Profile Photo Report
Use the Profile Photo Report to see which campers are missing photos and send automated profile photo reminder emails by season.
What the Profile Photo Report does
Use the Profile Photo Report to see which campers do not have profile photos on file and to send automated email reminders to families to upload a photo.
This report is designed for camp administrators, office staff, and season coordinators who manage camper records, session readiness, and Photo Hosting galleries.
Profile Photo Report is a system report that works per season. Settings you configure apply only to the season you select.
Open the Profile Photo Report
Use these steps to find the report in the admin portal.
Go to Reports
- From the admin portal, open Reports in the main navigation.
- Select System Reports.
You will see a list of system reports grouped by function, including the Data Check group.
Choose the season
- In the Data Check group, select Profile Photo Report.
- Use the Season selector at the top of the page to choose the season you want to review.
The report refreshes to show campers for the selected season only.
Read the report table
The report table shows one row per camper for the selected season.
Key behaviors:
- Camper name appears as a link. Select it to open the camper profile in a new tab.
- A camera icon appears when a profile photo exists; select it to preview the photo.
- The Profile Photo column shows Yes when a photo is on file and No when it is missing.
- Rows for campers missing a profile photo are highlighted in yellow.
- Use the column headers to sort and the search box to filter by name or other visible fields.
Use the search box to find all campers in a cabin or session, then scan the yellow-highlighted rows to see who still needs a photo.
Choose and save display columns
Adjust which camper fields show in the table to match how you work.
Open Display Columns
- In the top-right of the report, select Display Columns.
- Check or uncheck profile fields to include or hide them in the report table.
The table updates to show your selected fields.
Save your field layout
- After choosing your fields, select Save Profile Field Settings.
CampiumDB remembers these display settings the next time you open the Profile Photo Report, so you do not need to reconfigure them for that user.
Show or print all profile photos
Use the quick actions to review photos in bulk.
- Show All Photos: Opens a page view of all current profile photos for campers in the report.
- Print All Photos: Generates a printable layout of all profile photos.
These actions use the current season and filters shown in the report table.
Printed photo sheets are useful for staff binders, cabin lists, or bus rosters, especially when combined with the Profile Photo Report to confirm no campers are missing photos.
Set up profile photo reminders
Use Profile Photo Reminder Settings to send automated reminder emails to families who have not yet uploaded a camper photo.
Reminder emails only go to families of campers who do not have a profile photo for the selected season and who are in an active session.
Open Profile Photo Reminder Settings
Locate the settings card
- On the Profile Photo Report page, scroll to the Profile Photo Reminder Settings card.
- Confirm the Season selector at the top of the page is set to the season you want to configure.
All reminder settings you change apply to the currently selected season.
Enable reminders for this season
- In the settings card, turn on Enable Profile Photo Reminders for this Season.
When enabled, CampiumDB starts checking daily for campers in this season who are missing profile photos and schedules reminder emails based on the timing options you choose.
Choose when reminders send
You can send reminders based on how close the camper is to the session start date or how long it has been since registration.
Set days prior to session start
- In Days Prior to Session Start, select one or more day values.
- Each value represents how many days before the camper's first session start date to send a reminder.
For example, choosing 14 and 3 sends one reminder 14 days before and another 3 days before the session start, if the camper still has no profile photo.
Set days after initial registration
- In Days After Initial Registration, select one or more day values.
- Each value represents how many days after the camper's initial registration date to send a reminder.
For example, selecting 2 sends a reminder 2 days after registration if no profile photo is on file yet.
CampiumDB checks once per day for campers who match your timing rules and are still missing photos. It does not send more than one reminder to the same family within 24 hours.
Write the reminder email
Customize the subject and body of the reminder email families receive.
Edit email subject and body
- In the Profile Photo Reminder Settings card, update the email subject line field.
- Use the rich text editor for the email body to add your message, links, and formatting.
You can use merge variables in both the subject and body to personalize each email.
Preview the email
- Select Preview Email to see how your email will look when sent.
- Confirm that merge variables show as placeholders and that links and formatting appear as expected.
Use the preview to double-check dates, tone, and instructions before you save.
Save your settings
- After reviewing your timing options and email content, select Save Settings in the Profile Photo Reminder Settings card.
Saved settings remain active for the current season until you change or disable them.
Reminder behavior and timing
Understanding how reminders send helps you avoid over-messaging families.
- The reminder process runs daily and evaluates all campers in the selected season.
- Reminders send only to families whose campers:
- Are enrolled in an active session in that season.
- Do not have a profile photo on file for that camper.
- Match one of the timing rules in Days Prior to Session Start or Days After Initial Registration.
- Each family receives at most one reminder every 24 hours, even if multiple timing rules match on the same day.
- Reminder emails include a secure upload link that takes families to the camper's portal account where they can add the photo.
Many camps start with 1–2 reminders after registration and 1 reminder in the week before session start, then adjust based on response rates.
Merge variables for reminder emails
Use these merge variables in the reminder email subject and body to personalize the message. CampiumDB replaces each variable with the correct value for that camper when the email sends.
Camper's first name, such as Jordan.
Camper's last name, such as Rivera.
Number of days related to the reminder timing, such as 3 for a reminder 3 days before session start or 2 days after registration.
Readable text for the reminder timing, such as in 3 days or 2 days after registration, to use inside sentences.
The camper's next session start date for the current season, such as 2024-07-15.
The date of the camper's initial registration for the season, such as 2024-03-02.
A secure URL that logs the family into the camper portal and opens the page to upload a profile photo.
The name of the current season, such as Summer 2024.
How this relates to Photo Hosting
If your camp uses Photo Hosting, profile photos help facial recognition match campers correctly in uploaded photos.
A complete set of profile photos improves facial recognition accuracy in Photo Hosting and makes it easier for families to find their campers in daily photo galleries.
You can use the Profile Photo Report to reach a high completion rate before the season starts, which reduces mismatches and missing tags in your photo galleries.
Troubleshooting
- Confirm the Season selector at the top of the report matches the camper's season.
- Check that the camper is enrolled in a session in that season, not only created as a profile.
- Verify that any filters or search terms are cleared so you see all rows.
If the camper still does not appear, check their profile enrollment details to confirm they belong to the season you selected.
- Make sure Enable Profile Photo Reminders for this Season is turned on for the correct season.
- Confirm the family has a valid email address on file and is not unsubscribed or blocked.
- Check that the camper is missing a profile photo; reminders do not send once a photo is added.
- Review your Days Prior to Session Start and Days After Initial Registration settings to see whether any rule should have matched yet.
- Remember CampiumDB sends at most one reminder every 24 hours per family.
If all of these look correct, check your general email logs or contact support to review recent sends.
- Select the camera icon in the row to preview the current profile photo.
- If the wrong camper appears, edit the profile photo directly from the camper's profile page.
- Ask families to upload a clear, recent headshot if the current image is too old or blurry.
Updating the profile photo immediately updates what staff see in the Profile Photo Report and can improve Photo Hosting matching.
- Open Profile Photo Report and choose the season that has ended in the Season selector.
- In Profile Photo Reminder Settings, clear Enable Profile Photo Reminders for this Season.
- Select Save Settings.
Reminders stop for that season, but you can re-enable them for future seasons without affecting past data.
Glossary
- Profile Photo: The main face photo stored on a camper's profile and used across reports and Photo Hosting.
- Season: A time period like
Summer 2024that groups sessions, enrollments, and related settings. - Session Start: The first day of a camper's scheduled program or activity within a season.
- Profile Photo Reminder Settings: The section on the Profile Photo Report where you control reminder timing, email content, and enable or disable reminders for a season.
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