Online Registration Guide. Boy Scout Summer Camp Version

Transcription

1 Version Revised: February 13, 2017

2 Table of Contents Welcome to Bert Adams Scout Camp!... 3 Step 1: Navigate to the registration... 4 Step 2: Select your week... 5 Step 3: Log In or Sign Up for Double Knot... 6 Step 4: The Summer Camp Dashboard... 7 Step 5: who s Coming to Camp?... 9 Step 5a: How many people?... 9 Step 5b: Who are they?...10 Step 6: Register for Activities (after March 22nd)...11 Step 7: Campsite Preference and Other Unit Information...14 Step 8: Check for Schedule Conflicts...15 Step 9: Check Group Information...16 Step 10: Reports...17 Merit Badge Completion Reports...18 Step 11: Checkout...19 Step 12: Logging Back In...21 Step 13: Making Payments...23 Page 2 of 24

3 Welcome to Bert Adams Scout Camp! We re honored that you chose us for your Unit s Summer Camp experience this year. This guide will demonstrate, step-by-step, how to register your Scouts for camp and make payments leading up to Summer Camp. You ve probably noticed that this guide is 28 pages long, but don t worry, most of it is pictures. We made sure to put in screenshots of every step so that you know exactly where to click and how to fill in each blank. As you sign up for camp you ll be telling us some basic information about your Unit, who you re bringing to camp and what they want to do while they re here. You ll be able to register your Unit for camp as you read this guide. However, Activity & Merit Badge Class sign-ups won t open until March 22 nd, If you re reading this before that date be sure to set a reminder in your phone or on your calendar to log back in and sign up for Activities on that morning at 8:30 AM. As camp gets closer you ll also need to log back in to make payments for your Unit. There are instructions on how to make payments via card, check or direct deposit at the end of this guide. Our hope is that this guide will walk you through the process of signing up for camp on your own. If you get stuck at any point, feel free to us (bertadams@atlantabsa.org) or give us a call at Page 3 of 24

4 Step 1: Navigate to the registration You can reach our registration page by going to BertAdams.org/BoyScouts and clicking the link to Reserve your Spot. Page 4 of 24

5 Step 2: Select your week Select the week you wish to attend camp by clicking Register in the appropriate row and then click Register on the confirmation page. Page 5 of 24

6 Step 3: Log In or Sign Up for Double Knot Our camp operates on DoubleKnot, a piece of software designed for summer camps and Boy Scout Councils. If your Troop is in the Atlanta Area Council you have probably used DoubleKnot before to sign up for activities. If so, you may be able to use your existing account when logging in to register for Summer Camp. If you do not already have one setting up an account is easy and only requires some basic information about you as the Troop s Summer Camp Coordinator or Scoutmaster. Page 6 of 24

7 Step 4: The Summer Camp Dashboard The screen you will see next is the Summer Camp Dashboard. You will be returned to this screen after each of the following steps. Any information about your Unit s visit to camp will be found here. The Dashboard helps you to navigate between all of the sections of your registration. The sections are: 1. Who s Coming Tell us how many Youth and Adults are attending camp and what their names are. 2. What Are They Doing? Register your Youth and Adults for classes and activities. 3. Group Forms Answer questions about your Unit including your campsite preference. 4. Checkout Complete your registration and make payments. 5. Check Schedule Conflicts Make sure your Youth and Adults aren t double-booked for Activities and Merit Badges. 6. Edit Group Edit your Unit contact information. 7. Reports Print Schedules, Unit Rosters, Merit Badge Completion Reports and more. Page 7 of 24

8 You can return to the Dashboard from any screen by hovering your mouse over the Steps to Complete this Registration link and clicking Home. DO NOT use the Back Button at any time to return to the Dashboard. Page 8 of 24

9 Step 5: who s Coming to Camp? First you will need to tell us how many people are coming to camp. To do this, click on Who s Coming? on the dashboard. Step 5a: How many people? On the next screen you will be asked how many Youth and how many Adults are attending camp. Each Unit sending five or more Youth to camp will receive two free Adults. Further free adults will be offered based upon the ratios below. All free Adult discounts will be added to your account balance at checkout. Number of Youth Number of Free Adults Adults attending overnight for more than one day should be registered as one adult. Two adults switching places halfway through the week to attend a partial week should be counted as one adult. For any other questions about partial attendance please contact bertadams@atlantabsa.org. Page 9 of 24

10 Step 5b: Who are they? Once you have entered your participant counts the page will expand and open a form where you can input names and contact information for the people you re bringing to camp. If you do not yet know the names of everyone attending camp, you can log back in (see Step 12) and add or change participants at a later date. Fill this out, including contact information for Adults attending camp, and press Continue at the bottom of the page to move on to the next step or return to the dashboard when you ve completed all required fields (noted with a red asterisk*). Page 10 of 24

11 Step 6: Register for Activities (after March 22nd) If you are reading this prior to March 22 nd, thank you for registering early! Activity registration isn t open yet. You can skip to Step 9 and return to this step after Activity Registration opens at 8:30 AM on March 22 nd. To log back in on or after March 22 nd, read Step 13 on pages If it is after March 22 nd you will be able to register your Youth and Adults for their Activities and Merit Badges by clicking What Are They Doing? on the dashboard. This is the Activity Registration Page. Here you will register Youth and Adults for Activities and Merit Badges. DO NOT push the Back Button to navigate away from this page. All changes will be lost if you push the Back Button. Instead use Quick Links highlighted in green or Continue at the bottom of the page to get back to the Dashboard. Select a participant in the Schedule For dropdown highlighted in Yellow. The box below will display their schedule. Select a Time Slot in the dropdown highlighted in blue. The box below will display all available Activities and Merit Badge Classes during that time slot. Check the time and dates of the class in the right two columns highlighted in Orange. Some classes are longer than one Time Slot. Others are only offered on certain days (i.e. Monday/Tuesday or Wednesday/Thursday). Page 11 of 24

12 In the example below, Bert Adams is registered for two classes during Block A. Fishing meets on Monday & Tuesday then Geocaching meets on Wednesday & Thursday. Because Geocaching is a longer class and lasts until 4:45 PM Bert cannot register for a class in Block B that meets on Wednesday & Thursday. Complete your first participant s schedule, then use the Schedule For dropdown highlighted in yellow to select the next participant and complete the process again. Page 12 of 24

13 When you have registered all of your participants for activities, scroll to the bottom of this page and click Continue to move on to the next step or return to the dashboard. Page 13 of 24

14 Step 7: Campsite Preference and Other Unit Information Next you will tell us which campsite you would prefer and any other information we may need to know about your Unit. To do this, click on Group Forms on the Dashboard. Indicate your first, second and third choice preferences for campsite assignments. If you aren t familiar with our camp, you can click the link at the top of the screen to download a PDF map. If you have no preferences, you may leave this section blank. Use the Special Needs/Requests field to list any special accommodations your unit requires in the campsite such as power for a CPAP machine. Click Continue when you are done filling out this form to move on to the next step or return to the dashboard. Page 14 of 24

15 Step 8: Check for Schedule Conflicts Next you should check to make sure your participants aren t double-booked for any activities or registered for activities that are full. To do this, click Check Schedule Conflicts at the bottom of the Dashboard. If you have Scheduling Conflicts they will displayed in alphabetical order by participant. Check the box to Unregister the participant from one of the conflicting activities and then click Unregister. When you have removed all conflicts you will be returned to the Dashboard. Page 15 of 24

16 Step 9: Check Group Information Next you should double-check your Unit Information to be sure we have the correct contact data and other information on your Unit. To do this, click Edit Group at the bottom of the Dashboard. Fill out the form for your Unit, including all required fields indicated with a red asterisk (*). Page 16 of 24

17 Step 10: Reports The Reports screen, accessed via the Dashboard includes reports you can print for your Unit about their time at Bert Adams Scout Camp. This includes schedules, Merit Badge completion and other information Page 17 of 24

18 Merit Badge Completion Reports Compiled at the end of camp, the Merit Badge Completion Reports are created for each Youth based on their participation at camp during the week. This report should act as a replacement for the traditional Application for Merit Badge or Blue Card. This report will be printed and provided to you on the last day of camp. From the Reports Screen click on Class/Activity Completion Award, highlighted in yellow below: The report will appear. Press Print to print a version of the report separated to display one Scout per page with a signature from our camp director certifying completion. Click Done to return to the Reports Screen. Page 18 of 24

19 Step 11: Checkout Now it s time to checkout. At this point you ll make your first payment, which will lock in your registration and activity choices (after March 22 nd ). To do this, click on Checkout on the Dashboard. On the Checkout screen you will see the week you selected to attend camp as well as a list of participants attending and the cost for each of them. At the bottom of this list you will see any discounts you have accrued including the Free Adult discount mentioned on page 11, highlighted in green below. In the right column you will see the amount due now as well as options to make upcoming payments. We understand that Summer Camp is a big investment, and we re honored that you chose us as your camp. To make the payment process easier for your participants we ve created the payment schedule below: Date Payment Amount On Registration Deposit $ November 1 st, st Payment $10/Youth February 1 st, nd Payment $100/Youth May 1 st, rd Payment $100/Youth $75/Adult Two Weeks Prior to Arrival Final Payment Remaining Balance If you are registering after a payment deadline you will be responsible for paying all previous payments at the time of registration. Once you have selected the payment you will make click Checkout at the bottom of the page. Page 19 of 24

20 On the next screen you will be prompted to enter your payment information. You may pay one of three ways: 1. Card (highlighted yellow): Enter credit or debit card information and the card is charged at checkout. 2. E-Check (highlighted green): Enter account number and routing number and the amount will be drafted from your bank account at checkout. 3. Pay by Mail (highlighted blue): You are responsible for mailing a check made out to Atlanta Area Council to 1800 Circle 75 Parkway, Atlanta, GA Please write your Unit Number, Week Number and Bert Adams Boy Scout Camp in the Memo line of the check. Page 20 of 24

21 Step 12: Logging Back In You will need to log back in to make payments throughout the year as summer camp approaches. To log back in please visit AtlantaBSA.org/BoyScouts again and click on Reserve Your Spot for 2017 again. Click the Register button next to the week you are attending. Page 21 of 24

22 And login using your DoubleKnot credentials. Once you are logged in you will be returned to the dashboard where you can register for classes or make any necessary payments. Page 22 of 24

23 Step 13: Making Payments Throughout the year leading up to Summer Camp you ll need to make additional payments. To do this, log back in (see Step 13) and click on Checkout on the Dashboard. On the Checkout screen you will see the week you selected to attend camp as well as a list of participants attending and the cost for each of them. At the bottom of this list you will see any discounts you have accrued including the Free Adult discount mentioned on page 11, highlighted in green below. In the right column you will see the amount due now as well as options to make upcoming payments. Once you have selected the payment you will make click Checkout at the bottom of the page. Page 23 of 24

24 On the next screen you will be prompted to enter your payment information. You may pay one of three ways: 1. Card (highlighted yellow): Enter credit or debit card information and the card is charged at checkout. 2. E-Check (highlighted green): Enter account number and routing number and the amount will be drafted from your bank account at checkout. 3. Pay by Mail (highlighted blue): You are responsible for mailing a check made out to Atlanta Area Council to 1800 Circle 75 Parkway, Atlanta, GA Please write your Unit Number, Week Number and Bert Adams Boy Scout Camp in the Memo line of the check. Page 24 of 24