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 Tools

Generating Invoices

The first tool I'll cover is the tool that generates invoices. To start, open an event that uses registration estimates.

Then, click on the Generate Invoices button.

Choose which groups to generate invoices for. If you uncheck Send To All Groups, the pop-up will expand to let you pick a specific group.

For this example, I'll choose to send to all groups. When you've picked a group or all groups, click Continue.

The first field lets you choose the group again. This can be useful if you want to send to multiple groups, but not all groups. You could fill out the form and generate the invoice, then change the group and settings and generate another.

The Amount To Bill is the amount per youth that should be billed in the invoice. Generated invoices will list overall balances and amounts due but can also bill for an amount that is less than the overall balance. To bill less than the balance, enter the amount per youth that should be paid. If that amount has already been paid, no invoice will be generated for that group. If part of that amount has been paid, the difference will be billed. For example, if a group has paid $250 for a registration with 10 youth and 2 adults, they've effectively paid for $25/youth. If the amount to bill is set to $50/youth, the invoice will bill the group for another $250 to raise the amount paid per youth to $50.

Otherwise, if you want to bill the entire remaining balance you can leave Amount To Bill at $0 and check the Bill Balance checkbox. This will bill for any unpaid portion of youth and adult registration amounts.

Then, enter a due date to display on the invoices. You can also add some notes if you want include more information about your payment plan dates or how to make payments. Any Group Notes that you've added under the group's registration will also be added to the invoices.

When you're done click E-mail Invoices or View Invoices. Please use caution with the E-mail Invoices button as it will immediately generate the invoices and e-mail them to the groups. The View Invoices button will generate a PDF version with all of the invoices. Even if you don't need the PDF you might want to click on this button first to verify that the invoices look correct. When you're sure that the invoices are correct, click on the E-mail Invoices button to send them out.

Any invoices that cannot be delivered should bounce back to your e-mail address with a few hours. You'll want to also check your Spam folder to make sure that there aren't any delivery errors there.

Here's a sample invoice:

The invoices include a breakdown of campers at different rates and leaders at different rates. The invoice then lists all payments received to date, then the total balance and the amount due by the invoice due date. In this case, $5 has been paid so far and $100/camper is due for a current amount due of $495. Then, the notes appear below. In this case the notes start with "$100/camper is due by..."

The invoicing features in Tentaroo are a great way to keep in touch with your groups about their balances and when they're due.

Increase Pricing

The next tool is used to increase pricing for portions of group registrations that have not yet been paid for. This tool is used with events that use registration estimates. Since the pricing for events that use registration estimates is set when the registration is added, you may want to increase the rates for any campers or leaders that haven't been paid for as your rates change over time.

To start, click on the second tool called Increase Pricing under an event that uses registration estimates.

As the pop-up mentions, this tool will first attempt to use payments that have been received to lock-in as many campers as possible at the current rate. Then, the prices for any remaining campers will be increased to the new rate. To review which campers will be raised, you can view the registration amounts event report. This report performs a similar calculation to see how many campers and leaders can be paid for, these are the participants that will be locked in to the current rates.

Once you're ready, choose the new pricing level that those participants who have not paid should be raised to. Then click Increase Pricing.

The system will then make the changes and close the pop-up. Rows in the group registrations will be split as necessary so that some campers are at the old rate and others are at the new rate. For example, if a unit started with 10 campers at the early rate but only 2.4 have been paid for, that row will split into one row with 2 campers at the early rate and another row with 8 campers at the late rate.

To view the changes that have been made, click on the Registrations tab and check the prices on campers and leaders in the group registrations there. You can still manually set pricing for the group registrations so feel free to override the pricing, for example, you want to keep one of the groups at the early rate because they got their payment in just one day late or had some crossovers in their registration.

Message Center

The third tool is called the Message Center. This tool can be found both in the list of three event registration tools to the left and as a tab along the top. Ultimately this tool will support events of all kinds as well as facilities and user generated custom lists. For now, the message center only supports events that use registration estimates, like the other event tools.

To start, click on the Message Center tool under an event that uses registration estimates.

You can then view the list of messages and add or change as necessary to create a message that you want to send to the groups. The list of messages is shared between all message centers for all events. This makes it easier to write your messages once, then reuse as much as possible. You can pick an existing message to edit or start adding a new message from scratch.

This screen will only look correct if you're zoomed to 100% in your browser. If the message form looks off, check your zoom settings in your browser to make sure you're not zoomed in or out.

Once your message is ready, click Save Message to save it. This does not send the message, it just saves it in the message center. Messages must be saved before they can be sent.

Then, click on Send Message.

Choose whether or not you want to send to all groups registered for the event. If you uncheck the Send To All Groups checkbox, you'll be able to pick what groups should receive the message.

With Send To All Groups unchecked you can pick as many groups as you want from the list of all groups registered for the event. This form uses an autocomplete field so as you type part of a group name you'll see a list of all groups that match so you can add the appropriate groups to your message.

When you're done, click E-mail Message To Groups. Your message will be immediately sent out to all of the groups you've selected.

Managing Campsites

This tool is not listed on the left under event registration tools. To get to it, open an event that uses registration estimates then click on the Campsites tab.

The Campsites tab lists all of the campsites for the current location and compares their capacities to the participant totals in the registration estimates. If a campsite doesn't seem big enough for the group registrations in that site, the row for that site will be highlighted in red so you can easily see which sites may be over capacity.

The first column in the grid is the Campsite Capacity. This lists the campsites and their capacities as defined under the location.

The next column adds up all of the registration estimates in each site for a total number of youth, adults and units in the site.

The last column gives a breakdown by unit of the number of youth and adults in the campsite. If a unit is in more than one site, just the youth and adults in this site are included in these totals.