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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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."

Event Reports

Under the Event

I'll first review the reports that are available under individual events. Please let us know if there are other reports that would be helpful for your events! We can easily add more data to the Excel (CSV) exports. Also, if there is a report you'd want to print on a regular basis, we can add a PDF export so that you can print it with one click.

Many of the reports generated can be pretty long. If you only want to print part of a report, use the PDF searching capabilities to find the specific pages that you need. You can then print just those pages.

To start, use the Events tab to go to a specific event. Then, click on the Reports tab.

For this example I'm going to be using a summer camp event that uses registration estimates. Keep in mind that some of the reports will look slightly different for different kinds of events.

First, click on the Group Check-In report. This report is only designed to be used for events that use registration estimates.

A PDF will be generated that can be used to check in groups at camp. The information on this report is similar to the information on an invoice except that a breakdown of class fees is also included.

One page will be generated for each group registered for the event. The campsite(s) for the group are displayed, followed by a total of any available credit on the group's account. Then a breakdown of campers at different rates, leaders and different rates and the total registration amount. A breakdown of payments made is then shown, then the total paid and overall balance. Next, a breakdown of class fees is shown - first class fees paid online, then fees that are due at the camp.

The next report is Event Class Schedule. This is the same report available when scheduling classes under a participant (on that screen it's called View All Classes).

This is a simple listing of all classes scheduled for the event. Any class images or descriptions are displayed as well as the number of seats available.

The next two reports are Camper Class Schedules and Group Class Schedules. The only difference between these is that the Camper Class Schedules report adds an extra page break after each camper's schedule. Both youth and adult participants are included in these schedules. This is what the PDF version looks like:

When this report is generated prior to your event, the attendance and requirement completion records will be blank. When generating this report, you can also check the Just OOC option to only include out of council groups in the report.

NOTE: If you want to re-print this report for just one group or just one participant, use the View Schedules and View Schedule buttons under the specific group. By listing Participants under the Groups/Units drop down menu the system will allow you to jump to the specific participant under the correct event very quickly, then pull a report for the specific participant on their Classes tab or a report for the group under the group's Event Registration tab.

An Excel version of this report is also available.

This version can be useful if you want to use the schedules for something else. For example, some camps use this data to print the schedules in a way that can be worn on a lanyard.

The next few reports allow you to export a lot of data for the event. I'll some of the fields that each report includes below.

Campers and Leaders Report - Camper Name, E-mail, Camper or Leader?, Gender, Address (for Leaders), Scout Type, Rank, Unit, Council, BSA ID, BSA Name, Event Name, Event Date, Change In Cart?, Days In Camp, Shirt Size, Date of Birth, Emergency Contact Name, Emergency Contact Phone, OA Chapter, Lodge, OA Status, OA Position, Photo Release, Serious Allergies?, Dietary Restrictions?, Notes, Group Name, Group Council, Group Credit, Group Contact Name, Phone Number, Alt Phone Number, Email, Contact2 Name, Contact2 Phone, Contact2 Email, Address, Address2, City, State, Zip.

The Change In Cart field will tell you if the participant has any class changes that are still in their cart.

The OA Chapter, Lodge, OA Status, and OA Position fields will only be included if this event displays those fields. Several other fields, such as the Emergency Contact, are also only exported if they are displayed for this event.

This report only includes finalized participants - it won't include and campers/leaders that are still in the cart. To see if any campers/leaders are still in the cart, you can use the Groups export.

Groups Report - Event Name, Event Date, Campsite(s), Available Credit, Order Balances, Camper In Cart?, Class Change In Cart?, # Campers, # Leaders, # Campers Estimated, # Leaders Estimated, Reg Total, Reg Total Paid, Reg Balance, Reg Campership, Admin Notes, Group Notes, Group Name, Council, District, First Name, Last Name, MI, Suffix, Phone Number, Alt Phone Number, Email, Second Contact Name, Second Contact Phone, Second Contact Email, Marketing Source, Group Address.

This report includes a breakdown of the number of participants estimated in the registration estimates as well as the number of participants that have actually been added into the system. It will then output the registration totals based on the registration estimate and any balances due.

The Camper In Cart field will tell you if any participants in the group are still in the cart. Participants that are still in the cart have not been finalized yet.

The Class Change In Cart field will tell you if any participants have class changes that are still in the cart.

The Registration Amounts report will output differently depending on whether the event uses registration estimates.

Registration Amounts (using registration estimates) - Event Name, Event Date, Group Name, Council, Camper or Leader?, # Estimated, Amount, Estimate Total, Camper Deposit Paid?, # Effective Paid, Effective Paid Amount, Balance, First Name, Last Name, MI, Suffix, Phone Number, Alt Phone Number, Email, Contact2 Name, Contact2 Phone, Contact2 Email, Group Address.

Here's an example of this version:

The system will breakdown the group registrations by the number of youth and adults at each rate. It will then attempt to apply funds that have been paid so far to the participants, starting with the campers of the lowest registration amount first. The # Effective Paid column then gives the total number of participants in each row that have paid in full.

This report can be particularly useful if your using the Increase Pricing tool as it will tell you which participants are paid for in full and therefore which participants are locked in at their current rates.

Registration Amounts (individual registrations) - Event Name, Event Date, Group Name, Council, Camper or Leader?, In Cart?, # Added, Amount, Total Amount, First Name, Last Name, MI, Suffix, Phone Number, Alt Phone Number, Email, Contact2 Name, Contact2 Phone, Contact2 Email, Group Address.

For events that don't use registration estimates, this report just gives a breakdown of the participants that have been added at each rate. Participants that are still in the cart are also included in the breakdown but are listed separately.

The next report is Camper List - Just Names. This report generates a list of all campers in the camp.

The next report is another Excel (CSV) export called Class Statistics. This report will first give a breakdown of available seats by class.

It will then give the overall totals by class type.

The next two reports are Requirements Completed and Blue Cards. These reports are discussed in detail in the Tracking Requirements section.

The next report is Camper Types, Totals by Group. This report will output the participant totals by camper type for each of your groups. We'll be making some changes to this report soon so please just contact us in the meantime if this seems like something you could use.

The Shirt Sizes - Totals report is an Excel export that gives totals for shirt sizes selected by participants in the event.

Finally, the Product Orders report will generate a list of all product orders.

Since product orders are not yet linked with specific events, this may list products that were ordered for different events if a group signed up for this event is also signed up for another event and ordered products in both events. However, there are two fields that should make it easy to identify the correct event. The Payment Date field will show you the date of the actual payment, while the Closest Event column will display the name of the event that's closest to that date.

Each row will give you the product name and the quantity ordered by the group. In this example only Refunds and Convenience Fees were ordered. These products can be ignored since they are used in the system to process refunds.

Event Type Reports

Unlike the event reports above, the Event Type reports can be generated for an entire year at a time. These reports will include the same data but for each event in that year, of the given event type.

To get started, click on the main Reports tab (not under the event). Then choose the Event Type and Year.

The first option, Year Overview, is a view that allows you to quickly view your registration numbers. This view is currently setup to work with events that use registration estimates so please use the other export reports if you need to get numbers for events that use individual registrations.

You can choose which statistics you'd like to view on the left. A key for each section is displayed at the bottom to explain what the numbers mean. In this case, we're viewing the year overview. This view gives a breakdown of units based on In Council and Out of Council and the participant totals. You can compare participants set in the registration estimates with participants that have actually been added into the system under the group's registration. The system also displays the total amounts due for the registration estimates and the amount that has been received so far.

The participant numbers display both the total estimate from the registration estimate and the total added into the system so far. The number of participants added so far is shown in parenthesis.

The next section gives a similar breakdown by event.

The next section gives a similar breakdown by districts that are in your council.

The last section called By Pricing Type refers to the camper type features of the Tentaroo system. As mentioned previously, these features are currently being upgraded so please contact us for more questions about this in the meantime.

When you're done, close out of the pop-up.

The next three reports are very similar to reports that are also found under specific events. These are the Campers and Leaders, Groups and Registration Amounts reports. Please refer to the above section for more information on these reports. The only difference is that this version will generate a report that includes the event data from all events in the specified year.

Finally, there are three payment reports. These payment reports are discussed in the Payment Reports section.