Welcome to the Campminder Residential Camp Travel Module! This robust tool is designed to meet your specific travel management needs comprehensively. To get started, the initial step involves configuring your travel groups, stations, vehicles and baggage carriers. Let's dive in and set up your system for success.
Video Tutorial
Define Travel Groups
Travel Groups are all the sanctioned ways attendees can arrive at or depart from camp. If you want to offer applicants an option on the transportation form, it needs to be defined here.
Note: When configuring your residential travel module, you will define the following groups (as they apply to your camp):
Group or chaperoned flights.
Suggested or recommended flights.
Suggested or recommended commercial bus or train travel.
Chartered vehicles or buses to and from camp (define a single travel group for buses with multiple stops, e.g., Fort Collins/Denver Bus).
Shuttle stations for non-flight drop-off groups, including airport stations for parent drop-offs (details in the Station Definitions section).
Note: you can define a travel group once if it is used for multiple sessions, such as a recurring flight, bus, or train. Specific dates and times can be set during activation. There is no need to define individual travel options like arriving by car or non-group flights.
Navigate to Admin > Travel > Resident Travel Configuration. Select "Travel Groups" from the definitions list on the right side of the screen.
Click the green ''Define New'' button.
Enter a name for your Travel Group. This name will be seen on CampInTouch by applicants, so try to make it as descriptive as possible while keeping it short. For example: Boulder Bus. China Flight. New York Train.
Enter a mode for your Travel Group. The choices are:
Bus chartered: If the camp charters a bus to and from a specific location. Ex. New Jersey Bus.
Bus commercial: If the camp recommends taking a specific bus to camp. The bus is not specifically chartered/rented by the camp. Ex. Take the Greyhound that leaves from Detroit.
Train: If the camp picks up from a train station for a pre-scheduled train.
Air: If the camp charters a plane, purchases a certain amount of seats, or only allows attendees to come in on those flights specified.
💡Tip: For internal reporting purposes, you can enter codes that are visible only to you.
Enter a description visible to applicants in CampInTouch when arranging travel, such as: "Please drop your child off at the East side of the parking lot to pick up the bus to camp." You can add specific descriptions for each travel date to and from camp during activation.
Choose the radio button to make this travel group "Active" or "Inactive" and click the green ''Save'' button.
Define Stations
Stations refer to the specific points where campers are picked up and dropped off by camp-sponsored transportation, such as airports, bus stations, or directly at the camp. Each station is named after the actual location where these exchanges occur.
Navigate to Admin > Travel > Resident Travel Configuration. Click the ''Stations'' button under Definitions.
Click the green ''Define New'' button.
Enter a Station Name. This should be the actual location to and from which campers will be transported.
Enter the address of that station.
Click the corresponding radio button to indicate if it is on campus, off campus, or a shuttle station.
On-Campus: This refers to your camp itself, where you can set vehicle arrival and departure times. If there are multiple specific areas within the camp, like Lower Camp, Upper Camp, or Dining Hall, each must be listed separately.
Off-Campus: Covers all non-airport and non-bus station locations where campers are picked up or dropped off by camp vehicles, such as parking lots or specific addresses where parents bring campers.
Shuttle Station: Includes all airports, train stations, and commercial bus stations where campers are picked up by camp vehicles following their arrival by flight or bus.
💡Tip: If you're uncertain about the correct option for a station, select none. Remember, you cannot edit this field after saving your new station. For changes, please contact our Support team.
Note: Travel groups where parents drop off or pick up campers at the airport will use the same stations as air travelers. Avoid using 'shuttle' in the station name to prevent confusion—it may suggest the station is a vehicle.
💡Tip: If an airport has two pick-up/drop-off points, you must define each one individually. For instance, specify them as Denver East Terminal and Denver West Terminal.
Enter a description, which will consist of any more details you'd like the parent to see.
Click the green ''Save'' button.
Define Vehicles
Every vehicle used by the camp on a travel day needs to be defined; You can always modify, so we recommend estimating and listing the maximum number of vehicles you might need.
Note: The most important part of this is capacity, because it will determine how many campers you can put on a particular vehicle when you're assigning them.
Navigate to Admin > Travel > Residential Travel Configuration. Click the ''Vehicles'' button under Definitions.
Click the green ''Define New'' button. Enter a Vehicle Name. This is the type or name of the vehicle. If you don't know exactly what vehicles you'll be using, simply give generic names such as Mini-Van 1, 2, and 3. You can always go back and edit these names.
Enter the "Cap", or vehicle capacity.
Note: When entering vehicle capacity, do not include the driver. For example, a capacity of nine means nine seats for campers and escorts, plus one for the driver, totaling ten seats. You can edit this capacity at any time.
Enter a memo for internal use if you'd like. This could be any information you'll need to remember about that vehicle. Applicants will not see this.
Click the correct radio button to make this vehicle active, or inactive.
Click the green ''Save'' button.
Define Baggage Carriers
If you intend on collecting baggage information from your applicants on the Transportation form, then you'll need to define the baggage options they can choose from.
Note: You need to define at least one Baggage Carrier option, such as "With Camper," "Camp Trucking", or "UPS." It's recommended to include "With Camper" since it's a common method for transporting baggage to camp.
Navigate to Admin > Travel > Resident Travel Configuration. Click the ''Baggage'' button under Definitions.
Click the green ''Define New'' button.
Enter a Baggage Carrier name and a description.
Note: The description is not visible to parents.
Click the correct radio button to make this baggage carrier active, or inactive.
Click the green ''Save'' button.