# CampReg Provider Operating System Specification

**Version:** 0.1  
**Date:** 2026-06-01

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## 1. Purpose

CampReg is the provider-facing operating system for camps and youth activity providers in the CampMatch ecosystem.

It should help providers:

- Manage marketplace presence
- Convert discovery into registrations
- Collect payments
- Manage parent relationships
- Run day-to-day operations
- Communicate with families
- Operate safely on mobile
- Grow enrollment through VibnAI and Missinglettr

---

## 2. Provider Dashboard

Provider dashboard should summarize:

- Active sessions
- Registration counts
- Capacity fill rates
- Revenue collected
- Outstanding balances
- Waitlists
- Leads
- Listing performance
- Underfilled sessions
- Upcoming operational tasks
- Staff attendance status
- Growth recommendations

---

## 3. Organization Management

Required:

- Provider profile
- Public name
- Legal name
- Locations
- Contact details
- Billing details
- Staff users
- Roles
- Marketplace verification status
- Payment setup
- API keys

---

## 4. Listing Management

Providers should manage their CampMatch listing from CampReg.

Required:

- Listing title
- Description
- Photos
- Categories
- Age range
- Location
- Dates
- Price ranges
- Schedule details
- Registration mode
- External URL if applicable
- FAQs
- Policies
- Publish preview
- VibnAI listing improvement suggestions

---

## 5. Programs and Sessions

### Program Management

Required:

- Program name
- Description
- Category
- Age range
- Default pricing
- Default capacity
- Default forms
- Default waiver
- Default location

### Session Management

Required:

- Program selection
- Session name
- Dates
- Daily times
- Capacity
- Price
- Deposit
- Payment plan settings
- Waitlist settings
- Staff assignments
- Location
- Registration status

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## 6. Registration Setup

Required:

- Custom registration flow
- Multi-child registration
- Required camper fields
- Required parent fields
- Emergency contacts
- Authorized pickups
- Medical/allergy questions
- Required documents
- Waivers
- Deposit/full payment/payment plan rules
- Confirmation emails

---

## 7. Forms and Waivers

Required:

- Form builder
- Field types
- Required/optional fields
- Applies-to setting
- Versioning
- Submission tracking
- Approval/rejection
- Reminders
- Exports

Field types:

- Text
- Long text
- Date
- Dropdown
- Multi-select
- Checkbox
- File upload
- Signature
- Emergency contact
- Medication entry

---

## 8. Payments and Billing

Required:

- Stripe integration
- Stripe Connect consideration
- Deposits
- Full payments
- Payment plans
- Autopay
- Coupons
- Discounts
- Financial aid
- Refunds
- Failed payment tracking
- Family ledger
- Invoices
- Receipts
- Exports

---

## 9. Rosters and Attendance

Required:

- Session roster
- Group roster
- Daily attendance
- Check-in
- Check-out
- Authorized pickup verification
- Attendance notes
- Absence tracking
- Historical attendance
- Mobile access
- Exportable attendance reports

---

## 10. Waitlists

Required:

- Automatic waitlist when full
- Manual waitlist entry
- Waitlist position
- Parent waitlist visibility
- Offer spot workflow
- Expiring offer window
- Convert waitlist to enrollment
- Payment/form completion after conversion

---

## 11. Communication

Required:

- Email broadcasts
- SMS broadcasts
- Portal announcements
- Session-specific communication
- Lead follow-up
- Form reminders
- Payment reminders
- Waitlist messages
- Urgent announcements
- Communication history
- Consent-aware marketing vs operational messages

---

## 12. Staff Management

Required:

- Staff invitations
- Staff profiles
- Roles
- Permissions
- Session/group assignments
- Mobile access
- Staff status
- Staff removal/deactivation

Future:

- Staff applications
- Staff onboarding forms
- Staff scheduling
- Certifications/background checks

---

## 13. Health and Medication

Required if provider collects health/medication data:

- Medical form intake
- Allergy flags
- Medication logs
- Dosage/frequency/instructions
- Dispense records
- Missed/overdue dose alerts
- Clinical notes
- Incident reports
- Restricted access
- Audit logs

---

## 14. Reporting

Required reports:

- Registration report
- Enrollment by session
- Capacity/fill report
- Waitlist report
- Payment report
- Outstanding balance report
- Attendance report
- Form completion report
- Lead report
- Listing performance report
- Campaign performance report

Exports:

- CSV
- XLSX
- PDF where useful

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## 15. Growth Automation

Provider OS should surface VibnAI recommendations directly in the dashboard.

Examples:

- “Your Week 4 art camp is underfilled.”
- “42 families attended last year but have not registered.”
- “Your listing is missing pricing details.”
- “Parents are searching for robotics camps in your city.”
- “Approve this Missinglettr campaign to promote open spots.”

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## 16. Mobile Provider Tools

Required:

- Mobile dashboard
- Leads
- Urgent messages
- Roster
- Attendance
- Check-in/check-out
- Pickup verification
- Emergency contacts
- Incident reporting
- Campaign approval

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## 17. Provider Success Outcome

A provider should be able to start with a CampMatch listing, claim it, configure sessions, accept registrations, collect payments, manage camp operations, and launch growth campaigns without needing disconnected tools.