Vendor Almanac

27 vendors · 5 categories · verified through August 25, 2026

Camp Management Software

CampBrain

Camp Management Software, Made Easy!

Facts on this page checked on

Contact sales Free trial unknown

CampBrain is web-based management software for summer camps, day camps, overnight camps, conference centers, faith-based camps, special-needs camps, YMCA/agency programs, and school-based summer and auxiliary programs, covering online registration, medical/health-record management, staff hiring, cabin and group assignment (the "Cabinizer"), attendance and authorized-pickup check-in, transportation routing, a Square-integrated camp store, fundraising, and reporting. Founded in 1994; it was acquired in 2023 by Vermont Systems, a subsidiary of Clubessential Holdings, and in April 2026 Clubessential Holdings merged with Xplor Technologies.

Pricing

CampBrain plans as published at www.campbrain.com
Plan Price Includes Checked
CampBrain contact sales [src]
No plan names, tiers, or prices are published; the vendor's only pricing information is that billing is an "annual subscription" (per the customer-service page). Every page's call to action is "Schedule a Demo" or "Let's Chat," never a price.
 One web-based platform sold as several modules: Camp Management, Staff Management, Medical Management, Camp Store, Attendance, Conference Center, Fundraising, and Payments — the same product line applied to day, overnight, faith-based, special-needs, YMCA/agency, school-based, and conference-center customers.

Full pricing detail, fees, and contract terms →

Features

CampBrain against the camp management checklist CampBrain's own pages
Feature Support Checked
Online registration Yes [src]
Registration pages advertise a "clean, beautiful and easy to use" online sign-up flow with same-time enrolment for more than one child ("Register more than one camper at once") and camp-specific customized forms; a 2025 product update added a Queue-It-powered "Virtual Waiting Room" for high-volume registration days.
 August 25, 2026
Camper health records Yes [src]
The "Medical Management" section has parents complete a customizable health document "with pre-defined sections and questions" and automatically generates "a comprehensive electronic record of every case" for health-center visits.
 August 25, 2026
Medication management Unknown
No mention of scheduled-medication logging or an eMAR was found on any product, camp-type, about, blog, or customer-service page checked; the "Medical Management" module is described only in terms of health-center visit records and intake forms.
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Digital waivers Unknown
No mention of e-signatures, guardian signature, or "waiver" was found anywhere on the site checked; product pages describe customizable parent-facing forms only in general terms ("Choose which forms parents will complete and when").
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Payment plans Unknown
The only "deposit" language found describes Camp Store camper spending-account deposits, not session-fee installment plans; no page checked describes a deposit-plus-installment schedule for tuition/registration fees.
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Discounts and financial aid Yes [src]
The Business Office section offers "Tiered pricing" and "Discounts and scholarships" ("Turn more kids into happy campers by making it easier for families from all backgrounds to access your exceptional programming"); the Overnight page separately confirms sibling and early-bird discounts plus discount codes.
 August 25, 2026
Integrated payment processing Yes [src]
Business Office copy states registration payments run through the customer's own existing merchant account ("No need to sign up for another credit card merchant account. Simply use the one you have"). CampBrain also offers Square-integrated card/cash payments for its Camp Store module, and a company blog recap (Dec. 2025) describes a newer in-house "CampBrain Payments" product with monthly statements, in active development.
 August 25, 2026
Customer portal Yes [src]
CampBrain's "Registration portal" is named in the company's own timeline (a 2023 redesign, "modernized the appearance of the site while maintaining all its existing functionality"), and a 2025 product recap separately lists "Registration Portal experience improvements" — the parent-facing account used to register and upload forms and photos.
 August 25, 2026
Two-way customer messaging Partial [src]
"Communication Tools" is a "simple email tool" for reaching parents plus scheduled "Efficient Messaging" ("Communicate at the right time by scheduling emails any day or night") — outbound, staff-to-parent email only. No SMS/text messaging or two-way conversation capability is mentioned on any page checked.
 August 25, 2026
Photo sharing Unknown
The only "photo" reference found runs the opposite direction — parents may upload a camper photo during registration ("Set limits on what can be uploaded by parents, including photos and immunization details") — not photos shared with parents during a session.
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Cabin assignments Yes [src]
"Cabinizer & Team Builder": "Quickly assign campers and staff to cabins or teams with a drag-and-drop tool that's so effective, it's been dubbed The Cabinizer."
 August 25, 2026
Activity scheduling Unknown
No page checked describes camper activity/elective selection or a daily activity schedule; the closest feature, "Group Builder" (drag-and-drop assignment of campers/staff to groups, color-war teams), is about group/cabin placement rather than activity scheduling.
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Transportation management Yes [src]
A dedicated "Transportation Management" section: "Stay on top of every transportation detail – from bus stops to door-to-door drop-offs and more," plus reporting tools for transportation data; standard reports elsewhere are described as covering "transportation rosters."
 August 25, 2026
Camp store accounts Yes [src]
"Camp Store & POS Management," Square-integrated: a branded online store plus the ability to "Collect deposits, track camper accounts, manage inventory and accept both cash and credit sales."
 August 25, 2026
Camper check-in and check-out Yes [src]
"Attendance Tracking": "Make check-ins (and -outs) a breeze... Simple tools make it easy to track absences, authorize pickups or add a note to a camper's file," usable "from wherever you are through your phone, tablet or computer."
 August 25, 2026
Staff recruiting and onboarding Yes [src]
"Staff Management": "Create unique application forms for as many different positions as you like," with a dashboard that "tracks each applicant's stage and status... from application to interview"; the company's own history page dates a "staff hiring and staff management system" to 2015. No explicit certification-tracking capability was found.
 August 25, 2026
QuickBooks sync Unknown
No mention of QuickBooks, or any named accounting-sync product, was found on any page checked; the closest statements are generic — "GL codes and easy reconciliation" and "CampBrain reconciles your bank deposits to the penny" — without naming an accounting platform.
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Reporting and dashboards Yes [src]
A dedicated Reporting Team builds custom reports, "out of the box" standard reports cover "financial, registration, medical and more," and every annual subscription includes free custom-report development time; product pages elsewhere describe reports covering "cabin lists and transportation rosters to medical data and parent statements."
 August 25, 2026

Integrations

  • Square [src] — Camp Store & POS Management: "CampBrain works seamlessly with the Square payment and point-of-sale system."
  • Queue-It [src] — Virtual Waiting Room: "a Queue-It integration offering a smoother waiting experience during peak registration times."
  • Blackbaud [src] — Listed as a "Best-in-class partner" logo (Blackbaud ISV Partner) on the School & Auxiliary page; the vendor gives no description of the integration's scope.
  • Finalsite [src] — Listed as a "Best-in-class partner" logo on the School & Auxiliary page; the vendor gives no description of the integration's scope.
  • Diamond Mind [src] — Listed as a "Best-in-class partner" logo on the School & Auxiliary page; the vendor gives no description, link, or context for this partner.

Compared with

Campminder vs CampBrainCampBrain vs CampDocCampBrain vs UltraCampCampBrain vs CampSiteCampBrain vs iCampPro

Sources

Every fact above traces to one of these pages, read on the date shown. The methodology covers what happens when pages disagree and how to send a correction.