📝 Overview

Learn how to build and manage camps from start to finish in Sawyer. This article walks you through creating a camp timeframe, adding and configuring activities, setting up weekly deposit options, transferring campers registered with weekly pricing to a different week, and managing ongoing camp schedules.

🛠️ Create a Camp or Event Timeframe

Learn how to set up the camp or event timeframe that will house your activities.

Before adding activities to your schedule, you'll need to create a camp or event timeframe first.

Click here for further instruction on how to create a camp or event

Go to your Sawyer portal.
Go to Schedules and then choose Camps/Events.
Under the Camps/Events section, click the New Camp button at the top of the screen to start building your camp timeframe.
Choose the camp name, time frame, and then add holidays & closings.
Click Save. You'll be brought back to your list of Camps/Events.
Add at least one activity and then click Publish.

💡 Tip: If you have an existing camp or event you'd like to use as a starting point, use the copy schedule option here instead of building from scratch.

🏕️ Set Up a Camp Activity

Click here to learn how to set-up a camp activity

Go to Schedules and then select Camps/Events.
Find the schedule you'd like to add an activity to and click to expand it. Select +Add Activity.
Select whether your activity is a Camp or Event. Keep in mind that this selection will impact the wording displayed in your Sawyer widget.
Use the drop downs to choose an Activity, Location, and Instructors.
Optional add Cancellation Policies.
Fill out the Start and End Time, the Event Capacity, use the toggle to Enable Waitlist, and choose whether you would like this to be visible to the public using Registration Visibility.
Fill out Advanced Settings as necessary and then select Save & Continue.
Use the toggles to set the payment options for the activity.
- Full Camp Pricing — Customers who register with this option will be enrolled in and pay for the entire camp at checkout.
- Weekly Pricing — Customers who register with this option will be enrolled in one full week of camp at a time.
- Drop-In Pricing — Customers who register with this option will be enrolled in one day at a time.
- Free Activity — Customers can book for the entire camp or a single day at no cost. If this option is selected, the other pricing options will not be available for this activity.
💡Note: Weekly pricing and Full Camp pricing are independent of each other. You can offer both and encourage customers to use whichever option works best for them by making one more affordable than the other.
Under Activity Promotions use the toggle if you would like to include a Free Trial Offer. The select Save & Continue.
Optionally, select your add-ons and discounts by using the toggles.
1. Add-ons include: Early Drop-Off, Extended Day, After School Pick Up, Optional Add-Ons
2. Add any additional Required Fees
3. Optionally add a Sibling Discount
Choose Save & Continue.
A pop up with appear showing your activity has been added. You can close this box or select Return to Semesters.

🪙 Set Up Weekly Camp Deposits

The weekly deposit feature allows you to collect a partial payment at checkout and charge the remaining balance on a date you specify. Whether or not you enable a deposit option, customers will always have the option to pay in full at checkout.

💡 Plan Availability: This feature is included in the Grow and Scale pricing plans and is not included in the Launch plan. To learn more about pricing tiers or upgrade your plan, visit Sawyer subscription plans and features here.

If you are a provider who went live prior to March 1, 2022, you will continue to have access to your current features as a legacy provider.

⚠️ The deposit feature cannot be used to set up a multi-installment payment plan.

🧠 Example: If the weekly camp price is $200 and the deposit is set to $50, a customer signing up for 3 weeks who chooses the deposit option will pay $150 at checkout. The remaining $450 will be charged on the remaining balance due date.

Click here to learn how to collect a deposit at checkout and charge the remaining balance on a specified date.

Open your camp and go to the pricing page.
From the Pricing page, toggle on Weekly Price.
Select Enable Weekly Deposit.
Set the deposit amount to be collected at checkout.
Use the date selector to specify the Remaining Balance Due Date.
This date applies regardless of which week(s) a customer signs up for.
Click Save and Continue.

🔄 Transfer a Camper by Week

When an activity is for children only and offers weekly pricing, you'll see the option to Transfer by Week for registrants who signed up with weekly pricing. This allows you to move a camper to a specific week rather than transferring their entire enrollment.

For other transfer types — including transferring a student by day or for an entire enrollment — refer to this article here.

If you are a provider who went live prior to March 1, 2022, you will continue to have access to your current features as a legacy provider.

Click here to learn how to transfer a camper registered with weekly pricing from one week to another

Click into a Roster.
Find the student you'd like to transfer.
Click the three-dot menu to the right of their name.
Select Transfer by Week.
Select the Target Activity you'd like to transfer the camper to.
Select the New Week you'd like to transfer them to. You can only transfer one week at a time.
Click Transfer.
If the roster is already at capacity, a capacity warning will appear. You can still proceed by selecting Yes, Transfer — this will allow you to exceed the capacity limit.
The parent or guardian will receive a confirmation email for the transfer.
You can view the student on the new roster to confirm the transfer was successful.

⚠️ Important notes before transferring:

Add-ons do not transfer. After completing the transfer, make sure to manually add any previous add-ons to the new date by following the instructions here.
Transfers are not reflected on orders or receipts. Changes to bookings will not appear on orders, printable receipts, or payment plan installment confirmation emails. If a customer needs a receipt that matches their updated booking, you will need to cancel the original order and place a new one on their behalf.- General Enrollment Transfers: You can transfer a student’s enrollment to a different activity or start date without canceling their registration. Notifications are sent to customers upon transfer, and the student will appear in the new roster with a “New Transfer” label.
Switching Weeks: Use the transfer workflow to move a student’s enrollment to different dates within the same camp without canceling and rebooking. This ensures accurate roster and billing updates.

❓ Frequently Asked Questions (FAQs)

Find answers to common questions or additional details that may not be covered in the main instructions.