Profiles

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.

How to open a profile

Use the admin search tools, family views, or People → All People to open an individual’s profile.

Browse All People

1. Open People → All People.
2. Optionally filter by Status, user type, and season (defaults to your signed-in Default Season, or pick All Seasons), then click Filter List. Those filters use the page URL, so you can bookmark or share the filtered list.
3. When you pick a deactivated season that has a ready profile snapshot, a note appears: People and extra columns for this season come from the snapshot saved when you deactivated it. Extra columns then show snapshot values for that season, not live answers.
4. Click Display Columns to choose extra profile-field columns. Use Select profile fields to display, filter with Type to filter fields..., then Save Display Columns. Selected fields appear as extra columns on this list. When finance reporting is on, you can add Family Balance (or Camper Family Balance on camper-style lists). That amount is calculated from payments.
5. The table shows Person, Guardian, Seasons, Info, plus any columns you saved. Seasons lists the seasons that person is registered in.
6. Use Export CSV (header tip: Download the people on this list as a CSV file, including your Display Columns) to download the filtered list. The file matches the filters and display columns on screen, including snapshot values when you selected a deactivated season with a ready snapshot.
7. Click the person’s name to open their profile.

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.

Add children when creating a parent

When you create a new parent from People → New Person, set User Type to Parent. A Children section appears with the helper: Add each child you want in this family. You can leave this empty.

1. Use Add a child for each camper to create in the same family.
2. Fill in child first name and child last name (placeholders on the row). A blank last name uses the parent's last name. Rows with no first name are ignored.
3. Click Add User.

Each child is created as a camper in the new parent's family and receives the same Status you chose for the parent.

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:

• See and update custom fields and answers for that person.

• Add notes.

• Review sales history, payments, upcoming payments, and balances.

• View, approve, or reset forms for different seasons.

• Review all emails sent to or about this person.

• Upload and manage files related to the camper or staff member.

• Manage medications and related details, if your site has this feature.

• Review activity history such as logins, signatures, and pickup permissions, when available.

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:

• Name and status: Shows the person’s full name and a badge that reflects their current status (for example, active, inactive, or Suspended). When the status is Suspended, the person cannot log in to the portal or app.

• Contact information: Displays primary contact details such as phone number and email address so you can reach out quickly. Next to the primary email (or alone when there is no email yet), use Manage emails to add or edit addresses on the account. When the primary address has bounced, a Bounced badge appears next to it. Click the badge to open Bounced email, which shows that email is not being delivered, the Last bounce details (Email subject and Reason when available), and a link See all bounced emails to Bounced Email Addresses. With permission to edit profiles, use Clear bounce once the address is fixed (confirm Yes, clear it). Success: Bounce cleared. Email is back on. (or that email stays off if they unsubscribed). If the address bounces again, it is marked bounced again.

• Family members: Shows other profiles in the same family or account so you can move between siblings or guardians without going back to search. Under each member's phone, the pencil control (Edit name, email, and phone) opens Edit contact, where you update First name, Last name, Email, and phone, then Save. A short Saved. toast confirms the change, and the family-row email (and this profile's primary email when it matches) refresh in place. You need permission to edit profiles, and you can only edit members of the same family.

• Profile photo: Lets you upload, crop, rotate, or delete a profile photo so staff can recognize the person easily.

• Payment Methods on File: Shows the family's primary payment method (or the first method if none is marked primary). When more methods exist, use Show N more / Show less to expand or collapse the rest. While the list is collapsed, Change primary opens Other methods on file so you can Set Primary, open Payment method settings, or Remove a non-primary method without expanding the list. The visible primary row also has remove (title Remove this payment method). Confirm: Remove [method] from this family? This can not be undone. Empty state: No payment methods on file.

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.

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:

• Open the Active Cart to see which sessions, add-ons, or other items are sitting in the cart.

• Refer to the cart contents while you answer questions about pricing, availability, or what they were trying to register for.

• 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.

Email and Actions menu

In the profile header, the primary Email button opens a window so you can send a direct email to the person or their family. Next to it, Actions 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 Email or Actions when you need to do something specific for this person or family, rather than when you only need to view information.

Check Permissions

Check Permissions is a staff troubleshooting tool in the profile action row, next to Login. Use it to test whether a specific person should see a specific form on the parent portal and, if not, which profile field is blocking access.

Use this when a family says a form is missing even though you expect it to appear.

Reading the results

Check Permissions returns either a pass or a specific mismatch.

Form should be visible

A passing result means the date checks and recipient checks passed for that person and form. If the family still cannot see the form, move to the items in What Check Permissions does not check below.

Problem found

A failing result shows a comparison table with columns such as Field, Recipient Values Allowed, User Values, and pass or fail. It also includes a Why this form is hidden section that explains which value does not match.

Use the result to fix the specific rule that is blocking the form:

• Update the profile field so the person’s value matches one of the allowed recipient values.

• Or add the missing value to the form’s Recipients tab if the form should be available to that person.

What Check Permissions checks

Check Permissions verifies the most common reasons a form appears or stays hidden:

• The form is Active and its visibility is set to Visible.

• Today falls between the form’s Start Date and End Date.

• The person’s profile field values match the form’s Recipients rules, such as season, grade, status, or other recipient filters.

Quick View

The profile includes a My Quick View card that shows an at-a-glance summary of selected custom fields for that person. It appears near the top of the profile content area and lists each configured field on its own line as Field Name: Value so staff can scan key details without opening other tabs.

When Birth Date is in the Quick View layout and Campium can parse the saved date, the age appears next to the value as (age N) (for example, Birth Date: 2014-10-21 (age 11)). The same age shows in the hover mini-profile that uses Quick View fields. If the date is missing, unparseable, or not a plausible age, only the date (or blank) appears.

Hovering a person's name (the mini-profile Quick View) shows a larger headshot next to the name when a profile photo exists. Without a photo, the tooltip still shows the name, status badge, and Quick View fields. Click the photo or the name in the hover card to open that person's full profile.

When the camper Group profile field is in Quick View, its value is a link (or None set). Click it to open a modal titled with that field's label and the person's name. You can:

• See Members: everyone else who shares the same group answer, with a count per group
• Change the person's group when you have edit access, then Save
• Review History: the group recorded in each past season snapshot for that person

On a camper Quick View only, the field picker also offers guardian fields labeled Guardian 1 and Guardian 2 plus the field name (for example Guardian 1 Email and Guardian 2 Email). You can add both. Staff Quick View layouts do not include those guardian keys. Family-scoped fields stay labeled Family plus the field name.

Use My Quick View when you need to see common reference information quickly, such as grade, group, key medical flags, or other custom fields your camp has highlighted for that user type.

Edit a Quick View value in place

When you have permission to edit the person and that field, click a blue value in My Quick View (or in the hover mini-profile) to change it without leaving the page. Empty values show None set.

1. Click the blue value to open the inline editor for that field.
2. Change the text, date, yes/no, choose-one, choose-many, or ranked-choice answer. Multi-select fields use Select options.
3. Click Save. A short Saved. toast confirms the change. Click Cancel or press Escape to restore the previous value without saving. Enter saves on single-line fields. Leaving the field without Save does not keep the change.

When you save a phone or address from this editor (or from Edit contact), other places that show the same value on the profile (family card, contact row, hover card) refresh in place so they stay current.

You cannot edit signature fields, link-to-a-user fields, or the special Weeks / Group editors from this inline control. Those keep their own links and modals. If you lack edit access for a field, Campium shows a warning instead of saving.

Session Calendar on a camper profile

On a camper profile, click Calendar to open Session Calendar (title includes the person's name when available). The calendar shows enrolled sessions with their run dates and daily start and end times.

When the Special Weeks module is on and your season has dated week options, attending weeks also appear as their own calendar blocks (week name, season, and date range). Without Special Weeks, you still see enrolled session products only. Print and Close are available on the modal. Empty state: No scheduled sessions found for this person.

See Special Weeks.

Welcome Sequence

The profile includes a Welcome Sequence card that shows where the person sits in your automated onboarding emails and lets you control that flow for this individual.

Use this card when a family asks why they are (or are not) receiving welcome emails, or when you want to pause the sequence for someone while you sort out an issue.

• Start begins the welcome sequence for the person if it has not started yet.

• Pause temporarily stops the sequence so no further welcome emails send.

• Unpause resumes a paused sequence from where it left off.

• Use the view email history link on the card to see which welcome emails have already gone out to this person.

Help someone change or reset their password

Send an account setup link

Use this when the person has never signed in and needs to create a password (or continue with Google or Apple) for the first time.

1. Open their profile. Confirm they have an email on file.
2. Click Send setup link in the profile header (tooltip: Emails a link they can use to set up their account), or choose Send account setup link from Actions.
3. Confirm: Send an account setup email with a link to create a password or continue with Google/Apple? then Send.
4. Success: Setup link sent to their email. Subject: Set up your account.

They open Set up your account, create a password (or use Google / Apple), agree to the Terms of Service and EULA, and are signed into the portal when they finish. The password field is a normal new-password input, so browsers that offer to save passwords can remember it after sign-in. When your payment processor has a self-service payment methods page, finishing setup lands them there so they can add a card or bank account. If your processor has no self-service page, they land on the portal home instead. Setup links stop working after 14 days. The expired page (This setup link has expired) lets them enter their email and Send a new setup link.

This control is hidden when they have already signed in, when there is no usable email, or when Send initial account email is showing for new staff. You need family/profile action access. For people who already have an account but forgot their password, use Send Password Reset Email instead (24-hour link).

You can also put setup links in a mass email with the Account Setup URL merge field. See Mass Emails.

Send a password reset email

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.

Set a temporary password and require their own

Use Change Password on the profile when you need to set a password yourself (for example, helping someone over the phone), and you want them to pick their own password on the next sign-in.

On their next email-and-password sign-in, they are held on Change Password until they enter the temporary password as current and choose a new one. Admin accounts see: Your password was set for you. Enter it as your current password, then choose one only you know. The rest of the site stays locked until you do. Portal accounts see: Your password was set for you by camp. Enter it as your current password, then choose one only you know. The rest of the portal stays locked until you do.

Google, Apple, and passkey sign-in are not held by this requirement. The pending state also clears if they use an emailed reset link, or if staff set a password again with the checkbox cleared.

See Authentication.

Suspend an account (prevent login)

Use the Suspended status on a profile when you need to block portal or app login for that account without deleting the profile or its history.

When to use this: choose Suspended for situations like security concerns on an account, policy violations, or when a staff member or camper should no longer have portal access even though you want to keep their record.

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:

• Which modules your camp uses (for example, medications).

• Which seasons or sessions are active.

• 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.

Troubleshooting

Use these quick answers when something on a profile does not look right.