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."

Payments and Orders

Cart Basics

When you view a group's account, you are viewing the same exact system as the group with some minor differences. For example, camp and council users have access to the Add Unscheduled Class for campers' schedules and events will be listed for individual registration even when they're in the past. While some of the available options may be different, the data is the same. When you're viewing a group's cart, you're seeing exactly what they have in their cart and either you or the group can checkout. If you make any changes to the cart while the group is logged in, the system will automatically refresh the cart for the group before they make any additional changes. This prevents overlapping changes to the cart and ensures that anyone who is logged in can see the most recent changes.

Many different types of items can be added to one cart in the Tentaroo system. Each type of item may look and behave a little differently, for example, products will look different than campers being registered for an event. I've added several types of items to the cart so that we can review them.

Most items in the cart will have an icon at the beginning to indicate whether the item is adding or removing something for the group. A removal item is used to remove something that was previously finalized - i.e., added to the cart and checked out. A few examples of items that could be removed would include a camper registration, a scheduled class, or a facility reservation. If a class has been added to a camper's schedule, the addition is added to the cart and the class seat is only reserved after the cart is checked out.

If the class is removed before checking out, it is removed immediately. However, if removing the class from the camper's schedule after the class seat is reserved, a removal item is added to the cart. The removal is only complete once the cart has checked out. This gives you a chance to review your changes before finalizing them in the system. You could empty the cart or change the camper's schedule back to reset the changes before they were ever finalized. Since the class seat from a removal is not made available until checkout, you could add the class back and be guaranteed that the spot is still available.

Removal items will not appear on the generated receipt after checking out. Instead, these amounts are transformed into additional credit applied to the order as credit is created in other orders by removing the original items from their original orders. Also, since the original items are removed from previous orders, the receipts for any affected previous orders will also have missing items. Receipts only show the current application of funds in an order. To see a history of items that an order used to pay for, you'll want to use the audit log payment report. The audit log shows exactly how funds were applied over time for accounting purposes. This report is discussed in detail the payment reports section.

Items in the cart will also display some information about the product or class name, the associated event or camper, the quantity if the item is a product, etc. Then, there's usually an edit button (this looks like a white notepad with a pencil) and a delete button (a red x). This buttons allow you to change the item. To learn more about what can be changed, see the next section on Overriding Pricing.

You'll want to checkout once you're ready to finalize your changes. I'll review the relevant options here but I'm not going to actually checkout as I'm going to use these same items in the next section. Once you're satisfied with the items in the cart, you'll want to checkout as soon as possible. Since the changes are only finalized after checking out, it is possible that another group or user will preempt your changes by adding similar changes to their cart and checking out before you checkout. This could cause class seats or facility reservation dates to become unavailable. In this case, the system will show an error and you'll need to modify your schedules or reservations so they don't conflict before attempting to checkout again.

The system will remind you in several ways to checkout if items are still in the cart. If items are in the cart, a warning is shown on the Home screen letting you know that you'll need to checkout to finalize those changes. Also, if items are in the cart and you logout, close your browser or attempt in some other way to leave the Tentaroo system, the system will show a pop-up warning if items are still in the cart. This pop-up is shown if you're logged in as a group, or if you're logged in as a camp or council user but are viewing a group with items in their cart.

When you're ready to checkout, first review the amount due. The payment amount is the order amount, minus the applied credit, plus the Unapplied amount (only visible to camp or council users). This payment amount is displayed as the TOTAL in the system. The way this works is that all of the order items in the order are added up to get the order amount. Then, if there are any credits available on the group's account, these are automatically applied to reduce the amount of the payment that's due. Finally, if the payment was already made in some amount greater than the amount due, the Unapplied field can be used to increase the amount of the payment to match. For example, if the group mailed in a check for $450 you could enter 25 in the Unapplied field to accept their payment of $450 instead of $425. You could then leave the $25 credit on their account to be applied to their next order or add a refund to remove the credit.

Using the Unapplied field you can easily add any payment in the system that is greater than or equal to the amount due. You can even enter a payment when there are no items in the cart, this would simply add the credit to the group's account. By supporting payment amounts that are different than the amount due, Tentaroo allows you to track payments more precisely. This makes it easier for your accounting group to see exactly how funds from various payments are applied over time.

But what if you need to add a payment that's less than the amount due in the cart? If you're actually billing less for the items, you would change the amount due of the items as described in the next section. Otherwise, you'll want to add a separate payment using the Add Partial Payment button in the lower right. This button is only available to camp or council users. Clicking on this button will display a pop-up with a very similar payment form but with the ability to enter any amount. This feature bypasses the cart and simply adds an extra payment to the system with the entire amount being unapplied. This has the same effect as entering an unapplied amount in the cart when no items are in the cart and checking out. The payment added will become available as a credit. Once you click Add Payment, this credit will be applied to any items that are in the cart, lowering the amount of payment that's required to checkout.

Once the payment amount is correct, choose whether or not to send a receipt to the group with the Send Receipt checkbox. Then, enter the billing address. The Copy Profile Address button will copy the billing address from the address for the primary contact in the group's profile. The billing address is only really necessary for credit card and eCheck payments. For credit card payments, the billing address must match the address on file for the credit card being used. Any address entered will be saved upon checking out as the default for the next time the group places an order.

Next, choose a payment method. Standard payment methods include: Credit Card, eCheck, At Council / Other and Campership. When paying by credit card, you'll have the option of whether or not to save the card for future orders. If this option is checked, the current card will be added as an Existing Card option in the list of payment methods. If you don't want to save the card being used, uncheck Save Card. In addition to not saving the current card, this will also remove any cards that were previously saved from the group's account. Credit Card and eCheck payment methods will only be displayed if you've provided Tentaroo with your merchant account to connect to. If you don't yet have a merchant account for accepting payments online, you get one later and just use Tentaroo to track payments received in the meantime.

The payment method called At Council / Other can be used for any payment received that the system does not need to process. With this payment type you can enter the receipt number associated with the payment. Finally, the Campership type can be used to log a payment that is coming from a campership.

Regardless of the payment method used, more details of the payment can be entered in the notes field. The notes entered in this field will be displayed on receipts and visible to the group. The notes are also exported in the payment reports.

When you're done, click Submit My Order. The system will do a final check to verify that the items in the cart are still available. If they are, the funds will then be processed as appropriate and the items will be finalized. I'm not going to checkout until the end of the next section on overriding pricing so take a look there to see what a receipt looks like.

Overriding Pricing

It's best to override pricing, if necessary, before checking out. This way, any payments made are correct and won't need to be adjusted later. Pricing can also be adjusted in previous orders but this can introduce complications and may be less intuitive for both the accounting department and your groups.

I'm going to use the same order items from the previous section to discuss the options for overriding pricing.

The first order item we'll look at is Hat. This is a product item that is for two hats, $35 each, and the product name is Hat. Both the amount per product and the quantity can be changed by camp or council users. This is one of the few cases where groups can also click on the edit button, as the system will allow the group to change the order quantity.

In this example, I'll change the quantity to 1 and save. Now the order item's amount is $35 instead of $70. Again, any user can change the quantity but the amount field can only be changed by camp or council users.

The next item in the order an individual registration for an event. The Day Camp Week 1 event does not use registration estimates so the registration is billed and created on an individual basis. We signed up Shelly for the day camp quite late so she got the late price but we can override this by clicking on the edit button.

You may enter any amount here to charge for this camper. As with any changes to items, you can change the amount then let the group checkout later at their convenience. In this case, I'm going to lower the amount for this event to $200 and click the Update Item In Cart button to save.

Next, we have a removal item. This item is removing Bobby Tree from the same event. The amount of the removal is $0 since Bobby's registration amount was overridden to $0 when he was added. This item cannot be edited because the system must process the removal in an amount that corresponds to the original amount paid. If Bobby had paid $200, this item would be -$200. This item does have a delete button to remove the removal. If the removal item is removed, the original registration is simply restored to the way it was.

The next item is a payment towards an overall event registration for a summer camp event. This type of item only occurs when registration estimates are used. Typically, this item is used to add a payment towards an event registration; however, if you allow groups to change their estimates this item may also include pending estimate changes. If this event can be changed by the group, you can go to the Home tab for this event to adjust the number of participants and amount per participant to change this amount. Removing this order item would reset the registration estimate back to the previously finalized numbers. Otherwise, if groups can't change their estimates you could just remove this order item and add a new one to change the payment amount.

This is the first order item we've seen that is not directly linked to a product or registration. If a payment towards an event registration is removed, it may reset pending changes being made under the group to that registration but it won't remove the registration. The registration exists on it's own, unlike the individual registration or product we saw earlier. This allows the system to accept multiple payments in multiple orders towards an event that uses registration estimates.

NOTE: Additional features are in the works here at Tentaroo to make this possible for all order items. However, at this time, individual registrations and products must be paid for in full in order to checkout and be finalized. There are workarounds for this so please contact Tentaroo if you need to allow payment plans for events that don't use registration estimates.

Next, you'll see a class being removed and a class being added for a camper. Class changes do not have a delete button since you must use the class scheduling features under the camper or leader to make changes. Being able to delete a class item from here could cause some issues - for example, what if a removal was removed, causing the class to conflict with other classes? To make changes to individual classes, go to the camper or leader on the Event Registration button under the event. You can then add and remove classes as much as you want and the items in the cart will be updated appropriately. There are still edit buttons for class additions to change the amount billed for class fees. These class item edit buttons are only available to camp or council users.

The next two items are adding a new camper to the summer camp event, as well as a class for the new camper. Again, individual classes cannot be removed directly from the cart; however, if new camper or leader registrations are removed then their classes are removed as well. So if you deleted the registration for Bobby Tree, his new registration for a climbing class would be removed as well. You'll find edit buttons on both of these items to edit their amounts. The edit button on Bobby's registration should most likely not be used as any fees due are being tracked and paid at the group level. When individual participants are added to an event that uses registration estimates, their individual registration amount should be $0. The edit button next to the class registration is to override the class fee.

Finally, there's an item to pay and/or update a grip trip (facility reservations) to camp. Clicking the edit button will load the trip in the system and bring you directly to the Reservations tab to change reservations and override their dates, pricing, etc. This change tab is visible to groups, although groups don't have access to the Change Pricing button under the individual reservations and can only change the amount in the cart within an appropriate range. The delete button will remove any changes or payments that have not been finalized for this trip, including any changes to pricing that haven't been finalized. As you can tell, this item is similar to the Payment Towards Event Registration event in that removing the order item does not remove the trip but simply resets it to whatever was previously finalized. To learn more about changing trips, see the Reserving Facilities section.

Now that you've seen how to change the order amounts for each of these items in the cart, I'm going to checkout and save this order. A receipt will be sent out to the group that looks like this:

You'll see that the removal items aren't displayed as the corresponding original items were removed in the original order. If credit needed to be applied from the removals to this order, it would be applied under an applied credit line item as described in the cart basics section above.

Also, you'll see that the $5 trip reservation payment is now $0 and the overall order has a not applied amount of $5. Since the trip payment that was added was applied to a previously finalized reservation, a credit was created in this order so that it could be applied to the other order where the reservation was added.

Understanding Credit

Credit comes from payments or orders in the system where some or all of the payment amount has not been applied to anything in that order.

Credits are added to and used from a general pool of credit. That is, credit from one order is not specifically applied to another order. Instead, the credit from the first order goes into a pool of credits from all orders that are making credits. All orders that use credits pull from that pool of credit. This allows the system to fluidly apply funds as necessary to pay for order items, while all credit creation and use is documented specifically and in detail for accounting purposes.

Here's an example of credit fluidity. Let's say that $10 of credit was created by added a $10 payment to the system. Then the $10 of available credit is used to pay for part of an order. If we need to change the first payment to $8 because it was entered incorrectly, we just need to create a new credit of at least $2 by whatever means is appropriate. Then, the first payment of $10 can be changed to $8 and nothing needs to be changed in the order that's using those credits because as far as it's concerned it has always had the amount of credit available that it needs.

Similarly, the payment amount in the order that's using the credit can be reduced if necessary as long as enough credit is available to cover the change.

To see more details of where credits came from and how they're applied, see the audit log payment report. The Payment Reports section covers this report in detail.

Managing Previous Orders

Previous orders are orders that have already been paid for and checked out from the cart. Orders will also be listed here if a partial payment was made. Any order or payment where the order total or the payment total is not $0 is shown under the Orders tab. To start, click on the Orders tab. Then, I'm going to click on the order I just made in the previous sections, the one with the hat and Bobby Tree.

Once you've clicked on an order, the full details of the payment and order items are shown on the right. There is a lot about the order that can be changed if you've logged in as a camp or council user. There is also a View Receipt button to view the receipt. Groups can view the orders and receipts. Please note that a receipt viewed here may be different than the one originally sent to the camp and group upon checkout. Many factors can change a receipt because receipts only show the current status of an order. For example, if a class registration has been removed, it will no longer show up on the receipt. To see the full history of a receipt you'll want to use the audit log payment report.

Now let's look at what can be changed in this order.

First, you'll see that the payment amount can be changed in the TOTAL field. This allows you to correct a payment amount if it was entered incorrectly. This amount cannot be changed if the payment was processed online via credit card or eCheck. In that case, we know that unless your merchant account was in test mode the payment was processed and the amount is correct. If for some reason you need to change a credit card payment, give us a call. Most likely you can accomplish whatever you need to do by issuing a refund or convenience fee, for example, if you want to refund the payment you could remove whatever it's paying for, then process a refund against the credit on file. Modifying the order to remove items is covered in this section, while refunds are discussed in the next section.

Some items can be removed from past orders while others can't directly be removed. Items can be removed by unchecking the first checkbox next to the item. The system allows products to be removed since it is assumed that the products can easily be re-added in another order. One kind of product can't be removed - the Refund product. Changing the amount of the refund will also change this refund order item. The system also allows base registration payments to be removed. These are payments towards a group-level registration, in other words, a registration towards an event that uses registration estimates. These payments can simply be removed because removing the payment does not affect the registration and a replacement payment can be added in a different order. Unlike registration items in the cart, any changes to the registration that were associated with the item have been finalized and will not be affected by removing the payment. At this point, this is just a payment.

Items that cannot be removed include camper or leader registrations, class registrations and trip facility reservations. Removing these items would remove the actual registration or trip reservation. If that's what you want to do, you'll need to find the actual registration elsewhere in the system, remove it and checkout to finalize the removal. For example, you want to remove a class you'll want to open the camper under the correct event, click on the classes tab, remove the class, then save and checkout. The system does allow you to change the Total Due and the Payment Amount for these items here in the previous order. Changing the total due will change the total amount that you are charging for the item, while the payment amount changes the amount that is paid towards that balance. Any difference between the two becomes a balance in the order.

Trips are a special case. Trip items cannot be removed and while their payment amount can be changed, their total due amount cannot. For a trip item, the total due is the total amount of reservations that have been added and paid for so far as part of this order. Different reservations might be added in different orders. To change the total due, you would want to change the dates and/or pricing of the facility reservations in the trip on the trip's Reservations tab. The payment amount can be changed but this is only to support the rare cases where a payment has been entered incorrectly. If the payment amount is changed here, the actual reservations in the trip will be updated so that the new balance and amount due is reflected on the Reservations tab of the trip. The balance will not be created under the order as balances for individual registrations or classes are.

Also, it is possible to set a payment amount for items that is greater than the amount of the payment in the order. If you've already added another payment to create additional credit, that additional credit will automatically be used by the system to pay for those items. This is helpful if you need to reduce the payment amount on the overall order or increase the payment amount on individual items. Alternatively, if you haven't added another payment yet you can leave a balance on file and the system will automatically use credit added later to pay remove the balance. For example, if you need to set the payment amount to $0 for an item a balance will be created in the order. The next time credit is added to the system, Tentaroo will check for orders that have balances and remove as much as possible using the credit added.

To delete a payment, you'd want to remove items that can be removed and reduce payment amounts for the items that are left to the amount that can still be paid for using the applied credit. You can then set the payment amount to $0. The Tentaroo system simplifies this process with the Delete Order button. This button will apply any available credit to the order to attempt to keep items paid. Products and registration payments towards group-level registrations (registration estimates) will be removed, while individual registrations classes and trip items will be set to a $0 payment amount. This may create a balance in the system under the order if some items have a Total Due that is less than the Payment Amount. Then system will then set the overall payment amount to $0.

Keep in mind that the credit pool shared between orders must never go below $0. This means that if the current order was used to create credit that is now used by other orders, that credit cannot be removed without first either creating more credit with a new payment or creating balances in other orders that were using the credit, thereby causing the other orders to use less credit. The overall amount of credit that's currently available is displayed in the lower left, below the list of previous orders. If that amount is less than the amount unapplied in the current order, you'll need to move other funds around before you'll be able to delete the payment. An overall available credit of $0 means that the unapplied funds in the current order have all been applied in other orders.

NOTE: Working with orders and payments can get confusing as the Tentaroo system is very flexible but can also be complicated if you're working a lot with credits and changing previous orders. As with anything in Tentaroo, please give us a call and we'll walk you through any questions you have with payments! We will be making some changes to the payment and order tracking system in Tentaroo so that it's even more powerful while being much easier to use.

Refunds & Convenience Fees

Available credit is used for both refunds and convenience fees. Refunds are meant to be used when the credit should be returned to the group. Convenience fees are used when you want to simply soak up the credit so that's it not used for anything. Convenience fees could be appropriate when you're not offering a refund, or when only part of the payment should be refunded.

Both refunds and convenience fees can be created from the Orders tab under a group. The section below the listing of previous orders first shows the amount of credit that's available. You can then enter a refund amount and convenience fee against the available credit. Both refunds and convenience fees are created as a type of product item in the current cart. In order for the refund and/or convenience fee to take effect you must checkout.

NOTE: If you accept credit cards online, the refund may go back to the group's credit card. In order for this to work there are some settings that will need to be made with your merchant account. Feel free to give us a call for more information about credit card refunds.

If you want to see which groups have available credit on file, pull a groups report for the year. The groups report includes a column that lists the available credit for each group.

You may want to remove all available credit on file once a year to reset the group's financial accounts. Tentaroo will reset all credits at your request by removing them with convenience fees. Feel free to contact us for more information about resetting available credits.

Credit Cards & eChecks

Accepting credit card and/or eCheck payments online can dramatically streamline your event registration process.

In order to support payment processing in your Tentaroo system you'll need to provide us with your Authorize.net API or Stripe API details. Authorize.net is supported by most merchant accounts and if you don't yet have an online merchant account you can add one to your existing merchant account used for credit card processing. Authorize.net has lower fees than Stripe and also supports eCheck processing for even lower fees. Stripe's main advantage is that it's very easy and fast to get started. If you have any questions about getting an online merchant account, please give us a call. We'll help you through the process.

Once you provide the details of your Authorize.net or Stripe account, you'll be able to immediately start accepting payments online directly from your groups. Of course, you can still receive payments through the mail or in person, tracking all of the payments in the Tentaroo system.

Any funds received online will go directly to your bank, through your merchant account. This allows you to receive funds very quickly and securely, with no additional fees from Tentaroo.