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Camps Entry List

Entry List

The Entry List is your hub for organizing and communicating with your participants. We'll look at the ways in which you can use it to be most effective.

  • Search Bar
  • Filter
  • Exports
  • Emails
  • Add Entry
  • Entry Table

Search Bar

The Search Bar should be your go-to for locating a registration. You can use participant first name or last name as search parameters. Keep in mind that if you have a Filter applied, it will also only search for the terms based on the Filter(s) applied.

 

Filter

You can use the Filter to view your registrations by Class(es), Session(s), and additional Filter options including waivers and waitlist status. You can also multi select any combination of Classes, Sessions, or additional Filter options to view what you need to.

 

 

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Looking for specific Export options?

Any Filters you have applied will also directly correlate with the Export option you would like. Use the combination of Classes and Sessions to generate useful lists.

Exports

You can use the Export button to choose from pre-formatted reports that are most popular when running Camps. Exports will take into account any Filter you have applied so be sure to double check before exporting the data.

All Clubspot data exports use .csv which can be opened in Microsoft Excel or Apple Numbers.

 

Entires will provide all registration information including responses to custom questions.
Entires by Class/Session will provide all registration information broken down more specifically by individual Classes and Sessions.
Billing will provide you will all the billing details for the registration. (Also consider using the Reporting section for more detailed information.)
Attendance Sheet will provide basic check-in sheets with parent/guardian details.
Emergency Forms will provide a single page printout of each participant with all their personal and emergency contact information as well as medical issues.

๐Ÿšง REMINDER

Exports are specific to any Filters you have applied, so double check you have the appropriate Filters applied for the data you wish to export.

๐Ÿ“˜ Looking for Waiver Exports?

Head to the E-Signatures > Contracts view in your Camp to Export all the finalized waivers for safe keeping.

Note: unsigned or incomplete waivers will not be included in the export.

Email

โ—๏ธ Don't forget to connect your Mailchimp account!

Clubspot recommends connecting a Mailchimp account so that participants receive branded emails. If you do not connect a Mailchimp account, your email will come from noreply@theclubspot.com and most likely you will not receive any replies.

You can connect a Mailchimp account in the Club Dashboard > Communication > Settings.

The Email button is how you can send bulk communications to your participants. If you have filters applied, it will only email those filters you have selected.

After you click Email we'll launch an email composer with standard editing markup options available. Depending on the size of your event or the Filter(s) you have applied, it can take a few seconds to launch the composer.

The composer offers standard text editing capabilities and embed options.

 

๐Ÿšง Check the FROM email address to make sure its coming from the right place

The FROM email listed is also where replies will be sent. If you need to add additional domains, click the arrow next to the email domain to add and verify additional domains.

When you send an email, we send the email to the Parent/Guardian email and the main contact email listed for the participant. You can find a copy of the email you send under the Communications menu.

Add Entry

The + Add Entry button in the upper right is your event admin option for manually adding a registration.

 

 

Please note that we only require a minimum amount of information and DO NOT automatically send out any invoices or waivers. The only notification we send out is via the email you use to notify them they have been added to an event.

As an admin you will need to add the participant to the appropriate Class and Session, and issue an invoice and waiver if necessary.

Entry Table

The Entry List table has numerous columns and sort options to help you visualize your registrations. The columns we display from left to right are: Participant, Classes, Sessions, Payment, E-signatures, and Created at.

Some columns have a "V" arrow on them indicating that they have sorting capabilities. These column headers can be clicked on to toggle alphabetically or numerically anytime in conjunction with Filters.

 

Note - the Entry List table uses pagination to improve load performance and expects users to apply filters, sorting, and utilization of the Search Bar to find the registration(s).