Topic Doc: RecTrac Interface with CampDoc
RecTrac 3.1
Table of Contents
Document Summary
This Topic Document will walk you through the simple process of configuring the RecTrac interface with CampDoc. The RecTrac application integrates seamlessly with CampDoc which creates groups and members. Campdoc then sends user invites for activity sections requiring medical and emergency contact information. CampDoc is an easy-to-use web-based solution that manages health forms, allergies, medications and illness/injury tracking for your camp throughout the summer (for more information about CampDoc visit https://www.campdoc.com/).
Implementation Steps
- Contact CampDoc to begin your integration process. All fees and agreements associated with the integration are between your organization and CampDoc. Use of Vermont Systems RecTrac to CampDoc interface is free.
- Provide CampDoc with a valid redirect URI for the integration. Create these by clicking the Get Redirect URI(s) button in Static Parameters. (See Entering Static Parameters Steps Below.)
Note:
The redirect URL is case-sensitive, and MUST be lowercase. RecTrac converts the redirect URL to lowercase before using it with the CampDoc API.
- CampDoc provides your organization with the information you need before you can proceed: Organization ID, API Key, Client Secret, and CampDoc Admin Account credentials.
- Enable CampDoc integration via RecTrac's Static Parameters after completing all of the steps above.
- Choose which Activity Sections to send to CampDoc (i.e., afterschool childcare programs, Summer Camp, etc…). You can use Bulk Change to speed this process up.
- Work with CampDoc to identify a Grouping convention (the organization CampDoc uses for your activities). RecTrac provides a default Group convention for the export which you can be modified through standard Report Output Management.
- Run the CampDoc export in RecTrac to produce a CSV file.
- Upload the CSV export to CampDoc. This is a manual process done initially and for each season you will need CampDoc.
- (Optional.) CampDoc Proof Report from RecTrac, which shows you which activity sections are sent.
- Registration happens through WebTrac or RecTrac. When a patron enrolls for a CampDoc activity, the patron's information is automatically sent to CampDoc.
- CampDoc sends Invites to enrollees to provide an emergency contact, medical, and other information your organization requires.
- This step and beyond - all in CampDoc. Your staff logs into CampDoc to view the information patrons have entered.
Before You Begin
This document is written with the following assumptions. If any of the items listed below is NOT true, contact Vermont Systems Support prior to continuing, as the steps in this document may prove difficult to complete and unexpected results may occur.
- Your organization is running RecTrac 3.1.10.03.00 or greater.
- Your organization has purchased CampDoc. Contact CampDoc to purchase their 3rd party product (see the CampDoc Web site for more information).
- The User ID with which you sign into RecTrac has the requisite permissions and ability to access the programs discussed within this Topic Document. You need access to the Profile Assignments program and the Activity Section Management screen.
- If you have additional questions about the RecTrac to CampDoc interface after reading this document, please contact Vermont Systems Customer Service by phone at 877-883-8757 or generate a Support Case through the Customer portal of the Vermont Systems web site using your Customer ID and password.
File Maintenance Setup
This document will guide you through the basic steps required to configure the integration with CampDoc.
Note:
All file paths and screen/tab locations in this document refer to file paths and screen/tab locations as they appear in the standard, default Vermont Systems Design. Your setup and Design may vary.
Entering Static Parameters
In this section, you will enable CampDoc integration and then enter your CampDoc Client Key (given to you by CampDoc).
- In RecTrac, search for and then open Profile Assignments. The Profile Assignments screen opens.
- Click the Static Parameters button.
- Click the Third-Party Integrations tab.
- Check Enable CampDoc Integration.
- Enter the Client ID provided to you by CampDoc, which is a unique identifier that associates RecTrac data with your CampDoc account.
- Enter the CampDoc Organization ID provided to you by CampDoc.
- Enter the email address(es) that should be notified when a patron is unable to be sent from RecTrac to CampDoc. This occurs when a patron registers for an activity enabled for CampDoc and he/she cannot be sent over due to a missing email address. To have multiple people notified when this occurs, enter the email addresses with a comma separator.
- Enter the Client Secret provided to you by CampDoc.
- Click the Link CampDoc Account button.
- A web browser opens to the CampDoc login page. Use the Admin credentials provided to you by CampDoc here. You MUST go to the Permission Grant screen for this to be completed successfully.
- A success message shows.
Note:
If you have your client ID incorrect in Static Parameters: Clicking Link CampDoc and logging in instead takes you to the account landing page NOT the Permission Grant screen. You MUST go to the Permission Grant screen for this to be completed successfully. Double-check your CampDoc Client ID and do reach out to CampDoc if it keeps happening.
- Use the Get Redirect URL(s) button to obtain the URLs and send to CampDoc to complete your setup.
- Click the Save button.
Enabling Sections for CampDoc
In this section, you will enable the sections that you want registrations sent to CampDoc. Depending on your organizations policy, you might enable CampDoc for a subset of your activity sections. For Example: Your summer camps might require CampDoc activation.
Note:
Before enabling any Activity Sections for CampDoc, please ensure the session is fully set up by your CampDoc team during the review process. The launch authorization must be signed for the upcoming season before any participants sync over to CampDoc. If you are unsure of this, please reach out to your CampDoc team at accounts@campdoc.com.
- In RecTrac, search for and open Activity Section Management. The Activity Section Management screen opens.
- Highlight the desired section within the DataGrid.
- Click the Change button.
- Select Enable CampDoc to include this Activity Section and its registrations within the RecTrac integration with CampDoc. The RecTrac application integrates seamlessly with CampDoc to create CampDoc Groups and Members, and send user invites for activities requiring medical and emergency contact information.
- (Optional.) Specify the CampDoc Due Date. When do you want families to have their health forms completed? Make sure to allow your staff has enough time to review these health records before the start of this activity section. For more information on how this field is used within CampDoc, contact your CampDoc account representative.
Note:
If you choose not to fill these fields in within RecTrac, then you MUST enter them into the CampDoc export file. You can edit the CampDoc export file with Microsoft Excel or a similar spreadsheet editing program. CampDoc requires these fields to be filled in. RecTrac does not force these fields as required within the Activity Section Management, just in case your organization chose to edit the output file.
- (Optional.) Specify the CampDoc Lockout Date. What is the last day you want families to be able to make changes to their CampDoc account? Only 100% completed accounts are ever locked out. If the lockout date has passed, but the family has not completed their health forms, they will still be able to access their account. Most organizations select a lockout date between one (1) and five (5) days before the start of each activity section. For more information on how this field is used within CampDoc, contact your CampDoc account representative.
- Click Save.
- Repeat this process for each section in which you want rosters sent to CampDoc.
Bulk Changing Sections
- From the Activity Section Management screen, select More • Bulk Change.
- The Activity Section Bulk Change screen opens.
- From the Bulk Change Available Fields list, choose the applicable CampDoc fields:
EnableCampDocSection
CampDocDueDate
CampDocLockOutDate
- Continue with the standard Bulk Change process (select desired sections, and Process Bulk Change).
Producing the CampDoc Export .CSV file
In this section, you will generate a CampDoc Export which is typically done once per season.
The first time you send and export to CampDoc, it is essential to talk with your CampDoc representative to ensure you will get the desired Groups in CampDoc's software. RecTrac provides a default Group convention for the export, which can be modified if necessary. Changes can be made within through standard RecTrac Report Output Management, as is needed (Activity Section Reports: VSI - CampDoc Group Export).
Below is the RecTrac defaults included within the CampDoc Export.
Column # | RecTrac Table.Field | Sample data |
1 | ARSection.ID | 123456789 |
2 | ARSection.Year | 2020 |
3 | ARSection.Season | SUMMER |
4 | ARSection.ActivityCode | 123456 |
5 | ARSection.ShortDescription | Tiny Tots Summer Camp Wk 1 |
6 | ARSection.BeginDate | 06/12/2020 |
7 | ARSection.EndDate | 06/17/2020 |
8 | ARSection.DueDate (MiscInfo) | 05/28/2020 |
9 | ARSection.LockoutDate (MiscInfo) | 06/05/2020 |
Note:
- Columns between the ID and the ShortDescription are loaded into CampDoc as Groups in the order they are presented in the file.
- Required fields are ARSection.ID, ARSection.ShortDescription, BeginDate, EndDate, DueDate, and LockoutDate.
- In RecTrac, search for and then open Activity Section Reports.
- Under Output Group, select Miscellaneous Reports.
- Under Output Template, select VSI - CampDoc Group Export
- Select the desired sections using your choice of one or both of:
- Selections within the Activity Section DataGrid
- An Activity Section Range
- Click Process. The Report Options screen opens.
- Enable CSV (Raw Data).
- Click Continue. The report is sent to the server for processing and the status bar will notify when it is completed.
- You must upload this CSV Export to CampDoc. This is done directly with your CampDoc Account Representative or with your CampDoc account portal.
(Optional) CampDoc Proof Report
In this section, you will run the CampDoc Proof Report from RecTrac, which shows you which activity sections are sent.
- In RecTrac, search for and then open Activity Section Reports.
- Under Output Group, select Miscellaneous Reports.
- Under Output Template, select VSI - CampDoc Proof Report
- Select the desired sections using your choice of one or both of:
- Selections within the Activity Section DataGrid
- An Activity Section Range
- Click Process. The Report Options screen opens.
- Choose the desired report output options.
- Click Continue. The report is sent to the server for processing and the status bar will notify when it is completed.
Registration and Beyond
At this point, patrons can register through WebTrac or RecTrac and those enrollees are automatically sent to CampDoc. From this point forward, refer to the CampDoc documentation for the process your patrons and staff will follow within CampDoc.