A young person can register from the public page, or be registered by you from the console. Both paths end in the same place: a seat, a ticket, and a line in that young person's history.
Registering from the public page
The first question asked is one person, or several?. Someone registering alone never reads "Participant 1" and has nothing to remove from a list; a parent adds their children one after another, up to twelve.
The form asks for the strict minimum: identity, date of birth, and the seat chosen for each. The first participant's surname is carried over to the next ones, because a family almost always shares it, and it stays editable.
Contact details
The e-mail address and the phone number are required, and entered once for the whole group. The ticket and the practical details are sent by e-mail, and on departure day you need to be able to reach the family: a registration with no way to make contact is a dead end.
The parental section
The date of birth decides what follows. If a participant is a minor at the time of the camp, the form brings up a parental section by itself, and the parent or guardian's name becomes required. Nobody has to think about it.
Their phone and e-mail are not asked again: they are the ones entered just above. A checkbox, The parent has different contact details, opens two extra fields for the real case where the person filling the form is not the guardian: an older brother, an uncle, a foster family.
What has to be accepted
Three boxes, two of them required.
- Photo and video consent: optional, ticked by the person themselves if they are an adult, by the parent otherwise.
- Use of the data: required, never ticked in advance.
- Terms of use and privacy policy: required. The links open in another tab, so that reading them does not cost the form already filled in.
The date and time of that acceptance are recorded on the registration. A box ticked that leaves no trace proves nothing the day it is disputed.
Families
A parent registering five children fills their own block once and pays once. But each child keeps their own file, their own seat and their own ticket: that is exactly what was missing until now to know who actually came.
If the remaining capacity is not enough for the whole group, nothing is recorded. Taking three seats out of five would leave a family cut in two, and the money with it.
If the form is interrupted
The form keeps what has been typed for as long as the tab is open. Changing the language, refreshing the page or going back no longer empties anything. That information disappears as soon as the registration is sent, and at the latest when the tab is closed.
Registering from the console
In the camp's Registrations tab, the Register button opens two paths.
- Member: pick the person from the directory. Their Young file is created by itself and takes their member photo.
- External: type their identity. You can add their photo at that moment.
No terms checkbox is asked here, and that is deliberate: nobody ticked anything at the desk, and recording an acceptance that never happened would be false proof.
Taking the money
A seat is paid in two ways, and accounting recognises both.
In cash, at the desk: the Take payment button on the registration line records the payment, notes who received it and when, then writes the income into Finance. No commission is taken on cash.
Online, by card: the young person pays while registering from the public page. The money goes straight to your church's bank account, and the Sanctumel commission is taken on the way. A family registering five children pays once, and each seat still carries its own share.
Online payment requires your church to have connected its bank account; otherwise the seat stays due at the desk, which is stated clearly to the person registering.
The ticket and the gate
Every registration carries a ticket code. The young person receives it after payment, and you can show it as a QR code from the registration line.
On departure day, the Gate tab opens the reader.
- Hold the QR code in front of the camera, or type the code by hand if the light is poor.
- The verdict appears: admitted, already scanned, unknown ticket, or seat not confirmed.
A ticket can only be validated in the camp you are currently in.
Cancelling and refunding
Cancelling a seat paid online triggers the refund: the money goes back to the payer, the share paid to your church is taken back, and the commission is returned to you. Accounting writes the matching entry.
Cancelling a seat paid in cash records the accounting entry; the money itself is handed back in person.
In both cases, the seat becomes available again for someone else.