Profiles
Understand the Profiles screen in the Campium admin, including header details, Active Cart, Actions, and all core tabs like data, forms, sales, files, and notes.
What is a profile?
A profile is the main record for a person in Campium, linked to their family or account. It brings together their contact details, forms, notes, payments, medical details, and more in one place.
Use profiles when you need to look up someone quickly, answer questions from families, or update information during the season.
Profile changes affect the live family account. Double-check sensitive details like balances, medications, and contact info before you move on.
How to open a profile
Use the admin search tools or family views to open an individual’s profile.
Search for the person
From the admin dashboard, use your usual search or list view (such as Families, Campers, or Staff) to find the person you want. Look for their name in the results.
Open the profile
Click the person’s name anywhere it appears as a link. This opens the Profiles screen for that person in a new view.
Confirm you have the right record
Check the name, family information, and contact details in the header. If something does not match, go back and open a different person with a similar name.
When the profile opens successfully, you see the person’s name at the top, a status badge, and a row of tabs such as Data Views, Notes, Sales, Forms, Emails, Files, and more.
What you can do from a profile
The Profiles screen is your one-stop view for everything tied to that person’s camp history. From a single profile, you can:
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See and update custom fields and answers for that person.
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Add notes.
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Review sales history, payments, upcoming payments, and balances.
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View, approve, or reset forms for different seasons.
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Review all emails sent to or about this person.
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Upload and manage files related to the camper or staff member.
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Manage medications and related details, if your site has this feature.
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Review activity history such as logins, signatures, and pickup permissions, when available.
Profiles stay with the person across seasons. Use the same profile to see past years, current programs, and upcoming registrations.
Profile page layout
The Profiles screen is split into a header at the top and tabs below.
Header area
The header gives you a quick snapshot of who you are looking at:
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Name and status: Shows the person’s full name and a badge that reflects their current status (for example, active or inactive).
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Contact information: Displays primary contact details such as phone number and email address so you can reach out quickly.
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Family members: Shows links to other profiles in the same family or account, so you can move between siblings or guardians without going back to search.
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Profile photo: Lets you upload, crop, rotate, or delete a profile photo so staff can recognize the person easily.
When you change fields in the header or on many tabs, Campium often saves as you go. If a save is needed, you may see a button or message next to the field or section.
Some buttons and fields in the header may be hidden based on your staff role. If you expect to see something, check with a system admin about your permissions.
Active Cart indicator
The Active Cart area in the header shows that the family currently has items in progress in their online cart that they have not finished checking out.
Use the Active Cart button or indicator when a family calls with questions about something they started but did not complete:
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Open the Active Cart to see which sessions, add-ons, or other items are sitting in the cart.
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Refer to the cart contents while you answer questions about pricing, availability, or what they were trying to register for.
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Confirm whether the family still needs those items before you point them to another registration path.
Cart contents can change at any time as families add or remove items or complete checkout. Treat the Active Cart as a snapshot of what is in progress right now, not a final enrollment or payment record.
If a family says they finished checkout but you still see an Active Cart, ask them to confirm they reached a final confirmation screen and check the Sales tab to verify whether charges actually completed.
Actions menu
The Actions button in the profile header opens a menu of tools that help you communicate with the family, manage invoices and balances, and update family relationships or access. The exact options you see depend on your staff permissions and whether the profile has usable contact details such as an email address or mobile number.
Use the Actions menu when you need to do something specific for this person or family, rather than when you only need to view information.
Help someone change or reset their password
Use the profile header Actions menu item Send Password Reset Email when a parent or staff member cannot sign in and needs to set a new password.
Confirm the login email and identity
Verify that you are on the correct person’s profile and confirm with the caller which email address they use to sign in. Check that the same email appears in the profile header or linked family account so the reset email goes to the right place.
Send the password reset email from Actions
In the profile header, open the Actions menu and choose Send Password Reset Email. Campium sends a reset link to the family’s login email and shows a brief confirmation on screen. Ask the person to check their inbox and spam or junk folder for the message.
Explain password requirements for the new password
Let the person know that when they follow the reset link, they must choose a password that meets Campium’s requirements: at least 12 characters, includes at least one uppercase letter, at least one lowercase letter, and at least one special character such as ! @ # $ % & *. Suggest that they avoid reusing old or shared passwords.
If a family reports that they did not receive the reset email, first confirm the email address in the profile header, then resend the Send Password Reset Email action after correcting any obvious typos.
Tabs and main content
Under the header, you see a row of tabs that organize all of the information for this person. The tab set can change based on:
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Which modules your camp uses (for example, medications).
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Which seasons or sessions are active.
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Your own staff permissions.
If a tab is missing, it usually means you do not have access to that area or your site does not use that feature.
Tabs and sections
Each tab focuses on a different part of the person’s record. Use these sections to understand what you can do on each one.
The Data Views or User Data tab shows custom fields and answers for the person, such as grade, cabin preferences, or other questions from your setup.
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Review responses collected from registrations and forms.
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Update answers when a parent calls in a change.
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Switch seasons or views (when available) to see how data changes over time.
Fields on this tab often update as soon as you change them, without needing to click a separate save button.
The Notes tab holds internal comments about the person that only staff can see.
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Add new notes for behavior, special instructions, or follow-ups.
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Edit existing notes when you need to correct or clarify something.
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Remove notes that are no longer relevant, according to your camp policies.
Use clear, professional language in notes, since other staff rely on this tab to make decisions during camp.
The Sales tab shows the financial side of this person’s relationship with your camp.
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View past sales and payments tied to this person and their family.
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See upcoming or future payments and scheduled charges.
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Review current balances and filter by season.
Be careful when changing anything that affects balances or payments. If you are unsure, confirm with your finance lead before making adjustments.
Filters near the top of the tab help you narrow by season so you can focus on the correct year or session.
Switch a session
Use the Switch option on a sale row to transfer a camper from one session to another while keeping a clear record of the change.
Open the Sales tab and find the session
On the Sales tab, locate the row for the existing session you want to change. Look for an action link labeled Switch near that sale or enrollment line.
Open the Switch modal and choose the new session
Click Switch to open a modal titled like Switch [Session Name] For [Person Name]. In the modal, use the switch_to_session selector to choose the session you want to move the person into. Review the price_difference shown in the window so you understand whether this switch will increase or decrease the charge.
Confirm the price difference and complete the switch
After you confirm that the selected session and the price difference look correct, submit the change using the Switch or switch-sale button in the modal. The Sales tab refreshes to show the updated session and any adjusted charges or balances.
Switching a session can change what the family owes or create a credit. Check the price_difference carefully and review the resulting balance so you can explain the change to the family.
Remove a session
Use the Remove action when you need to take a specific session or product off the account entirely.
Locate the session or product line
On the Sales tab, find the row for the session or add-on you want to remove. Look for an action labeled Remove next to that item.
Review the confirmation message
Click Remove. A confirmation prompt appears with wording like Are you sure you want to remove [Session/Product Name]?. Read the prompt carefully so you confirm you are removing the correct item.
Confirm removal and verify the updated balance
Confirm the removal if everything looks right. The system posts the change and refreshes the Sales tab. Check that the session or product line no longer appears and review the updated balance or credits for the family.
Removing a session or product can reduce charges, change scheduled payments, or create credits. Make sure you understand the impact on the family’s balance before you confirm the removal.
Refund, void, or remove a payment
Payment rows on the Sales tab can include action links labeled refund, void, or remove depending on the type and age of the payment.
Identify the payment and available actions
In the payments section of the Sales tab, find the payment you need to adjust. Look at the action links in that row to see whether refund, void, or remove is available, and note the payment date and method.
Decide whether to void or refund the payment
Use void for same-day or unsettled card payments that have not fully processed yet, when the system offers that option. Use refund for settled payments that are eligible for a return, typically within a time window such as 365 days set by your payment processor. If neither action appears, the payment may no longer be eligible for changes through Campium.
Process the refund or void and confirm results
Click the appropriate action (refund or void) and follow any prompts to confirm the amount and reason. After the action completes, confirm that the Sales tab reflects the change in the payment history and the family’s balance.
Remove a payment record when appropriate
Use the remove action on a payment row when you need to delete a payment record itself, such as an entry created in error. After clicking remove, confirm the prompt and then recheck the Sales tab to verify that the payment line is gone and that balances look correct according to your accounting rules.
Open the processor dashboard for more payment details
When available, click the Payments button or link on the Sales tab to open the payment processor’s dashboard in a new browser tab. Use that view to check settlement status, processor-specific refund limits, and any declines or disputes that might affect what actions you take in Campium.
Refunds, voids, and removed payments all affect reported revenue and what families owe. Follow your camp’s finance policies and consult your finance lead for large or unusual adjustments, especially before issuing full refunds.
The Forms tab shows all forms connected to this person.
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See which forms are complete, pending, or missing.
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Approve, reset, or reject forms when you review submissions.
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Filter by season to see forms related to a specific year.
When you reset or reject a form, the family often needs to log back in to complete or correct it, so use those options thoughtfully.
The Emails tab is an email history for this person and their family.
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Review emails sent from Campium, including mass emails, automated messages, and individual messages.
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Confirm whether an important email was sent, when it was delivered, and in some cases whether it bounced.
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Open individual emails to see the exact content if a family has questions about what they received.
Use this tab to avoid sending duplicate messages and to confirm communication timelines when families say they did not receive something.
Email logs may include personal contact information and message content. Only share details from this tab with people who are authorized to see the family’s communication history.
The Files tab stores documents and uploads related to the person.
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Upload new files such as consent forms, medical letters, ID documents, or staff certifications.
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Edit file details like titles or notes so other staff understand what each document is.
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Remove files that are outdated or no longer needed, based on your camp’s retention policies.
Files here stay tied to the profile, so staff can quickly pull up documents during check-in, staff onboarding, or emergencies.
Keep file names and notes specific, such as "Asthma action plan - 2025" or "Lifeguard certification - expires Aug 2026," so other staff can find what they need quickly.
The Medications tab appears when your camp uses the medications feature.
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Record active medications, dosages, timing, and any special instructions.
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Note allergies, medical alerts, or emergency protocols that health staff need to see at a glance.
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Update medications when families report changes before or during the season.
Use this tab together with your camp’s health-center processes, and make sure only appropriate staff update these details.
Medication and allergy information is sensitive health data. Follow your camp’s privacy and medical-handling policies and limit access to staff who need this information to care for the person.
The Pickup tab shows who is allowed to pick up the camper and any related restrictions.
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Review the list of approved adults and their contact details during check-in and checkout.
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Add or remove pickup contacts when families update who is allowed to pick up the camper.
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Record notes about custody considerations, photo ID checks, or specific pickup instructions.
This tab helps front-desk and cabin staff verify that the person picking up a camper matches what the family has authorized.
Pickup rules can be sensitive, especially in custody situations. Follow your camp’s legal and safety guidelines before changing who is allowed to pick up a camper.
The Signatures tab tracks signatures collected through forms and agreements.
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See which forms have completed signatures and when they were signed.
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Open signed items to confirm that the correct guardian or staff member signed.
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Use signature timestamps to confirm when a family agreed to terms, waivers, or policies.
This tab is useful when families or staff question whether they agreed to a policy or when you need to demonstrate consent for audits.
Treat signature records as legal documents. Do not edit or share screenshots of this information outside your camp’s approved processes.
The Logins tab lists recent sign-ins tied to the family or person.
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Review login timestamps and, when available, basic device or location details.
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Confirm whether a parent or staff member actually logged in when they said they did.
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Use the history to investigate access issues, such as many failed attempts or sign-ins from unexpected places.
This tab helps support staff troubleshoot account access questions and verify how and when someone used the portal or app.
The Audit tab shows a record of important changes made in the profile.
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See who changed key information, such as contact details, balances, or medical notes, and when they made the change.
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Review sequences of changes if a value looks wrong or you need to understand how a record evolved.
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Use the history to answer questions about why a field has a certain value or to support internal reviews.
When you spot a confusing value on another tab, check the Audit tab to see when it changed and which staff member updated it before you reach out with questions.
Troubleshooting
Use these quick answers when something on a profile does not look right.
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