Guided Season Setup

Overview

Guided setup walks you through preparing a season for registration in six steps: Season, Sessions, Form, Payment plans, Discounts, and Review. It is marked Beta on the Seasons list and is available to every camp.

Use it when you want one workspace that ties sessions, the registration form, plans, and discounts together, then checks what families will see before you open registration.

Open Guided setup

Use Back and Next at the top of the workspace to move between steps. The stepper across the top shows which step you are on.

Season

The Season step opens Season details.

1. Set Season name.
2. Set Status to Active or Inactive.
3. Set Membership season to Yes only when this season is for membership-style enrollment with recurring weekly or monthly charges. Leave No for a standard camp season.
4. Set Start date (required). Helper text: When the first registration begins.
5. Set End date (required) to help you close out the season later. It must come after Start date.
6. Set Display on dashboard snapshot to Yes if this season should appear in the financial snapshot on your dashboard.
7. Set Show in season menus to Yes to list the season in admin season menus and filters.
8. Select Save and continue.

If an active season is missing its start or end date, the admin header can show a nudge: At least one active season is missing its Season Start Date or Season End Date.

Sessions

On the Sessions step you manage the season's sessions in Table or Calendar view.

• Select Add session to create a session with dates, capacity, price, and minimum deposit.
• Use Table / Calendar to switch how sessions are listed.
• In Calendar view, each day shows session chips. When a day has more than three, a +N more / Show less control lets you collapse or expand the extras. The same control appears on the season's products calendar outside Guided setup.
• If Cancellation Fees appears, expand it to define reusable cancellation-fee sessions for the season. Fees are not charged automatically; you still add them from a profile Sales tab. See Cancellation Fees.
• If Special Weeks appears for your camp, open it to manage week schedules. See Special Weeks. When a session's Number of Weeks is higher than the dated week count for the season, a red mismatch alert appears on this step with Set special week dates and Lower Number of Weeks to N on…. See Session weeks vs dated weeks warning.

Copy last season's setup

When this season has no sessions, forms, or payment plans yet, and you already have another season with setup, the empty Sessions step also offers Copy last season's setup. Helper text explains: Copying brings a past season's sessions, forms, and payment plans across, with their dates moved forward.

1. Select Copy last season's setup.
2. In the Copy season setup window, choose Copy from (the season whose sessions, forms, and plans you want).
3. Under Move dates, pick Same week next year (default), Same dates next year, or Keep dates as they are. Session dates, registration windows, price tiers, and payment plan dates all move together. Same week next year keeps each date on the same weekday.
4. Select Copy setup.

After a successful copy, check the dates on the sessions, forms, and payment plans before you open registration. Copying is only offered while the season is empty. A camp's first season never shows this button.

This is different from Copy Season on the Seasons list, which creates a brand-new season. Here you fill the season Guided setup already created. See Seasons & Sessions.

Sessions table

The sessions table shows Session, Status, Dates (or Cadence on a membership season), Capacity, # registered, optional Wait listed (when wait lists are on), Price, Minimum deposit, Form status, and an actions menu.

Status badges include Open, Closed, Closed - Waitlist, and Expired. Hidden sessions also show Archived. Form status is On form or Off form. Food / per-day sessions show a Food badge and a Weeks (or Weeks (n)) control to manage weeks.

From each row's actions menu you can choose Edit session, Copy session, Delete session (sessions already used cannot be deleted), Subproducts or Add subproducts, and Email session when that session has an emailable group. Subproducts / Add subproducts opens an in-page panel so you stay in Guided setup.

Edit values in place

On sessions without subproducts, click the blue Price, Minimum deposit, or Capacity values to edit them in the table (tooltips: Edit price, Edit minimum deposit, Edit capacity). Press Enter or click away to save. Empty price, deposit, or capacity shows None set (capacity blank or 0 means unlimited).

Dates (or Cadence) are always editable inline. Click the date range to change start and end without opening Edit session.

When a session has subproducts, Price, Minimum deposit, and Capacity stay read-only on this table (ranges or summed capacity). Change those amounts in the Subproducts panel instead. Dates still edit inline.

Price, deposits, and tiers

Price and Minimum deposit show the amounts families are charged. When a session has subproducts with different prices or deposits, the cell shows a range (for example $4,200 - $5,800). Hover the range for a tooltip such as Range across N subproducts. When every subproduct matches, you see a single amount.

In the Price cell, select Tiers (or Tiers (n) when tiers already exist) on every session, including sessions that already have subproducts. That opens the same pricing-tier editor as on the season's session list (Seasons, then click the season name). Open Subproducts and use Tiers on each option when you price options separately. The products list can still show a parent Tiers button for older parent-level tiers.

If an active subproduct under a session has a $0 minimum deposit, a warning icon appears next to Minimum deposit in the table (and next to Min. Dep. in Calendar view). Hover the icon to see A subproduct has a $0 minimum deposit. Open Subproducts to correct the deposit before families register.

Subproducts panel

Subproducts or Add subproducts on a session row opens a panel under the sessions table (you do not leave Guided setup).

• Eyebrow Subproducts and the session name as the heading
• Helper text: families see the session's portal name, not the subproduct name. To tell families more about a subproduct, add a description.
• Buttons: Add subproducts, Delete selected (when rows are checked), and Close
• Columns: Subproduct (shown to staff, not on the portal), Description (shown on the portal and invoices), Matches, Status (plus Admin only when set), Price with Tiers, Minimum deposit, Capacity, # registered, and optional Wait listed
• Empty state: No subproducts yet. Add them to price this session by a profile answer, such as grade or bus stop.
• Drag the handle (Drag to reorder) to set display order

You can still manage the same options from the season's products page outside Guided setup. See Subproducts.

Form

The Form step builds or links the registration form for the season. Use it to set who can register, when the form opens and closes, which sessions appear, and form settings such as discounts and payment plans.

Choose a form from the toolbar dropdown, or select New form to create one without leaving Guided setup. The New Form dialog asks for Form name, shows the season you are setting up, and lets you pick Form type:

• Registration (with sessions for sale)
• Standard (nothing for sale, just a form)
• Allow an upload of a file

Then select Create.

The Form toolbar also shows the form's availability chip and a Test Mode switch next to it. Turn Test Mode on so staff and admin users can open the form on the parent portal before families can. When the form is already Open, Test Mode turns off automatically and the switch stays locked until the form is no longer in its live window. See Test Mode.

After you choose a form, open Preview for a menu of parent-facing pages:

• Questions – what people see when they open this form
• Sessions selection and Cart – only for registration forms that sell sessions

On a wide screen (about 1400px and up), choosing a Preview item opens a side drawer beside the form editor instead of leaving Guided setup. The drawer includes:

• Phone / Desktop width toggles
• Refresh to reload the preview
• New tab if you still want the page on its own tab

After you save a change on the Form step, an open drawer refreshes on its own. If the portal cannot load inside the panel, you see This preview cannot be shown here with Open in new tab. On narrower screens, or when you use a modifier click (for example Ctrl/Cmd+click), Preview keeps opening each page in a new tab the way it did before.

For full form editing outside Guided setup, see Forms.

Payment plans

The Payment plans step is optional. Add or edit plans families can choose at checkout.

• With at least one plan listed, families also see a Pay in Full option on the portal.
• Use Copy all to another season when you want the same plans on a different season.
• Use Preview cart when a preview link is available.
• If you see Plans will not show on the portal until a form has payment plans enabled, open the Form step, then Settings, and turn on payment plans.

For payment plan details outside Guided setup, see Payment plans.

Discounts

The Discounts step is optional. Discounts are shared across seasons. A code can apply to all sessions, or only to the sessions you select.

• Create or edit discounts from this step, including a Sibling discount when you offer automatic multi-child savings. See Discounts.
• Use More discount tools to open the full Admin → Discounts page.
• If you see a warning that discount codes will not show on the portal, open the Form step, then Settings, and turn on discounts.

Review

The Review step shows whether registration is ready and what families will see.

• Status banner and Opens / Closes dates (and times when set) for the registration window
• Recipients summary when the form has audience rules, with Edit recipients to jump back to the Form step
• A checklist of blockers and warnings, with jump buttons to the step that needs attention
• Preview the form when a preview link is available

Fix blockers before families register. Warnings do not block registration by themselves once blockers are cleared.

Related pages

• Manage Seasons
• Seasons & Sessions
• Forms
• Test Mode
• Payment plans
• Discounts
• Cancellation Fees