About Tentaroo

Tentaroo is the industry leading camp and event management system designed from the ground up for Boy Scout camps. Tentaroo currently supports events and facilities and we're working on adding websites for 2014.

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Please contact us today to schedule a 15-minute free online demo of a live camp. Let us show you how we can support your camps and events.

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Easy Friendly Interface

Tentaroo is easy to navigate and use for camps, councils and units. Our goal is to understand you and your camp even better than you do, so we can provide a cohesive, intelligent solution that will just make sense for you and all of your users.

Facilities Management

Tentaroo now includes a brand new module for facility reservations! This module includes industry leading tools to find and reserve available facilities. Pricing is $2 or 2% per reservation, whichever is less.

Blue Cards

You can now print your own blue cards using Tentaroo! All you'll need is some blue paper. Tentaroo is great for tracking requirements completed and storing them for future reference.

Customer Service

Customer service is a priority at Tentaroo. Our clients gave us a 9.2/10 rating! Clients who had a previous vendor gave it a 4/10 rating on customer service.

Customer Service

"Great customer service, prompt responses to concerns and ease of working with you. Never made to feel "stupid" when asking questions that had a simple response/fix."

Adding New Events

Getting Started

When your new Tentaroo system is setup, it will come with your campsites for at least one camp property as well as class types for common merit badges. We'll also setup pricing and contact information for at least one event to help get you started.

You'll want to verify that the settings we've made are correct and then build from there.

Event types

Event Types are like a template for the different kinds of events that you offer. Each event type contains settings for contact information, registrations, payments, fields to show, default times for class time blocks and more. By grouping these settings into a type, it's easy to change all of the corresponding events at once to use the new settings.

On the first tab of the event type, you'll want to set the location, the name of the event type, and other general information about the event such as contact information.

The Group, Registration & Payment tab covers settings relating to the overall group profile and the way the system will handle registrations and payment tracking.

If Allow Non Scouter Participants is checked, each camper or leader in the roster may or may not be a scouter. In this case, extra fields are added to camper and leader profiles if the group is not a unit to determine whether or not the participant is a scouter and also gather unit information if the participant is a scouter.

Registrations and payments will work very differently for events of this type depending on whether or not Use Registration Estimates is checked.

When using registration estimates:

  • Registrations and payments for the event will be tracked at the group level instead of the individual. Each event that a group is registered for will appear on their Home tab under the event. Payments, participants and reports are then accessed under the specific event.
  • Even if the individuals haven't been added yet, the registration estimate can be used for invoicing, tracking payments received, campsite management, etc.
  • Once enough payments have been received towards the registration, the group is then allowed to add participants and sign them up for classes.
  • Pricing for the registration is based on the date added; however, this is easy to override. Also, there are tools in the system to increase the pricing for any unpaid portions for all registered groups.
  • Some types of discounts that are based on the individual are not supported, such as the multiple week discount. You can still use registration estimates for an event with a discount like this but you'll need to manually override the pricing as necessary in those situations.

When not using registration estimates (individual registration):

  • No registration will be made at the group level. Instead groups can add participants individually, paying for each as they're added. This is more streamlined for simpler events since an estimate doesn't need to be created.
  • Individual events are not displayed on the group's Home tab. Instead, the group can manage all events of a given type by choosing the event type on the Home tab. The system will then let the groups choose the event to register for when adding each participant.
  • Pricing for each individual is based on the date when that individual registration is added to the cart. Payments are then applied directly to individual participants.
  • Individual registrations support some types of automatic discounts that group registrations don't, such as multiple event discounts. However, individual registrations do not support campsite management, invoicing, and other group-level registration features.

In this first case, Use Registration Estimates is checked. Also, the option to Allow Addition of Effectively Paid Participants is checked. This option allows the groups to add participants who are paid to the system and sign them up for classes. The system will apply any payments made to any deposits due as well as camper registrations and allow the number of campers which are paid in full to be added.

If Allow Addition of Effectively Paid Participants is not checked, another option becomes visible called Minimum Registration Fees Payment (%). Any percentage can be entered here, between 0% and 100%. This sets what portion of the fees must be paid before the group is allowed to add participants to the event. In this case, adding participants is either all or nothing. Either the deposit and the required percentage have been paid and all participants can be added, or none of the participants can be added.

There is also an option here to override payment requirements a set number of days before an event. This would allow groups to add participants and sign them up for classes regardless of their payment status if the event is within the set number of days.

Finally, if Use Registration Estimates is not checked, the system will simply bill for individual participants as they are registered and their registration will take effect upon checkout.

The next four tabs allow you to set more options relating to participants and fields that are shown and/or required. The first tab is the Campers tab.

For example, the Show Emergency Contact checkbox lets you choose whether or not you to want to require an emergency contact name and phone number for each camper in events of this type. New campers will default to the group name and phone for the emergency contact if the group is NOT a Unit. The emergency contact info can be updated both under the camper profile and the camper event registration. Editing in either location will update the camper's profile.

In addition to choosing which fields to show and/or require, you may also choose whether or not campers are allowed to take the same type of class more than once. For example, if Swimming is offered in the morning and the evening can a camper take both?

The next tab, Leaders, has some settings for Leaders, adult participants in the Tentaroo system.

On this tab you can also hide adults from the system for the current event type if you're only managing youth participants in the system.

The next tab, BSA ID Fields, allows you to specify whether or not BSA IDs should be gathered from groups for their participants.

The next tab, OA Fields, lets you show and require OA-specific fields such as Chapter, Lodge, OA Status and OA Position.

Finally, the Time Block Defaults tab lets you specify default times for each of your time blocks that classes will be scheduled in. These times can be overridden in specific events but new events will default to the times you set here.

You can also show the time and/or the time block for each time range. This will change the way classes are displayed when participants are making their schedules.

Once your done, save the event type with the Save Event Type button.

The next step is to add actual scheduled events of this type.

Adding the Event

Once your location and event type are setup the next step is to go to the Events tab and start making a new event. To do this, hover over the Events tab and choose the Event Type. Then click New Event.

A blank form is then shown with fields for the basic event information. The other tabs under the event will be disabled until the event is added.

First, enter the name of the event and the start date. Both the name of the event and the name of the event type are visible to groups so you don't need to put the full name here.

Then, choose how many time blocks you'll use for scheduling. Allocate enough time blocks so that each combination of time ranges for classes can be made by combining time blocks. Some time blocks may be longer than others, some might be a half hour and some an hour. You can also use extra time blocks for extra options such as early drop off, late pickup or bussing. You can always change this later.

The class registration start date is the date when groups are allowed to start adding participants and signing them up for classes. Please note - even if you're not using classes in this event you'll still want to set this to the date when units are allowed to add participants! Of course, groups will not be able to add participants or sign them up for classes if they haven't made the required payment yet. See the above Event Types section for more information.

Class schedules are unique for each event in Tentaroo. This means you can tweak the schedule on a per-event basis without it affecting your other weeks of camp. However, if you already have a similar event setup in this event type, you can save time by copying the full class schedule from that event as a starting point for this event's schedule. This is something you can do at any time but ONLY if the destination event's schedule is blank. If you've added a few classes to the event, you won't be able to copy the schedule from another event before deleting the classes that you've added.

The next section in this form allows you to set the dates when different fees are billed. By setting the Early Registration End Date and the Base Registration End Date, three date ranges are created, each with their own pricing. Finally, if there is a per camper (youth) deposit you can set that, as well as any campsite deposit.

Deposits are only applicable if this event type uses Registration Estimates. Otherwise, the system will require payment in full for individual participants as they're added. Additionally, campsite deposits in Tentaroo are applied to registration fees. If your camp needs to accept deposits that are a separate fee, please contact us for more options. If you use campsite deposits, you can override the amount being billed under the group's registration as necessary so just set the most likely amount here as the default.

At this point, you can save your event! Once you've saved your event, the other tabs will become available. Some of the tabs shown here will be disabled if Registration Estimates aren't being used, for example the Generate Invoices tool, Increase Pricing tool, Registrations tab, Campsites tab and Message Center tab.

When adding a new event you'll want to setup the first few tabs - Time Blocks, Classes and Pricing. The use of the other tabs and tools are covered in other sections of this manual. The first tab we'll cover here is Time Blocks.

This is similar to the Time Block Defaults tab under event types except that it will only show the number of time blocks that you're using. Keep in mind, you can always change the number of time blocks on the first tab. The settings you've set under the event type are copied so you can override them here if you need to. Also, if you later change the settings under the event type you'll need to update any pre-existing events as well since these settings are copied, not linked like most other event type settings.

The next tab is the Classes tab. This is where you'll schedule all of the classes that you'll be offering during the event. This is also where requirement tracking will occur. For more information about requirement tracking, see the Tracking Requirements section of this manual.

To start adding a class, click on the New button or the Cancel button.

Then, choose whether or not the class is a combination. Combination classes are classes that are always scheduled as a combo. For example, you might decide to teach Art and Fingerprinting as one class. By combining multiple classes together, they'll always be scheduled together by participants but the system will print separate reports, blue cards, etc. If you want this class to be a combination, check the combination checkbox. A drag and drop screen will then be showed to select the class types. The name of the combination will default to name of the classes you select with slashes between each name. You can also set this to whatever you want.

If this is not a combination class, you'll just pick one class type. A class type is a type of class that you offer. You can use the main Class Types tab to set these up. To learn more about class types, see the Managing Class Types section of this manual.

The Class Code is an optional code that can be used to identify your classes. Class codes are displayed when groups are working with their schedules and can be used to quickly find a specific class. Class codes are also displayed in several of the reports.

Next, you'll want to set any fees you have for this class. You can enter fees that will be billed Online or Offline. Online fees are billed when the class is selected by participant and must be paid in order to finalize the registration. Offline fees are billed at camp and payments towards these fees are not currently being tracked by Tentaroo. New features for these fees will be added soon for offline fee tracking as well as giving groups the option of whether or not they want to pay their class fees online. Both online and offline fees are displayed in several reports for camps and groups.

Now you'll want to schedule this class. To set the time range of this class, check the appropriate time block(s). If this class spans multiple time blocks, then check them all here; however, if you need to schedule multiple copies of this class you'll need to make separate classes in the system.

If you want to be able to have other classes during the same time block(s) but on different days, uncheck the Every Day checkbox under Class Days. You can then choose exactly which days this class is on. Again, this is similar to time blocks in that if these are separate classes on the selected days then you'll need to make separate classes in the system. Only check multiple days if participants must attend all of the days.

Finally, you can set a maximum number of participants for the class, a minimum participant age, and choose whether this class is open to campers (youth) or leaders (adults). At this point you can save the class and it will start showing up as available.

If you're editing a class that's already scheduled, you'll see an additional option to delete the class. Be careful with this option as it will irreversibly delete all registrations that participants have made for the class and if they've paid any class fees online it will make credits on their group accounts for those class fees. If this option is selected, a confirmation window will open with this warning.

The next step is to configure pricing for your event. To do this, go to the Pricing tab.

All pricing options are grouped into pricing types, or tiers. Pricing types should be used when an entire group should always get a different price for at least some events or facilities. Pricing types are most commonly used to give units different pricing based on whether or not the unit is in the council. By using pricing types, it becomes possible to override the pricing that a given group should have. For example, if you want to give one of your out of council groups in council pricing, you would go to their profile and choose the Default / In Council pricing type.

When editing the group profile, the pricing type should automatically change between In Council and Out of Council based on the council that is selected for this group. After changing a group's council, please verify that the pricing type is correct for the unit. In some Tentaroo systems, this might not change automatically if you don't have any events with different pricing for out of council groups. If you'd like to change the behavior for your system, please contact us. In either case, you'll still want to verify which pricing type the group has when adding a group or changing its council.

Coming back to this Pricing tab in the event, you'll want to set the pricing for each pricing type. After setting up the pricing for the Default / In-Council type, please remember to also setup the pricing for the Out of Council type! Please do not forget to do this as some groups may be in this type. It's better to set this, even if you don't think it is used anywhere, just in case one of your groups is using this type. If you Out of Council type should have the same pricing, just click the Copy From Default button. The Copy From Default button will copy the prices from the Default / In-Council type and save the changes.

If you're changing the pricing for the Default / In-Council type, or any type where you're not copying from the default, you'll want to the prices for each date range and participant type combination. Some of these prices may be the same but please fill them all out so that the system always knows what to charge. The three date ranges are Early, Base and Late. These date ranges are set back on the first tab with the Early Registration End Date and Base Registration End Date. Any date where registration is open before the Early Registration End Date will get the Early price. Dates between Early and Base Registration End Date get the Base price, and dates after that get the Late price.

Depending on the type of event, groups may see which date range rate they're getting. You can change how this is shown to groups by changing the Name field for each date range. You can set this to blank or a short word or phrase for each range.

NOTE: Currently, the only participant types that are supported are Camper (youth) and Leader (adult). More participant types will be added soon (by early 2014).