“Good enough” software rarely holds up in practice. Slow systems, rigid reports, and outdated tools create extra work for staff and frustration for families. Some camps still make do with spreadsheets or paper, but those methods add stress at the very moments when parents and staff need clarity and confidence.

Selecting camp software is about more than moving forms online. The right platform should lighten the administrative load, support camper safety, and give families a sense of trust in your program. Here are five areas to examine closely when evaluating vendors.

When a system lags or freezes, staff lose time they don’t have. On opening day, that can translate into long lines, frustrated families, and staff stretched thin. Camps using CampDoc have seen smoother check-ins after recent improvements to system speed and stability, even with large rosters and complex reporting needs.

Questions to ask vendors:

• How does the system perform with large rosters?
• Can it run complex reports without errors?
• What improvements have been made to speed and stability in the past year?

Reliable performance reduces stress and helps staff keep their focus where it belongs: on campers.

Registration is often a family’s first direct experience with a camp. If the process feels outdated or overly complicated, it sets the wrong tone. Many platforms limit options for group registration, early sign-ups, or custom forms, creating unnecessary friction.

When reviewing options, consider:

• How flexible are the registration forms?
• Are group and early registration supported?
• Can processing fees be passed along clearly?
• Are finance tools such as GL code compatibility included?

The best systems reduce manual steps for staff while giving families a process that feels simple and modern.

Leaders rely on reports to monitor finances, prepare for board meetings, and maintain compliance. If staff have to patch together exports or work around rigid templates, the system is holding them back.

Evaluation criteria:

• Can reports be customized for different audiences?
• Do finance tools link credits, debits, and adjustments automatically?
• How straightforward is reconciliation at the end of a session?

For example, CampDoc provides customizable, board-ready reports and tools that connect credits and debits automatically. That kind of flexibility allows executives to trust the numbers while giving finance staff fewer headaches at the end of the season.

Digital health forms are only the beginning. Families expect camps to manage medications accurately, address behavioral needs, and access records quickly in emergencies. Staff need tools that make this possible without adding extra steps.

Questions to ask vendors:

• Are medication administration records supported?
• Can staff log behavioral health notes and follow-ups?
• How flexible are permission settings for different staff roles?

Some systems stop at form storage. CampDoc goes further with eMAR for medication tracking, nurse logs, MESH (behavioral health) tracking, and detailed role-based permissions built specifically for camp health teams.

Camps handle sensitive health and financial data, which makes security and responsive support non-negotiable. Families want to know their information is safe, and staff need partners who understand their world.

Questions to guide your review:

• Is the system aligned with SOC 2, HIPAA, or FERPA standards?
• How quickly does the support team respond?
• Do support staff understand camp operations?

Clear answers to these questions should be a baseline expectation for any vendor.

Software decisions affect every part of camp operations, from registration to health and safety. The right system should support staff, reassure families, and protect your camp’s reputation.

Use the five areas above as your starting point when reviewing vendors. Look at performance, registration, reporting, health and safety, and security — and ask the questions that reveal whether a platform is truly built for camp.

If you’re planning more broadly for the upcoming season, our 2026 Camp & Program Planning Readiness Checklist is a helpful resource. It’s a role-based playbook with action items for directors, health staff, IT leads, and finance teams.

And if you’d like to go deeper on software, there are two easy next steps:

• 👉 Schedule a demo to see how CampDoc addresses each of these areas in practice.
• 👉 Connect with our sales team to talk through your camp’s specific needs and find the right fit.