Supporting each camper
Group and room transfers, temporary departures and returns, and documents attached to the camper record.
Psychological and educational assessments are restricted to specialists.
For residential camps and youth programmes
Camp management software.
Manage camper groups, room assignments, health care and off-site trips in one place. Staff update records from their phones, keeping counsellors, the health team and catering staff informed.
- Launched in 2025; a full 2026 season at two camps in the Moscow region, Russia
- 2026 season: 12 sessions, over 5,000 campers, up to 700 in a session
- 600 counsellors over the season, using the phone app alongside health staff, administrators and directors
Used throughout the camp season
12
sessions in 2026 at two camps in the Moscow region, Russia
5 000+
campers recorded over the season
up to 700
campers in one session, across 26 groups
6
categories of health centre visits, summarised for each session
Managing a session
Keep your team working from the same records
Manage each camp session from check-in to departure.
Each staff member has their own account and access based on their role. Approvals, reminders and reports draw on the same camper records.
“Who changed this?”
For the directorAdministrators approve changes to camper details
A counsellor spots a discrepancy and submits a request. An administrator reviews the request, and the record shows who made the change and why.
“Nobody told me”
For the directorSee who received a reminder and whether they responded
Each reminder has rules: who receives it, when it repeats and who handles escalation. The log records both delivery and response.
“The numbers don’t match”
For camp owners and operatorsReports are built from session records
Arrivals, absences and meal counts come from the session’s records. Reports reach their recipients on schedule.
On every staff member’s phone
Administrators, counsellors and health staff
Administrator
Your camp session at a glance. Check in a camper with one tap and the attendance totals update immediately.
Counsellor
Manage your group from your phone. View camper photos, confirm group handovers, log health centre visits and request off-site trips.
Health staff
The health centre in one app. Record diagnoses and prescribed medication by typing or dictation. Reminders tell health staff and counsellors when a camper is due for treatment or medication. Keep separate care logs for campers in isolation rooms.
Features
Tools for day-to-day camp operations
Each department has its own workspace, with shared records across the camp.
Activity schedule
Plan activities for each day, assign staff and keep camper lists for off-site trips.
Maintenance and housekeeping
Maintenance — submit a repair request with a photo, a due date and an assigned staff member. The person who reported the issue confirms when it is resolved.
Housekeeping — request cleaning, cups and bathroom supplies.
Health centre and isolation rooms
Medication schedules, health centre visits and care logs for campers in isolation.
Health staff and camp management can see diagnoses and prescriptions. Counsellors cannot.
Registration, arrival and accommodation
Parents can complete a registration form via QR code. It goes straight into the system, alongside arrival and departure records, groups, buildings and rooms.
Session reports
Meal counts, age groups, arrivals and departures.
Communication, access and history
Notifications and calls
Messenger notifications and phone calls with keypad confirmation.
Support for unreliable connections
The counsellor and health staff apps handle temporary connection interruptions.
Access and change history
Eight staff access roles, with a record of changes kept for two years.
Returning campers keep their history
Previous sessions, health centre visits and notes are already in the camper’s record.
Director’s assistant
Follow up on tasks and keep staff informed
A digital assistant in your staff chat answers questions, prepares summaries and follows up on tasks until they are complete.
Mattermost is your camp’s staff messaging app, hosted alongside the system. Messages and files stay on that server, with separate channels for the gate team, health centre, facilities and check-in.
How a task progresses
- AssignedSeenDirector
Check the camper list for swimming trip 14. Anyone who visited the health centre yesterday should stay at camp.
- In progressOn itDirector’s assistant
Trip 14 has 61 campers, all checked in. One camper in group 7 visited the health centre yesterday; please confirm whether they should stay at camp. I have contacted the group’s counsellors and the doctor.
- CompletedDone
Counsellor They will stay at camp with me.
Doctor Confirmed.
Director Removed from the list.
This example uses a three-minute response target. Staff confirm completion in the same message thread.
Reports on schedule and on request
Scheduled
- By 07:00
- A one-page summary of yesterday’s health centre activity for health staff and the director, highlighting groups with more visits than usual.
- By 23:00
- A summary of the day’s departures and trips.
On request, at any time
- For the psychologist
- A camper’s age, group, health centre visits and siblings at camp.
Staff request summaries in the staff chat. The assistant can retrieve only the information it has permission to access.
Staff stay in control
It does not delete other people’s messages, change access rights or speak on someone else’s behalf.
The assistant needs the camp director’s permission to make calls or take action in the live system. The director approves critical decisions.
More about staff messagingCamp communication
Mattermost: a messaging app for your camp team
Set up alongside the system. Staff communicate by session and department, receive notifications and approve requests in their channels.
A dedicated server
Each organisation has its own server running the system and Mattermost. Messages and files are stored there. Notifications sent to messaging apps contain no diagnoses.
Channels for sessions and departments
Discussions are organised by session and department, with replies in threads. Mobile apps and calls are available.
One sign-in
Staff sign in to the system through Mattermost. Adding a staff member creates an account in both the system and the messaging app.
Requests in the channel
Approve counsellors’ requests using buttons in the message, without leaving the conversation.
Choose how to receive notifications
Staff choose their notification channel, including Mattermost and other supported messaging apps.
Diagnoses stay in the system
Notifications contain no diagnoses or prescriptions. Health centre notifications show only the general reason for a visit.
Camper data
Personal data and access
Access follows staff responsibilities. Health information is restricted, and changes to camper records are logged. International deployment requirements are discussed for each organisation.
Parent or guardian consent
Registration includes documents from the parent or legal guardian and their consent to data processing.
Information from parents
Parents can register a camper for a session in advance via QR code.
Role-based access
Counsellors see their own group, health staff use the medical workspace and security sees arrivals at the gate.
Medical confidentiality
The counsellor brings the camper to the health centre but cannot see the diagnosis or prescribed medication.
Change history
Each change to camper details records who made it, when, and the old and new values. The log is kept for two years.
Encrypted diagnoses and prescriptions
Diagnoses and prescriptions are stored encrypted, separately from the rest of the camper record.
Questions
What camp directors ask
What works today, how staff use it and what happens to the data after a session.
Are camps already using the system?
It is in use. Launched in 2025, the system ran for the full 2026 season at two camps in the Moscow region, Russia: 12 sessions and over 5,000 campers. Counsellors, health staff and administrators used it daily. Screenshots show the real interface with English labels and fictional demo data prepared for this presentation.
How much will counsellors need to learn?
The interface follows familiar phone-app patterns. Counsellors confirm the campers in their care, mark tasks as complete and send requests with photos. Reminders arrive as messages in their staff chat.
How is camper data protected?
Access is role-based, changes are logged and diagnoses are encrypted. See “Personal data and access”.
Our internet connection is unreliable. Will it work?
The counsellor and health staff apps handle temporary connection interruptions and load updates when the connection returns.
Can we manage several camps on one site?
Each camp is separate: administrators, health staff and counsellors see only their own camp. The director responsible for all camps can view each one.
Will parents have access?
No. Parents do not sign in to the system; there is no parent portal or parent notification service.
What happens to the data after a session?
Staff access to a session is disabled when it closes. The camper’s history is retained and becomes available when they return the following year.
We already use software for accommodation and check-in. Can we use both?
The systems can run alongside each other. Health centre operations, medication schedules, isolation rooms and facilities requests can be introduced separately, using camper lists imported from your spreadsheet.
Meet the team
Let’s talk about your camp
Tell us where your camp operates, how many campers attend each session and which parts of day-to-day camp management you want to improve.
Prefer to chat?Ask about the system or discuss your camp with our team.
Telegram- MeetWalk through the system with our team.
- Map your needsDiscuss how your team works, the languages you need and local requirements.
- Agree on the next stepAgree on what a pilot would cover and how it would work.