UCLA Recreation Youth & Family runs year-round youth programs for minors, with seasonal camps in winter, spring, and summer. Across those sessions, they manage a wide mix of camp experiences, from recreation day camps and specialty camps to adventure programming that includes weekly field trips and waterfront camps based out of the UCLA Marina Aquatic Center in Marina del Rey. Campers are grouped by age and grade, and each week comes with the same operational baseline: families need clear instructions, staff need dependable records, and the program needs required information collected and ready before a minor arrives on campus. With the pace of rolling enrollment and campers moving between sessions, the team relies on consistent processes that keep participant details current and easy to reference.

On the operations side, Sabrina Roman (Sales and Service Manager) and Remi Mizuiri (Membership Services Manager) help manage the administrative backbone, especially payments and the flow of required paperwork, while camp and program leadership focuses on day-to-day program delivery.

The Challenge

Welcoming new campers to the program was a paper-heavy process. Important paperwork came in unevenly, tracking was slow, and the “almost done” packets created extra work. Incomplete records were separated out, filed away, and then staff had to track down parents to finish what was missing.

The practical problem wasn’t just the time spent handling paper. It was the uncertainty. Staff needed to know, quickly and accurately, who was complete, who wasn’t, and what still needed attention, without digging through storage or chasing down mismatched packets.

As Sabrina put it, moving away from paper EHR forms was “a saving grace for my sanity.”

The Solution

Why CampDoc?

For UCLA’s youth and family recreation programs, CampDoc became the system that made the work feel manageable. It brought clear status, easier follow-up, and records that stayed usable over time.

A few specifics stood out in the interview:

• Week-by-week completion tracking that actually holds up under pressure. UCLA can pull a list of incomplete records as each week approaches. Instead of tracking down “30” people, they might be looking at “5” that truly need follow-up, because the system makes it obvious who is incomplete and why.
• Bulk email and message history that reduces back-and-forth. Remi and Sabrina both returned to the same point: Bulk emailing, automatic reminders, visibility into the communication families received, and tracking email opens gave them a new level of oversight. When a parent says they never received something, staff can respond with dates and a clear record of outreach history, then guide them to where their attention is needed.
• Live, connected participant context. With rolling registration and students attending different programs, UCLA values that registration context stays current and that health information stays aligned with what a participant is actually enrolled in. They also noted the benefit of information carrying over, including shared waivers, immunization details, and relevant notes, so families aren’t restarting from scratch each time.
• Practical compliance relief. Immunization rules shift, and paper creates long-term storage burdens (including records that can’t be destroyed for years). Having the right information collected and accessible online removes a lot of the “did we get it / where is it” stress.

Remi summed up how high-stakes it felt during evaluation: “The system is SO critical!”

The Outcome

Cuts last-minute chasing
Clear completion status and “where they stopped” visibility turns follow-up into a short list, not a scavenger hunt.

Improves readiness for inclusion needs
UCLA’s inclusion coordinator can pull fields early (allergies, medications, special needs, and more) and reach out ahead of the summer, something that was hard to do reliably on paper.

Keeps staff informed during sessions
Notes are available to staff, and UCLA recently began using features like attendance and check-in/check-out, including contact photos, which is helpful for day-of organization and confidence at pickup.

The Summary

UCLA Recreation Youth & Family runs at real scale, around 1,400–1,500 youth participants, and that volume makes “almost organized” feel the same as disorganized. CampDoc helped UCLA move from paper-heavy tracking to a system where requirements are easier to collect, easier to update, and easier to verify week by week. Bulk communication, detailed outreach history, and flexible filtering give staff a clean way to follow up with families and stay professional, even when parents are frustrated or swamped.

As Remi described it, having access to the list of profiles and the ability to quickly filter their rosters helps the team come across the way they want to be seen: aware, prepared, and on top of safety, without adding more staff hours to get there.