Trailhead camp management · September 10, 2026

Everything that shipped today

One day of building from the stakeholder review, plus the lessons pulled from the 2026 season's own documents. It is all live on the demo site now, loaded with sample data, ready for you to click through and react to.

11areas of the app changed

~1,250automated checks, all passing

10login roles verified end to end

3decisions held for this team

How to review this

Open the demo: camp-management-production.up.railway.app
Sign in with a role below. Every account uses the password Camp1234!, and the sign-in page has one-click buttons for each that drop you straight into that role's view. No second click.
On any page, press the Feedback button in the bottom-right corner. It attaches a picture of the exact page you are on, remembers your email, and works even if your session expires. That is how your notes reach us, page by page.

See it as	Sign in with	Best pages to judge
Church admin	`admin@demo.church`	Dashboard, housing, scholarships, drop risk, alerts
Student minister	`minister@demo.church`	My Campus roster, tasks, send payment link
Family group leader	`fgleader@demo.church`	Today view, my tasks, my waivers
Care staff (bus)	`servestaff@demo.church`	Roll call, day-of boarding
Parent	`parent@demo.church`	Portal, checklist, trip info, message history

Registration is confirmed or waitlist, nothing else

Try registering →

A submitted registration locks the spot immediately. "Not finished" and "waiting on review" are gone.
The waitlist turns on by itself at capacity, across standard and scholarship entries together. Ten families racing one seat admit exactly one.
The deposit is set per camp. Registration never closes: a camp is Open or Waitlist, decided by the numbers.
The same child registered twice is flagged with links to both records.
A late registration inside the six-week window creates a task for that campus's student minister and stays on the attention list until the camper has a group, bus, and bed.

Scholarships and sponsorship

See the sponsor page →

A separate scholarship application with the financial-need questions, holding no seat while under review.
Approval assigns a reviewer, records the discount and who gave it, claims a real seat, and merges the camper into the one roster.
The sponsor page is exactly two choices: sponsor a full camper, or give any amount. No annual rebuilds.

The dashboard tells the truth, and it's yours to arrange

Open the dashboard →

Capacity counts confirmed campers only. One waiver-complete number replaces the three separate ones. Paid-in-full sits beside it.
A grade box with a boys and girls split on hover, and needs-attention items that jump straight to the filtered list.
Every person can hide, show, and reorder their own boxes. Money tiles only appear for finance roles no matter what a layout says.
Countdown alerts use your own 6/5/2/1 playbook as the standard set, and the whole thing can run against a simulated date for the October mock camp.
One click exports the current alert results as the at-risk half of a roundtable summary.

Money: plans, bounces, and drop risk

Open drop risk →

Families choose pay-in-full or a schedule at registration; installments always sum exactly to the balance with a final due date before camp.
A failed or overdue payment tells the payer to update their card and lands on the admin's bounced list with a resend button.
The drop-risk screen shows every rostered camper still missing waiver or payment inside two weeks, reminder button beside each.

Housing, rebuilt around the work

Open housing →

Rethought today after the feedback that it was overwhelming. It now opens on the numbers that matter, shows one lodge at a time, and puts the unhoused queue and the flags in a side rail. Search jumps across every lodge.
At a 550-camper test the page got 14 times lighter and went from 2,147 keyboard stops to 153. Nothing was removed.
Flags can be marked reviewed with a note ("he's rooming with his dad on purpose"). A child in two rooms can never be waved away.
Special accommodations ride the camper, entered by parents at registration, shown on the board, listed first in the auto-assign draft, printable per camp.
Family groups drive buses: moving a camper's group moves their bus in the same step, capacity always winning. Groups import from a spreadsheet with a preview.

Buses that count heads and adults

Open transport →

Live roll call: the captain taps here or not-here, the admin wall shows every bus counting up, and a reset starts the next stop without losing the last one.
Captains can be any role and see only their own bus. A day-of boarding view reads "23 of 41 aboard" on a phone.
Chaperones are real linked people now, so every manifest counts adults aboard and a bus full of kids with no adult shows red.
Each bus names its departing campus, and the edit window scrolls properly.

Student ministers and parents each see their world

Minister view →

Ministers land on their campus roster: group, room, bus, waiver, payment, shirt size. No church-wide money anywhere. Camper names open profiles now.
A send-payment-link action drafts the message, shows it before anything sends, and only works for their own campus.
Parents see the bus and rivalry group, never the room. The checklist is two honest items: waiver signed, paid in full.
Every message the church has sent that family sits in one history on the portal.

People, roles, and safety switches

Admin → People

"Serve staff" is now "Care" everywhere you read it.
A banned person cannot sign in, cannot register a camper, and their existing session dies. The refusal reveals nothing.
Super admins can view the app as any user, with a banner, a one-click return, and both names on every audit line.
A staff member who is also a camp parent can flip between Staff view and Parent view in the header.
AI connections are now church-admin only, by this team's decision. Any older token from another role stopped working today.

Messaging that shows you before it sends

Admin → Messages

Editable templates with merge fields that fill real names, balances, and links.
Every mass reminder shows who it reaches and the exact message, editable, before Send exists to press.
Per-family reminders from the camper page, and camp-countdown sends that can be tested on a simulated date without emailing anyone.

The Info Hub, staff waivers, leader training

See a camp hub →

Each camp gets a family-facing hub: the office uploads documents and chooses which ones families see. Confirmation emails can link straight to it.
Staff waivers now sign in the app, start to finish, with the exact signed text frozen the way camper waivers already work. The camp staff page counts who has signed.
Recurring leader tasks stamp out per family group leader with completion counts, so training tracking stops living in a spreadsheet.

Held for this team's decision, on purpose

Medication. The app currently records staff giving each dose. The new SOP says students self-administer while supervised. The lawyers are reviewing the language; the app will match whatever they land on.
EpiPens. Nothing yet records who carries a child's pen. Waiting on the protocol call: student carries or staff holds.
July 27 turnover. Two camps swap at Shocco the same day. The mock camp test should include that exact handoff before we call it proven.