When do staff get assigned a season?

Overview

Staff Season on a staff profile controls season-based reporting and tracking. Use this page to understand exactly when a staff member is added to a season or removed from one based on their form responses and approval status.

Who can receive a staff season

Staff Season applies to people whose User Type includes Staff, Admin, or Volunteer. That includes people who are also marked as Parent on their profile. Someone who is only a parent or camper is not added this way.

When staff are added to a season

• They finish a hiring form you marked Staff season assignment. The season is added once the form is fully submitted and marked Pending or Approved, whether it is a standard staff form or a registration staff form for that season. When the form adds a season and your camp has an Application Status field with an option named Submitted, Campium sets that status to Submitted if it was blank (or when the completion adds a new season). It does not overwrite a more advanced status on a resave that does not add a season. Volunteer season-assignment forms add the season the same way but do not change Application Status.
• You approve their form if it was not already approved when they submitted it. You can approve the form from the profile, form responses, or with bulk approve.
• They sign a contract that is tied to a season. After a successful signature, that season is added to their profile when they are eligible and do not already have it.
• They have more than one season-assignment form for the same season. Each approved or completed path can add the season, and one approved form is enough to keep them assigned to that season.

You can also set seasons manually on the profile when your camp uses staff season management there.

When staff are removed from a season

• You change their form from Approved to another status, such as Rejected, Pending approval, or In progress, on a form marked as a season-assignment form.
• You delete their form response if that response was Approved.
• They still have another Approved season-assignment form for the same season. Removing or changing one form does not remove the season until no approved season-assignment forms remain for that season.

Form setting