Registration Help Guide

Transcription

1 Contents Boy Scout Summer Camp Registration Help Guide Where can I find information about camp? How do I register for camp? (How do I create a registration?) How do I log in to a previously existing registration? How do I modify a registration? (How do I add/remove attendees?) How do I pay the $200 deposit? How do I sign up for programs like merit badges? Who do I contact if I need help? Where can I find information about Boy Scout Summer Camp at? All published information about camping at FSR is on: The most useful page for find information about this year s camp can be found on the Forms and Guides page. The two main documents that all parents and leaders should read are the Leader Guide and the Program Guide. Most commonly asked questions are answered in these two booklets. What information or materials do I need to gather before I start my registration? One responsible adult leader from the unit should gather the following things before starting the registration. This adult will generate the login credentials and will later be responsible for (1) managing attendees, (2) signups for programs, and (3) online payments. A computer with internet access Unit (Troop) Number, District Name, Council Name addresses and phone numbers of important adults in the unit o Scoutmaster o Camping Committee Chair o Unit Treasurer o Scoutmaster attending camp o Other involved/attending adult leaders or parents A list of participants in your unit that you intend to register (youth and adult) o First and Last Names o Ages o Ranks o T-shirt sizes A credit card if paying online (There are option for E-Check and to send a check by mail afterward instead.) 1

2 How do I register for camp? (How do I create a registration?) Registering your unit for camp is completed online. The Jayhawk Area Council, including, uses an online system called 247scouting (also sometimes referred to by the name of the software developer, Black Pug ) to manage camp registrations. Follow the quick easy steps below to begin! GETTING TO THE REGISTRATION PORTAL (EVENT REGISTRATION PAGE) 1. Open a web browser and navigate to There will also be a link this this webpage on the site 2. The portals to all ongoing registrations are linked in the left side bar under the heading Registrations. 3. You are either create your 1 st time new Registration or Update an Existing Registration. See below. (Figure 1) CREATING A NEW* REGISTRATION 1. Click Register at the top of the Event Registration Page. (Figure 2) 2. If the registration is closed, full, or not yet active, there will be a message in place of the button. 3. Select the week of camp that you wish to attend. (Figure 3) 4. Select the number of youth and adult campers from the drop downs 5. Click Register Now (Figure 4) *Units that already have an existing registration should NOT create a new registration. See below for how to access and edit an existing registration. 2

3 (Figure 2) CREATING A LOGIN AND SETTING CONTACT DETAILS (Figure 3) The next screen will prompt you for your name and address. The address provided here will be used to log back into the registration late. This personal will also receive information s about camp and will be responsible for (1) managing attendees, (2) signups for programs, and (3) online payments. Click Register as Guest to begin. (Figure 4) The next screen will prompt you for your contact information and basic unit information. Any unit information collected on this page (such as troop number) will automatically be applied to each individual participant booked through this registration. This information can always be edited again later in the process. Click Continue when ready to move on. 3

4 How do I log in to a previously existing registration? There are two main ways to log in to a previously existing registration: METHOD 1 1. Open a web browser and navigate to See previous section on How to register. 2. At the top of the Event Registration page, click Lookup Registration. 3. Use the address of the person who created the registration and your 9-digit registration number. 4. Click Login and you will land at the Attendees Page where you can edit your registration. (Figure 5 and Figure 6) METHOD 2 1. After creating a registration, the main contact is automatically sent an Find this in your inbox. 3. Within the is a link that will take the user directly to the Registration Summary Page without needing to log in. 4

5 How do I modify a registration? (How do I add/remove attendees?) THE SUMMARY PAGE This page can be accessed by clicking on the gray Summary button on the top left of the screen. This page shows a summary of the event details and a summary of the payments made and balance due. Most importantly, this is the page where registration level information is entered (information about the unit, rather than about individual attendees). To enter information or change information for the unit or main contact, click on the blue name of the registration contact. This will expand the screen to show the unit s basic information. This can be collapsed and hidden by clicking the registration contact s name again. THE ATTENDEES PAGE (Figure 7) This page can be accessed by clicking on the gray Attendees button on the top left of the screen. This is the most important page in the registration process. Most everything you will need to do from adding attendees, to signing up for programs, from printing reports, to making payments all happen via this page. There are some very important things to note on this page: 1. Your registration number is in the center of the blue bar running through the middle of the page. 2. Do NOT hit the back button or refresh your browser from this page. 3. Instead navigate by using the gray buttons at the top of the page to move around and refresh the page. WRITE DOWN YOUR 9-DIGIT REGISTRATION NUMBER BEFORE MOVING ON ADDING/REMOVING/SWAPPING ATTENDEES Attendees are automatically listed by registration type (youth or adult) and are sorted alphabetically by last name. Add additional attendees by clicking on the green plus and remove extra attendees by click on the red x next to the name. Changing the number of attendees can be done at any time before checkout. Adding attendees can be done at any time after checkout, but will require a second checkout for their spots to be reserved. 5

6 Individuals who have already been checked out cannot be removed or deleted by you since funds have been attached to the registration. Please contact the Scout Office if an individual will not be attending camp and will not be replaced by another individual. Once you have checked out Name swaps can be completed at any time before camp begins and this does not require an additional checkout. Extra unused checked out individuals can be used later for additional attendees. If not used by the start of camp, these slots will be marked as no shows on the first day of camp. INPUTING INFORMATION FOR EACH ATTENDEE (Figure 8 and Figure 9) Each individual attendee has basic information and program signup fields that need to be completed before the start of camp. Some information is required to be completed before checkout. Much of the information can be completed at a later date (such as merit badge sign up) or is optional. To enter information for an attendee, click on the blue attendee number. This will expand the screen to show the attendee s basic information. This can be collapsed and hidden by clicking the blue attendee number again. The blue attendee number will become the attendee s name once it is entered. As you enter names, the list of attendees will automatically sort itself alphabetically. Note: The system automatically saves entered information as you type and click. There is no save button that needs to be clicked. However, there is a button (two blue arrows) that can be clicked to force the page to refresh itself so that you can ensure that the data is saved. See figure 10 and 11. (Figure 10) (Figure 11) 6

7 MULTIPLE ADULT LEADERS IN ONE FULL WEEK SLOT In the case that your unit has two adult leaders sharing one full week slot, register these adults as a single full week adult. When entering in the basic information for the adult, put the full name of one adult in the first name field and put the full name of the other adult in the last name field. See Figure 12. How do I pay the $50 deposit? In order to make any payments including a deposit all required information (Blue or Red Starred or Red X d) on the Summary and Attendee Tabs must be complete: 1. The Primary Contact information on the Summary Tab must be complete. Normally, all that is needed is the Day Phone number. 2. The Attendee information on the Attendee Tab must be complete. If you do not have Attendee names yet, use Camper 1; Camper 2; etc. Once these two tabs are complete the system will take payments. How do I sign up for programs like merit badges? Youth and adults sign up for programs on the Attendees pages in the same place where basic information such as names and ages are entered. The sign up for classes usually opens sometime in March, and the specific date is usually visible within the online registration and can also be found in the Program Guide or on the website. Schedules and information on all offered classes and merit badges can be found in the Program Guide on the This allows units to plan before sign up is live. Most units centrally collect merit badge and activity choices from their youth at a weekly meeting. Then one adult enters those choices online. Once program sign up is live, there will be a weekly schedule grid visible for each attendee. See Figure 13. Classes can be selected in any order. Start by clicking on a blue link Select Class. This will cause a screen to pop up that displays all of the possible merit badge classes for that day and session. For example, clicking the link for 2 nd session on Thursday will only display classes that are offered during 2 nd session on Thursday. Note that there are some classes that are only offered on certain days and some classes that are only offered during certain sessions. (Figure 13) 7

8 To add a class to the individual s schedule, click the radio button to the left of the class name. Then click Save at the bottom of the popup box. Click Cancel to close the popup box without saving or changing the selection. See Figure 14. (Figure 14) When a badge is selected, the system will automatically fill in the appropriate sessions all week long for that class. Some classes are four days, while some are only one or two days. Some classes span across multiple sessions in the same day. See Figure 15. (Figure 15) If a class is chosen that has a scheduling conflict with another already saved class, the system will NOT warn you. Saving the new class will remove the individual from all conflicting classes. Classes can be changed by clicking on the class s name (blue link). The same popup box will display with all the possible classes during that day and session. Click on the radio button next to a different class and click Save to replace the old class with the new class. Classes can be cleared from the schedule by clicking on the class s name (blue link). Then click the Clear selected class option from the bottom of the popup box. Individuals are not required to completely fill their schedules. Blank sessions can be used as free time. 8

9 Who do I contact if I have questions? There are many teams of people who work to help make camp run smoothly. We are ready to help make your registration process simple and quick. Let us know how we can assist! Please call our Council Program Team at the Rolley Scout Service Center at (785) Or us: Buzz Wheeler, JAC Program Director Brian Fugate, JAC Program Asst. buzz.wheeler@scouting.org Brian.Fugate@scouting.org The website contains the latest publications packed full of information to help you prepare for the very best summer camp experience. Take a look at 9