Create or confirm the fee item in the correct season.
2. Select that fee in Application Fee.
3. Review any related settings in Manage Fees.
4. Save the form and test the checkout flow with a sample user.

When configured correctly, the fee appears as part of the registration cost structure for the form.

Show number of spots left

Show # of spots left displays remaining capacity information on the form. Use it when you want families to see how many spaces remain before they register.

Only turn this on when your capacity data is current. Outdated capacity settings create confusion faster than not showing counts at all.

Enable Payment Plan

Enable Payment Plan allows families to pay over time instead of paying the full balance immediately.

This setting works with the selected season, available payment plan setup, and any Due Date or deposit rules that apply to the registration.

Require User To Add A Payment Method

Require User To Add A Payment Method is available only for organizations using Finix. It requires the payer to save a payment method during registration.

Use this when your payment workflow depends on keeping a card or bank method on file for future scheduled payments.

Allow User To Pay Later

Allow User To Pay Later lets the user complete registration without paying at the time of checkout.

Pay In Full Upon Registration

Pay In Full Upon Registration requires the full amount due at checkout instead of allowing installment behavior.

Use this when you want registration to count only after the full amount is paid.

Default Payment To

Default Payment To sets the default account, category, or destination that receives payments collected through the form.

Pick the correct destination before you publish the form. Correcting misapplied payment routing after families have paid is much harder than confirming it upfront.

Cutoff Date

Cutoff Date acts as an age gate for registration logic. Campium uses the cutoff date when calculating age-based eligibility tied to the form.

For example, if a program requires campers to be a certain age by a specific date, set that date in Cutoff Date so age validation uses the correct rule.

Discount settings

Discount settings control whether families can use discounts during registration and how Campium applies those discounts.

Allow For Discounts To Be Applied

Turn on Allow For Discounts To Be Applied to let the registration form accept discount rules that exist for the selected season.

Leave it off when the form should always charge the standard rate.

Allow Multiple Discounts

Allow Multiple Discounts lets more than one discount apply in the same checkout when your pricing rules allow it.

Use this carefully. Stacked discounts can create totals that staff did not expect if the discount strategy is not documented.

Auto Apply These Discounts

Auto Apply These Discounts applies eligible discounts automatically instead of requiring the payer or staff to add them manually.

Automatic discounts work best when eligibility is unambiguous and you want a consistent checkout experience.

Enable Pay In Full Discount

Enable Pay In Full Discount adds a discount incentive when the payer chooses to pay in full.

These settings solve different problems. One is a payment requirement, and the other is a pricing incentive.

Minimum deposit settings

Minimum deposit settings control how much a payer must submit when full payment is not required.

Minimum Deposit Override

Minimum Deposit Override lets you replace the standard deposit amount for this specific form.

Use it when a form needs a different minimum than the season default.

Minimum Deposit Scope

Minimum Deposit Scope controls how Campium applies the minimum deposit amount.

Use Per user when each registrant should meet a minimum commitment individually. Use Entire checkout when one combined deposit is enough for the transaction.

Send reminder emails

Reminder emails help you follow up with recipients who still need to complete a form before or after its due date.

Campium sends reminder emails based on the form's progress tracking, not just whether the form exists.

Reminder emails are most useful for deadline-driven forms that people must complete after registration or onboarding, such as medical forms, waivers, contracts, and staff paperwork.

The reminder message changes depending on timing. Before the due date, the email tells recipients the form is due soon. After the due date passes, the email tells recipients the form is overdue or past due.

Campium sends reminder emails through a daily automated job. That means reminders are not always immediate after you save the form. Plan for the next automated run when testing.

Use reminder emails for:

• Medical forms
• Waivers
• Contracts
• Staff paperwork

Avoid reminder emails for:

• Main registration forms
• Forms with thousands of recipients unless you have confirmed the volume is appropriate

Email settings

Email settings control who gets notified internally and which templates Campium sends when the form workflow changes state.

Send Admin Email Notification To

Use Send Admin Email Notification To to enter the staff email address or addresses that should receive an internal notification when someone submits the form.

This notification is for administrators, not for families. Use it when staff need to know right away that a submission arrived.

Email Template When Approved, Pending, or Rejected

Use Email Template When Approved, Email Template When Pending, and Email Template When Rejected to choose which message Campium sends to the recipient when staff update the submission status.

These templates are especially useful when your form includes a review process and the recipient needs a clear outcome message.

Custom text

Custom text settings let you change labels and instructional content on the Portal form experience.

Payment Button Text

Payment Button Text changes the label on the action button used to complete payment or checkout.

Use a short action phrase that matches your workflow, such as confirming registration or submitting payment.

Thank You Message

Thank You Message appears after successful submission. Use it to confirm what happened and tell the user what comes next.

A good thank-you message answers two questions: was the submission successful, and should the user expect any follow-up.

Form Header Text

Form Header Text adds instructional or contextual text at the top of the form.

Use it for deadline notes, brief instructions, or reminders about required documents.

Session Selection Header Text

Session Selection Header Text customizes the heading shown above session or product selection areas in registration flows.

Use it when the default heading is too generic for your enrollment process.

Cart Header Text

Cart Header Text customizes the heading shown above the cart or summary area during checkout.

This is useful when you want to reinforce what the payer is reviewing before submission.

Question display

Show Question Numbers

Turn on Show Question Numbers when numbered questions make the form easier to follow. This is often helpful for long compliance forms, contracts, and multi-part questionnaires.

Leave it off when the form is short or conversational and numbering would add visual noise.

Saving and warnings

Saving a form does more than store text on the page. Save Settings updates the current Settings values and can change which tabs, warnings, and workflows are available in the editor.

After you click Save Settings, Campium keeps you in the form editor. Use that save point to confirm that conditional tabs, payment settings, and recipient-related warnings now match the form you intended to build.

Save Settings behavior

• Creates the form record the first time you save.
• Updates conditional fields and tabs based on Form Type.
• Keeps you in the editor so you can continue with Recipients, Questions, Products Layout, or Responses.
• Preserves the current workflow without sending the form automatically.

Yellow warning banners

Campium may show yellow warning banners when a form is not currently visible on the Portal.

These warnings are useful because they explain why a correctly configured form may still not be visible to recipients.

Form Type controls which fields appear

Changing Form Type changes more than the label on the form. It changes which tabs and field groups Campium shows in the editor.

If a field seems to be missing, check Form Type first.

Quick setup checklists

Use the checklist that matches the kind of form you are building.

Registration form (camper)

1. Set Form Type to Registration (With Products).
2. Choose the correct Season.
3. Enter a clear Form Name and optional Description.
4. Set Start Date and End Date.
5. Set Visibility to Hidden while building.
6. Configure Application Fee, payment plan, deposit, and discount settings as needed.
7. Confirm Default Payment To is correct.
8. Set Form Status After Completion and User Status After Completion.
9. Add recipients in the Recipients tab.
10. Add questions and product layout details.
11. Save, test, then switch Visibility to Visible.

Deadline-driven form with reminders (medical, waiver, contract)

1. Set Form Type to Standard (No Products for Purchase) unless file upload is the primary action.
2. Enter a clear Form Name and a short Description explaining the deadline.
3. Set Start Date, Due Date, and End Date.
4. Turn on reminder emails.
5. Add the correct recipients.
6. Set Lock Form After Completion to Yes if responses should not change after submission.
7. Choose the right admin notification and approval templates.
8. Save the form and confirm reminder settings are still present.
9. Make the form Visible when you are ready to publish it.

Simple survey (no payment)

1. Set Form Type to Standard (No Products for Purchase).
2. Enter Form Name, Description, Start Date, and End Date.
3. Leave payment, discount, and deposit settings out of scope.
4. Decide whether Lock Form After Completion should be Yes or No.
5. Set Form Status After Completion to match whether staff review is needed.
6. Add survey questions in the Questions tab.
7. Assign recipients.
8. Save, review visibility, and publish.

Troubleshooting