The 10 Best Camp Management Software Tools for 2022

Business Management
Josh Plotnek June 12, 2022 14 min read

With the fast-paced environment of children’s camps requiring quick decisions and streamlined communication, it’s time to trade in the e-mails and piles of paper for camp management software.

camp counsellor playing with campers in need of camp management software

Quick Guide

    Whether you’re a camp director, counselor, or any other staff member, you already know how difficult running a camp can be. So surely you’d want to make the many jobs that come with camp management as straightforward as possible, right? 

    Some of you reading this might still be accepting registrations, communicating with your staff, or scheduling activities through dated methods like e-mail and paper. We respect that. But there are easier, more efficient ways to perform these tasks – like using camp management software. 

    We’re here to make your future camp seasons simpler and more stress-free with a list of the very best camp management software solutions available today.

    Our Top Picks

    1. Connecteam – Best all-in-one camp management software

    2. RMS Cloud Parks – Good for camp financial management

    3. Regpack – Good for camp registration

    What to Look for in Camp Management Software

    The best camp management software should provide you with specific features that can let you dedicate your time to the fun stuff. From camp registration to end-of-camp events, having every important detail automated makes running a camp so much easier. 

    Here are some key features to look out for when considering the right software for your camp:

    • Staff management: This kind of software should allow you to manage camp staff, handling everything from schedules and time tracking to communication and training.
    • Online registration: Camp management software can benefit both your camp counselors and your campers. With this feature, you can create easy-to-follow registration forms for potential customers.
    • Calendar management: This feature allows you to create, edit and share camp calendars with all of your counselors so that they know what’s happening at all times and there is no confusion along the way. 
    • Attendance management: Plan events and manage attendance so that you always know how many campers are attending each camp event.
    • Online forms: Create forms or use premade templates that campers and their guardians can easily fill in.
    • Customer management: Collect and analyze customer data to better inform decision-making for future camps.

    Now that you have a better idea of what’s required from this kind of software, it’s time to check out some of the best camp management software solutions on the market today.

    The 10 Best Camp Management Software of 2022

    Best all-in-one camp management software

    Platforms: Web, iOS, Android

    Connecteam is an award-winning camp management software that helps directors and managers provide their counselors with the tools they need to run their camps to their full potential. 

    Used by 20,000+ companies, this all-in-one solution includes a wide range of features to boost team collaboration, ensure health and safety are maintained at all times, and guarantee all camp activities run smoothly. With Connecteam, you can:

    • Streamline communication between all staff members, with the ability to engage in private 1:1 or employee team chat
    • Maintain camp compliance by creating your own digital forms and checklists or selecting pre-made templates. Staff members can fill in clearance forms and bunk cleaning inspection forms with the click of a button.
    • For staff members who need to leave and return to camp for any reason, they can easily clock in and out with the employee time clock feature.
    • Eliminate time theft or buddy punching with geofence technology, ensuring staff members are clocked in within the confines of the camp.
    • Build a simple employee training software experience so that staff members are aware of all essential camp policies and have the skills they need to thrive.
    • Store all important documents from each camper and staff member without worrying about taking up storage space on your phone.

    In theory, you can provide campers’ parents with Connecteam’s mobile app and customize it to operate as a private network, where parents can receive photos and current camp ongoings.

    But the reality is that this software works at its best as an employee management solution. As a result, there may be other solutions on this list whose features align more with your camp’s specific needs.

    Key Features

    Internal communication

    Staff scheduling

    Document storage

    Employee training

    Digital forms and checklists

    Employee time clock

    Pros & Cons

    All-in-one software solution

    Easy to manage camp staff

    Excellent customer support

    Affordable solution 

    Doesn’t include camp registration features yet

    Price: 

    Starts at just $39/month for up to 50 users

    Free 14-day trial

    Free plan available

    The #1 Staff Management Software for Your Camp

    Start Your Free Trial

    Good for: Camp financial management

    Platforms: Web, iOS, Android, Windows, Mac

    rms cloud parks camp management software home page

    One of the most popular property management software systems in Australia, RMS Cloud is an ideal software for camp directors looking to manage booking processes and revenue generation more easily.

    The relationship between the camp director and the customer is arguably the most crucial part of RMS Cloud. Through its reservation screen, admins can view client details, their reservations, and account information.

    There are arguably more effective solutions on this list if you are looking to focus mainly on employee management. With that said, RMS Cloud does include a staff-focused app, which directors and counselors can use to view and manage daily tasks, track time, and communicate with each other.

    Key Features

    Reservation dashboard

    Guest portal

    Automated pay rates

    Staff mobile app

    Pros & Cons

    Great for camp financial management

    Good customer support

    Not the most ideal solution for staff management

    Prone to bugs and crashes

    Price: 

    Parks Standard plan starts at $185 AUD per month for one user and varies in pricing until 6 users ($795 AUD/month). After this, each additional user costs an extra $35 AUD/month.

    Free trial: Yes

    Free plan: No

    Good for: Camp registration

    Platforms: Completely web-based

    regpack camp management software home page

    Not many software solutions handle camp registration as seamlessly as Regpack does. This camp management software provides camp admins with the business tools to easily handle registration and online payments. 

    For example, you can embed the solution’s online form builder on websites, making it simple for parents to register from anywhere. Camp directors can also review registration submissions via its online dashboard.

    While there’s no denying that Regpack’s financial management features are its strength, it also plays a part in its main downside. Unlike other solutions on this list, Regpack doesn’t include a wide range of features to encompass other aspects of camp management. 

    Apps like Connecteam allow users to onboard employees, access camp calendars, and communicate with each other – all features that Regpack lacks.

    Key Features

    Camp registration

    Online payments

    Online form builder

    Registration reporting

    Pros & Cons

    Fantastic solution for camp registration

    Accurate payments

    Limited camp management features

    Not the easiest software to use

    Price: 

    Starts at $125 per month/admin. Contact Regpack sales representative for more details.

    Free trial: Yes

    Free plan: No

    Good for: Scheduling activities

    Platforms: Web, iOS, Android

    sawyer camp management software home page

    Another valuable software solution from a camp registration perspective is Sawyer. This camp management software allows admins to easily integrate onto websites, facilitating registration, online payments, and parent communication.

    One of Sawyers’ standout features is its activities schedule. Camp directors can create and manage all kinds of events, such as camps, appointments and parties. They can also drag and drop these events onto required dates and edit them to determine how many people can attend, how long each event is, and more.

    A crucial feature that Sawyer lacks is the ability for camp staff to communicate with one another. This is something that other solutions on this list, like Connecteam, include.

    Key Features

    Parent-approved registration

    Activity enrollment

    Payment processing

    Events schedule

    Pros & Cons

    High-quality financial management tools

    Easy to upload camp forms

    Poor customer support

    Lack of communicational tools

    Price: 

    Launch plan starts at $109 per month (billed annually)

    Free trial: Yes

    Free plan: No

    Good for: Camp Directors

    Platforms: Completely web-based

    campminder camp management software home page

    More than just a camp registration tool, CampMinder covers many key aspects of camp management. Through this software’s detailed dashboard, admins can manage transportation for campers, handle financial matters, and stay on top of camper’s healthcare, among other things.

    CampMinder also includes a mobile app that allows parents to keep up to date with their child’s camp experience through a social media-style feed – which is ideal for security reasons. 

    However, other solutions on this list include a wider range of features via their own mobile apps, such as employee training resources, cross-camp communication, and the ability for staff to clock in and out.

    Key Features

    Online camp registration

    Staff hiring/onboarding

    Organizational dashboard

    Companion app

    Pros & Cons

    Attractive user interface and easy to use

    Regularly adding new features

    Forms features can be complicated

    No autosave when entering information

    Price: 

    Contact CampMinder sales representative for pricing information.

    Free trial available: Yes

    Free plan: No

    Good for: Health and Safety

    Platforms: Completely web-based

    campdoc camp management software home page

    As the name suggests, CampDoc is a camp management software designed specifically to prioritize the health and safety of campers. With this solution, users can upload and store all relevant healthcare forms, records and allergies for each camper, ensuring that every medical detail is accounted for.

    With CampDoc, families can send instant messages to the software, which admins can digitally relay to the relevant campers depending on the session or cabin they are located in.

    One of CampDoc’s standout features is its text message alerts. In the event of an emergency, camps can send out mass texts to families to keep them updated in real-time. While this is an ideal feature, there are other solutions on this list which include similar capabilities.

    Key Features

    Health records and forms storage

    Online registration

    Emergency text notifications

    Parent-camper communication

    Pros & Cons

    High storage capacity

    Supports multiple languages

    Uploading forms can be complicated

    Poor customer support

    Price: 

    Simple pricing starts at $250/month

    Free trial available: No

    Free plan: No

    Good for: Safely storing information

    Platforms: Web, iOS, Android

    smartrec camp management software home page

    Probably SmartRec’s most valuable feature is it’s information storage capabilities. Admins can store, update and access all of their campers crucial information inside the software. This includes Photo IDs, emergency contacts, medical forms, and more.

    SmartRec also includes useful features from a staff point of view. For example, flexible scheduling ensures that both counselors and campers alike know where they are supposed to be and when. Staff can submit availability to ensure that camp schedules are convenient for all parties. It’s also possible for parents to pay for their child’s camp sessions via SmartRec.

    Though users might be frustrated with the software’s inability for staff to communicate with each other or to clock in and out.

    Key Features

    Form storage

    Staff and camper scheduling

    Payment options

    Staff calendar

    Pros & Cons

    Effective mobile app

    Good customer support

    Lacking essential features

    Lack of reporting

    Price: 

    Essential plan starts at $99 per month

    Free trial: Yes

    Free plan: No

    Good for: Camp teams who need a wide range of features

    Platforms: Completely web-based

    campsite camp management software home page

    Arguably, Campsite is one of the most dynamic camp management systems on this list, primarily due to the wide range of features included.

    Campsite includes “core features,” which includes online registration, advanced reporting, staff communication, and a parent dashboard. Then there are what the website describes as “A La Carte features,” such as attendance tracking, transportation management and activity scheduling, to name a few.

    One detail that might dissuade potential clients is the lack of pricing transparency on the product’s official website. Though it is possible to request a demo or contact Campsite directly for pricing information.

    Key Features

    Online registration

    Staff management

    Financial management

    Parent dashboard

    Pros & Cons

    All-in-one capabilities

    Simple UI and easy to use

    Lack of pricing transparency

    Limited storage space for emails

    Price: 

    Contact a CampSite sales representative for pricing information.

    Free trial: Yes

    Free plan: No

    Good for: Camp security

    Platforms: Completely web-based

    active camps camp management software home page

    From a security perspective, Active Camps is an ideal camp management software solution. Not only is all information protected when digitally stored, but payment processing meets PCI Level 1 compliance.

    With Active Camps, staff can digitally stay up to date with when and where they are working with online attendance tracking. And it’s possible for admins to easily assign access and permission rights to other staff members. 

    Truth be told, there are some essential features that Active Camps lacks that others on this list include, which could be a crucial factor when deciding which solution to choose.

    Key Features

    Online registration

    Payment management

    Attendance tracking

    Camp Database

    Pros & Cons

    High-level security features

    Compliant payment processes

    Lack of important features

    Prone to bugs and errors

    Price: 

    Contact a sales representative for pricing information.

    Free trial available: No

    Free plan: No

    Good for: Camp staff management

    Platforms: Web, iOS

    campwise camp management software home page

    When it comes to staff management, not many solutions do it better than CampWise. Via the main dashboard, it’s possible to handle every aspect of recruitment, from advertising openings and receiving applications to issuing contracts.

    Admins can handle all aspects of camp registration, with the ability to receive registration applications from customers. They can also provide accurate billing, organize transportation and schedule activities, amongst other features.

    While CampWise does in include the ability to send mass emails and texts to campers, parents and staff, other solutions on this list have more robust communication features.

    Key Features

    Staff management

    Camper check-in

    Online registration

    Medical app

    Pros & Cons

    Good customer support

    Aligns all camp members

    Dashboard only works well on Google Chrome

    Can have registration issues

    Price: 

    Contact a CampWise sales representative for pricing information.

    Free trial: No

    Free plan: No

    Compare the Best Camp Management Software

    Reviews (Capterra star-rating)

    Pricing

    Free Trial

    Free Plan

    4.8/5

    Starts at $39/mo for 50 users

    14-day trial

    Start Trial

    Yes, up to 50 users

    4.4/5

    Costs $2335 AUD per month for 50 users

    Yes

    No

    4.4/5

    Starts at $125 per admin/month

    Yes

    No

    4.6/5

    Starts at $109 per month

    Yes

    No

    4.7/5

    Contact a sales representative for pricing information.

    Yes

    No

    4.9/5

    Starts at $250 per month

    No

    No

    4.3/5

    Starts at $99 per month

    Yes

    No

    4.7/5

    Contact a sales representative for pricing information.

    No

    No

    4.7/5

    Contact a sales representative for pricing information.

    No

    No

    4.0/5

    Contact a sales representative for pricing information.

    No

    No

    Reviews (Capterra star-rating)

    4.8/5

    Pricing

    Starts at $39/mo for 50 users

    Free Trial

    14-day trial

    Start Trial

    Free Plan

    Yes, up to 50 users

    Reviews (Capterra star-rating)

    4.4/5

    Pricing

    Costs $2335 AUD per month for 50 users

    Free Trial

    Yes

    Free Plan

    No

    Reviews (Capterra star-rating)

    4.4/5

    Pricing

    Starts at $125 per admin/month

    Free Trial

    Yes

    Free Plan

    No

    Reviews (Capterra star-rating)

    4.6/5

    Pricing

    Starts at $109 per month

    Free Trial

    Yes

    Free Plan

    No

    Reviews (Capterra star-rating)

    4.7/5

    Pricing

    Contact a sales representative for pricing information.

    Free Trial

    Yes

    Free Plan

    No

    Reviews (Capterra star-rating)

    4.9/5

    Pricing

    Starts at $250 per month

    Free Trial

    No

    Free Plan

    No

    Reviews (Capterra star-rating)

    4.3/5

    Pricing

    Starts at $99 per month

    Free Trial

    Yes

    Free Plan

    No

    Reviews (Capterra star-rating)

    4.7/5

    Pricing

    Contact a sales representative for pricing information.

    Free Trial

    No

    Free Plan

    No

    Reviews (Capterra star-rating)

    4.7/5

    Pricing

    Contact a sales representative for pricing information.

    Free Trial

    No

    Free Plan

    No

    Reviews (Capterra star-rating)

    4.0/5

    Pricing

    Contact a sales representative for pricing information.

    Free Trial

    No

    Free Plan

    No

    What Is Camp Management Software?

    Camp management software is a cloud-based system that includes features to help camp directors and counselors manage their camp more effectively and efficiently. This kind of software is used by camp directors, counselors, campers, and guardians alike. Also, camp management software benefits both residential camps and day camps, as well as schools, specialty programs and specific education institutions.

    How Does Camp Management Software Work?

    With camp management software, admins usually have access to both an online portal via desktop, as well as a mobile application. Through the former, they can handle all aspects of camp organization. This can include activity scheduling, meal coordination, camp registration, room allocation, financial management, and analyzing camper information, to name a few.

    This kind of software usually allows camp counselors to maintain communication with each other and their directors, clock in and out if necessary and have instant access to camp schedules, and submit camper feedback, amongst other things.

    Campers and guardians may also have limited access to the same software. Through the mobile application or a parent dashboard, they may be able to register for camps, communicate with camp directors and counselors, and submit forms.

    The Benefits of Camp Management Software

    There are plenty of reasons why camp staff members are better off when having camp management software at their disposal. We managed to break them down into three key benefits that prove you can’t afford not to have this kind of software at your camp:

    • It keeps everyone on the same page: Camps are environments in which health and safety of the campers are top priority. Communication goes a long way in addressing these areas, as all parties can stay in touch with each other from the convenience of their mobile phones, regardless of their time or location.
    • It streamlines and automates processes: Dated, manual processes such as registering campers in person and sending letters and checks in the post are no longer necessary when using camp management software. This system makes all aspects of camp management quick, painless and efficient.
    • It prepares directors for future camps: Directors are always striving to improve camp operations for future campers. With camp management software, you can collect all kindle of valuable camper data, analyze it with the click of a button and have a better idea of the audience your camp’s marketing team should target next time around.

    How Much Does Camp Management Software Cost? 

    While most camp management software is priced per month, they can vary quite heavily depending on how many users and what features are required.

    It’s important to mention that many of the solutions on this list do start on the pricier side, with one of the cheapest options (SmartRec by Amilia) starting at $99 per month. Also, when it comes to many camp management software solutions, customers are required to contact their respective sales teams for pricing information.

    connecteam camp management software user interface

    With all of this in mind, we do recommend selecting a solution that provides the widest range of features at the most affordable price. While Connecteam does lack some key features associated with camp management, such as registration and payment, its basic pricing plan of $39 per month for the first 50 users provides key employee management capabilities that are definitely worth considering.

    FAQs

    What is camp management?

    Camp management is the organization, maintenance and overseeing of all aspects of an organized camp. This can range from financial management, registration management, and staff management to activity scheduling and logistics. The health and safety of both campers and staff is a core focus of camp management.

    Who requires camp management software?

    Camp management software appeals to a wide range of audiences. While typical users include residential camps and day camps, other organizations like YMCAs, after-school programs and specific educational institutions also benefit from its capabilities. Depending on its features, individual users include camp directors, counselors, staff members, parents, and campers.

    What should I consider when purchasing camp management software?

    There are two factors worth taking into account when purchasing camp management software:

    1. Integration with other applications: If your camp is already using specific software, then any new software should be able to integrate with what you’re currently using (like payroll software such as Quickbooks Online).
    2. Overpaying for unessential features: If your camp only requires some features, you’re better off purchasing a simpler software that only includes the features you need.

    The Bottom Line On Camp Management Software

    Now that you’re familiar with the best camp management software on the market today, it should be crystal clear that every single solution helps to eradicate dated methods used for camp management such as e-mails, pens and paper.

    The reality is that some digital solutions are better for handling financial matters, while others are designed to help improve staff management in your camp. Some also work best as a bridge between camp staff and the camper’s parents.

    Whatever the case might be, we recommend trying out the free trials that the solutions mentioned above provide. Then, you’ll have a better idea of which tools have the most relevant features that best suit your camp’s needs.

    All of Your Camp Management Tools in One Place

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