Finding the right camp management software can transform how your entire organization runs. The right tool streamlines parent registration, staff communication, and tracking of payments, rosters, and waivers, making registration season easier and keeping the energy of camp alive year-round.
Maybe your last season just ended and you’re feeling the strain of juggling spreadsheets, manual payments, or promises your current software didn’t deliver on. Or maybe you’re simply ready to modernize the way your programs run.
This guide highlights the best modern camp management software available today. Whether you run a summer camp, recreation program, after-school club, or sports camp, you’ll find a system that fits your workflows, your families, and your goals.
DISCLAIMER: Activity Messenger is our product. We created it because we struggled for years with the shortcomings mentioned above with existing summer camp management software.
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 |
| Software | Best For | Key Features | Pricing Model | Pros | Cons | Capterra Score |
| Activity Messenger | Small–mid camps | Mobile-first registration, SMS/email automation, digital waivers, attendance tracking | Subscription | Flexible, integrated, fast support; all-in-one platform | Some onboarding required | 4.7/5 |
| Campminder | Large camps | Registration, billing, staff management, reporting | Subscription | Trusted, scalable, strong support | Complex onboarding, reporting setup | 4.7/5 |
| CampBrain | Day & overnight camps | Registration, billing, staff scheduling | Subscription | Easy to learn, clean interface | Limited integrations, separate fundraising module | 4.6/5 |
| UltraCamp | Camps & nonprofits | Registration, billing, donor management | Subscription | All-in-one, donor tracking | UI can be unintuitive, setup time | 4.7/5 |
| Regpack | Small–medium camps | Custom forms, automated billing, reporting | Subscription per user | Excellent payment workflow | Dense admin UI | 4.4/5 |
| Amilia | Municipal or multi-program camps | Registration, payments, attendance tracking | Subscription | Intuitive, good reporting | Advanced features behind modules | 4.3/5 |
| CIRCUITREE | Enterprise-level camps | Operations management, parent portal, reporting | Subscription | Built by camp pros, robust reporting | Technical, interface dated | 4.1/5 |
| Jumbula | Multi-type camps | Scheduling, email/SMS, registration | Subscription | Modern interface, quick setup | Limited financial tools | 4.5/5 |
| CampDoc | Health & safety-focused camps | Health records, flexible registration, electronic check-ins | Subscription | Best for health tracking | Limited as full camp ops tool | 4.8/5 |
| RegFox | Budget-conscious camps | Drag-and-drop registration, dynamic workflows | Flat fee | Affordable, customizable | Lacks staffing & health features | 4.8/5 |
| Sawyer | Small-to-mid size camps & children’s activity businesses | Online registration, custom scheduling, location/staff management. | Subscription | Mobile booking; flexible payment options | Originally built for classes not full overnight camps | 4.5/5 |
| CampSite | Day camps, residential camps, specialty programs | Online registration, forms, attendance, staff & transport modules. | Subscription / quote-based | Comprehensive camp-ops features (medical, bunking board, advanced reports) | Can be more expensive / heavier than simpler tools | 4.7/5 |
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 well known) |
| Drag-and-drop form builder | Not a legacy name in camping like others |
| Outstanding support and fast iterations |
💬 What our customers say:
“We started using Activity Messenger in hopes it would be a time saver and it has been! We’ve been able to automate a handful of processes and ease up our class sign-in process with the forms and class reminder feature.” — Elena B., Franchise Support Specialist, Arts & Crafts
“Exceptional! Very happy with the decision to add this product. It has helped save time and money on many aspects of my job! Love the personal help accompanied with software. Anytime I have a question I get a fast response! I feel “listened to”- nice to know they are there to help! Integration with components of business we are using it for was seamless!” — Jill D., Youth Program Director, Health, Wellness and Fitness
📌 Read More: Just starting out or looking for tips to boost your summer camp’s success? Our How to Start & Run a Summer Camp guide offers step-by-step advice on planning, registration, staffing, and marketing.
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 |
📌 Read More: 6 Best CircuiTree Alternatives for Camp Management
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 |
📌 Read More: 7 Best Jumbula Alternatives (In-Depth Analysis)
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 |
Sawyer is a modern camp and children’s-activity management platform built for ease of use, flexible scheduling and strong parent-facing experience.They focus on automating registration, payments, scheduling, and custom forms.
Key Features:
| Pros | Cons |
| Excellent user-experience for parents and easy registration flow | Less comprehensive for overnight or very complex camp ops compared to legacy large camp systems |
| Strong support and ongoing improvements (reviews mention responsive customer service) | Initial setup and understanding of scheduling module (listings vs schedules) may require training |
CampSite provides a robust, full-featured camp management system aimed at day camps, residential camps, and specialty programs of various types and sizes. Their platform covers everything from registration to bunking boards, medical modules, and advanced reporting.
Key Features:
| Pros | Cons |
| Very comprehensive, suitable for camps that have multiple programs, staff, and complex needs. | Smaller camps may find it more than they need or it may require more time/personnel to fully implement. |
| Strong support and reputation for usability among larger camp operations. | Pricing and implementation can be higher than simpler tools. |
Camp management app trends are shifting toward mobile-first experiences and automation. Camps can now track attendance in real-time, send automated SMS reminders to parents, and manage digital waivers all from one platform.
Before exploring the best summer camp software, here’s a list of essential 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. |
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.
No two camps are alike. A small day camp has very different needs compared to a large overnight program. The right camp management software should adapt as your camp grows.
Ask these questions when evaluating solutions:
Scalability ensures your investment lasts beyond one season, supporting growth, additional programs, and even new locations.
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.
Beyond accounting tools and payment processors, consider how the system integrates with:
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 enrolment. 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.
Summer camps handle sensitive information, including camper medical data, payment details, and family contact information. Choosing a platform with strong security protocols isn’t optional— it’s essential.
Key considerations:
Parents increasingly ask how their data is stored and protected. Being able to answer confidently not only builds trust but can be a deciding factor in camp registration.
💡 Pro Tip: Read reviews from camps similar to yours (size, type, location). Their experiences are more likely to match your needs. Then, book demos for your desired platforms to make an informed decision.
How much does camp management software cost?
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.
Can camp management software integrate with other tools?
Most camp management software offers 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:
What features should I look for in camp management software?
Look for tools that cover the essentials: online registration, flexible payment options, digital waivers, health record management, automated communication (email and SMS), attendance tracking, and reporting. The right mix depends on your camp’s size and priorities.
What is the best camp management software for summer camps?
The best camp software depends on your camp’s needs. Activity Messenger is a top choice for its all-in-one flexibility with registration, payments, digital waivers, and SMS/email communication. Other options, such as Campminder, CampBrain, and UltraCamp, are trusted by larger camps that require more complex setups.
How do I choose the right camp management software?
Consider camp size, budget, complexity of registration, digital waiver needs, and communication tools. Modern software should reduce admin time and improve parent experience.
Can camp management apps grow with my camp?
Many platforms scale easily, but check whether the system can handle increased registrations, multiple locations, and advanced reporting as your camp expands.
Which camp management software is best for small vs. large camps?
Small camps often prioritize affordability and ease of use (e.g., Activity Messenger, RegFox). Larger camps benefit from feature-rich systems like Campminder, CIRCUITREE, or CampSite.
Before booking demos, use this checklist to compare platforms:
☑️ Does it support mobile-first registration?
☑️ Flexible payment options (installments, e-Transfers, split guardians)?
☑️. Secure digital waivers and health records?
☑️. Integration with my accounting/marketing tools?
☑️. Bulk SMS/email automation?
☑️. Real-time attendance tracking?
☑️. Scalable for future growth?
☑️. Transparent pricing (flat-fee or subscription)?
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, such as 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? Book a demo with Activity Messenger to modernize your summer camp. Don’t settle for anything less than the best when it comes to managing your camp efficiently and effectively.
Not ready to switch right away? No problem. Many camps are using Activity Messenger as they transition slowly 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.
