How to Get Started with Camp Booking Software in 5 Simple Steps

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If you’re running a kids’ activity camp this October, you’ll already know the struggle is real. Sorting registers, chasing late payments, and replying to parents’ last-minute messages can eat up hours before the camp even begins.

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That’s why more and more kids’ club owners are turning to camp booking software. It takes the stress out of bookings, payments, parent communications, and more, so you can focus on running the best activity camp in your area.

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We’ve seen this shift first-hand. After more than 10 years working with over 4,500 clubs across the UK and beyond, we know the challenges kids’ activity providers face every camp season. The pressure of admin. The constant parent messages. The worry about payments. It is why having the right camp booking software behind you makes such a difference.

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But knowing you need software and knowing how to set it up are two very different things. Maybe you’re worried about the tech. Maybe you’re not sure how long setup will take. Or maybe you’re unsure how parents will respond.

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This guide breaks it down into 5 simple steps to help you get started with confidence.

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Your Step-by-Step Guide to Switching to Camp Booking Software

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The best part about setting up your new camp booking software is that it’s a one-time job. And the good news? It doesn’t need to feel like a headache. With a clear plan, the whole process can be quick, straightforward, and surprisingly satisfying.

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Follow these 5 steps to swap messy spreadsheets and late-night admin for structure, confidence, and more time to focus on delivering amazing camps.

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Still weighing up your options? Take a look at our guide to the best camp booking software for kids’ clubs so you can choose the platform that fits your camp perfectly.

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Step 1: Get everyone on board before camp season

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The hardest part is rarely the software itself. It is getting people to embrace change. Coaches might cling to paper registers. Parents might be cautious about trying something new. And you might be unsure whether it will cause more hassle than it solves.

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Here’s how you can make things easier:

• Explain the why before the how. Show parents and staff the benefits.
• Share examples of what it will change in practice.
• Coaches can check registers, medical notes, and permissions instantly.
• Parents can book and pay online in a few clicks whenever it suits them.
• You can get paid upfront or in monthly instalments and forget about late payments.
• Send parents a short message explaining how bookings will be quicker and easier.
• Hold a quick team chat to reassure staff and walk them through the basics.

When parents see how simple bookings are with camp booking software, and coaches see they can access everything in one place, the transition becomes much smoother.

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Need fun ideas to win parents over? Share what their kids will be doing. We’ve put together 8 camp activities to keep kids entertained this camp season. [.blue__text]Click here to see them.[.blue__text]

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Step 2: Choose a camp booking software platform that grows with you

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Some platforms look affordable at first, but charge extra as you grow. This means costs can creep up when you:

• Add new staff  
• Expand your customer base
• Need features locked behind “premium” plans

This can limit your growth right when demand is highest.

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Here’s what we recommend looking for in your camp booking software:

• Unlimited access to features with no hidden fees
• The ability to add as many staff and customers as you need
• Transparent pricing that stays the same as you grow
• Ongoing support included, not just a one-off demo

With ClassForKids you get everything included in one monthly plan, plus free personalised onboarding to get you set up with confidence.  

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ClassForKids camps feature also lets you:

• Offer early drop-offs, late pick-ups, or half-day/individual day sessions
• Offer sibling discounts or early-bird deals in seconds
• Set capacity limits so camps never get overbooked
• Make camps private for loyal customers before opening them to the public

This flexibility helps you run camps your way while keeping costs predictable.

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Want more ways to boost bookings? [.pink__text]Check out our summer camp promotion ideas that actually work. It’s packed with simple, proven tips to help you fill spaces faster.[.pink__text]

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Step 3: Pick the right time to set up your camp booking software

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As with most things, switching to camp booking software is easier when you plan ahead. Coaches need time to adjust. Parents need to set up accounts. You want to make sure no details are missed. So, whether you’re moving away from spreadsheets or a software platform that no longer meets your needs, timing is crucial.

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Our top tips to plan your switch:

• Choose a quieter week before the camp season begins
• Upload your customer contact list so you’re ready to go
• Walk staff through how to use registers and check medical notes
• Send parents a clear email explaining what is changing and how to book

If you want extra support, ClassForKids offers:

• Free personalised onboarding tailored to your needs
• Copy-paste parent email templates so they know exactly what to do
• Ongoing support with a 98% customer satisfaction rating

With the right provider, setup is faster and more confident, even during your busiest seasons.

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Step 4: Automate the boring bits

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Once your camp booking software is live, the jobs that usually drain your time are taken care of.

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Here’s what you can automate:

• ‍Bookings: Parents book classes online and registers update automatically. ‍
• Payments: Fees can be collected upfront, in monthly instalments, or through secure online payments so there’s no chasing. ‍
• Registers: Medical notes, emergency contacts, and staff permissions are managed in one secure place. ‍
• Communication: Booking confirmation emails and invoices go out instantly. ‍
• Discounts: Sibling deals, early-bird offers, or other discounts can be created and applied in seconds.

And here’s why it matters:

• Save you 15+ hours per week on admin*
• Reduce risks and errors by keeping everything in one secure place
• Give parents a professional experience from the start
• Free yourself up to plan sessions and focus onbusiness growth

With camp booking software, the admin runs in the background, so you can get back to running camps.

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*Based on ClassForKids research with existing customers. Results will vary.

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Step 5: Test before the big week

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Never wait until day one of camp to see if everything works. A soft launch helps you iron out any issues before the main October rush.

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How to test:

• Run a smaller weekend sports day or short holiday camp.
• Let staff practice using the registers.
• Ask parents for feedback on the booking process.
• Adjust pricing, extras, or comms based on what you learn.

With ClassForKids you can also:

• Make camps private for loyal customers to book first.
• Release them to the wider public once you are ready.
• Add notes like kit lists or pick-up instructions that show up automatically for parents.

Testing builds confidence for you, reassurance for parents, and a smoother experience when the full camp begins.

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Get Ready for Camp Season with Camp Booking Software

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Getting started with camp booking software does not have to be overwhelming. By planning ahead, choosing software that grows with you, and getting your team and parents on board, you will be ready for a smooth October camp season.

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Want to see how ClassForKids makes camp setup simple? Check out our blog on why it’s the best camp booking software for kids’ clubs.

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