Special Weeks
Set week dates for a season so attendance rosters match the weeks families selected on camper profiles.
Special Weeks at a glance
Special Weeks defines when each week option runs for a season, such as Week 1 = June 9–13. Families choose their weeks on the camper profile using the weeks field, and attendance rosters show campers only on the dates that match those selected weeks.
You set up Special Weeks once per season on the Special Weeks page. Special Weeks helps attendance reflect partial-season choices, but it does not replace your regular session products.
Use Special Weeks only if your camp lets families attend selected weeks within a season. If your camp enrolls campers for the full season without week-by-week choices, you may not need this feature.
What problem does this solve?
Special Weeks helps camps that let families register for part of a season, such as Week 3 and Week 5 only. Without Special Weeks, attendance can treat a camper as present for the full season because the enrollment exists for the season, not for specific calendar weeks.
Special Weeks connects two things:
- what the family selected on the camper profile
- when those week options actually run on the calendar
That connection lets attendance decide whether a camper should appear on a roster for a given day. You define the start and end date for each week option, and you can also limit a week to specific days when needed.
What Special Weeks is and is not
| Special Weeks is | Special Weeks is not |
|---|---|
A season-level calendar for the weeks profile field options | A replacement for session products |
| Used by attendance to decide whether a camper appears on a roster | Something families configure in staff admin |
| Set separately for each season | The same thing as session start and end dates |
| Optional for camps that use week-based enrollment | Required for every customer |
Who uses this
| Role | How they use Special Weeks |
|---|---|
| Registration or office staff | Set week dates for each season and keep the calendar accurate |
| Program or unit leaders | Understand why a camper may appear on some days and not others |
| Check-in staff | Rely on rosters that match the camper's selected weeks |
| Administrators | Enable the module and maintain the weeks profile field |
| Families | Select week choices during registration or on the camper profile, not in Special Weeks |
Who this feature is for
Special Weeks is for camps that meet all of these conditions:
- Offer partial-week, selected-week, or multi-week attendance within a season
- Use a profile field with the internal key
weeks - Have the Special Weeks module enabled
If your camp does not use week choices on camper profiles, Special Weeks will not affect attendance.
Before you start
You need a few pieces in place before Special Weeks can work correctly.
| Requirement | Where to check | Why it matters |
|---|---|---|
| Special Weeks module is turned on | Admin → Site Settings → Modules | The page and attendance logic depend on the module being enabled |
A weeks profile field exists with week options | Admin → Profile Fields | Attendance reads the camper's selected week options from this field |
| Week dates are configured for the season | Special Weeks page for that season | Attendance needs date ranges for each week option |
| Campers have week choices saved | Registration form or camper profile | A camper needs at least one selected week to appear by Special Weeks rules |
| Camper has active enrollment in the season | Enrollment records for the season | Attendance still requires a valid season enrollment |
If week dates are missing, campers may not appear on attendance rosters even when they are enrolled. Missing dates are one of the most common causes of roster gaps.
Where to find Special Weeks
You must be signed in to staff admin and working in a specific season. Special Weeks is set up per season, so make sure you open the correct season before making changes.
Open Special Weeks from the season sessions page
Go to the season you want to edit, then open the sessions page for that season. Look near Add New Session and select Special Weeks.
Use this option when you are already working inside the season setup area.
Open Special Weeks from the Seasons list
Go to the Seasons list in staff admin. Find the correct season, open the row menu, and select Special Weeks.
Use this option when you want to jump directly to week-date setup without opening sessions first.
Use the direct admin path when needed
Open the Special Weeks page directly at /admin/season-week-calendar.php?pgcryid=season id.
The pgcryid value must be the season ID for the season you want to edit.
If Special Weeks is not visible
Check these items first:
- You are signed into the staff admin, not the family portal
- The Special Weeks module is enabled in Admin → Site Settings → Modules
- You opened a specific season
- Your site has a profile field with the internal key
weeks
If the module is enabled but the page still says a weeks field is required, verify that the profile field's internal key is exactly weeks.
How to set up week dates for a season
Set up each week row so the calendar matches the options families select on the camper profile.
Open the Special Weeks page for the season
Start from the season you want to configure. Open Special Weeks from the season sessions page or the Seasons list row menu.
Confirm you are editing the correct season before you save changes.
Enter start and end dates for each week
Find each week row, such as Week 1, Week 2, or other week labels from your weeks profile field. Enter the correct Start and End date for every week your camp uses in that season.
A complete row defines when that week option is active for attendance.
Optionally limit the week to specific days
Use Days if a week should apply only on certain weekdays. This is helpful when a week option should count only for selected days rather than the full date range.
If you do not need this level of control, leave the week to follow the full start and end date range.
Save special weeks
Select Save special weeks to store your changes. After saving, attendance can use those dates to decide whether enrolled campers appear on daily rosters.
If a row is still missing dates, that week may continue to cause roster gaps.
Copy dates from another season
If your week structure is similar to another season, use Copy from season to save time. Copy the dates into the current season, then review every row before saving.
This is especially useful when your camp repeats the same week pattern year to year. Always confirm the copied dates match the current season's calendar before you rely on attendance rosters.
Week choices on registration
When Special Weeks is enabled and the weeks field has options, families pick weeks on the registration products step. They see the heading Which weeks will you attend? and a checkbox for each week option.
When a session or week option has start and end dates, those dates can appear under the name on the products page (for example Jun 22 - Jun 26, 2026). Dropdown options can show the same range in parentheses after the name. Rows without dates show the name only.
Exact week count
Week checkboxes start disabled with the help text Select a session first. After the family chooses a session product (not only a payment plan), the help text updates live. For a 4-week session with 2 weeks checked, it reads Select exactly 4 weeks for your session. You've picked 2 of 4.
- Families must check exactly that many weeks before Continue works.
- The hint under Continue counts down, for example Select 1 more week to continue. When the count is right, the hint clears.
- If they try to check another week after reaching the required count, Campium explains how to swap: You've already picked all 4 weeks. Uncheck one to choose a different week. (For a 1-week session: You've already picked your week. Uncheck it to choose a different week.)
- Saving with the wrong count still shows Select exactly N weeks.
- When a session's Number of Weeks equals every dated week for the season, Campium checks every week for the family automatically. The help text becomes This session covers all 8 weeks, so every week is selected for you. (For a one-week season: This session covers the only week, so it's selected for you.) If the family unchecks a week, the ordinary count copy returns, and Campium does not re-check weeks for them after that.
Staff see the same weeks block in form Preview and in Guided setup under Preview → Sessions selection, so you can verify the count gate before families register.
Those checkboxes only appear when the products page loads the Special Weeks block correctly. If families can buy sessions but never see week checkboxes, confirm the module is on, the season has Special Weeks dates, and the form uses the products step with Special Weeks support.
Staff can still set the same week options on the camper profile. Registration checkboxes are the family-facing path during checkout.
What families see under Current Enrollments
On the parent portal home, under each camper's Current Enrollments, families see the season heading and each session name. When Special Weeks is on and the session has two or more weeks with week answers on file, attending weeks list one week per line under that session in muted text: the week name, or the week name plus date range such as Week 1 (Jun 22 - Jun 26, 2026). Weeks are ordered by Special Weeks start date. Wait-listed session lines can still show (Wait List). Food lines and single-week sessions do not show a weeks list.
Edit weeks on a camper profile
On a camper Sales tab, staff can change weeks for an eligible session sale without switching the session product.
- Open the camper profile and go to Sales.
- On a qualifying session line, click the weeks value (dashed underline; title Edit weeks), or click edit weeks when no weeks are set yet (None set).
- In the modal, choose weeks under Weeks for {season}. Helper text: Choose the weeks this camper will attend. The session product does not change.
- Use History to pick a season and review Week, Status, and Date. If there are no rows: No week changes recorded yet.
- Click Save.
This appears for session sales with two or more weeks when Special Weeks is on. Food and single-week lines do not show the editor. See Profiles.
Session Calendar on a camper profile
On a camper profile, click Calendar to open Session Calendar. Besides enrolled session products, Campium shows each attending Special Week as its own block when this module is on and the season has dated week options (week name, season, and date range). Without Special Weeks, the calendar still lists enrolled sessions only.
See Profiles.
Session weeks vs dated weeks warning
When Special Weeks is on, Campium compares each session's Number of Weeks to how many week options have start and end dates for that season. If a session asks for more weeks than families can pick, a red alert appears on:
- the season sessions list
- the Special Weeks calendar page
- Guided setup on the Sessions step
The summary looks like N sessions ask for more weeks than families can pick. Only X weeks have dates for this season…. Listed sessions read Session name asks for N weeks.
If no week has dates yet, the alert stays hidden. That case is treated as setup still in progress, not a mismatch.
Fix a mismatch
Use either path:
- Set special week dates opens the Special Weeks calendar so you can add start and end dates until the dated count matches each session.
- Lower Number of Weeks to N on M sessions (or Lower Number of Weeks to N on this session when only one is listed) lowers the session setting to match the current dated week count. Confirm with Lower to N weeks. A success toast reports Lowered Number of Weeks to N on M sessions. and the alert closes without a full page reload. You can raise Number of Weeks again later on any session.
On the Special Weeks calendar page, the lower-weeks button appears alone. On the sessions list and Guided setup, it appears next to Set special week dates.
Families cannot finish registration for a mismatched session until you fix it.
How attendance uses Special Weeks
Attendance shows a camper on the roster only when all required conditions are true.
| Condition | What attendance checks |
|---|---|
| Active enrollment | The camper must be actively enrolled in the season |
| Selected week | The camper must have at least one option selected in the weeks profile field |
| Date match | The current day must fall inside the selected week's start and end dates |
| Day match | If Days is set, the current day must also match the allowed weekday settings |
If any of these pieces are missing, the camper may not appear on the roster for that day. Missing week dates are a common cause, especially when a camper has the correct week selected but the season's Special Weeks rows have not been filled in.
Special Weeks does not replace enrollment. A camper still needs active enrollment in the season, even if the camper has week selections on the profile.
Understanding the Special Weeks screen
| Screen area | What it does |
|---|---|
| Season dropdown | Shows which season you are editing |
| Week, Start, End table | Lists each week option and the dates assigned to it |
| Days (Advanced) | Limits a week option to specific weekdays when needed |
| Copy from season | Pulls week setup from another season into the current one |
| Save special weeks | Saves all changes for the current season |
| Calendar preview | Shows the configured dates in calendar form |
| Yellow rows | Indicate missing dates that still need to be filled in |
Yellow rows usually mean the week option exists but does not yet have complete dates. Until you fill in those dates, attendance may not know when that week should count.
Rules and tips
| Rule or tip | Details |
|---|---|
| One setup per season | Configure Special Weeks separately for each season |
| Clear dates to remove a week schedule | Removing the dates stops that row from defining attendance dates |
| Overlapping weeks are allowed | Use overlap when your camp's scheduling model requires it |
| Week options come from Profile Fields | The rows are based on the weeks profile field options |
| Module name | The feature depends on the Special Weeks module being enabled |
Common messages
| Message or situation | Meaning |
|---|---|
| Special Weeks option is missing | The module may be turned off, or you may not be in the correct admin area or season |
| Page says a weeks field is required | Your site does not have a profile field with the internal key weeks, or the key does not match exactly |
| Camper is enrolled but not on today's roster | Check active enrollment, selected week options, week date ranges, and optional day settings |
| Yellow row on the Special Weeks page | That week option is missing dates |
| Changes do not affect another season | Special Weeks is saved separately for each season |
Frequently asked questions
Related topics
Attendance
Daily rosters depend on enrollment, selected weeks, and matching Special Weeks dates.
Profile Fields
Manage the weeks field and the week options families can select.
Site Settings and Modules
Turn the Special Weeks module on before staff try to configure season week dates.
Seasons and sessions
Work in the correct season before opening Special Weeks or reviewing attendance behavior.