Running Camps with CoachIQ

Camps are different from memberships. Anyone can attend a camp — they don’t need to be an existing member. Your website is the storefront, not the Athlete Portal. Keep registration simple: landing page, form, payment, done.

What type of camp are you running?

Your setup depends on how your camp is structured. Pick the path that fits:

Simple Camp

One day, one group, everyone shows up at the same time. This is 99% of camps. Use a form + product + website page. No scheduling needed.

Multi-Day or Segmented Camp

Multiple days, age groups, or “pick your session” camps. Use separate products per segment and automations to auto-book athletes into the right sessions.

Path 1: Simple Camp

A one-day camp where everyone shows up at the same time. This is the most common setup and takes about 15 minutes. What you’re building:

1. Product

Camp fee + waiver

2. Form

Registration info

3. Website Page

Camp landing page

4. Automation

Confirmation + reminders

Create your camp product

This is the camp fee that parents pay at checkout.

Go to Payments → Products

Click Add Product to create a new product.

Configure the product

Fill in the details:

Field	What to enter
Name	Something specific — “Summer Skills Camp - June 14”
Price	Your camp fee (e.g., $149)
Type	One-time
Description	Dates, times, what’s included

Product builder showing fields and settings

Add a waiver (recommended)

Under product settings, enable Terms & Conditions and add your liability waiver. Parents will be required to accept it during checkout.

Terms and conditions settings in product builder

Camp waivers: Include liability release, medical authorization, and photo/video consent. Parents sign once during checkout — no separate paperwork needed.

Build your registration form

The form collects athlete info and handles payment in one flow.

Go to Tools → Forms

Click Create Form or start from a template.

Add your fields

Collect the information you need for camp day:

Field	Why you need it
Athlete name	Check-in and roster
Age / grade	Group assignments
Parent email & phone	Communication
Emergency contact	Safety
Shirt size	If you’re giving out camp shirts
Medical / allergy info	Safety precautions

Keep it short. Every extra field reduces completion rates. Only ask for what you actually need on camp day.

Attach your camp product

Under Connections, add your camp product. This adds a payment step after the form fields — athletes fill out the form, then pay.

Form connections showing attached product

Set the completion action

Choose where athletes land after registering. A Thank You page or custom redirect to a “You’re registered!” page on your website works well.

What the athlete sees:

Create a camp page on your website

Your camp needs a dedicated landing page — this is where you send all traffic from social media, emails, and word of mouth.

Go to your Website Builder

Click Add Page to create a new page for your camp.

Build the landing page

Keep it simple and focused. A strong camp page has:

Section	What to include
Hero	Camp name, dates, one-line description, big CTA button
Details	What athletes will learn, schedule, what to bring
Pricing	Camp fee and what’s included
Registration	Embedded form or button linking to the form

One clear call-to-action. The entire page should drive to one thing: “Register Now.” Don’t distract with links to other pages or programs.

Add your registration form

Add a Form section to embed the form directly on the page, or use a Button that links to the form URL.

Set up automations

Don’t manually email every parent. Let automations handle confirmations and reminders.

Go to Tools → Automations

Click Create Automation.

Build a confirmation automation

Setting	Value
Trigger	New Purchase
Condition	Is a specific product → your camp product
Action 1	Send an Email — confirmation with camp details (date, time, location, what to bring)
Action 2	Add a Tag — “Summer Camp 2026” (for easy filtering later)

Condition options for filtering by product

Build a pre-camp reminder automation

Create a second automation using the Scheduled Check trigger:

Setting	Value
Trigger	Scheduled Check
Schedule	Run once, the day before camp
Condition	Has tag → “Summer Camp 2026”
Action	Send an Email — reminder with what to bring, arrival time, parking info

Post-camp follow-up: Create a third automation that runs the day after camp. Thank parents, ask for feedback, and promote your next camp or membership.

Optional: Add the camp to your calendar

If you want the camp on your own schedule for tracking, create a manual session.

Go to Schedule → Calendar

Click on the camp date and manually create a session. This is for your reference only — athletes don’t need to book it.

Your simple camp is set up! You have a product, form, landing page, and automations. Share the page link everywhere and registrations roll in automatically.

Path 2: Multi-Day or Segmented Camp

Use this when your camp has multiple days, age groups, or any variation where different athletes attend different sessions. The key difference: automations book athletes into the right session automatically based on what they purchase.

You don’t need schedulers for this. Instead of making athletes pick from a scheduler, create a separate product for each segment and let automations handle the booking. It’s cleaner and removes friction.

How it works

What the parent does	What CoachIQ does automatically
Buys “Middle School Camp” product	Automation books their athlete into the middle school session
Buys “High School Camp” product	Automation books their athlete into the high school session

The session appears on the athlete’s calendar. They get automatic reminders. Zero manual work on your end.

Set up your products and sessions

Create one product per segment

Go to Payments → Products and create a product for each camp variation:

Product	Example
By age group	”Middle School Camp - $99” and “High School Camp - $129”
By day	”Camp Day 1 (Saturday) - $79” and “Camp Day 2 (Sunday) - $79”
By package	”Single Day - $79” and “Both Days - $139”

Set each as a one-time product with your waiver attached.

Create sessions on your calendar

Go to Schedule → Calendar and manually create sessions for each camp day/segment. Set the correct date, time, and capacity.

These sessions are what automations will book athletes into. Make sure the date, time, and session name are clear (e.g., “Middle School Camp - Saturday June 14, 9am-12pm”).

Build your forms

Create a form for each segment

Each form collects athlete info and attaches the corresponding product:

Middle School Camp Form → attached product: Middle School Camp
High School Camp Form → attached product: High School Camp

Use the same fields as Path 1 (name, age, emergency contact, etc.).

Build your website page

Create a camp landing page with clear sections for each option. Use buttons or links that direct to the correct form:

“Register for Middle School Camp” → links to middle school form
“Register for High School Camp” → links to high school form

Set up auto-booking automations

This is what makes the segmented camp work hands-free. When a parent purchases a specific product, the automation books their athlete into the correct session.

Create an automation for each segment

Go to Tools → Automations and create one automation per product/session pair.Example — Middle School Camp automation:

Setting	Value
Trigger	New Purchase
Condition	Is a specific product → “Middle School Camp”
Action 1	Book User for Session → select the middle school camp session + date/time
Action 2	Send an Email → confirmation with camp details
Action 3	Add a Tag → “Middle School Camp 2026”

Repeat for each segment

Create the same automation for your other camp segments:

High School Camp automation → Books into high school session
Day 2 automation → Books into Day 2 session
And so on for each product/session pair

Add reminder automations

Use Scheduled Check automations to send pre-camp reminders to each tagged group:

3 days before → “Camp is this weekend! Here’s what to bring”
Day before → “See you tomorrow! Arrive at 8:45am”
Day after → “Thanks for coming! Here’s a feedback form”

Your multi-day camp is set up! Athletes buy the right product, get auto-booked into the right session, and receive all reminders automatically. It’s on their calendar, your calendar, and fully hands-off.

Quick reference

Where to send athletes and parents

Task	Where to send them
Camp registration	Your website → Camp landing page
Questions about camp	Your website → Contact page or info@coachiq.io
Day-of check-in	Your calendar → Participant list

Where you manage camps

Task	Location in admin
View registrations	People → filter by camp tag
See payments	Payments → Transactions
Check roster	Calendar → Click camp session → Participants
Send updates	Inbox → filter by camp tag
View form responses	Tools → Forms → Click form → Responses

Common questions

Can I cap the number of registrations?

Yes. Set a stock/quantity limit on your product. Once it sells out, athletes can no longer purchase. You can also manually remove the form from your website when you’re full.

What if someone wants to pay in person?

You have two options: they can register on their phone right there (send them to your website), or you can manually add them from People → Add and use the Add Product Purchase to User action to grant them access without online payment.

Do parents need to create an account?

If you enable Guest Checkout on your product, parents can pay without creating a full account. However, if you’re using automations to book them into sessions, they’ll need an account so the booking appears on their calendar. For most camps, requiring account creation is the better choice.

How do I handle refunds?

Go to Payments → Transactions, find the transaction, and issue a refund. Refunds are processed through Stripe. You can issue full or partial refunds.

Can I reuse this setup for my next camp?

Absolutely. Duplicate your product, update the name and dates, duplicate your form, swap the connected product, and update your website page. Your automation templates stay the same — just update the trigger product and session.

Should I use a scheduler instead of automations?

Only if athletes genuinely need to choose between multiple time slots within the same camp (e.g., “morning session” vs. “afternoon session” on the same day). For most camps — including multi-day and age-group camps — separate products with auto-booking automations are simpler and create less friction for parents.

How do I track attendance on camp day?

Open your Calendar, click on the camp session, and use the participant list to check athletes in as they arrive. This updates their attendance record automatically.

Product Setup

Configure products, waivers, and checkout options

Forms Overview

Build forms and connect them to products

Website Builder

Create pages and embed forms on your site

Automations

Set up triggers, actions, and scheduled reminders

Coach Guides