Councils use many tools to run programs, and those tools often operate independently. That can lead to:

• parents unsure where to complete AHMRs
• repeated data entry
• mismatched registration and medical rosters
• incomplete forms causing delays
• long check-in lines
• extra work on staff and volunteers

The CampDoc + CouncilWare integration was built to solve these problems.

A connected workflow from registration to AHMR

Families start in CouncilWare for registration. From there, they are guided directly and securely into CampDoc to complete AHMRs. Accounts are provisioned automatically, so councils are not manually setting up profiles or reconciling lists.

Because CampDoc is the only electronic AHMR solution approved by Scouting America, councils can move away from paper without worrying about alignment with National standards.

Cleaner and more complete medical records

CampDoc’s medical record system walks families through the AHMR, checks for missing information, and keeps everything stored in one place. Staff no longer need to sort through stacks of forms or chase down missing pages.

Consistent data between systems

The information collected at registration stays aligned with the AHMR data in CampDoc. Updates from families are reflected in a single source of truth, which reduces errors and confusion.

Stronger safety and compliance

With an approved electronic AHMR solution in place, councils have clearer visibility into participant readiness, immunizations, emergency contacts, and clearance to participate. This strengthens both safety and documentation.

Councils have used this integration for summer camp, weekend events, high-adventure contingents, and a variety of local programs and have consistently reported smoother preparation and less strain on staff.

For the 2026 National Jamboree, National needed an AHMR and registration process that could support thousands of participants at once. Their goals included:

• moving families cleanly from registration to AHMR completion
• reducing incomplete or late medical forms
• avoiding duplicate data entry
• simplifying check-in
• ensuring the system aligned with Scouting America health and safety requirements

To meet those goals, National selected the CouncilWare to CampDoc workflow, anchored by CampDoc’s status as the only Scouting America–approved electronic alternative to the paper AHMR.

Since October, Jamboree registrants have been following this path automatically. After signing up in CouncilWare, participants are directed into CampDoc to complete their AHMRs in a secure, familiar environment.

Early results have shown:

• fewer incomplete AHMR submissions
• fewer parent questions about “what to do next”
• more accurate and timely health information
• better coordination between registration and health teams
• reduced bottlenecks in pre-event processing

This real-world use at national scale has given councils a clear look at what an approved, integrated workflow can deliver.

The benefits of this setup are not limited to Jamboree. Councils can use the same CouncilWare and CampDoc integration for:

• summer and year-round camps
• council-wide events
• NYLT, Wood Badge, and training weekends
• high adventure trips
• any activity that relies on the AHMR process

Councils using the integration often see improvements in:

Parent experience

Families follow a clear path from registration to AHMR completion, without guessing which system to use or which forms are current. The fact that CampDoc is the approved electronic AHMR platform helps build trust and confidence.

Staff workload

Rosters and AHMR records are already aligned before participants arrive. Staff spend less time sorting papers, matching records, and correcting data.

Medical readiness

Because the system guides families through AHMR completion and flags missing information, medical records tend to be more complete and submitted earlier in the process.

Check-in

With AHMRs already in CampDoc and integrated with registration data, check-in lines move faster and health staff can focus on participants rather than paperwork.

After seeing the Jamboree workflow in action, many councils asked how they could bring the same process home for their own events. To respond to that interest, CampDoc and CouncilWare are hosting a short flash session for Scouting America councils.

The session will cover:

• how the Jamboree registration to AHMR process is configured
• why National selected this workflow and this tech stack
• what councils are experiencing as they use the integration
• how your council can apply the same model to 2025–2026 programs

Presenters

The partnership between CampDoc and CouncilWare continues to evolve, but the core goal has not changed: give Scouting America councils a practical, approved, and sustainable way to reduce administrative strain while improving safety and the experience for families.

The 2026 National Jamboree has shown what is possible when registration and AHMR workflows are aligned around an approved electronic health record solution that councils can trust. Now, councils have the opportunity to take that same “Jamboree standard” and use it to support their own programs.

If your council is exploring better ways to manage AHMRs and registration, the flash session is a straightforward next step. Our teams are also available to answer questions and help you determine how this integration can fit into your council’s plans.