The Spreadsheet Was Fine. Until It Wasn't.
A form for registration, a spreadsheet for the roster, a second one for who's paid, a binder for medical forms. CampPulse 360 replaces the reconciliation with one system where the roster, the balance, and the medical form are the same record.
Whatever Camp You Run, You've Had This Week
"We oversold a session."
Capacity is enforced by session, cabin, age, grade, and gender before an item can even be added to a cart, not caught after the fact.
"We collect deposits, then chase balances all season."
Set a deposit rule and a balance due date once per camp or session. The system collects the balance on schedule, so nobody has to remember.
"Cabin assignments cost me a weekend."
AI matches keep-together and keep-apart requests against your roster and proposes a full placement. Nothing reaches the roster until you approve it.
"Medical forms are chased by email until the week before."
The parent dashboard names the exact gaps per child, not a vague "profile incomplete." You can see, today, which families still haven't filled it in.
"Our roster and our bank statement don't agree."
One invoice per household with camper-level detail, because the roster and the balance are the same record, not two systems a human reconciles.
"Every cancellation means a calculator and an apology."
Three clicks: the fee comes from your own cancellation policy, the refund goes back to the original card or bank account, and a credit is applied when no money needs to move. The spot opens up for the next family.
Registration Morning at an Overnight Camp
An example of how a busy registration season runs on CampPulse 360, from the minute registration opens to the cabin list.
- 8:59 AM
Registration opens on schedule
You set the window weeks ago. At 9:00, the sessions you chose go live on your public catalog, and nothing else does.
- 9:03 AM
One family, three kids, one checkout
Each child sees only the sessions they're eligible for by age, grade, and gender. All three go in one cart with a bus add-on for the youngest, and the spots are held while the parent pays.
- 9:41 AM
Week 2 fills up
The last spot goes. The next family sees the session as full before they add it to a cart, not after they've paid. No apology emails.
- Two weeks out
Balances and forms take care of themselves
Balances come due on the date you set, and families pay from their portal. The dashboard tells each family exactly which medical fields are missing, for which child.
- Opening weekend
Cabins drafted, not puzzled over
AI Placement turns families' keep-together and keep-apart requests into a full cabin list. Your staff review it, adjust it, and approve it before it reaches the roster.
Overnight Camp, Day Camp, or Retreat. Your Terms.
A day camp says program and group. An overnight camp says session and cabin. A retreat says guest. CampPulse 360 uses whichever words you do.
Set once in Settings. Navigation, forms, emails, and reports all follow.
What Camps Lean On Most
The parts of CampPulse 360 that change a camp season the most. Each links to the full details.
Cabin placement in an afternoon
Families send keep-together and keep-apart requests through their portal. AI Placement proposes a full, balanced cabin list, keeps every keep-apart, and tells you exactly why if a keep-together can't be honored.
How AI Placement worksCounselors who are actually cleared
Lifeguard, first aid, and background checks roll up into one Ready, Attention, or Not Ready status per counselor, with anything expiring in the next 30 days flagged before opening day.
See staff readinessDeposits now, balances on schedule
Deposits at checkout, balances due on the date you choose, one invoice per household, and refunds back to the original card or bank account.
See payments & billingMedical info that's there when you need it
Allergies, medications, emergency contacts, and authorized pickups live on each camper's profile. Families keep them current, and staff can pull them up on a phone in the field.
See mobile accessRunning a camp? Be one of our founding partners.
We're onboarding a limited number of programs personally this season. Founding partners get:
- A direct line to the founders, not a ticket queue
- A say in what we build next
- A lower rate than list price, locked in for as long as you're with us