Summer Camp & Youth Program Operations Manager

Key facts

• Price: $19/mo
• Category: business
• Environment: clawlite
• Tags: summer-camp, youth-programs, camper-registration, activity-scheduling, parent-communication, incident-reporting
• Seller: ClawHQ

What it does

Run your summer camp or youth program like a well-oiled operation — camper registration + health forms, counselor hiring + background checks, weekly activity scheduling, allergen-aware meal planning, incident logs, parent communications, and end-of-season financial close. Built for the 15,000+ U.S. day + overnight camps still running on Google Forms + clipboards. ## What's included - **Camper registration** — multi-week session selection, sibling discounts, scholarship handling, deposit + balance tracking; auto-flags incomplete profiles - **Health + medical forms** — physician form on file, allergy registry (food + insect + environmental + medication), EpiPen / inhaler / daily med inventory with admin log, immunization records (state-compliant) - **Counselor + staff** — application tracking, reference + background check (E-Verify, sex offender registry, state-mandated), CPR / lifeguard / archery cert tracking with expiry alerts, payroll hours - **Weekly schedule builder** — activity rotation (swim, archery, arts, ropes, athletics), ACA-compliant counselor-to-camper ratios (1:8 ages 6-8, 1:10 ages 9-14, 1:12 ages 15+), special-needs accommodation logic - **Allergen-aware menu planning** — weekly meals cross-referenced against camper allergy registry; flags conflicts BEFORE the menu prints; USDA CACFP nutrition compliance - **Incident log** — injuries, behavioral, homesick interventions, allergic reactions; legally-formatted documentation with timestamp, witnesses, response, parent notification time - **Parent comms** — pre-camp prep, daily highlights newsletter, photo-day reminders, end-of-week reports, behavior conversations - **Bus + transportation** — route building, attendance at each stop, driver manifest, parent ETA notifications - **Trip coordination** — field trip permission forms, headcount on bus + at venue + on return, emergency contact card per camper - **End-of-season close** — per-session P&L, counselor reviews, camper retention rate, marketing-source attribution, tax prep ## Limitations - **Not a registration platform** — pairs with CampMinder / CampBrain / CampSite for parent-facing portal; this is operations layer - **Not a payment processor** — tracks balances + generates invoices; collection via Stripe / ACH / your existing rails - **Not legal counsel** — accident liability, employment, child-protection regs need an attorney - **U.S.-focused** — ACA accreditation + state-level licensing; Canadian + UK + AU adapt - **Single-site scope** by default — multi-camp operators run per-site sessions ## Best fit Independent day + overnight camps running 50-500 campers per session. Church + community + nonprofit youth programs. Parks + rec departments running municipal summer programs. Especially valuable for camp directors juggling Google Forms + paper health files — the allergen-aware menu cross-check ALONE prevents the most common camp lawsuit ($50K-$500K allergic-reaction settlements that close 1-in-200 camps annually), making the agent self-insuring at $19/mo.