If you’re reading this, you’re probably in the market for new summer camp management software, or at least exploring your options.
Camp has just ended, and you feel frustrated with the promises your current vendor has made but not delivered on.
We’ve put together a guide to the best modern camp management tools to help you find the ideal tool for your camp’s needs.
Below are a few examples of pain points and shortcomings that you might be experiencing, which modern camp registration software aims to address.
| For Parents | For Camp Managers |
|---|---|
| 1. Registration • Too many steps & not optimized for mobile • Forced account creation before seeing price or availability |
1. Manual processes • Manually sending receipts/reminders • Using disconnected tools for forms, emails, payments |
| 2. Payments • No deposits or installment plans • No Interac e-Transfer or split guardian payments |
2. Limited communication tools • No bulk SMS for last-minute updates • Can’t segment by age group, week, or allergies |
| 3. Communication • No automated reminder before camp starts • Hard to edit child info afterward |
3. Attendance Tracking • No digital check-in system • No visibility on missing forms/payments |
| 4. Waivers and medical forms • Paper forms or separate platforms • Must repeat info for each child |
4. Reporting • Hard to view enrollment by week/age • No detailed revenue tracking |
| 5. No automation • No welcome emails or auto-reminders • Manual waitlist tracking • No automated upsell flows or merchandise add-ons |
DISCLAIMER: Activity Messenger is our product. We created it because we struggled for years with the shortcomings mentioned above existing Summer Camp Management Software.
Activity Messenger is a summer camp management software designed to simplify summer camp registrations on mobile, automate communications, and reduce admin time. It combines form building, email/SMS marketing, digital waivers, and payment collection into one seamless experience.
| Pros | Cons |
|---|---|
| Highly customizable and modular | Requires some onboarding to unlock full potential |
| Integrated email + SMS marketing | Interface is newer to the camp space (less known) |
| Drag-and-drop form builder | Not a legacy name in camping like others |
| Outstanding support and fast iterations |
CampMinder is a camp management software that offers a wide range of features to streamline operations and improve the overall camping experience. With its robust capabilities and user-friendly interface, CampMinder has become a great solution for camps worldwide.
| Pros | Cons |
|---|---|
| Trusted by many established camps | Reporting setup can be complex |
| Strong parent portal and camper communication | Billing module not flexible enough for some |
| Excellent support and training resources | Onboarding can be lengthy for new users |
CampBrain is a camp management software that offers a range of features for camp operations. With online registration, billing, and staff management capabilities, CampBrain is a a good choice for camps looking for an all-in-one solution.
| Pros | Cons |
|---|---|
| Clean and easy-to-learn interface | Fundraising/camper modules are separate |
| Great for both day and overnight camps | Limited integrations compared to others |
| Friendly and responsive support | UI may feel dated to some users |
UltraCamp is another comprehensive camp management solution that offers a wide range of features to help camps run smoothly. With online registration, billing, and donor management capabilities, UltraCamp is a great option for camps looking for a robust solution.
| Pros | Cons |
|---|---|
| Built-in donor management tools | UI and navigation can be unintuitive |
| All-in-one system for camps and nonprofits | Takes time to configure complex setups |
| Strong customer support | Occasional issues with performance/speed |
Regpack is an all-in-one camp registration platform that offers a range of features. With customizable forms, automated billing, and reporting capabilities, Regpack is a good choice for camps looking for a simple and user-friendly solution.
| Pros | Cons |
|---|---|
| Excellent payment workflows and flexibility | Charged per user in the system (surprises some) |
| Conditional logic on forms is powerful | Admin UI is dense and not always intuitive |
| Good reporting and segmentation tools | Requires training to fully utilize |
Amilia combines online registration, payment processing, staff management, and attendance tracking into a single interface. Designed to enhance both the administrative and participant experience, Amilia ensures that camp operations run smoothly from start to finish.
Key Features:
| Pros | Cons |
|---|---|
| Very intuitive for both staff and parents | Advanced features are locked behind modules |
| Ideal for municipal or multi-program camps | Some find it less flexible for niche workflows |
| Great reporting and revenue tracking | Setup process can take time |
CIRCUITREE has been developed over 25 years to address the unique challenges of camp management. It covers everything from operations management to customer engagement, providing camps with the resources needed to thrive.
Key Features:
| Pros | Cons |
|---|---|
| Built by camp pros with years of experience | More technical and enterprise-focused |
| In-depth reporting and operations tools | Customer support not always fast |
| Parent portal and communication tools | Interface is not very modern |
Jumbula offers a platform to accommodate various camp structures, including half-day, full-day, drop-in, and overnight programs. Its intuitive interface and powerful tools simplify the complexities of camp scheduling and registration.
Key Features:
| Pros | Cons |
|---|---|
| Modern, mobile-friendly platform | Mobile app lacks some admin functionality |
| Quick setup and launch | Limited advanced financial tools |
| Helpful customer support | Payment gateway setup can be tricky |
CampDoc is a camp management solution with a strong emphasis on health and safety. Designed by medical professionals, it integrates electronic health records with traditional camp management features to ensure a safe environment for all participants.
Key Features:
| Pros | Cons |
|---|---|
| Best-in-class health record management | Focuses more on health than full camp ops |
| Secure and HIPAA-compliant | Not ideal as a standalone registration platform |
| Trusted by large residential camps | Limited customization options |
RegFox provides a flexible platform that allows camps to build and manage registration pages with ease, offering extensive customization without the need for coding. Its cost-effective pricing model makes it an attractive option for camps of all sizes.
Key Features:
| Pros | Cons |
|---|---|
| Very affordable, flat-fee pricing | Lacks built-in staffing and health features |
| Drag-and-drop registration page builder | Less support for long-term camper tracking |
| Fully brandable registration experience | Reporting is basic |
Before looking at the best software for your summer camps, here’s a list of important features you’ll likely want in your tool.
| Feature | Description |
|---|---|
| Email Marketing | Create and send newsletters. Segment outreach by age, registration status, camp preferences, etc. |
| Integrated MailMerge | Insert camper-specific data (e.g., name, start date) into emails and SMS. |
| Waitlist Automation | Automatically notify waitlisted families when spots open. Increases profitability for high-demand weeks. |
| Financial Reporting | Detailed reports on revenue, expenses, and profitability to track your camp’s financial health. |
| Waivers with Digital Signature | Collect legal waivers during or outside registration. Ideal for day trips or special events. |
| End-of-Camp Surveys | Collect feedback post-camp via email or SMS. Replace tools like SurveyMonkey or Google Forms. |
| Camp Registration | Easy, mobile-first process to register multiple children from any device. |
| Staff Management | Onboard and schedule counsellors, manage payroll, and centralize communication. |
| Data and Analytics | Track insights across marketing, attendance, staffing, and course popularity. |
| Attendance Tracking | Mobile-friendly check-in system that logs attendance and improves family communication. |
| Bulk SMS | Send mass text messages for urgent updates or last-minute changes. |
| Electronic Health Records | Securely manage camper health data, allergies, medications, and injuries. |
To look more in-depth into each of these features, here’s an in-depth analysis of the top features you should have in your camp management software.
Every camp has its own distinct characteristics, from size and budget to the types of camps offered. It’s crucial to consider these factors when selecting a camp management software.
“The first step in choosing a camp management system is to assess your camp’s specific needs and goals,” advises Sarah Johnson, Director of Camp Operations at Summer Fun Camp. “Make a list of must-have features and prioritize them based on your camp’s unique requirements.”
For example, if your camp offers a wide variety of programs, you’ll want to look for software that can handle complex scheduling and registration. On the other hand, if your camp is smaller and has a limited budget, you may prioritize affordability and ease of use over advanced features.
A camp management software is only effective if it’s easy to use. “When looking at alternatives on the market, always keep the end-user in mind,” recommends Olivier, Co-founder of Activity Messenger. “The software should require minimal training for your staff and offer all the task automation and communication tools to make their job easier.”
Similarly, the registration process should be straightforward and user-friendly for families. Look for software that offers online registration with clear, step-by-step instructions. “If parents struggle to register their children from a smartphone, it can lead to frustration and lost revenue,” says Olivier.
Your camp management software should work seamlessly with your existing tools and systems. “Integration is key when it comes to streamlining your operations,” notes Lisa Chen, IT Manager at Camp Adventureland.” Assess how well the software integrates with your current accounting, marketing, and communication platforms.”
It’s also essential to consider the software’s scalability and ability to adapt to your camp’s future needs. “As your camp grows and evolves, you want a management platform that can grow with you,” advises Chen. “Look for software with a robust set of features and regular updates to ensure it can accommodate your changing requirements.”
One of the most time-consuming tasks for camp administrators is managing camper registration and enrollment. Camp management software simplifies this process by:
Effective staff management is crucial to the success of any camp. A modern camp management software helps you:
According to a study by the American Camp Association, camps that implement efficient staff management practices see a 25% increase in staff satisfaction and a 30% reduction in turnover rates.
Data-driven decision-making is essential for the long-term success and growth of your camp. This empowers you to:
By leveraging these features, you can make informed decisions that drive your camp’s success both financially and on the customer experience side.
The cost of camp management software varies depending on the provider and the specific features your camp requires. Most providers offer tiered pricing plans based on factors such as the size of your camp and the level of functionality you need.
According to industry reports, you can expect to pay between $150 to $350 per month for a solution. Some providers may also charge a one-time setup fee or offer discounts for annual billing.
Most camp management software offer integration capabilities with other common tools used by camps. These integrations can help streamline your operations further and ensure that data flows between different systems.
Common integrations include:
Activity Messenger stands out as the top camp management software, offering a comprehensive suite of features to streamline operations. Its user-friendly interface and seamless integration capabilities make it a favourite among camp directors in North America.
Investing in a robust camp management solution like Activity Messenger can save you time, reduce administrative burdens, and ultimately allow you to focus on what matters most: providing an unforgettable experience for your campers.
Are you ready to take your camp operations to the next level? Explore Activity Messenger and other top alternatives to find the perfect fit for your camp’s needs. Don’t settle for anything less than the best when it comes to managing your camp efficiently and effectively.
Book a demo with Olivier; we’ll show you how Activity Messenger might be able to help modernize your summer Camp.
No problem. Many camps are using Activity Messenger as they slowly make the transition from their current camp management software. Activity Messenger can complement your current solution for email marketing, bulk SMS, electronic health records, forms, bulk certificates, digital waivers, surveys and more.
