Staff Applications

Set up a staff application form, manage applicants in Staff Hub, and understand how staff interact with your portal.

Set up staff applications in the same portal families use

Staff apply through your normal portal website, not a separate staff-only site. After applicants log in as Staff, they see forms and tasks meant for staff, while your team uses CampiumDB to build forms, review applications, and manage hiring.

Campium has two login destinations:

CampiumDB is your admin site for directors, HR, and office staff.
Your portal is the website applicants and families use.

Send staff applicants to the same portal URL families use, such as https://yourcamp.campium.com.

Build your staff application

Create the form

In CampiumDB, go to Communication → Forms and add a new form. If you already have a staff application from a previous season, copying it is often the fastest starting point.

Choose the form type that matches your hiring flow:

Standard (No Products) — best for most staff applications that only collect answers.
Registration (With Products) — use this only when applicants must choose sessions or pay a fee as part of applying.
Upload a File — use this when you only need a document upload.

When this step is complete, you have a form shell ready for recipients, settings, and questions.

Target the form to staff

Open the form and go to the Recipients tab. Under User types, select Staff.

Then choose who should receive the form:

All Active/Inactive/Pending staff — the usual choice for open hiring.
Only people who match the filters below — use this when you want to limit access to a specific group, such as invited applicants.

If Staff is not selected on the Recipients tab, the form will not appear for staff on the portal.

Save your changes before moving on.

Add application questions as you normally would

Go to the Questions tab and add the information you need to evaluate applicants.

Common staff application questions include:

Experience working with children
Certifications and licenses
Availability
References
Position preferences
Housing or scheduling needs

A completed Questions tab gives applicants everything they need to submit one clear application.

Connect the form to Staff Hub

Go to Admin → Staff Hub and open Staff Hub Settings. Under Staff form by season, select the staff application form for each season you are hiring for.

You can also choose which profile fields appear as columns in the Staff Hub list. Save after you finish so your hiring team can track applicants in one place.

How staff apply

Staff usually apply in one of two ways. The best option depends on whether applicants create their own accounts or your team creates accounts first.

Path A: Applicants create their own account

On the portal login page, applicants go to Create Your Account and select Staff from the I am dropdown. This tells Campium to register them as a staff user. After creating their account and logging in, they can complete the staff application.

You can skip the dropdown step by sending applicants directly to https://yourcamp.campium.com/staff/. This URL auto-selects Staff in the registration form so applicants don't need to choose it themselves.

You can change the label applicants see for the Staff option under Portal → Settings. Once they are logged in, the staff application appears if the form is visible and the Recipients rules include them.

Path B: Your team creates the account first

Create the staff person in CampiumDB before they apply by going to People → New Person. Then send them to the portal to log in with that account and complete the staff application.

This path works well when you want tighter control over who can apply. The form still only appears if the person matches the Recipients settings on the form.

What staff can do on the portal

After staff log in to the portal, they see the items you have enabled and targeted to them.

Portal feature	What staff can do
Forms	Complete the staff application and any other forms sent to Staff.
Contracts	Review and sign employment paperwork you sent them.
Clock in / out	Punch in and out for the day if staff time tracking is enabled on the portal.

Staff do not see camper registration forms unless you also targeted those forms to Staff.

Manage applicants and staff records in CampiumDB

CampiumDB is where your team reviews applications, updates status, and gives hired staff any internal access they need.

Staff Hub

Go to Admin → Staff Hub to track everyone who started your staff application for a season. Staff Hub helps your team work from one hiring list instead of opening each profile one by one.

Use Staff Hub to:

Update application statuses such as Hired, Interview, or Declined
Edit profile fields from the list
See which forms each person started or finished
Review contract status, including whether a contract was sent or signed
Send contracts from the list

Staff profiles

Open a staff member's profile to view their full record, including Staff Season. This is the quickest place to confirm which seasons they applied for or worked.

If a form is missing for a specific person, run Check Permissions on their profile. Check Permissions shows why a form does or does not appear for that staff member.

Contracts

If Contracts is enabled in Site Settings, your team can build contract templates that fill in staff information automatically. Send contracts from Staff Hub or from the Contracts area, and staff complete the signature step on the portal.

When a contract is signed, your team is notified. This keeps application review and paperwork completion in the same workflow.

Staff Scheduler

If Staff Scheduler is enabled, build weekly or monthly schedules, assign shifts, and publish them for staff to view. You can also email staff when a schedule is updated.

This is separate from applying, but it becomes part of the same staff record after hiring.

Time tracking

Campium supports two staff time tracking workflows:

Setting	How it works
Staff Time Tracking On CampiumDB	Your team clocks staff in and out from the admin attendance screen.
Staff Time Tracking On Portal	Staff clock themselves in and out on the portal.

Give hired staff access to CampiumDB

Applying on the portal does not give someone access to CampiumDB. CampiumDB is your internal admin system.

To give a hired staff member admin access, go to Admin → CampiumDB Users and click Add New User With Role. Find the staff member's name and assign the appropriate role, such as Office, Nurse, or Administrator.

Parents and campers never appear in CampiumDB Users. Only people with an assigned admin role can log in to CampiumDB.

Quick checklist

Create the form, usually as Standard (No Products).
On Recipients, set User types to Staff.
Set the season, start and end dates, and switch visibility to Visible when ready.
Set Staff season assignment to Yes on the main hiring form only.
Add your application questions.
Map the form in Staff Hub Settings.
Turn on portal registration if applicants will create their own accounts.
Test the process by logging in as Staff or by using Test Mode while building.
Use Staff Hub to track submissions and update statuses.

Common questions

There is no separate staff portal. Send applicants to the same portal website families use, and have them log in as Staff.

Check each of these items:

The form's Recipients tab includes Staff
The applicant matches any filters you set
The form is Visible
Today's date is between the form's start and end dates
The account is set up as Staff
Check Permissions on the person's profile confirms they can see the form

Use Staff season assignment = Yes on the main application only. That form represents applying for the season and adds the season to the staff profile.

Use separate forms for references, background checks, handbooks, and similar follow-up tasks. On those forms, keep Staff on the Recipients tab and set Staff season assignment = No.

Staff can only access CampiumDB if you add them in CampiumDB Users and assign a role. Completing a staff application on the portal does not create admin access.

Forms

Build and manage the forms you send to families and staff.

Test Mode

Verify form behavior before you make a staff application visible.

CampiumDB Users

Add internal users and assign the right admin roles after hiring.

Roles and Permissions

Control what office staff and other admin users can access in CampiumDB.

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