Manage Seasons

Overview

Seasons help you organize activity periods so families and staff work within the right timeframe. Use seasons to keep current offerings visible, control where a season appears in the admin experience, and decide when an older season should no longer stay active.

Guided setup (Beta)

On each season row, Guided setup opens a six-step workspace (Season, Sessions, Form, Payment plans, Discounts, Review) to get that season ready for registration. From Seasons, it lands on the Sessions step. From a season's products page you can also select Try the new setup workspace, which still opens on Season first.

For the full walkthrough, see Guided Season Setup.

Create a new season

Create a new season from the Seasons list when you need a new registration period, program cycle, or membership timeframe.

Season settings

Use these settings to control how the season appears and how your team uses it.

• Season Name — The name of the season as it appears in the admin area. Use a clear name your staff will recognize quickly.

• Season Start Date: Required. Marks when the first registration begins. The Seasons list shows a Start Date column. Edit Season, Guided setup Season (Start date), and Copy Season (New Season Start Date, when you create a new season) use the same rule.

• Season End Date: Required. Sets the date the season runs through. Must come after Season Start Date.

Edit dates on the Seasons list

On Seasons, click a cell in the Start Date or End Date column to change that date without opening the full season editor. Empty cells show None set. Enter the date, then Save (or Cancel). Season start and end are required, so you cannot clear a date once it is set. You can still set or change both dates from Edit Season and Guided setup.

If an active season is missing either date, admins can see a one-per-day Quick reminder that says at least one active season is missing its Season Start Date or Season End Date, and to click the green Active button next to a season to open it and set both dates. Reports use the start date through the end date, so filling these in keeps reporting and reminders accurate.

On dashboard year-over-year cards, Pace start (optional) lets you override when pace charts begin. Helper text: Leave blank to use the season's start date. Those cards show a Using dates: footnote with each selected season's charted range. An estimated range is labeled (estimated). Hover the footnote for why each end was chosen. Click it to open that card's season settings gear so you can adjust dates or pace start without leaving the dashboard.

• Show In Financial Snapshot On Dashboard - Controls whether this season appears in the Financial Snapshot card on the dashboard. Available when editing an existing season. On that card you can toggle Receivables (what families still owe) and Credits (credits families hold). Selecting a season opens the matching report for that view.

• Show In Dropdowns On Admin Site — Controls whether staff can select this season from season dropdown lists in the admin site. Available when editing an existing season.

• Membership Season — Marks the season as a membership season when that applies to how you use seasons.

• Status — Sets whether the season is currently active or inactive. Available when editing an existing season. Keep this set carefully, because changing it can affect camper and staff status.

Set a season inactive only after it has passed

Set a season to inactive when you no longer want it treated as a current active season. This is usually something you do after the season has ended.

When a season's Season End Date has passed and the season is still Active, Campium emails people with the Administrator role a reminder. Starting 14 days after the end date you may see a subject such as Reminder: followed by the season name and is still marked active. Starting 30 days after the end date, a last reminder can follow. The email includes an Open Seasons link that takes you to the Seasons page. Once you set the season to Inactive, those reminders stop. You can review and edit the wording under System Emails (look for Season still active in Notifications). See System Emails.

If you are unsure whether campers or season-assigned staff still rely on the season, confirm that another active season already applies before you change the status.

Deactivate a season

Use this workflow when a season has ended and you are ready to mark it inactive.

Deactivate live forms when a season goes inactive

When you change a season from Active to Inactive, you can also take that season's live registration forms offline in one step. Live forms are ones currently open on the parent portal — within their date range, visible, and active.

Where to find it

Go to Admin → Seasons → Edit Season using the icon or status link on the season row.

Set Status to Inactive. If the season was previously Active, extra options appear below the status field in the same area as the profile-data snapshot helper text.

The checkbox

The option is labeled: Take live forms in this season offline (sets them to Hidden).

What happens on save

If the checkbox is checked when you save an Active to Inactive status change:

• Every live form tied to that season is updated
• Visibility is set to Hidden
• Live status is turned off

This is the same outcome as opening each form individually and setting Visibility to Hidden. Families stop seeing those forms on the portal, and they no longer appear as live on the dashboard or forms list.

When to use it

Use this at season close when registration should stop but forms are still live. Typical flow:

Staff options when a season goes inactive

When you move a season from Active to Inactive, staff controls can appear below the status field in the same area as the live-forms checkbox and snapshot helper text. Campers are always queued for inactivation (unless they belong to another active season). Staff are not changed unless you leave the matching option checked.

Also inactivate staff assigned to this season

If any active staff have this season on their profile, you see a checkbox such as Also inactivate the 12 active staff assigned to this season. (the count matches your season).

Leave it checked when seasonal staff should go inactive with the season. Uncheck it when those people still need admin or portal access (for example, they already work the next active season but still show this season on their profile).

Also inactivate staff with an approved application

A second option can appear: Also inactivate staff with an approved application on: plus a form picker for the season's staff application forms.

This is separate from the season-assigned checkbox above. It covers staff who are approved on that form, even when they are not the same set as profile-assigned staff. Check it when you also want those approved applicants set to Inactive. Leave it unchecked to keep them active.

Email an invoice to families registered for the season

The Edit Season modal also includes an Email invoice to all families registered for season checkbox. Check it when you want every family registered for the season to receive their current invoice by email as part of saving the season.

When you check it, an optional message field appears so you can add a short note that is included with the emailed invoices. Leave the message blank to send the invoices without extra wording, or leave the checkbox unchecked to save the season without emailing anyone.

Freeze a running season's data

Use this when you open the next season for registration before the current season ends, and you still need to edit the running season's profile answers.

On an Active season that does not already have a snapshot, Edit Season shows Opening next season before this one ends? with Freeze this season's data. Helper text: Take a snapshot of this season's profile data now so you can keep editing it after next season's registration opens, while the season stays active.

1. Open Seasons, then Edit Season for the active season.
2. Click Freeze this season's data.
3. Confirm Freeze this season's profile data now? From then on, every profile and custom report asks which season you are editing. with Yes, freeze it.
4. Campium shows Snapshot queued. It builds in the background, and you can edit this season's data once it is ready.

After the freeze is ready:

• On the Seasons list, under Status, the season shows a Frozen (editable) badge. Hover it for when the freeze was captured and a reminder that profiles and custom reports ask which season you are editing.
• Profiles and custom reports ask which season you are editing (Current data vs the frozen season).
• Editable freeze options in reports are labeled with the season name and (you can edit this season).
• On a profile, seasons and products for that frozen season stay in sync with session changes (helper: Updates when this season's sessions change). Other snapshot fields that cannot be edited show Can't be changed for this season.
• When you later set the season to Inactive, helper text explains that keeping the early freeze adds anyone who enrolled since and makes it read-only.

You need access to manage seasons (the same permission as the Seasons area). Freezing is only offered while the season is Active and no snapshot already exists.

Use profile-data snapshots for historical reporting

When you change a season from Active to Inactive, Campium takes a snapshot of the profile data automatically (unless you already froze the season early). Helper text under the status field says A snapshot of the profile data is taken when you save. It runs in the background.

If the season already has a snapshot, helper text says you already have one and can keep it or override it when you save. On save, confirm You already have a snapshot. Do you want to override it? with Yes, override it or No, keep it.

Later, custom reports can use that saved snapshot to filter profile data based on what was true at the time the snapshot was taken. This is useful when profile details may change over time and you need reporting based on the earlier values.

Watch snapshot status on the Seasons list

After you queue a snapshot, the Seasons list shows status under that season's Status link. Queued, building, and failed states use a badge. When the snapshot finishes, the list shows muted helper text Snapshot ready instead of a badge (hover for the capture time). Status updates on its own while the snapshot is still working.

Click a queued, building, or failed badge (or the season status) to open Edit Season. Snapshot ready helper text is informational; open Edit Season from the season status link if you need details.

Review or retry a snapshot in Edit Season

In Edit Season, the Profile data snapshot section shows the same badge plus details for that season's latest snapshot:

• When the snapshot is ready, you see when it was captured, how many saved answers it holds, and a reminder to choose it under Profile data on a custom report.
• When it is still queued or building, you see when it was queued and that the seasons list will update when it finishes.
• When it did not finish, you see that there is nothing to report on from it, plus Retry snapshot.

To retry a failed snapshot:

1. Open Edit Season for that season.
2. Under Profile data snapshot, select Retry snapshot.
3. Confirm with Yes, retry it when asked Put this snapshot back in the queue?
4. Campium shows Snapshot queued again. It will rebuild in the background. and reloads the season panel.

When snapshots run

Campium queues a profile-data snapshot automatically when you move a season from Active to Inactive. That is most useful when historical profile values matter for reporting, especially if family profile information may change after the season is saved. If a snapshot already exists, you choose whether to keep it or override it on save.

Summary

Manage seasons from the Seasons area in the left hand navigation by creating new records, updating the visible season settings, and deactivating seasons only after they have passed. Deactivating an active season queues a profile-data snapshot automatically so later reports can reflect profile information as it was when you saved.

FAQ