People

The person record includes all people that are attending camp, unit leaders, instructors, and staff that manage their camps through Summer Camp Systems. A person record will be linked to a user during the account registration process. It is recommended to add or update people through Person Mass Additions. However, people can be added or updated from webpages. A unit user's pages will only show the people assigned to her or his unit, whereas, the camp user's pages will show all people.

Definition | Prerequisites | Notes | Video | Add | Edit | Delete
Person Definition
Person Attribute Definition
PersonID Unique Identify of the Person Record.
PersonNo A manually entered number used to identify a person. This field is also used as the BSA ID. It can be made required by setting XX_REQUIREPERSONNOFORUNITUSER, XX_REQUIREPERSONNOFORCAMPUSER, and XX_REQUIREPERSONNOFORMYINFO System Parameters to Yes.
UserName The user name is the link between the person record and a user account.  A user record is not required unless the person will have to user account to perform application functions such as administration, camp user, or unit user.
First Name First Name
Last Name Last Name
Middle Name Middle Name
Person Suffix List validates from the XX_PERSONSUFFIX lookup values.  Typically, it is suffixes such as Jr. or Sr.
PersonPrefix List validates from the XX_PERSONPREFIX lookup values.  Typically, it is suffixes such as Mr. or Ms.
FullName Automatically generated based on names entered.  If a middle name is entered, it will display first name, middle name, and last name.  Otherwise, first name and last name are displayed.
Birthdate Birthdate of the Person.  The birthdate is used to calculate the minimum and maximum age requirements for course registration. 
Used to calculate age on the Course Application Report.
It can be made required by setting the XX_REQUIREBIRTHDATEFORCAMPUSER and XX_REQUIREBIRTHDATEFORUNITUSER System Parameters to Yes. When set to Yes, the system also check the XX_MINIMUMBIRTHDATE System Parameter, which ensures the end user does not take a default value.
Gender List validates from the XX_PERSONGENDER lookup values.  Typically, it is male or female.  It can be used to restrict registration to certain courses based on gender.
ReceiveTextMessages When set to Yes, the person will receive text messages.
PrimaryPhoneNumber Primary phone number of the person.
PrimaryPhoneNumberType Type of Phone Number (Work, Home, Mobile). This must be set to Mobile to receive text messages.
PrimaryMobileCarrier The carrier for a mobile phone.
PrimaryMobileVerified Not currently used.
SecondaryPhoneNumber Secondary Phone Number of the person.
SecondaryPhoneNumberType Type of Phone Number (Work, Home, Mobile). This must be set to Mobile to receive text messages.
SecondaryPhoneCarrier The carrier for a mobile phone.
SecondaryPhoneVerified Not currently used.
ReceiveEmailMessages When set to Yes, the person will receive email messages.
PrimaryEmail Primary email of the person.
PrimaryEmailVerified Not currently used.
SecondaryEmail Secondary email of the person.
SecondaryEmailVerified Not currently used.
EmergencyContactName Name of an emergency contact.
EmergencyContactPhone Emergency contact's phone number.
EmergencyContactEmail Emergency contact's email.
EmergencyContactRelationship List validates against the XX_EMERGENCYCONTACTRELATIONSHIP lookup values.  Typically, it is Mother, Brother, Wife, etc.
DefaultCampPeriodNo No Longer Used
DefaultUnitID No Longer Used
LegacyPersonIdentifier Designed for people conversions from legacy systems.  It is intended to be the legacy person identifier in the legacy system.  It is a reference only.
Attribute1 User Defined Attribute
Attribute2 User Defined Attribute
Attribute3 User Defined Attribute
Attribute4 User Defined Attribute
Attribute5 User Defined Attribute
Attribute6 User Defined Attribute
Attribute7 User Defined Attribute
Attribute8 User Defined Attribute
Attribute9 User Defined Attribute
Attribute10 User Defined Attribute
StartDate The date the person record becomes active.
EndDate The date the person record becomes inactive.
ActiveFlag Activates or inactivates the person record.  List validates against the ZZ_YESNO lookups values.
CreationDate The date the record was created.
CreatedBy The user that created the record.
LastUpdateDate The date the record was last updated.
LastUpdatedBy The user that last updated the record.
YearAtCamp List validates against the XX_PERSONYEARATCAMP lookup values.  This value can be used to restrict people in course registration by year at camp.
Grade List validates against the XX_PERSONGRADE lookup values.  This value can be used to restrict people in course registration by grade.
Displays on the Course Application Report.
UnitLeader List validates against the ZZ_YESNO lookup values.  If the value is Yes, the person will be excluded from the My Registrations window.  Note: This feather is based on the XX_DISPLAYUNITLDRINREG System Parameter being set to No.  If this parameter is set to Yes, all people will display in the MyRegistrations form regardless of this flag.
Instructor List validates against the ZZ_YESNO lookup values.  If value is Yes, the person record will be available to add as an instructor on courses.
CampStaff When set to Yes, it signifies the person as Camp Staff. This can be used in the messaging application to send emails or sms messages to the camp staff.
Rank List validates against the XX_PERSONRANK lookup values.  If the value in attribute3 is less than the value in attribute3 of XX_COURSERANK, the person will not be able to register.
Displays on the Course Application Report.
AllowDelete The default value is Yes. This allows a person to be purged assuming all other purge criteria are met.
Comments General comments. This information will print on the Course Roster Excel Report.

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Prerequisites

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Important Notes
  • As of build 2.7.7.7.6, a person with the unit user role can no longer update a person with elevated privledges.
  • As of Build 2.7.7.7.6, if a person is assigned to multiple units, she or he will not be inactivated in the My People web page until all assignments have been inactivated or removed. If a person is inactivated, only the unit assignment will be inactivated.

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Watch The Video

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Adding a Person - Webpages
  • People can be added by using the web pages. However, it is recommended for small volumes. The Mass Addition templates save a lot of time when entering multiple records.
  • Navigation: Unit User - My People - Add Person
  • First name and last name are required.
  • Optionally, enter other registration information such as birthdate, year at camp, grade or rank.
  • Optionally, enter contact, attribute, and other information in the appropriate tab.
  • Once a record is created, three messages are displayed.
  • The My Person form will create a person-organization assignment and person-unit assignment based on the session variables selected in the session dashboard.
  • If a person's address is desired on the course application report, the person's address must be created and assigned from the My Addresses webpage. If you wish to use the mass addition import, it will also create a primary address record for the person.
Add People - Mass Additions
  • A mass addition is a bulk import from a comma delimited file. Please review the Mass Addition notes before working with these files.
  • Download a person template from the Templates section.
  • Fill out appropriate data. Ensure Insert or Update column is set to INSERT.
  • Navigation: Unit User Menu Item - Mass Additions
  • Choose an Import Type of Person
  • Click the Choose File Button. Navigate to your CSV file.
  • Click Upload File.
  • You should see a message that the file uploaded successfully.
  • It is recommended that you select Validate file first! This will run through the file without loading it and provide any errors, which should be resolved before the file is actually loaded.
  • Click the Process File Button
  • Each record will either be successfully processed or will display an error.
  • Resolve any errors, upload the file again, and validate again. Repeat until all errors are resolved.
  • Once all errors have been resolved, upload the file again, choose Load File, and click the Process File Button.
  • You should receive a success message for each record as it is updated.
  • If any errors are found, address the errors and be sure to load the errors only in your next upload.

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Editing a Person - Webpages
  • A person can be edited using webpages. However, it is recommended for small volumes. The Mass Addition templates save a lot of time when editing multiple records.
  • Navigation: Unit User - My People
  • The list of people shown is the list of people that are currently assigned to the unit. You can refine the search by adding additional information in the provided parameters.
  • Select the person that needs editing.
  • Make the necessary changes across the tabs and save the record.
Edit People - Mass Additions
  • A mass addition is a bulk import from a comma delimited file. Please review the Mass Addition notes before working with these files.
  • Download a person template from the Templates section.
  • Fill out appropriate data. Ensure Insert or Update column is set to UPDATE.
  • Navigation: Unit User Menu Item - Mass Additions
  • Choose an Import Type of Person
  • Click the Choose File Button. Navigate to your CSV file.
  • Click Upload File.
  • You should see a message that the file uploaded successfully.
  • It is recommended that you select Validate file first! This will run through the file without loading it and provide any errors, which should be resolved before the file is actually loaded.
  • Click the Process File Button
  • Each record will either be successfully processed or will display an error.
  • Resolve any errors, upload the file again, and validate again. Repeat until all errors are resolved.
  • Once all errors have been resolved, upload the file again, choose Load File, and click the Process File Button.
  • You should receive a success message for each record as it is updated.
  • If any errors are found, address the errors and be sure to load the errors only in your next upload.

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Delete a Person - Webpages

WARNING! - Deleting a person purges all records associated with the person. All registration, course completion, org assignments, unit assignments, and addresses will be permanently removed.

  • Navigation: Unit User - My People - Query Up Person
  • Select the Delete link and acknowledge the popup window.
  • Person is deleted.


A person cannot be deleted if the following conditions exist.

  • A person has active registration records in an event.
  • A person has pending records to be tranferred to course completion.
  • A person has pending records to be tranferred to camp analytics.
  • A person is assigned to multiple organizations.
  • A person is assigned to multiple units.
  • A person has active event charges.
  • A person is restricted from deletion.
  • A person is associated to an user account.

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