Choosing the right camp management tool is not just about finding a tool to manage registration. It is about finding a partner who will support you, your parents, and your camp for years to come. With so many companies offering camp management software, it is important to be prepared and know what features you need. In this article, we will provide guidance on how to choose the perfect camp management software to meet your needs.

Camp Management Software Checklist

When choosing camp software, it is important to consider the following points:

1. Feature List: Create a list of the features your camp needs and desires, including camp registration, payment processing, communication tools, reporting, staff management, cabin or bunk assignment, attendance tracking, conference center capabilities, fundraising options, and more. Customize this list according to your camp’s unique requirements.
2. Usability: Evaluate how user-friendly the camp software is, not just for your team but also for parents using the registration system. Ensure a smooth and easy experience for all users.
3. Customization: Look for camp software that allows you to customize registration forms to ask specific questions for different programs. Whether you have summer camp, family camp, or adult retreats, the ability to use different forms for different programs is crucial for effective camp management.
4. Support: Choose a camp software provider with a strong track record of supporting their clients. Ensure they offer reliable phone support during critical times leading up to and during summer camp. Avoid providers who solely rely on ticket-based support. You want your partner to have different options that might meet the needs of different people in your organization.
5. Security: Verify that your camp software provider meets the latest security standards for payment processing and multi-factor authentication. Due to the collection and hosting of sensitive information, it is crucial to prioritize security and obtain appropriate documentation.
6. Reputation: Take the time to read reviews and gather feedback from other users in the camp industry to ensure that the camp software and its customer support have a strong reputation. While no two camps are the same, considering the experiences of others is very helpful when selecting the right camp software for your management needs.
7. Software Demonstrations:  During software demonstrations have that feature list handy in an excel spreadsheet.  Open your feature list in an Excel file to track each software’s capabilities effectively. List the features on the left column and place the corresponding software columns on the right. Invite key stakeholders, such as Admins, Directors, Accounting, Reservations, Program Heads, etc., to view and ask questions during software demonstrations. It’s crucial to ensure the software meets everyone’s needs.

Let’s Chat

At CampBrain, we want to you love your camp management platform. So, if you are considering a new software solution, make sure you are not only looking at the features you need or seek but also considering the features that you love already in your current provider. My team and I are always willing to have a conversation with you about camp management software, discuss its benefits, and guide you and your camp team in making a successful decision that meets your needs now and for the next 25 years at your camp.