Manage Seasons
Create, update, and deactivate seasons from the admin area, including when to use profile-data snapshots for reporting.
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.
Labels or layout can vary slightly by setup, but the workflow is the same. Use the Seasons area to review your season list, open an existing season, or select Add New Season to create one.
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 a season's products page you can also select Try the new setup workspace.
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.
Open the Seasons area
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Go to the Seasons area in the admin site.
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Review the list of existing seasons so you can confirm whether you need a new one or need to update an existing season instead.
Start a new season
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Select Add New Season.
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A season form opens where you can enter the season settings.
Enter the season settings
The Add New Season modal keeps the create step short. It has only three fields:
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Add the Season Name.
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Set the Season End Date (required).
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Set whether the season is a Membership Season.
The financial-snapshot, dropdown, and status settings do not appear when you first create a season. They become available in the Edit Season modal after the season exists.
Save the season
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Save your changes.
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After saving, the new season appears in the season list and is available based on the settings you selected.
Season settings
Use these settings to control how the season appears and how your team uses it.
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Season Name — The name of the season as it appears in the admin area. Use a clear name your staff will recognize quickly.
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Season End Date — Required when you create a season. Sets the date the season runs through.
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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.
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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.
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Membership Season — Marks the season as a membership season when that applies to how you use seasons.
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Show Photos On Parent Portal When Inactive - When Yes, this season stays available in the parent portal photo gallery and mobile Gallery after you set the season to Inactive. When No (the default), inactive seasons drop out of those galleries. Active seasons always appear. Available when editing an existing season. See Photo Hosting.
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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.
Changing the Status from Active to Inactive sets campers assigned to this season to Inactive as long as they are not also in another Active season. Staff inactivation is optional (see below). Only set a season to Inactive if that season has passed.
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.
Open the season you want to update
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Go to the Seasons area.
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Select the season from the season list.
Review whether the season should be deactivated
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Confirm that the season has passed.
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Check whether affected campers and season-assigned staff are also in another Active season.
Change the status
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Find Status in the season settings.
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Change Status from Active to Inactive.
Save the change
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Save the season.
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After saving, the season remains in your records but is no longer active.
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 Take a snapshot of the profile data.
The checkbox
The option is labeled: Take live forms in this season offline (sets them to Hidden).
| Behavior | Detail |
|---|---|
| Default | Checked when at least one live form exists for that season |
| Optional | Uncheck to leave forms as-is |
| Preview | Label shows count, such as Take 3 live forms.... Form names are listed below the checkbox |
| No live forms | Checkbox is hidden — nothing to deactivate |
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.
Forms in other seasons are untouched. Non-live forms in this season, including forms already hidden or outside their date window, are not changed.
When to use it
Use this at season close when registration should stop but forms are still live. Typical flow:
Confirm the season has ended
Verify the season has truly ended and registration should stop.
Set season to Inactive
Change the season status from Active to Inactive.
Leave the live forms checkbox checked
The Take live forms offline checkbox is checked by default. Leave it checked to deactivate all live forms in one step.
Optionally keep the snapshot checkbox checked
Leave Take a snapshot of the profile data checked if you want to preserve profile data for reporting.
Save
Save the season. All live forms are set to Hidden and families can no longer see them.
Uncheck Take live forms offline only if you need a form to stay open after the season is marked Inactive. This is unusual and should be done intentionally.
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 and snapshot checkboxes. 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).
| Behavior | Detail |
|---|---|
| Default | Checked when at least one active staff member is assigned to the season |
| Optional | Uncheck to leave all staff as they are |
| Exception | Anyone who also belongs to another active season stays active |
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.
Use profile-data snapshots for historical reporting
The checkbox is labeled Take a snapshot of the profile data. Runs in the background after you save.
When you select this option, the system saves profile information as it existed at that moment. The snapshot starts after you save, and it runs in the background.
Later, customer 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.
A snapshot does not happen until after you save the season, and it runs in the background. Use it when you want reporting to reflect profile data as it existed at that specific point in time.
Watch snapshot status on the Seasons list
After you queue a snapshot, the Seasons list shows a badge under that season's Status link. The badge updates on its own while the snapshot is still working.
| Badge | Meaning |
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| Snapshot queued | The snapshot is waiting to start. |
| Snapshot building | The snapshot is copying profile answers in the background. |
| Snapshot ready | The snapshot finished. You can choose it under Profile data when you build a customer report. |
| Snapshot did not finish | The snapshot failed. Open Edit Season to retry. |
Hover the badge for the capture time. Click the badge (or the season status) to open Edit Season.
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 customer 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:
- Open Edit Season for that season.
- Under Profile data snapshot, select Retry snapshot.
- Confirm with Yes, retry it when asked Put this snapshot back in the queue?
- Campium shows Snapshot queued again. It will rebuild in the background. and reloads the season panel.
When to use the snapshot option
This option is optional. It is most useful when historical profile values matter for reporting, especially if customer profile information may change after the season is saved.
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. Use the profile-data snapshot option when you need later reports to reflect profile information exactly as it was at the time you saved the season.