The Activity Registration tool provides districts with a way to manage activities that require a registration process including a registration packet, payment, and a roster. Activity Registration is completed in the Campus School Store based on registration dates you control.
Workflow and Setup
This section of the study guide explains the setup that needs to be done before using Activity Registration.
Understand the Activity Registration Workflow and Tool Rights
Use the workflow as an overview for setting up ad hoc filters, custom forms, portal options, and assigning the proper rights.
Tool Search: Activity Monitor
On this page
Introduction to Activity Registration
The Activity Registration module provides districts with a tool for managing activities that require a registration process including a registration packet, payment, and a roster. Activity Registration is completed in the Campus School Store based on registration dates you control. Once a student has registered for an activity, that activity no longer appears for them in the School Store.
Before You Begin
Be sure you have finished setting up the School Store and Payments modules.
Activity Registration Setup Workflow
| Step | Campus Location | |
|---|---|---|
| Set Up Custom Forms and Ad Hoc Filters | ||
| 1 | Upload and manage supplemental Activity Registration documents in the Custom Forms tool. Activities require at least one form but more can be added. The Activity Preapproval process can only use custom form types of Interactive Form with Database Table and Interactive Form. If you use an interactive form, you can also use the following Ad hoc fields to prepopulate the form: activityName and studentFirstLastName. For prepopulating to work, you must use the Ad hoc fields as the field names in your PDF. These fields are case sensitive. | Classic View: System Administration > Custom Forms Search Terms: Custom Forms |
| 2 | Create an Ad Hoc filter for selecting eligible students. Each activity requires an Ad Hoc filter. Campus only allows students who are included in the Ad Hoc filter to register for the activity. | Classic View: Ad Hoc Reporting > Filter Designer Search Terms: Filter |
| Set Up Portal Preferences | ||
| 3 | Make sure the Activity, Athletics, and Field Trip Custom Modules are selected on the Portal Display Options tool. | Classic View: System Administration > Portal > Preferences > Display Options Search Terms: Display Options |
4 | Make sure the Enable Activity Registration Viewing Tool option has the Student and/or Parent checkboxes marked if you want to allow users to see Activity Registration information in Campus Student or Campus Parent. When these options are enabled, users can see the activities for which the student has registered. To be considered "registered" the activity fee must be paid. Any applicable forms and options purchased for the student also display. | Classic View: System Administration > Portal > Preferences > Display Options Search Terms: Display Options |
| Add District Assignments | ||
5 | The following checkboxes display on the District Assignments tool and determine which staff may be assigned to activities.
| Classic View: Census > People > District Assignments Search Terms: District Assignments |
| Set Up Preapproval Configurations (Optional) | ||
| 6 | Use the Preapproval Configuration tool to set up the rules, identify the appropriate approvers, and assign the forms that must be completed before an activity can be made available for registration in the School Store. | Classic View: Activity Registration > Preapproval Configuration Search Terms: Preapproval Configuration |
| Set Up Activities | ||
| 7 | Add new activities in the Activity Builder tool. | Classic View: Activity Registration > Activity Monitor > Activity Builder Search Terms: Activity Monitor |
| Manage Activities | ||
| 8 | View the Activity Roster and mark forms as complete. | Classic View: Activity Registration > Activity Monitor > Activity Roster Search Terms: Activity Monitor |
| 9 | Review past activities and monitor upcoming activities in the Activity Monitor. | Classic View: Activity Registration > Activity Monitor Search Terms: Activity Monitor |
10 | Use the Activity Monitor to review proposed activities. You can approve, decline, or return activities submitted through the Activity Dashboard. | Classic View: Activity Registration > Activity Monitor Search Terms: Activity Monitor |
Preapproval Process
The preapproval process is the process in Activity Registration that requires activity owners to request approval before an activity can finish being created and/or is made available for registration in the School Store. The specific rules that trigger the preapproval process and the forms that the activity owner must complete and route to internal approvers are defined in the Preapproval Configuration tool.
Activity Proposal Workflow
The following chart provides the basic process a proposed activity goes through in Campus. 
Tool Rights for Activity Registration
Tool Rights determine the level of access users have to tools throughout Campus. This article refers to tool rights in abbreviated form (i.e., R, W, A, D or any combination of the four). Sub-rights appear as italicized.
If no Roster Payment rights are granted, manual adds will have no Purchase Option and the registration will be unable to be confirmed by that specific user unless the student completes their registration and pays via the School Store.
You need at least one Payment Option (Cash/Check/Credit) for Roster Payments to be made. If you have no access to one of those, you cannot take a payment.
| Right | Description |
|---|---|
R (Read) | The R right indicates the information on the corresponding tool may be viewed by the user. When applicable, the user is also allowed to print information. The user will NOT have access to the Save, Add or Delete icons in the action bar. |
W (Write) | The W right indicates the user may view and modify the information on the corresponding tool. The Save icon in the action bar will be functional. This right allows the user to modify only existing data in the area since adding new data is controlled by the A right. This right includes the ability to change or remove data from a specific field. |
A (Add) | The A right indicates the user may view, modify and add to the information on the corresponding tool. The New and Add icons in the action bar will be functional. This right allows the user to add new data/records. |
D (Delete) | ASSIGN THIS RIGHT WITH CAUTION. The D right indicates the information on the corresponding tool may be deleted. The Delete icon in the action bar will be functional. This right provides the ability to completely remove an existing record, including all data contained within the record. The ability to change/remove data from a field is controlled through the W right. |
RWAD Rights assigned at the module or folder level give those rights to all features within the module. For example, giving RW rights to the System Administration Health folder assigns RW rights to all tools within that folder, including any sub-rights.
Tool Right Paths
- Student Information > Activity Registration
- School Store > Product Inventory
| Right | R | W | A | D |
|---|---|---|---|---|
| Activity Registration | View Only | View and Modify | View, Modify, and Add | N/A |
| Activity Dashboard | Users can view any activities they submit or view activities for which they are listed as the activity owner. | Users may edit proposed activities that they have submitted. | Users may submit proposals for new activities and copy existing activities. | Users can remove activities that are in the Ready (Upcoming) or Draft - Proposal (Proposed) status or recall proposed activities after they are sent for approval. |
| Secondary Activity Owners only have a read-only view of the activity to which they are assigned unless they are also the creator of the proposed activity. Secondary owners on an activity do not have the Remove button for delete/cancel functions even if the Delete tool right is assigned. | ||||
| Activity Monitor | View Only | View and Modify | View, Modify, Add, and Copy | Users can remove activities that are in the Ready (Upcoming) or Draft (Current) status. |
| Activity Approval | Allows users to approve, return, and decline proposed activities. | N/A | N/A | N/A |
| Activity Roster Payments | Allows users to view receipts and export. | Allows users to add payments, view receipts, and export. | Allows users to add payments, view receipts, and export. | N/A |
| Payment Options | Allows users to take Cash, Check, or Credit Card payments. | N/A | N/A | N/A |
| Cash | Allows users to take Cash payments. | N/A | N/A | N/A |
| Check | Allows users to take Check payments. | N/A | N/A | N/A |
| Credit | Allows users to take Credit Card payments. | N/A | N/A | N/A |
| Refund | Allows users to issue refunds. | N/A | N/A | N/A |
| Override | Allows users to Override the cost of a Purchase Option. | N/A | N/A | N/A |
| Activity Roll Forward | N/A | N/A | Users can roll activities forward en masse. | N/A |
| Preapproval Configuration | View Only | View and Modify | View, Modify, and Add | Delete |
| Preapproval Requests | View Only | Allows users manage preapproval requests. | N/A | N/A |
Allow Pictures to be Added in Activity Registration
School Store needs to be enabled in Digital Repository Preferences so pictures can be added within the Activity Registration module. See Step 1 of the article below to enable School Store.
The Infinite Campus School Store gives members of your school easy online access for purchasing goods and services. Each school in your district can have their own store. The stores display in Campus Parent and Campus Student.
This article walks you through the setup process step-by-step.
- Step 1. Enable School Store in the Digital Repository
- Step 2. Set up Product Types
- Step 3. Set up Fund Accounts
- Step 4. Create a Store for Each School
- Step 5. Set up Categories
- Step 6. Set up Products
Check with your System Administrator and make sure you have tool rights to System Administration > School Store.
Step 1. Enable School Store in the Digital Repository
Classic View: System Administration > Digital Repository
Search Terms: Digital Repository Preferences
Before you can set up the School Store, you must enable the School Store in the Digital Repository tool by marking the School Store checkbox at the bottom of the screen then clicking Save. For more information about the Digital Repository see the Digital Repository article on the Campus Community.
Step 2. Set up Product Types
Classic View: School Store > Administration > Product Types
Search Terms: Product Types
About Product Types
Product Types are assigned to Products and to Fund Accounts. When a product is purchased, funds are deposited into the bank associated with the Fund Account to which you assigned the Product Type.
Important Information About Product Types
- Product Types are not unique for each school. Once a Product Type is added, it is available to every school in the district.
- You cannot delete a Product Type if it's tied to an active product in the Inventory. However, you can edit the Product Type.
Step 3. Set up Fund Accounts
Classic View: System Administration > Payments > Payments Setup > Fund Accounts
Search Terms: Payments Setup
Fund Accounts identify which bank accounts are used for items purchased in the School Store. You can manage Fund Account in the Payments Setup tool.
You can assign each Product Type to a unique Fund Account or group Product Types together on the same Fund Account.
Step 4. Create a Store for Each School
Classic View: School Store > Administration > Settings
Search Terms: Settings
The Settings tool allows you to choose where you want the School Store to display and set up different options for every store. From here you can also set up Public Store options. The Public Store is a website where anyone can shop for goods or services from your district.
| What can I do? |
|---|
Create a School Store
Create a store for each school by selecting the school in the Campus toolbar. Use the field descriptions provided here to complete the screen then click Save. Repeat this procedure for each school that is going to have a school store.
Field Descriptions (School Store)
| Field | Description |
|---|---|
| Title | The name of the store. |
| Display On | You can display the store in Campus Parent, Campus Student, Employee Self Service or the Public Store. If you do not want the store to display, do NOT mark the checkbox. |
| Allow Free and Reduced Pricing | When this checkbox is marked, students that have an active eligibility record (FRAM > Eligibility) can be given a reduced price for items in the store. The reduced price is set up on the product. If you do not set up a reduced price, the student is charged the regular selling price. |
| Shop By Categories | This option allows you to set up the School Store for users to shop by category or by products.
|
| Image Upload | A picture that represents the school store in Campus Student and Campus Parent. If this is your first time uploading an image in Campus, Campus prompts you to accept the Terms and Conditions. Mark the checkbox before you save.
The image must use one of the following extensions: .jpg, .jpeg, .png, or .gif. |
Create a Public Store
Create a Public Store by selecting All Schools in the Campus toolbar. Use the field descriptions provided here to complete the screen then click Save.
Tip: See the Public Store Overview for more information about setting up a Public Store. There are multiple steps that you must complete before products can be purchased on the Public Store.
Example Public Store Settings
Field Descriptions (Public Store)
| Field | Description |
|---|---|
| Public Store ON/OFF | Once the Public Store toggle is switched to ON, people can use the Public Store Link found on this Settings page to shop at your Public Store. You must fill in the Public Store Home Page section before the Public Store toggle can be switched to ON. |
| Public Store Home Page | |
| Title | The name of the store as it appears in Campus Student and Campus Parent. |
| Public Store URL | This is the link people can use to shop at your Public Store. The URL is cannot be modified. |
| Require User Account | Public Store customers can create a user account before they make purchases on the Public Store. If you mark this checkbox, customers will be required to create a user account before making a purchase. When someone creates an account, their name and email address are saved in Campus in the Demographics tool and Campus assigns the Public Store Homepage to their user account. Public Store customers can review their payment methods and purchase history after they log in.
Click here to expand...
 
|
| Description | The text you enter in this field displays below the Title on the Public Store. |
| Logo Upload | A picture that represents the Public Store. This image displays at top of the page. The image must use one of the following extensions: .jpg, .jpeg, .png, or .gif.  If this is your first time uploading an image in Campus, Campus prompts you to accept the Terms and Conditions. Mark the checkbox before you save.
|
Step 5. Set up Categories
Classic View: School Store > Administration > Categories
Search Terms: Categories
Categories are how similar products are grouped together in the store. When a portal user selects a category, only the products assigned to that category display. Inactive categories and active categories with NO active products do not appear in the School Store.
- If you select All Schools in the Campus toolbar, the Categories for every school can be seen.
- If you set the Show Inactive toggle to ON, inactive Categories also display. Otherwise, when the toggle is set to OFF, only active Categories display. Inactive Categories can be deleted if if there are no Products assigned.
Example Categories
Create a New Category
- Select School Store > Administration > Categories.
Result
The Categories screen displays.
- Click New in the action bar.
Result
The Category panel displays. The Active checkbox and the Display On Portal checkbox are automatically selected.
- Enter a Name for the category.
Select the Schools where the category will be available.
This field only displays schools you have tool rights to.Mark the appropriate Product Association checkboxes:
General Product - Mark this checkbox if the category will include products for purchase in the School Store.
Activity Registration - Mark this checkbox if the category will include activities for which students can register. When this checkbox is marked, Campus makes the category available for selection in the Activity Builder. If this checkbox is not marked, the category will not be available in the Activity Builder.
When using Activity Registration, review information related to Restrict to Associated School Enrollments. When this checkbox is marked within the Activity Builder, the Recipient dropdown list will only display students who have an enrollment in the active school year at the school to which the activity is attached. This includes primary, secondary, and enrollments with a future end date.
Mark the appropriate Display On checkboxes:
Portal
Tip: This checkbox is automatically selected on new Categories. Clear this checkbox if you do not want this Category to display in Campus Parent or Campus Student.Employee Self Service
Public Store
Mobile Payments
The options Employee Self Service, Public Store, and Mobile Payments must have General Product selected (under Product Association).
Use the Select Files option to upload an image for the category.
The image must use one of the following extensions: .jpg, .jpeg, .png, or .gif.
- Click Save.
Result
The Category is ready for you to add Products.
- if someone else wants to edit the School field on the Category, they must have tool rights to all of the assigned schools. Otherwise, they cannot make changes to the School field.
if you decide to inactivate a Category and active products are tied to the Category, Campus also inactivates the products and the products will not display in the School Store until they are manually made active again.
the Product Category is a required field on the Orders Report. If you remove a school from a Category, you will not be able to use the Orders Report for purchases made for that combination of Category and School.
Previous Versions
Categories (School Store) [.2211 - .2247]
Step 6. Set up Products
Classic View: School Store > Product Inventory > General Product
Search Terms: General Product
After Categories are set up, Products can be created using the Product progress tracker. The Product progress tracker includes the following three parts:
- 1 - Product
- 2 - Product Items
- 3 - Availability
To get started, select All Schools or a specific school in the Campus toolbar, then click the Products button on a Category.
If you create a Product and decide you do not want it, you can delete the Product if it has never been purchased.
Part 1 - Product
| Field | Description |
|---|---|
| Product Name | The name that displays in the School Store, Public Store, Employee Self Service, and/or Campus Mobile Payments. |
| Categories | The Categories under which you want the Product to appear. You can select multiple Categories. When you select a Category in School Store, Public Store, Employee Self Service, and/or Campus Mobile Payments, the assigned Products display. The Products and Items associated with the Category are available for selection when setting up the Event Layout in School Store > Administration > Events. The Product Category is a required field on the Orders Report. If you remove a school from a Category, you will not be able to use the Orders Report for purchases made for that combination of Category and School. |
| Product Type | The Product Type to which you want to assign the Product. When this product is purchased, funds are deposited into the bank associated with the Product Type's Fund Account. |
| Purchase Limits | Purchase Limits restrict the number of products or product items that can be bought for an individual recipient.
If you choose not to use this feature, Campus automatically limits the number of products that may be purchased to 10 products per recipient. Purchase Limits can only be used in Parent Portal, Student Portal, and Employee Self Service. |
| Description | Detailed information about the product. This Description appears below the picture of the product. |
| Receipt Comments | This field allows for comments or special instructions to be added to a customer's receipt when the product is purchased. Comments appear below the purchased item. |
| Variable Rate | Mark this checkbox if you do not want to set a specific price for the item. When this checkbox is marked, the customer can enter any amount they want when they check out. This option is useful for things like donations. The Variable Rate checkbox cannot be marked if the product is going to be purchased using Campus Mobile Payments. |
| Partial Refund | Mark this checkbox if you want to allow partial refunds for this item. |
| Inventory Tracking | When this checkbox is marked, Campus calculates the amount of inventory you have available after a purchase is made. An additional column called Inventory on Hand displays on the Step 2 Attributes screen and allows you to manage the items in your store. If the number in this column is zero, Campus displays the message Out of Stock when the users try to add the item to their cart. Do NOT mark this option if
When this checkbox is marked, the product is included in the Inventory on Hand report. If you use the Payments Reporter to issue refunds for products purchased in the School Store and this checkbox is marked, Campus allows you to choose whether you want to return the item to Inventory on Hand. |
| Customer Comments | When this checkbox is marked, customers can add information to their purchase before they check out. Comments appear on the Pick List report. You may enter text in the customer comment field to automatically display a message. Customer Comments are not available in the Campus Mobile Payments app. |
| Description | Detailed information about the product. This Description appears below the picture of the product. |
| Image Upload | This option allows you to add a picture of the product. The image must use one of the following extensions: .jpg, .jpeg, .png, or .gif. As a best practice, the file should not exceed 3MB. The image that displays in the store is a square, so a 1:1 aspect ratio is also recommended. The uploaded images do not display in the Campus Mobile Payments app. |
| File Upload | This option allows you to add a PDF file to the product. For example, pencils are going to be sold at a fundraiser, so a flyer about the fundraiser can be uploaded to the Pencils product. A link to the PDF file displays between the image and the description.
The uploaded files do not display in the Campus Mobile Payments app. |
Part 2 - Product Items
You can drag and drop rows to easily reorder lines in the table. To add multiple attributes (lines and rows) to the table, you must first click the Add Attribute button.
| Field | Description |
|---|---|
| Export | The Export button allows you to download an Excel version of the Product Items table. |
| Import | The Import button allows you to upload an Excel or CSV file to populate the Product Items table. To begin, use the Export button to download a template of the Product Items table.
|
| Add Item | The Add Item button allows you to add another row to the table if you are using custom attributes. |
| Add Attribute | The Add Attribute button allows you to add custom attributes to the table. You can add up to three custom attribute columns for tracking additional product information. |
| Student Number (Mobile) | This column displays if Mobile Payments is marked within the Category under Display On. The Student Number (Mobile) field is used to track information about purchases for students. For example, if selling prom tickets, you may want to enter the student number at the time of purchase to track the students who are attending.When a row is added in Step 2 Product Items, the Student Number (Mobile) column displays three options:
The Student Number (Mobile) column appears in the Campus Mobile Payments app only. |
| SKU | You can enter your own SKU or one from a vendor. If you leave this field blank, Campus assigns a unique, system generated number. Infinite Campus recommends using unique SKUs for each product. |
| Inventory on Hand | This column only displays if Inventory Tracking is selected in Step 1 Product. This is the total amount of inventory on hand. You can manually update this number at any time. If the number in this column is zero, Campus displays the message Out of Stock when the user tries to add the item to their cart. |
| Selling Price | The price customers pay and see in the store. The price can be $0.00. Items that cost $0 cannot be purchased through the Public Store. |
| Reduced Price | The price students with reduced eligibility status pay and see in Campus Parent/Student only. The price can be $0.00. |
| Free Price | The price students with a free eligibility status pay and see in Campus Parent/Student only. The price can be $0.00. |
| Cost | The price the district paid to purchase the product from the vendor. This field is optional. |
| Purchase Limit | This column only displays if you chose Purchase Item in the Product Limits dropdown list (Part 1 of the Product Progress Tracker). Enter the maximum number of this particular item the user is allowed to purchase for a recipient. |
Part 3 - Availability
| Field | Description |
|---|---|
| Active | When this checkbox is marked, the product is available on the Start Date in the store(s) marked in the Available On section. |
| Restrict to Associated School Enrollments | When this checkbox is marked, the Recipient dropdown list in the School Store will only display students who have an enrollment in the active school year at the school to which the product is attached. This includes primary, secondary, and enrollments with a future end date. Example If you have a Product attached to the High School only and this checkbox is marked, parents will only be able to select their student(s) with primary and secondary High School enrollments in the active school year as well as enrollments with a future end date. Please note that if the same Product is associated with multiple schools; e.g., a middle school and a high school, parents can select both middle and high school students in both stores. This option is only available when the product is only available on the Portal. If the Employee Self Service, Public Store, or Mobile Payments checkboxes are also selected, this field is disabled. |
| Available On |
|
| Start Date | The first day and time on which the product may be purchased. This field is required. Campus verifies the Product Type and Category are active on the same day or prior. |
| End Date | The last day and time on which the product may be purchased. After this date and time, the product is inactive and is not available in the store. |
| Purchase Limit | This field only displays if you chose Product in the Product Limits dropdown list (Part 1 of the Product Progress Tracker). Enter the maximum number the user is allowed to purchase for a recipient from that product group. For example, if the Product Limit is set to 3 for School Supplies, this means you can purchase any 3 items from the School Supplies product group. Purchase Limits can only be used in Parent Portal, Student Portal, and Employee Self Service. |
| Select a Saved Filter | This option allows you to select an Ad Hoc filter to limit purchasing to the people included in the filter. Only people who are included in the Ad Hoc filter and have an active enrollment in the active calendar year can be selected as a Recipient.
See the Ad Hoc Filter Examples for more information. Select a Saved Filter is only available when Portal is selected from the Available On section. If the Employee Self Service, Public Store, or Mobile Payments checkboxes are also selected, Ad Hoc filters cannot be applied. |
Ad Hoc Filter Examples
Classic View: Ad Hoc Reporting > Filter Designer > Query Wizard > Student
You can create an Ad Hoc filter to limit purchasing to specific people. Only people who are included in the Ad Hoc filter and have an active enrollment in the active calendar year can be selected as a Recipient when a purchase is made.
The Ad Hoc filter must always include the Person ID: Student > Demographics > Person ID (student.personID)
Filter for Students with a Parent Consent of Yes
This filter restricts purchasing to students who have a parent consent of yes on their Athletics record.
- Student > Demographics > Person ID: student.personID
- Student > Activities > Athlete Eligibility > parentConsent: ath.parentConsent
| Field | Operator | Value |
|---|---|---|
| ath.parentConsent | = | Y |
Ad Hoc Query Example
Filter for Students with an Active Physical Form
This filter restricts purchasing to students who have an active physical on record.
- Student > Demographics > Person ID: student.personID
- Student > Activities > Athlete Eligibility > physicalDate: ath.physicaldate
- Student > Activities > Athlete Eligibility > physicalEndDate: ath.physicalenddate
| Field | Operator | Value |
|---|---|---|
The values provided here are applicable for the 2019/2020 school year. Modify these dates as necessary or use the IS NOT NULL Operator. | ||
| ath.physicaldate | > | 09/01/2019 |
| ath.physicalenddate | < | 09/01/2021 |
Ad Hoc Query Example
Refunds
- Use the Payments Reporter to issue refunds for products purchased in the School Store.
- If the Inventory Tracking checkbox is marked on the product, Campus automatically updates the Inventory on Hand to include the refunded item.
- Users can choose whether to return the item to inventory or reimburse the customer.
Create a Store for Each School
If schools are going to use the Activity Registration module, each school needs to establish a School Store.
Tool Search: Settings
The Settings tool allows you to choose where you want the School Store to display and set up different options for every store. From here you can also set up Public Store options. The Public Store is a website where anyone can shop for goods or services from your district.
Create a School Store
Create a store for each school by selecting the school in the Campus toolbar. Use the field descriptions provided here to complete the screen then click Save. Repeat this procedure for each school that is going to have a school store.
Field Descriptions (School Store)
| Field | Description |
|---|---|
| Title | The name of the store. |
| Enable Store for | You can display the store in Campus Parent, Campus Student, Employee Self Service, or the Public Store. If you do not want the store to display, do NOT mark the checkbox. |
| Allow Free and Reduced Pricing | When this checkbox is marked, students that have an active eligibility record (FRAM > Eligibility) can be given a reduced price for items in the store. The reduced price is set up on the product. If you do not set up a reduced price, the student is charged the regular selling price. |
| Shop By Categories | This option allows you to set up the School Store for users to shop by category or by products.
|
| Add Displayed Text in Parent Portal | Adds the text to the top of the Parent Portal School Store. |
| Add Displayed Text in Student Portal | Adds the text to the top of the Student Portal School Store. |
| Image Upload | A picture that represents the school store in Campus Student and Campus Parent. If this is your first time uploading an image in Campus, Campus prompts you to accept the Terms and Conditions. Mark the checkbox before you save.
The image must use one of the following extensions: .jpg, .jpeg, .png, or .gif. |
Create a Public Store
Create a Public Store by selecting All Schools in the Campus toolbar. Use the field descriptions provided here to complete the screen then click Save.
Tip: See the Public Store Overview for more information about setting up a Public Store. There are multiple steps that you must complete before products can be purchased on the Public Store.
Example Public Store Settings
Field Descriptions (Public Store)
| Field | Description |
|---|---|
| Public Store ON/OFF | Once the Public Store toggle is switched to ON, people can use the Public Store Link found on this Settings page to shop at your Public Store. You must fill in the Public Store Home Page section before the Public Store toggle can be switched to ON. |
| Public Store Home Page | |
| Title | The name of the store as it appears in Campus Student and Campus Parent. |
| Public Store URL | This is the link people can use to shop at your Public Store. The URL is cannot be modified. |
| Require User Account | Public Store customers can create a user account before they make purchases on the Public Store. If you mark this checkbox, customers will be required to create a user account before making a purchase. When someone creates an account, their name and email address are saved in Campus in the Demographics tool and Campus assigns the Public Store Homepage to their user account. Public Store customers can review their payment methods and purchase history after they log in.
Click here to expand...
|
| Description | The text you enter in this field displays below the Title on the Public Store. |
| Logo Upload | A picture that represents the Public Store. This image displays at top of the page. The image must use one of the following extensions: .jpg, .jpeg, .png, or .gif. If this is your first time uploading an image in Campus, Campus prompts you to accept the Terms and Conditions. Mark the checkbox before you save.
|
The Settings tool within the School Store module allows you to create a public store where guests can purchase items. This tool is also used to set up a store for each school in the district where parents and students can make purchases.
Previous Versions
Settings (School Store) - Video [.2339 - .2407]
Set Up Product Types
Product Types are assigned to Products and aligned to Fund Accounts in the Payments module. When a product is purchased, funds are deposited into the bank associated with the Fund Account to which you assigned the Product Type. Watch the video or refer to Step 3 of the documentation.
The Infinite Campus School Store gives members of your school easy online access for purchasing goods and services. Each school in your district can have their own store. The stores display in Campus Parent and Campus Student.
This article walks you through the setup process step-by-step.
- Step 1. Enable School Store in the Digital Repository
- Step 2. Set up Product Types
- Step 3. Set up Fund Accounts
- Step 4. Create a Store for Each School
- Step 5. Set up Categories
- Step 6. Set up Products
Check with your System Administrator and make sure you have tool rights to System Administration > School Store.
Step 1. Enable School Store in the Digital Repository
Classic View: System Administration > Digital Repository
Search Terms: Digital Repository Preferences
Before you can set up the School Store, you must enable the School Store in the Digital Repository tool by marking the School Store checkbox at the bottom of the screen then clicking Save. For more information about the Digital Repository see the Digital Repository article on the Campus Community.
Step 2. Set up Product Types
Classic View: School Store > Administration > Product Types
Search Terms: Product Types
About Product Types
Product Types are assigned to Products and to Fund Accounts. When a product is purchased, funds are deposited into the bank associated with the Fund Account to which you assigned the Product Type.
Important Information About Product Types
- Product Types are not unique for each school. Once a Product Type is added, it is available to every school in the district.
- You cannot delete a Product Type if it's tied to an active product in the Inventory. However, you can edit the Product Type.
Step 3. Set up Fund Accounts
Classic View: System Administration > Payments > Payments Setup > Fund Accounts
Search Terms: Payments Setup
Fund Accounts identify which bank accounts are used for items purchased in the School Store. You can manage Fund Account in the Payments Setup tool.
You can assign each Product Type to a unique Fund Account or group Product Types together on the same Fund Account.
Step 4. Create a Store for Each School
Classic View: School Store > Administration > Settings
Search Terms: Settings
The Settings tool allows you to choose where you want the School Store to display and set up different options for every store. From here you can also set up Public Store options. The Public Store is a website where anyone can shop for goods or services from your district.
| What can I do? |
|---|
Create a School Store
Create a store for each school by selecting the school in the Campus toolbar. Use the field descriptions provided here to complete the screen then click Save. Repeat this procedure for each school that is going to have a school store.
Field Descriptions (School Store)
| Field | Description |
|---|---|
| Title | The name of the store. |
| Display On | You can display the store in Campus Parent, Campus Student, Employee Self Service or the Public Store. If you do not want the store to display, do NOT mark the checkbox. |
| Allow Free and Reduced Pricing | When this checkbox is marked, students that have an active eligibility record (FRAM > Eligibility) can be given a reduced price for items in the store. The reduced price is set up on the product. If you do not set up a reduced price, the student is charged the regular selling price. |
| Shop By Categories | This option allows you to set up the School Store for users to shop by category or by products.
|
| Image Upload | A picture that represents the school store in Campus Student and Campus Parent. If this is your first time uploading an image in Campus, Campus prompts you to accept the Terms and Conditions. Mark the checkbox before you save.
The image must use one of the following extensions: .jpg, .jpeg, .png, or .gif. |
Create a Public Store
Create a Public Store by selecting All Schools in the Campus toolbar. Use the field descriptions provided here to complete the screen then click Save.
Tip: See the Public Store Overview for more information about setting up a Public Store. There are multiple steps that you must complete before products can be purchased on the Public Store.
Example Public Store Settings
Field Descriptions (Public Store)
| Field | Description |
|---|---|
| Public Store ON/OFF | Once the Public Store toggle is switched to ON, people can use the Public Store Link found on this Settings page to shop at your Public Store. You must fill in the Public Store Home Page section before the Public Store toggle can be switched to ON. |
| Public Store Home Page | |
| Title | The name of the store as it appears in Campus Student and Campus Parent. |
| Public Store URL | This is the link people can use to shop at your Public Store. The URL is cannot be modified. |
| Require User Account | Public Store customers can create a user account before they make purchases on the Public Store. If you mark this checkbox, customers will be required to create a user account before making a purchase. When someone creates an account, their name and email address are saved in Campus in the Demographics tool and Campus assigns the Public Store Homepage to their user account. Public Store customers can review their payment methods and purchase history after they log in.
Click here to expand...
|
| Description | The text you enter in this field displays below the Title on the Public Store. |
| Logo Upload | A picture that represents the Public Store. This image displays at top of the page. The image must use one of the following extensions: .jpg, .jpeg, .png, or .gif. If this is your first time uploading an image in Campus, Campus prompts you to accept the Terms and Conditions. Mark the checkbox before you save.
|
Step 5. Set up Categories
Classic View: School Store > Administration > Categories
Search Terms: Categories
Categories are how similar products are grouped together in the store. When a portal user selects a category, only the products assigned to that category display. Inactive categories and active categories with NO active products do not appear in the School Store.
- If you select All Schools in the Campus toolbar, the Categories for every school can be seen.
- If you set the Show Inactive toggle to ON, inactive Categories also display. Otherwise, when the toggle is set to OFF, only active Categories display. Inactive Categories can be deleted if if there are no Products assigned.
Example Categories
Create a New Category
- Select School Store > Administration > Categories.
Result
The Categories screen displays. - Click New in the action bar.
Result
The Category panel displays. The Active checkbox and the Display On Portal checkbox are automatically selected. - Enter a Name for the category.
Select the Schools where the category will be available.
This field only displays schools you have tool rights to.Mark the appropriate Product Association checkboxes:
General Product - Mark this checkbox if the category will include products for purchase in the School Store.
Activity Registration - Mark this checkbox if the category will include activities for which students can register. When this checkbox is marked, Campus makes the category available for selection in the Activity Builder. If this checkbox is not marked, the category will not be available in the Activity Builder.
When using Activity Registration, review information related to Restrict to Associated School Enrollments. When this checkbox is marked within the Activity Builder, the Recipient dropdown list will only display students who have an enrollment in the active school year at the school to which the activity is attached. This includes primary, secondary, and enrollments with a future end date.
Mark the appropriate Display On checkboxes:
Portal
Tip: This checkbox is automatically selected on new Categories. Clear this checkbox if you do not want this Category to display in Campus Parent or Campus Student.Employee Self Service
Public Store
Mobile Payments
The options Employee Self Service, Public Store, and Mobile Payments must have General Product selected (under Product Association).
Use the Select Files option to upload an image for the category.
The image must use one of the following extensions: .jpg, .jpeg, .png, or .gif.
- Click Save.
Result
The Category is ready for you to add Products.
- if someone else wants to edit the School field on the Category, they must have tool rights to all of the assigned schools. Otherwise, they cannot make changes to the School field.
if you decide to inactivate a Category and active products are tied to the Category, Campus also inactivates the products and the products will not display in the School Store until they are manually made active again.
the Product Category is a required field on the Orders Report. If you remove a school from a Category, you will not be able to use the Orders Report for purchases made for that combination of Category and School.
Previous Versions
Categories (School Store) [.2211 - .2247]
Step 6. Set up Products
Classic View: School Store > Product Inventory > General Product
Search Terms: General Product
After Categories are set up, Products can be created using the Product progress tracker. The Product progress tracker includes the following three parts:
- 1 - Product
- 2 - Product Items
- 3 - Availability
To get started, select All Schools or a specific school in the Campus toolbar, then click the Products button on a Category.
If you create a Product and decide you do not want it, you can delete the Product if it has never been purchased.
Part 1 - Product
| Field | Description |
|---|---|
| Product Name | The name that displays in the School Store, Public Store, Employee Self Service, and/or Campus Mobile Payments. |
| Categories | The Categories under which you want the Product to appear. You can select multiple Categories. When you select a Category in School Store, Public Store, Employee Self Service, and/or Campus Mobile Payments, the assigned Products display. The Products and Items associated with the Category are available for selection when setting up the Event Layout in School Store > Administration > Events. The Product Category is a required field on the Orders Report. If you remove a school from a Category, you will not be able to use the Orders Report for purchases made for that combination of Category and School. |
| Product Type | The Product Type to which you want to assign the Product. When this product is purchased, funds are deposited into the bank associated with the Product Type's Fund Account. |
| Purchase Limits | Purchase Limits restrict the number of products or product items that can be bought for an individual recipient.
If you choose not to use this feature, Campus automatically limits the number of products that may be purchased to 10 products per recipient. Purchase Limits can only be used in Parent Portal, Student Portal, and Employee Self Service. |
| Description | Detailed information about the product. This Description appears below the picture of the product. |
| Receipt Comments | This field allows for comments or special instructions to be added to a customer's receipt when the product is purchased. Comments appear below the purchased item. |
| Variable Rate | Mark this checkbox if you do not want to set a specific price for the item. When this checkbox is marked, the customer can enter any amount they want when they check out. This option is useful for things like donations. The Variable Rate checkbox cannot be marked if the product is going to be purchased using Campus Mobile Payments. |
| Partial Refund | Mark this checkbox if you want to allow partial refunds for this item. |
| Inventory Tracking | When this checkbox is marked, Campus calculates the amount of inventory you have available after a purchase is made. An additional column called Inventory on Hand displays on the Step 2 Attributes screen and allows you to manage the items in your store. If the number in this column is zero, Campus displays the message Out of Stock when the users try to add the item to their cart. Do NOT mark this option if
When this checkbox is marked, the product is included in the Inventory on Hand report. If you use the Payments Reporter to issue refunds for products purchased in the School Store and this checkbox is marked, Campus allows you to choose whether you want to return the item to Inventory on Hand. |
| Customer Comments | When this checkbox is marked, customers can add information to their purchase before they check out. Comments appear on the Pick List report. You may enter text in the customer comment field to automatically display a message. Customer Comments are not available in the Campus Mobile Payments app. |
| Description | Detailed information about the product. This Description appears below the picture of the product. |
| Image Upload | This option allows you to add a picture of the product. The image must use one of the following extensions: .jpg, .jpeg, .png, or .gif. As a best practice, the file should not exceed 3MB. The image that displays in the store is a square, so a 1:1 aspect ratio is also recommended. The uploaded images do not display in the Campus Mobile Payments app. |
| File Upload | This option allows you to add a PDF file to the product. For example, pencils are going to be sold at a fundraiser, so a flyer about the fundraiser can be uploaded to the Pencils product. A link to the PDF file displays between the image and the description.
The uploaded files do not display in the Campus Mobile Payments app. |
Part 2 - Product Items
You can drag and drop rows to easily reorder lines in the table. To add multiple attributes (lines and rows) to the table, you must first click the Add Attribute button.
| Field | Description |
|---|---|
| Export | The Export button allows you to download an Excel version of the Product Items table. |
| Import | The Import button allows you to upload an Excel or CSV file to populate the Product Items table. To begin, use the Export button to download a template of the Product Items table.
|
| Add Item | The Add Item button allows you to add another row to the table if you are using custom attributes. |
| Add Attribute | The Add Attribute button allows you to add custom attributes to the table. You can add up to three custom attribute columns for tracking additional product information. |
| Student Number (Mobile) | This column displays if Mobile Payments is marked within the Category under Display On.The Student Number (Mobile) field is used to track information about purchases for students. For example, if selling prom tickets, you may want to enter the student number at the time of purchase to track the students who are attending. When a row is added in Step 2 Product Items, the Student Number (Mobile) column displays three options:
The Student Number (Mobile) column appears in the Campus Mobile Payments app only. |
| SKU | You can enter your own SKU or one from a vendor. If you leave this field blank, Campus assigns a unique, system generated number. Infinite Campus recommends using unique SKUs for each product. |
| Inventory on Hand | This column only displays if Inventory Tracking is selected in Step 1 Product. This is the total amount of inventory on hand. You can manually update this number at any time. If the number in this column is zero, Campus displays the message Out of Stock when the user tries to add the item to their cart. |
| Selling Price | The price customers pay and see in the store. The price can be $0.00. Items that cost $0 cannot be purchased through the Public Store. |
| Reduced Price | The price students with reduced eligibility status pay and see in Campus Parent/Student only. The price can be $0.00. |
| Free Price | The price students with a free eligibility status pay and see in Campus Parent/Student only. The price can be $0.00. |
| Cost | The price the district paid to purchase the product from the vendor. This field is optional. |
| Purchase Limit | This column only displays if you chose Purchase Item in the Product Limits dropdown list (Part 1 of the Product Progress Tracker). Enter the maximum number of this particular item the user is allowed to purchase for a recipient. |
Part 3 - Availability
| Field | Description |
|---|---|
| Active | When this checkbox is marked, the product is available on the Start Date in the store(s) marked in the Available On section. |
| Restrict to Associated School Enrollments | When this checkbox is marked, the Recipient dropdown list in the School Store will only display students who have an enrollment in the active school year at the school to which the product is attached. This includes primary, secondary, and enrollments with a future end date. Example If you have a Product attached to the High School only and this checkbox is marked, parents will only be able to select their student(s) with primary and secondary High School enrollments in the active school year as well as enrollments with a future end date. Please note that if the same Product is associated with multiple schools; e.g., a middle school and a high school, parents can select both middle and high school students in both stores. This option is only available when the product is only available on the Portal. If the Employee Self Service, Public Store, or Mobile Payments checkboxes are also selected, this field is disabled. |
| Available On |
|
| Start Date | The first day and time on which the product may be purchased. This field is required. Campus verifies the Product Type and Category are active on the same day or prior. |
| End Date | The last day and time on which the product may be purchased. After this date and time, the product is inactive and is not available in the store. |
| Purchase Limit | This field only displays if you chose Product in the Product Limits dropdown list (Part 1 of the Product Progress Tracker). Enter the maximum number the user is allowed to purchase for a recipient from that product group. For example, if the Product Limit is set to 3 for School Supplies, this means you can purchase any 3 items from the School Supplies product group. Purchase Limits can only be used in Parent Portal, Student Portal, and Employee Self Service. |
| Select a Saved Filter | This option allows you to select an Ad Hoc filter to limit purchasing to the people included in the filter. Only people who are included in the Ad Hoc filter and have an active enrollment in the active calendar year can be selected as a Recipient.
See the Ad Hoc Filter Examples for more information. Select a Saved Filter is only available when Portal is selected from the Available On section. If the Employee Self Service, Public Store, or Mobile Payments checkboxes are also selected, Ad Hoc filters cannot be applied. |
Ad Hoc Filter Examples
Classic View: Ad Hoc Reporting > Filter Designer > Query Wizard > Student
You can create an Ad Hoc filter to limit purchasing to specific people. Only people who are included in the Ad Hoc filter and have an active enrollment in the active calendar year can be selected as a Recipient when a purchase is made.
The Ad Hoc filter must always include the Person ID: Student > Demographics > Person ID (student.personID)
Filter for Students with a Parent Consent of Yes
This filter restricts purchasing to students who have a parent consent of yes on their Athletics record.
- Student > Demographics > Person ID: student.personID
- Student > Activities > Athlete Eligibility > parentConsent: ath.parentConsent
| Field | Operator | Value |
|---|---|---|
| ath.parentConsent | = | Y |
Ad Hoc Query Example
Filter for Students with an Active Physical Form
This filter restricts purchasing to students who have an active physical on record.
- Student > Demographics > Person ID: student.personID
- Student > Activities > Athlete Eligibility > physicalDate: ath.physicaldate
- Student > Activities > Athlete Eligibility > physicalEndDate: ath.physicalenddate
| Field | Operator | Value |
|---|---|---|
The values provided here are applicable for the 2019/2020 school year. Modify these dates as necessary or use the IS NOT NULL Operator. | ||
| ath.physicaldate | > | 09/01/2019 |
| ath.physicalenddate | < | 09/01/2021 |
Ad Hoc Query Example
Refunds
- Use the Payments Reporter to issue refunds for products purchased in the School Store.
- If the Inventory Tracking checkbox is marked on the product, Campus automatically updates the Inventory on Hand to include the refunded item.
- Users can choose whether to return the item to inventory or reimburse the customer.
The Product Types tool within the School Store module allows you to group similar products, and assign them to Fund Accounts in the Online Payments tool.
Set Up Fund Accounts
Fund Accounts identify which bank accounts are used for items purchased in the School Store and Activity Registration. Product Types and Fee Types are tied to fund accounts.
Tool Search: Payments Setup
Fund Accounts identify which bank account is used for each fee and/or School Store product.
| What can I do? | What do I need to know? |
|---|---|
Example Fund Accounts
Important Information about this Tool
- Once a Fund Account is made inactive, it cannot be made active again.
- When a Bank Account is inactivated, Campus inactivates all Fund Accounts associated with the Bank Account.
- A Fund Account cannot be deleted if transactions were made using that Fund Account.
- One Bank Account can be used for multiple Fund Accounts. This feature allows your district to segregate payment categories such as Food Service or Fee/Fee Types within the same Bank Account.
- The following characters cannot be used in the Fund ID: > < * “ % + = ^ [ ]
- When you change a Fund ID name and/or Bank Account ID, Campus creates an inactive copy of the original Fund Account and names it by appending "Archived" to the original name; e.g,"FundName_Archived." Campus reporting uses "FundName_Archived" for past transactions and uses the new Fund ID name for new transactions.
Fund Account Types
| Type | Description |
|---|---|
| Default | You can set up a default Fund Account for the District and at each school. The default Fund Account is used when a fee or payable service is paid and a Fund Account is not set up for the fee or payable service. Campus first looks for the Fee's Fund Account then Campus looks for the school's Default Fund Account. If the school does not have a Default Fund Account, Campus uses the District's Default Fund Account. |
| Food Service | All food service transactions are deposited to this bank account. If your district uses Household Food Service accounts, only set up one Food Service Fund account. This allows Campus to identify the correct Fund Account when there are multiple enrollments associated with an account. |
| Service Fees | All service fees are deposited to this bank account. |
| Transaction Fees | All transaction fees are deposited to this bank account. |
| Fee Types | This option allows you to indicate which fees and services are deposited into the selected bank account. A list of Fee Types display below the Fee Types checkbox when it is marked. Fee Types are created and modified in the Fee Type dictionary in the Core Attribute Dictionary. Fee Types are assigned to Fees and Fund Accounts. Once a Fee Type is selected for a Fund Account, you cannot select the same Fee Type for a second Fund Account at the same school.
Optional Fees associated with a student's enrollment in a future calendar do not display in Campus Parent or Campus Student. |
| School Store Product Types | This option allows you to indicate which Fund Accounts are used for items purchased in the School Store. |
Add a Fund Account
For District Fund Accounts, select All Schools in the School dropdown list.
- Click the
button.
Result
The Fund Account panel displays and the Active checkbox is automatically selected.
- Select the Bank Account ID.
Enter a unique FUND ID to identify the Fund Account. (50 characters max)
The following characters are not permitted: > < * “ % + = ^ [ ]
FUND IDs must be unique. You cannot use the same FUND ID at different schools.
- Enter a unique Fund Description.The field only allows 120 characters and cannot include trailing spaces.
Campus automatically uses the Fund ID as the Fund Description, but you can change the Fund Description to suit your district's needs. This field is informational only and can optionally display in the Payments Reporter. - Mark one of the following checkboxes:
- Default
- Food Service
- Service Fees
- Transaction Fees
- Fee Type - Also select the Fees you want to include.
- School Store Product Types - Also select the Product Types you want to include.
- Click the
button.
Edit a Fund Account
You can change any field on the Fund Account except for the Default checkbox.
See the Important Information about This Tool topic in this tool for detailed information about editing Fund Accounts.
- Expand the Active Fund Accounts area by clicking the
. - Select the Fund Account you want to edit.
Result
The Fund Accounts panel displays. - Make the necessary changes then click Save.
Inactivate a Fund Account
Caution
This action cannot be undone. Once a Fund Account is inactive, it cannot be made active again.
- Expand the Fund Accounts area by clicking the .
- Select the Fund Account you want to inactivate.
Result
The Fund Accounts panel displays. - Clear the Active checkbox.
- Click the button.
Print the Payment Fund Account Report
The Payment Fund Account Report provides comprehensive information about all of the Fund Accounts you have set up in the district or all of the Fund Accounts set up for a specific school. When All Schools is selected in the Campus toolbar, information for all schools in the district reports. Otherwise, the report is limited to the Fund Accounts set up for the specific school selected in the toolbar.
To print the PDF report, click the Print All button.
The payments for specific fees and/or services can be assigned to particular fund accounts using the Fund Accounts tool.
Create Custom Forms
The Custom Forms tool is used to create documents such as a permission form for a field trip, or a brochure for an activity.
Classic View: System Administration > Custom Forms
Search Terms: Custom Forms
The Custom Forms tool uploads and manages supplemental documents that can then be linked to a person's record. Custom Forms can be set up to pull information directly from Campus and/or have data entered into a form queried and reported in Ad hoc.
Three types of forms can be created using this tool. Select an option below to read detailed instructions on how to create each type:
See the Custom Form Creation and Troubleshooting Custom Forms documents for additional information.
Custom Forms List
By default all existing Custom Forms are sorted by Module. Drag column headers to the top of the screen to further sort. Forms can also be sorted by clicking on the column headers.
Enter text into the fields below the header or select values in the dropdowns to filter the list of Forms. The funnel icon 
provides additional filtering options. Custom forms can be filtered by Module, Status, Name, Sequence, Form Type, Start Date, and/or End Date.
Custom Forms Filter By Module
| Column Header | Description |
|---|---|
| Module | The module in which the form is available. |
| Status | The state of the form. The Status indicates if a form is currently available to attach to a person's record.
Custom Forms in draft status can be previewed on a person's Forms tool or Documents tab. See the Preview Draft Forms section for additional information. |
| Name | The Name of the form. |
| Sequence | The order in which the form displays in the custom forms list screen, in the dropdown of forms available on the person's Forms tool or Documents tab (Interactive Forms), and in the Outline (Blank Forms). Lower numbers appear higher on the list. |
| Form Type | An indicator if the form is Portal, Portal Fillable, Portal eSignature, Interactive with Database Table, Interactive, and Blank. See each section below for detailed instructions on how to create each form type. |
| Start Date | The form is active as of this date. |
| End Date | The form is inactive after this date. |
Create a New Custom Form
Click the New button to open the Form Type selection screen. See each section below for detailed instructions on how to create each form type.
Clicking the down arrow on the New button provides a shortcut to select the form type and skips the Form Type selection screen.
New Button - Choices
Custom Form Type Selection Screen
Delete Existing Custom Forms
Existing Custom Forms can be deleted if necessary. Campus advises adding an end date to the form instead of deleting a custom form for historical purposes.
Click on an existing Custom Form and click the Delete button. Database Tables will be removed when the Form is deleted.
Interactive Form with Database Table
Data entered into an interactive form with a database table can be queried and reported in Ad hoc. See the Custom Forms in Ad hoc section for additional information. Users can enter data directly into interactive forms from the person's Document's tool or Forms tool. Existing data from Campus can be pulled into the form.
Additional options for interactive forms include allowing the form to display on Roster or on the Campus Parent and/or Campus Student Portal. Guardians and students can also electronically sign and fill out information using the Portal.
Data entered into an interactive form with a database table does not modify any existing data in Campus fields. Existing data can be pulled onto the form and data entered into the form can be reported in Ad hoc, but existing data in Campus is not rewritten.
From the Form Type selection screen, select the Interactive with Database Table form type and then click Next. The Interactive with Database Table workflow displays.
Interactive with Database Table Workflow
Select a link to navigate to a step in the Interactive Form with Database Table creation process:
Interactive Form
Once an interactive form is active, it is available for use to fill out for a person. Users can enter data directly into interactive forms from the person's Document's tool or Forms tool. Existing data from Campus can be pulled into the form.
Additional options for interactive forms include allowing the form to display on Roster or on the Campus Parent and/or Campus Student Portal. Guardians and students can also electronically sign and fill out information using the Portal.
From the Form Type selection screen, select the Interactive form type and then click Next. Unlike the Interactive with Database Table form type, the Interactive type does not use the Configure Table step. The Upload, Prepopulate Fields, Define Rules, and Publish steps are the same for both interactive form types.
Note: hyperlinks are not supported.
Image of Interactive Workflow
Select a link to navigate to a step in the Interactive Form creation process:
Blank Form
Blank forms can only be printed. Blank forms are located in the Forms tool.
From the Form Type selection screen, select the Blank form type and then click Next. The Blank Form upload screen displays.
Blank Upload Screen
| Field Name | Description |
|---|---|
| Module | The module in which the form is available. Available modules include: See the Forms tool for additional information. |
| Name | The name of the form as it displays in the custom forms list screen and the Forms tool. |
The name of the PDF file named by the user as the form was created in Adobe Acrobat Professional. Only PDF documents (.PDF) can be uploaded. Additional file types can be uploaded on an individual person's Forms tool or Documents tab. Only PDFs created using Adobe Acrobat Professional or Adobe DC are supported for Custom Form creation. | |
| Sequence | The order in which the form displays in the custom forms list screen and in the Outline. Lower numbers appear higher on the list. |
| Start Date | The form is active as of this date. The start date can be on a past, current, or future date. |
| End Date | The form is inactive after this date. The end date can be on a past, current, or future date. This field can be left blank. |
| Status | The state of the form. The Status indicates if the form is Active, Inactive, or Draft. Status is calculated based on the Start and End date. |
| Uploaded By | The name of the user who uploaded the form. This is either the district name or Infinite Campus. |
Blank Form Creation Process
- Select the Module in which the form will be available.
- Enter a Name for the form.
- Click Select File.
- Locate the PDF file then click Open.
- Enter a Sequence number for the form. The arrows buttons can be used to select a sequence number.
- Enter a Start Date for when the form becomes active.
- Optional: enter an End Date for when the form becomes inactive.
- Click Save when finished.
Once active, the Blank Form is available for users to print from the Forms tool. See the Forms tool for additional information.
Interactive Form and Interactive Form with Database Table Workflow
This section details each step of the Interactive and Interactive with Database Table workflow. The Configure Table step only applies to the Interactive with Database Table form type.
Upload
The first step in the custom form creation process is to upload the PDF file and name the form.
Interactive and Interactive with Database Table Upload Screen
| Field | Description |
|---|---|
| Module | The module in which the form is available. Available modules include: See the Forms tool for additional information. |
| Name | The name of the form as it displays in the custom forms list screen and for the user filling out the form for a person on the Forms tool or Documents tab. |
The name of the PDF file named by the user as the form was created in Adobe Acrobat Professional. Only PDF documents (.PDF) can be uploaded. Additional file types can be uploaded on an individual person's Forms tool or Documents tab. Only PDFs created using Adobe Acrobat Professional or Adobe DC are supported for Custom Form creation. | |
| Display Custom Form on Portal | When the form is attached to a student and locked, a read-only version of the Custom Form displays on the Campus Parent and/or Campus Student application. Three conditions must happen in order for a Custom Form to display on the portal:
See the Campus Parent Portal and Campus Student Portal documentation for additional information. Forms supports emancipated student functionality. Emancipated students will receive a form via the Parent Portal if it is marked to be sent to the Parent Portal. See the Emancipated Students documentation for information on setting up emancipated students. |
| Guardian eSignature Request, Student eSignature Request | When the Display Custom Form on Portal option and this option is marked, a request for signature is sent to the student and/or parent/guardian(s) on the Campus Parent and/or Campus Student application. Custom Forms with eSignature are not available on the Documents tool. Note: eSignature data cannot be queried in Ad hoc. Custom Form eSignature functionality does not require a pin to complete. See the following documents for additional information: |
| Guardian Fill out Form, Student Fill out Form | When the Display Custom Form on Portal, eSignature, and this option is marked a request for data entry and signature is sent to the student and/or parent/guardian(s) on the Campus Parent and/or Campus Student application. See the Campus Parent Portal and Campus Student Portal documentation for additional information. |
| Display PDF on Roster | When the form is attached to a student, a PDF version of the Custom Form displays on the Roster. Three conditions must happen in order for a user to view a Custom Form on Roster:
See the Roster (Section) documentation for additional information. See the Scheduling Tool Rights or the Campus Instruction Tool Rights documentation for additional information. |
| Sequence | The order in which the form displays in the custom forms list screen and in the dropdown of forms available on the person's Forms tool or Documents tab. Lower numbers appear higher on the list. |
| Overflow | A checkbox that toggles the overflow functionality. When marked, users have the ability to input text into multi-line text fields beyond the limit of the field's space. Overflow text prints on subsequent pages. |
| Comments | A text field used to enter text related to the form, such as when the form was last updated or which user uploaded the form. This text (limit 500 characters) can be used for any information regarding the uploaded file, but entered comments are only visible within this tool. The following symbols cannot be saved into the text field:
|
| Instructions | A text field used to enter text instructions for the user attaching the form to a person's record. This text (limit 500 characters) appears when creating a new document for a person. It can contain instructions for use, specific rules for case managers, etc The following symbols cannot be saved into the text field:
|
Form Count | The number of instances of this form created for people in Campus. Custom Forms cannot be deleted if there are instances of the form associated to a person's record. |
| Uploaded By | The name of the user who uploaded the form. This is either the district name or Infinite Campus. |
Prepopulate Fields
The Prepopulate Fields step is used to map Ad hoc fields that pull data from Campus into the form. This reduces the amount of data entry when a user fills out a form for a person. Not all fields need to be mapped.
Users who have rights to a form are able to view all data that may be pulled into that form, regardless of whether they have rights to that data or the tool it comes from. For example, if an administrator maps behavior event information to a field in the form, any users of the form are able to see that information. This occurs even if they don't have rights to behavior tools. This includes social security numbers.
Click a field on the form to map it to a field in Campus. The Form Field Properties editor displays. Editable fields display in gray. Dark gray fields indicate that a mapped Ad hoc has already been mapped onto the form. Light gray fields with an orange/yellow border indicate that field does not have a mapped field name (See Image 9 below). Available field types include text fields, date fields, and number fields.
Keyboard shortcuts:
- Arrow keys: move between Ad hoc fields.
- Tab: move between fields in the interface. Tab does not navigate between form fields on the PDF.
- Enter: from mapping window, same as clicking OK or Cancel.
Prepopulate Fields
When mapping fields, enter search terms to narrow the list of fields. In addition to Ad hoc fields, the existing Reserved Name List is still available at the bottom of the dropdown list.
Online Registration (OLR) data is not available in Ad hoc and cannot be pulled directly into a Custom Form. Data must first be posted from online registration to custom fields on a custom tab and then mapped to fields on a Custom Form. See the Online Registration documentation for additional information.
Field Sequence
Ad hoc fields may be selected multiple times to prepopulate data from multiple records. For example, a form may list four behavior incidents. When mapping fields, select the appropriate Sequence for repeated fields, in this example 1-4 (see Image 10). If a student is involved in multiple behavior incidents, the sequencing of the Ad hoc fields can be used to order and pull the different behavior incidents when the form is added to the student's record. If sequencing is not used and all behavior incidents are given a 1 (one) sequence number, only one behavior event will be pulled onto the form.
Field Sequence
Map Date Fields
Form administrators have the ability to map date fields onto forms. Supported formats for date fields include:
- m/d/yy
- m/d/yyyy
- mm/dd/yy
- mm/dd/yyyy
When the form is uploaded, all date fields display in a mm/dd/yyyy format. Time is not supported. Selecting Ad hoc fields with a timestamp may not display as expected. When selecting date fields using the Form Field Properties editor, Ad hoc fields that contain timestamps are displayed in red (see Image 11 below). Only dates should be mapped to date fields.
Map Date Fields
Link Ad Hoc Fields
Ad hoc fields can be linked together, or combined, to pull related information into one field on forms. For example, a team member's name can be set up to pull both the first name and last name into the same field. This would look like [contacts.firstName] [<SPACE>] [contacts.lastName].1 (see Image 12 below).
At this time, combining Ad hoc fields can only be done during this step.
- Type search terms to narrow the list of fields provided.
- Select desired Ad Hoc field.
- Type and select desired non-Ad hoc text between Ad Hoc fields (optional). Non-Ad hoc text can be words (the, and, etc.), symbols (comma, semicolon, colon, etc.), and/or spaces. When a user hits the space bar on the keyboard, the letters <SPACE> appear. In the completed document, this looks like a regular space.
Users must select non-Ad hoc text by either clicking on the selection in the dropdown or hitting the Enter/Return key on the keyboard before proceeding.
Repeat steps 1-3 to include up to 10 (ten) Ad Hoc fields and non-Ad hoc text.
Once a linked phrase is entered on a form, that same phrase can be used again on the same form. In this example, the same linked phrase is used to pull multiple contact persons' names onto the form by using the sequencing options (see Image 12).
It is best practice to not link fields from multiple tables. See the Ad Hoc documentation for additional information on Ad Hoc.
Link Ad Hoc Fields
Common Use Cases for Linking Ad Hoc Fields
| Description | Example |
|---|---|
| Weapon description and ID | |
| Staff Member Name and Title | |
| Course Name and Number | |
After all mappings are complete, click Save & Next. This step is optional and can be done at any time, even after the form has been activated.
Configure Table
This step only applies to the Interactive with Database Table form type. Skip to the Define Rules step to continue the process for creating an Interactive form.
The Configure Table step is used to define the table name, column names, and character limits for each field on the form. Once the form is published, the table is created and the form becomes available for use to fill out for people. Any data entered into the form for a person can then be reported in Ad hoc.
Once the table is published, the table name, column names, and database limits cannot be edited. The Configure Table step becomes read-only. Existing documents cannot be converted into an Interactive form with a database table.
The first step of the Database Table Designer displays information and instructions about how to use database table designer. Click the plus icons
to expand or hide this information.
The Table Name is the name of the table in the database. A suggested name for the table is prepopulated from the Name field on the Upload screen, but can be modified. Table names must be unique. Table names are not case-sensitive (Example: Form_AAA is the same as Form_aaa).
Database Table Designer
Pagination
Each page of the PDF that contains fields displays as a tab in the table designer. Enter a name for the field as it displays in a column of an Ad hoc report and database limit for each field.
Database Pagination
| Field Name | Description |
|---|---|
| Field Type | The type of field in the document. Options include: text, checkbox, dropdown, etc. |
| Ad Hoc Name | The Name of the field as it appears as a column name in Ad hoc. Suggested values are prepopulated, but can be modified. All column names must be named correctly before a table can be created. Providing appropriate and informative column names helps users locate the correct data when building reports in Ad hoc. Ad hoc names cannot contain symbols or spaces. Only letters, numbers, and underscores (_) can be used. Names must begin with a letter and have a minimum of two (2) characters. |
| DB Type | Three database types are supported: text (varchar), number, and date. Most fields are text fields. Using date fields allows users to sort, calculate, and filter reports by date. Fields are configured when creating the PDF in Adobe Acrobat Professional, before uploading the form. Only PDFs created using Adobe Acrobat Professional or Adobe DC are supported for Custom Form creation. |
| DB Limit | The character limit in the database. This is the maximum allowable characters that can be entered and saved into the field. Suggested values are prepopulated based on the size of the field, but can be modified. Some values are set based on limits set for the field in Adobe Acrobat Professional, or on the limited values that can be entered, like checkboxes. These values cannot be modified. Valid values can be between 1-8000 or MAX. MAX is 1 GB of data. If the Overflow checkbox is marked, users will be able to enter up to the set DB Limit number of characters. |
After entering Ad hoc names and database limits for each field on the form, click Save & Next. A Draft of the table can be saved and this step in the process can be finished later.
Users are not able to advance to the Publish screen without naming all fields, establishing database limits, and fixing all errors. The number of errors displays at the top of the Database Table Designer. Clicking the number of errors navigates the user to the next error.
Define Rules
This is an optional step and can be completed at any time, even after a form is Active and attached to a person. If a form administrator changes the rules on a document already Active and attached to a person, these changes may cause the form to change status.
Form administrators can add rules to the form with the Define Rules step in the workflow. When a user fills out the form for a person, they must adhere to the rules created on this screen.
For forms being sent to the Campus Parent and/or Campus Student Portal to be filled out, this screen is also used to define which user can fill out each field. By default, all fields are marked for Staff and Portal. These checkboxes only display for fillable forms on Portal.
Note: A single field should not be marked as both Staff Fill and Portal Fill, as this REQUIRES both a staff member and portal user to modify the field. If both options are marked and a staff member does not modify the field before sending the form to the Portal, the custom form will be in a Draft status.
Best practice is to only mark either Staff Fill OR Portal Fill per field, not both.
The first screen when navigating to the Define Rules step is the Field List. The PDF displays on the left side of the screen and the Field List displays on the right. On the PDF, light gray fields with an orange/yellow border indicate that field does not have a rule defined. Dark gray fields indicate that a rule has already been defined for that field. On the Field List, all fields on the form display on the left column and the number of rules associated with that field display on the right column. The Staff and Portal checkboxes indicate which users can enter data into that field. Multiple rules can be created for one field.
Define Rules Field List
The Field List can be filtered and sorted to quickly find the desired field. The field are listed in the order in which they display on the PDF. Click the Field header to sort the table alphabetically or reverse alphabetically.
Example of Field Sorting Alphabetically
Enter text into the Field Search box to filter fields. The Funnel button (see Image 17 below) next to the Field Search text box can be used to change the search variable, such as adding a Starts with, Contains, or Does not contain parameters to the search.
Field List Funnel Options
The Rule dropdown (see Image 18 below) contains additional filtering options to display fields with only required rules, comparative rules, or fields that have or do not have rules. The Field and Rule filtering options can be used in conjunction to further narrow results.
Rule Dropdown Filter Options
In the example below (see Image 19), a search for "student" has been entered into the Field Search text box, so only field that start with the word "student" display. The "has rules" option has also been added (see Image 20 below) to further narrow the results to fields that start with the word "student" and have a ruled already defined.
| Example of Search Options Used in Conjunction | |
|---|---|
|
|
Click the Slashed Funnel button 
to remove all filtering options and return the Field List to display all fields.
Add a New Rule
Select a field on the Field List or on the PDF to add a new rule. The Field Detail displays. The Field Detail displays the name of the field, the data type, the user(s) who can enter data into that field, and any rules already created for the field, if applicable.
Field Details
Click Add to create a rule for the field. The Rule Builder displays. The Data Type of the field determines what type of rule can be created for the field. Available rules include:
Required rules can be added to any type of field on the PDF. Any user filling out the form for a person must enter information into a field that has been marked as required.
Rule Builder - Required
Select the "is required" option from the Select Rule Option dropdown. The Rule Description at the bottom of the screen displays the rule in a complete sentence as it is being built. Verify the rule is correct and then click Update.
Conditional Required rules are required fields based on the selection of or data entered into another field. Select the "is required when" option from the Select Rule Option dropdown. Then Select Another Field that the first field is dependent on. The Rule Description at the bottom of the screen displays the rule in a complete sentence as it is being built. Verify the rule is correct and then click Update.
In the example below (Image 23), when the user marks the "Yes" military connection radio button (step 1), the Name field becomes required for them to fill out (step 2).
Conditional Required Example
Comparative Date Rules can only be applied to date fields. When a date field is selected, additional options display in the Select Rule Option dropdown on the Rule Builder. Date options include:
- must be the same day as (=)
- must be after the start of (≥)
- must be after the end of (>)
- must be before the end of (≤)
- must be before the start of (<)
The Select Date Type field has two options. A date field can either be compared to a specific date entered or to another date field on the PDF.
Specific Date | Another Date Field |
|---|---|
To compare a date field to a specific date:
| To compare a date field to another date field on the PDF:
|
Comparative Number Rules can only be applied to Number fields. When a number field is selected, additional options display in the Select Rule Option dropdown on the Rule Builder. Number options include:
- must be equal to (=)
- must be greater than or equal to (≥)
- must be greater than (>)
- must be less than or equal to (≤)
- must be less than (<)
The Select Number Type field has two options. A number field can either be compared to a number entered or to another number field on the PDF.
Specific Number | Another Number Field |
|---|---|
To compare a number field to a specific number:
| To compare a number field to another number field on the PDF:
|
Once a rule has been created for a field, the rule can be viewed by navigating to the Field Detail.
Delete Rule
To remove a rule from a field, click on the rule from the Field Detail screen. The Rule Detail displays. Click Remove to delete the rule.
Rule Detail
Click Save & Next to navigate to the Publish step once all rule setup is complete.
Publish
Publishing an interactive form makes the form available for use to fill out for a person. See the Forms tool for additional information.
Publishing an interactive form with a database table creates a database table. The table name, column names, and database limits cannot be edited and the Configure Table step becomes read-only. When this form is active and associated with a person, the data entered into the form is available in Ad hoc for reporting. See the Custom Forms in Ad hoc section for additional information.
Before publishing, users can preview Custom Forms to test Ad hoc mapping, database limits, and rules. See the Preview Draft Forms sections for additional information.
Publish
| Field | Description |
|---|---|
| Start Date | The form is active as of this date. The start date can be on a past, current, or future date. |
| End Date | The form is inactive after this date. The end date can be on a past, current, or future date. This field can be left blank. |
| Status | The state of the form. This is calculated based on the Start and End date. Deactivating a form removes the form from the user's custom form selection list. Existing forms can still be edited and/or copied even if the form is deactivated. |
Custom Forms in Ad hoc
Classic View: Ad Hoc Reporting > Filter Designer > Query Workflow/Student > Search: Custom
Search Terms: Filter Designer
This information only applies to the Interactive with Database Table form type.
Once a table has been published, those fields become available in Ad hoc. See the Ad hoc documentation for more information.
Custom Forms in Ad hoc
The first section of fields include form identifications fields:
customForm_documentID
customForm_districtID
customForm_name
customForm_modifiedDate
customForm_modifiedByID
customForm_createdDate
customForm_createdByID
customForm_comments
customForm_module
customForm_archive
customForm_formGUID
customForm_enrollmentID
customForm_sortByDate
customForm_locked
customForm_personName
customForm_formDocName
All fillable fields on the form are listed after the identification fields. All items in the list are available for creating reports.
Preview Draft Forms
Classic Path: Student Information > Module > General > Documents
Classic Path: Student Information > General > Forms
Search Terms: (Module) Documents, Forms
Users have the ability to preview Interactive and Interactive with Database Table custom forms in draft status on a person's Forms tool or Documents tab. This preview allows form administrators to troubleshoot and test custom forms before the form is published. See the Tool Rights (Custom Forms) document for additional information.
Any information entered on the form is only for testing purposes and is not saved to the person's record.
Preview Draft Forms Process
| Documents Tool | Forms Tool |
|---|---|
|
|
Field Properties Window
Recommended: Open the Custom Forms module and the Preview screen in two separate browser windows or tabs. Saving changes made to the form using the Custom Forms module can be seen on the Preview screen when the user clicks the Refresh button.
The Property lists the properties associated with the particular field. The Value provides information pertaining to the property. The Edit Location indicates where this field property can be edited.
| Field Property | Description |
|---|---|
Number of Characters | The entered value. |
Ad Hoc Fields | Indicates an Ad hoc field has been mapped to pull information from the person's record. |
DB Limit | Indicates the maximum allowable characters that could be entered into the field. |
Required | Indicates this field must be filled out. This indicator is for Required fields set up in Adobe Acrobat Professional. If users click Save & Next on the Define Rules screen, this indicator is removed. See the Define Rules section for additional information. |
| Rules | Indicates if a rule is created for this field, including required fields. |
Read Only | Indicates this field cannot be edited. |
| Overflow | Indicates this field has the overflow functionality. |
Field Type | Indicates if the field is a text, date, or number field. |
Reserved Name List
Campus does not recommend using the Reserved Name List to map prepopulated fields.
Student Information Fields | Notes |
|---|---|
stateID | |
studentID | |
studentName | Displays Last Name, First Name Middle Name |
studentFirstLastName | Displays First Name, Middle Name Last Name |
studentFirstName | |
studentLastName | |
studentMiddleName | |
studentDOB | This field will map to a date field. |
grade | |
studentGender | |
studentAge | |
studentHomePhone | |
studentAddress1 | |
studentAddress2 | |
| Guardian Fields | |
guardian1Name | Displays Last Name, First Name, Middle Name |
guardian1FirstLastName | Displays First Name Middle Name Last Name |
guardian1LastName | |
guardian1FirstName | |
guardian1MiddleName | |
guardian1WorkPhone | |
guardian1Relationship | |
guardian1HomePhone | |
guardian1Address1 | |
guardian1Address2 | |
guardian2Name | Displays Last Name, First Name, Middle Name |
guardian2FirstLastName | Displays First Name Middle Name Last Name |
guardian2LastName | |
guardian2FirstName | |
guardian2MiddleName | |
guardian2WorkPhone | |
guardian2Relationship | |
guardian2HomePhone | |
guardian2Address1 | |
guardian2Address2 | |
| School/District Information | |
districtInfo | |
districtName | |
districtAddress1 | |
districtAddress2 | |
districtPhone | |
schoolName | |
schoolAddress1 | |
schoolAddress2 | |
schoolPhone | |
currentDate | This field will map to a date field. |
user | Displays the user's full name |
username | |
tmName1-tmName12 | tm = Team Member |
tmTitle1-tmTitle12 | tm = Team Member |
caseManager | |
caseManagerTitle | |
caseManagerPhone | |
Set Up Preapproval Configurations
Certain activities may need preapproval based on rules determined by a school or the district. These activities require forms to be completed and submitted. The Preapproval Configuration tool is used to create rules and associate forms for activities requiring a preapproval process.
Tool Search: Preapproval Configuration
A Preapproval Configuration is a set of rules that triggers the Activity Registration preapproval process while users are creating activities. Use the Preapproval Configuration tool to set up the rules, identify the appropriate approvers, and assign the forms that must be completed by the activity owner before an activity can be made available for registration in the School Store.
| What can I do? | What do I need to know? |
|---|---|
| Add a New Preapproval Configuration Make a Preapproval Configuration Inactive Edit a Preapproval Configuration Delete a Preapproval Configuration | Field Descriptions |
Add a New Preapproval Configuration
To add a new Preapproval Configuration, click the New button in the action bar. The Preapproval Configuration (New) screen displays. Use the following Field Descriptions to complete the screen.
Each Preapproval Configuration must have a unique combination of Activity Type, School, Activity Level, and International Flag (where applicable).
Make a Preapproval Configuration Inactive
If there is a preapproval configuration that you no longer want to use, you can make the configuration inactive by clearing the Active checkbox and clicking Save. You can make the configuration active or inactive at any time by marking or clearing the Active checkbox.
To see inactive preapproval configurations, switch the Display Inactive toggle to ON. Inactive preapproval configurations display after active configurations.
Edit a Preapproval Configuration
To edit a Preapproval Configuration, click the Edit button for the configuration you want to change. Make any necessary changes then click Save.
Delete a Preapproval Configuration
To delete a Preapproval Configuration that Campus has not used, click the Delete button in the action bar. A confirmation message displays. Click Delete again.
You can only delete a Preapproval Configuration if Campus has not used it as part of the approval process for an activity. If you no longer want Campus to use the configuration, you can make the Preapproval Configuration inactive instead.
Field Descriptions
| Field | Description |
|---|---|
| Preapproval Configuration (New) | |
| Configuration Name | A name for the Preapproval Configuration. This field is limited to 20 characters. This is a required field. |
| Active | When this checkbox is marked, the preapproval process becomes a required step for users when they propose new activities that match the Activity Type, Activity Level, International, and School selected on this configuration. When the checkbox is not marked, the preapproval process is not part of proposing new activities. Activity Level and International are optional fields. See the Activity Level and International field descriptions below for more information. |
| Activity Type | The Activity Type to which the Preapproval Configuration applies. Options include the following:
|
| Activity Level | The Activity Level to which the Preapproval Configuration applies.You may only select one Activity Level. Activity Levels are another way to identify different kinds of activities. This field only displays in the Preapproval Configuration tool if you have added Activity Levels in the Attribute Dictionary and is optional unless the Required checkbox is also marked in the Attribute Dictionary.
Click here to expand...
|
| International | The International checkbox only displays when the Activity Type is Field Trip. The International Approver(s) field only displays when this checkbox is marked. Once the configuration is associated to an activity this field is locked. |
| International Approver(s) | All employees with the Activity Preapprover role marked on their active work assignment appear in this field. |
| School(s) | The school(s) to which the Preapproval Configuration applies. Only schools to which you have tool rights display. This is a required field. Click the Add Schools button to add additional schools. |
| School Approver(s) | The employee(s) who can use the Preapproval Requests tool to manage activity preapprovals. You may select multiple employees in this field. Employees with an active work assignment in the selected School(s) that also have the Activity Preapproval role marked on their District Assignment appear in this field. If you select School Approver in the Required Approvers field, Campus requires one school approver for each school associated with the configuration.
Click here to expand...
|
| District Approver(s) | The employee(s) who can use the Preapproval Requests tool to manage activity preapprovals. You may select multiple employees in this field. All employees with the Activity Preapproval role marked on their active district assignment appear in this field. If you select District Approver in the Required Approvers field, Campus requires one school approver for each school associated with the configuration.
Click here to expand...
|
| Add School | Clicking this button allows you to add additional schools with associated School Approver(s) and District Approver(s). |
| Forms for Preapproval | |
| Form Title | These are the Activity Preapproval form(s) that must be completed by the person creating the activity then submitted for approval to internal approvers before the activity can be made available for registration in the School Store. If the custom form type is a Blank Form, the form will not display in this field. Only Activity Preapproval custom form types of Interactive Form with Database Table and Interactive Form are available. |
| Required Approvals | This field determines which approvers (School, District, or International) are required for the preapproval process. For example, if you select School, there must be at least one employee selected in the School Approver(s) field for each school. |
The Preapproval Configuration tool is used to create rules and associate forms for activities requiring a preapproval process.
Creating Activities
Now that the setup is done, an activity can be created using the Activity Monitor tool, or proposed by staff members using the Activity Dashboard.
Submit Forms for an Activity Requiring Preapproval (Activity Monitor)
Some activities need preapproval before they can be created. This requires the activity creator to submit forms, and an administrator approves or declines them. If the forms are approved, the activity creator can build the activity for parents and students to see in the School Store. The Activity Monitor tool tells the creator when an activity requires preapproval.
Tool Search: Activity Monitor
Use the Activity Monitor tool to add new activities to Campus.
- Add supplemental Activity Registration documents in the Custom Forms tool.
- Create an Ad Hoc filter for selecting eligible students.
This article walks you through the setup process step-by-step.
Tip
While using the Activity Builder, click Save & Hold to save the activity and return to the Activity Monitor. Click Save & Next to continue to the next step in the Activity Builder.
Step 1 - Create Activity
The first step in the Activity Builder is to define the parameters for the activity. To add an activity, click the New button in the action bar.
Use the following field descriptions to complete the Create Activity screen.
| Field | Description |
|---|---|
| Activity Name | A name for the activity you are creating. This is a required field. The Activity Name can be changed until registration is closed. If you have already associated a Product with this activity and the product has the same name, Campus gives you the option to change the product name too. Please note that if you change the Activity Name, any completed purchases/registrations that exist when you change the name will still use the original name (name at the time the purchase was made) in School Store reports. |
| Type | The activity Type is provided by Campus. Options include the following:
This is a required field. |
| Activity Level | Activity Levels are another way to identify different kinds of activities. This field only displays if you have added Activity Levels in the Attribute Dictionary and is optional unless the Required checkbox is also marked in the Attribute Dictionary.
Click here to expand...
|
| International | The International checkbox only displays when the Activity Type is Field Trip. If the activity needs preapproval, marking this checkbox ensures Campus routes your activity request to the correct approver(s). |
| Status | The Activities status. This is a read-only field.
Tip |
| School(s) | The school(s) to which you can associate the Activity. Only schools to which you have tool rights display. This is a required field. |
| Activity Owners (Primary) | The primary person(s) responsible for the Activity. To appear in this field, the person must have an active assignment in the selected school and
You may select more than one person in the field. For access to attendance and messaging options, the person must also have Teacher marked on their District Assignment or be assigned the Teacher role on their Work Assignment (HR Only). When a Primary Owner is not the person who created the activity and changes the Primary Owner to another person, they will not have access to the activity after they save their changes. When a Primary Owner is not the person who created the activity and adds themselves as the Activity Owner (Secondary), they will only have read-only access to the activity after they save their changes. |
| Activity Owners (Secondary) | The secondary person(s) responsible for the Activity. To appear in this field, the person must have an active assignment in the selected school and
You may select more than one person in the field. For access to attendance and messaging options, the person must also have Teacher marked on their District Assignment or be assigned the Teacher role on their Work Assignment (HR Only). |
| Registration Open Date | The first day the Activity is displayed in the School Store and people can register for the Activity. The date must be before the Activity Start Date and Registration Close Date. This is a required field. |
| Registration Close Date | The last day on which the Activity is displayed in the School Store. The date must be after the Registration Open Date and prior or equal to the Activity End Date. If you do not enter a date, Campus automatically uses the Activity End Date. |
| Activity Start Date | The date on which the Activity begins. The date cannot be before the Registration Open Date or after the Activity End Date. This is a required field. |
| Activity End Date | The date on which the Activity ends. The date cannot be before the Activity Start Date or Registration Close Date. This is a required field. |
| Delete Incomplete Registrations | When turned on, this setting will automatically delete activity registrations on the day after an activity ends if those registrations have been started without completing the purchase and the student never participated in the activity. |
Step 2 - Build Roster
Define eligible participants by selecting a saved Ad Hoc filter.
Use the following field descriptions to complete the Build Roster screen.
| Field | Description |
|---|---|
| School(s) | This field displays the school(s) that were selected in Step 1 - Create Activity. |
| Ad Hoc Filter | The Ad Hoc filter for selecting eligible students. Campus only allows students who are included in the Ad Hoc filter and have an active enrollment in the school(s) associated with the activity to register for the activity. This is a required field. |
| Preview | Click this button to preview roster information in a side panel. The panel displays an estimate of the total number of students listed by school then provides the student's names. If a student has multiple enrollments and Campus cannot identify the primary enrollment, an asterisk (*) displays behind the student's name. Use the Preview Future Enrollments checkbox to allow you to see who would be included if you choose to enable Include Future Enrollments under Eligibility on step 4 of the builder. Students with an applicable future enrollment will be added to the preview if their enrollment falls within the Days from Registration Close Date. These students will display with the status of Future. To refresh the preview with updated results, click Generate. IF your district includes a school in its Ad hoc filter, verify the same school is selected on Step 1 - Create Activity. If the Ad hoc filter and the activity are associated with different schools, the Preview displays irregular results. If you do not have access to the ad hoc filter that is assigned to the activity, the Preview button does not display.  |
Step 3 - Form Selection
Select the appropriate forms for registration and indicate whether the form is considered required.
Use the following field descriptions to complete the Form Selection screen.
| Field | Description | ||||||||
|---|---|---|---|---|---|---|---|---|---|
| Activity Type | This field displays the Activity Type that were selected in Step 1 - Create Activity.
| ||||||||
| Form Title | This field displays the custom forms associated with the Activity Type. You must select at least one form. You can add multiple forms by clicking the Add Form button. This is a required field. Tip: If the form title is grey and cannot be selected, check the form's active dates. The form must be active for the full time that your activity has registration open.
| ||||||||
| Required | Some forms may require information or an eSignature from the parent or student before it can be purchased in the School Store. Select an option from the Required dropdown list to determine whether information or signatures are required.
Depending on the option selected, one or two red stars appear next to the form in the School Store. The following image demonstrates how this appears in the store.  |
Declining a Signed Form
If a form has the option Guardian Registration selected, the guardian must sign the form. If he or she declines the signature, this message appears when the guardian clicks the Add to Cart button.
| Option | Description |
| Reset | When the guardian clicks the Reset button, he or she has another chance to sign the form by clicking the name of the form, signing it, and then submitting it. The guardian can now click the Add to Cart button to purchase the activity. |
| Exit | When the Exit button is clicked, the activity is placed back into the School Store, and the guardian must start over with the registration process to purchase the activity. |
Step 4 - Link to Portal
On this screen, configure how the activity should display in the School Store and set up the associated costs.
Use the following field descriptions to complete the Link to Portal screen.
| Field | Description |
|---|---|
| Category Information | |
| Category | Categories are how similar products are grouped together in the store. When a portal user selects a category, only the products assigned to that category display. This is a required field. See the Categories (School Store) article for more information about managing categories. |
| Product Information | |
| Product Name | The name that displays in the store. This is a required field. |
| Product Type | Product Types are assigned to products and to Fund Accounts. When a product is purchased, funds are deposited into the bank associated with the Fund Account that is assigned to the same Product Type. Product Types are set up in the School Store: System Administration > School Store > Product Types. This is a required field. |
| Active | When this checkbox is marked, the product displays on the School Store. However, if this checkbox is not marked, the product is not available even if registration is currently open. This checkbox is most useful for troubleshooting issues in the School Store. If the Category associated to the activity is inactivated, this checkbox is automatically unmarked. The Active checkbox does NOT display when the Activity is in a Draft or Cancelled status.
Click here to expand...
|
| Image Upload | This option allows you to add a picture of the product.
|
| Product Description and Special Instructions | Detailed information about the product. This description appears below the picture of the product. Tip Use this area to provide more information about the activity like meeting times, locations, and contact information. You could also provide special instructions such as how to turn in the forms. |
| Customer Comments | When this checkbox is marked, customers can add information to their purchase before they check out.
|
| Eligibility | |
| Restrict to Associated School Enrollments | When this checkbox is marked, the Recipient dropdown list will only display students who have an enrollment in the active school year at the school to which the activity is attached. This includes primary, secondary, and enrollments with a future end date. Example If you have an Activity attached to the High School only and this checkbox is marked, parents will only be able to select their student(s) with primary and secondary High School enrollments in the active school year as well as enrollments with a future end date. Please note that if the same Activity is associated with multiple schools; e.g., a middle school and a high school, parents can select both middle and high school students in both stores. |
| Include Future Enrollments | When this checkbox is marked, this will allow users to look ahead for future enrolled students that also meet the criteria of the Ad Hoc filter from Step 2. Restrict to Associated School Enrollments must be selected to use Include Future Enrollments. |
| Days from Registration End Date | The number of days (between 1 and 365) into the future that enrollments can be viewed. |
| Associated Costs | |
| Track Limits | Mark this checkbox if you want to track the number of openings or items you have available or if you want to cap the number of students allowed to enroll. When this checkbox is marked, Campus calculates the amount of inventory you have available after a purchase is made through the School Store. Marking this checkbox enables the Inventory Limit field and makes it required. Do NOT mark this checkbox if you do not want to limit the number of registrations that can be sold. |
| Partial Refunds | When this checkbox is marked, partial refunds can be issued in the Payments Reporter for the activity. If this Partial Refunds checkbox is marked and the Track Limits option is also selected, the Payments Reporter will allow you to increase the number of available openings or items when you make a partial refund. |
| Item Name | The Product Name automatically displays here but can be changed. This is a required field. If more than one option is available for users to select, this is the name of the option that displays under the Product in the School Store. |
| Selling Price | The price customers see and pay in the School Store. The price can be $0.00. This is a required field. |
| Reduced Price | The price students with reduced eligibility status pay and see in the School Store. The price can be $0.00. To use this feature, the Allow Free and Reduced Pricing checkbox must be marked in the School Store setup. |
| Free Price | The price students with a free eligibility status pay and see in the School Store. The price can be $0.00. To use this feature, the Allow Free and Reduced Pricing checkbox must be marked in the School Store setup. |
| Inventory Limit | This field is only available if you marked the Track Limits checkbox. Enter the maximum number that may be purchased. Once this number is reached, the product does not display in the School Store. If you process a refund during registration, Campus returns the inventory for purchase. If a student is manually registered for an activity within the Activity Roster and the Option Purchased is set to an item with an inventory limit, it will affect Inventory Limits. This is a required field when tracking limits. |
| Add (button) | Click the Add button to add another item that may be purchased for this product. In the following example, an option was added that includes an activity bus. |
| Receipt Comments | This field allows you to enter comments or special instructions that you want on the customer's receipt. For example, you could add reminders for event times, meeting places, or what to bring. |
Step 5 - Finish
Review the Activity Registration product display for the Campus School Store and validate the appropriate Custom Forms are attached. Click Finish to complete the process. After you click Finish, the Activity is in a Ready or Registration Open status. Editing is limited when an activity is in a Registration Open status. Most fields cannot be changed.
When the Finish button is unavailable, you can NOT complete this step because your activity requires preapproval.
See the Submit an Activity Request for Preapproval topic for more information.
The following image is an example of this activity on the School Store. Once a student has registered for an activity, that activity no longer appears for them in the School Store.
Submit an Activity Request for Preapproval
If your activity requires preapproval before it can be created, a yellow banner displays under the progress tracker after Step 1. Create Activity or it displays on the Proposed tab with the status Preapproval Required - Proposal. You can submit your activity request for preapproval at any time but the activity must be approved before you can complete Step 5. Finish.
- Click the Preapproval link in the banner.
Result: The Preapproval panel displays.
Click here to expand...
- Click the links for the Preapproval Form(s) (there may be more than one), fill in the required fields, and then click Save in the action bar. Repeat this step for each form.
Result: The status changes to Pending. - Click Submit.
Result: The form status changes to Submitted and the Submit button changes to Rescind. - Click Close to close the panel and return to the activity.
Result: The activity status changes to Preapproval Pending - Proposal. You can continue setting up your activity or click Cancel. Campus saves your activity and changes color the color of the forms alert based on the preapproval status.If your activity request is... Then... Approved you will receive a notification that your activity request was approved and you may complete Step 5. Finish. The Activity Proposal is also assigned the Preapproval Complete - Proposal status.
Returned you will receive a notification that your activity request was returned. The activity request is assigned the Preapproval Returned - Proposal status and Campus unlocks the custom form(s) so that you can make changes and submit the activity request again for preapproval.
Declined you will receive a notification that your activity request was declined. The activity request is assigned the Preapproval Declined status and moved to the Previous tab in the Activity Monitor.
Previous Versions
Activity Builder [.2311-.2403]
Activity Builder [.2247-.2311]
Activity Builder [.2235 - .2243]
The Activity Monitor tool can be used to get preapproval for an activity. Once an activity is preapproved, the Activity Monitor is then used to add participants, attach forms, and link the activity to the portal, online payments, and School Store.
Propose an Activity, No Preapproval (Activity Dashboard)
The Activity Dashboard can be used by staff members to propose an activity, such as a field trip or club and submit it for approval. Staff members can also use the activity dashboard to view information about activities they are associated with. Learn how to create a proposal, define eligible students, selecting related forms, and submit the proposal for approval.
Tool Search: Activity Dashboard
The Activity Dashboard allows primary and secondary activity owners to manage their activities. This tool also allows users, who have the correct tool rights, to create and submit proposed activities for approval.
| What can I do? | What do I need to know? |
|---|---|
Important Information About this Tool
- Secondary Activity Owners only have a read-only view of the activity to which they are assigned unless they are the creator of the proposed activity. The Remove and Recall buttons will not display for them even if they are given the Delete tool right.
- When a Primary Owner is not the person who created the activity and changes the Primary Owner to another person, they will not have access to the activity after they save their changes.
- When a Primary Owner is not the person who created the activity and adds themselves as the Activity Owner (Secondary), they will only have read-only access to the activity after they save their changes.
- Activities that are In Review cannot be edited.
- Declined activities appear in the Previous area with the status Declined and comments from the reviewer.
- Returned activities appear in the Proposed area, can be edited, and can be re-submitted for approval.
View Activities
The initial view provided by the Activity Dashboard is a summary view of all Current activities. However, you can view other activities by using the following options.
| Option | Description |
|---|---|
| Previous | All activities in a Complete, Canceled, or Declined status. Declined activities include comments from the reviewer that can be seen here. |
| Current | All activities in a Registration Open, Registration Closed, Active - Registration Open, or Active - Registration Closed status. |
| Upcoming | All activities in Ready or Approved status. |
| Proposed | All activities in a Draft - Proposal, Pending, In Review, or Returned status.
|
| Filters | You can further narrow the number of activities that display by using the following filters:
|
| Prior Year Only | When this checkbox is marked, only activities from the prior calendar year display. This checkbox only displays on the Previous tab. |
Create and Submit an Activity Proposal
You must have Add rights for the Activity Dashboard to complete these steps.
- Step 1. Create Activity
- Step 2. Build Roster
- Step 3. Form Selection
- Step 4. Portal Information
- Step 5. Finish
Step 1. Create Activity
The first step is to define parameters for the activity. To add an activity, click the New button in the action bar.
Use the following field descriptions to complete the Create Activity screen.
| Field | Description |
|---|---|
| Activity Name | A name for the activity you are creating. This is a required field. The Activity Name can be changed until registration is closed. If you have already associated a Product with this activity and the product has the same name, Campus gives you the option to change the product name too. Please note that if you change the Activity Name, any completed purchases/registrations that exist when you change the name will still use the original name (name at the time the purchase was made) in School Store reports. |
| Type | The activity Type is provided by Campus. Options include the following:
This is a required field. |
| Activity Level | Activity Levels are another way to identify different kinds of activities. This field only displays in if you have added Activity Levels in the Attribute Dictionary and is optional unless the Required checkbox is also marked in the Attribute Dictionary. |
| International | The International checkbox only displays when the activity Type is Field Trip. If your district uses the Preapproval process, marking this checkbox ensures Campus routes your activity request to the correct approver(s). |
| Status | The Activity status. This is a read-only field. |
| School(s) | The school(s) to which you can associate the Activity. Only schools to which you have tool rights display. This is a required field. |
| Activity Owners (Primary) | The primary person(s) responsible for the Activity. To appear in this field, the person must have an active assignment in the selected school and
You may select more than one person in the field. For access to attendance and messaging options, the person must also have Teacher marked on their District Assignment or be assigned the Teacher role on their Work Assignment (HR Only). When a Primary Owner is not the person who created the activity and changes the Primary Owner to another person, they will not have access to the activity after they save their changes. When a Primary Owner is not the person who created the activity and adds themselves as the Activity Owner (Secondary), they will only have read-only access to the activity after they save their changes. This is a required field. |
| Activity Owners (Secondary) | The secondary person(s) responsible for the Activity. To appear in this field, the person must have an active assignment in the selected school and
You may select more than one person in the field. For access to attendance and messaging options, the person must also have Teacher marked on their District Assignment or be assigned the Teacher role on their Work Assignment (HR Only). Secondary Activity Owners only have a read-only view of the activity to which they are assigned unless they are also the creator of the proposed activity. Secondary owners on an activity do not have the Remove button for delete/cancel functions even if the Delete tool right is assigned. |
| Registration Open Date | The first day on which the Activity displays in the School Store and people can register for the Activity. The date must be prior to the Activity Start Date and Registration Close Date. This is a required field. |
| Registration Close Date | The last day on which the Activity displays in the School Store. The date must be after the Registration Open Date and prior or equal to the Activity End Date. If you do not enter a date, Campus automatically uses the Activity End Date. |
| Activity Start Date | The date on which the Activity begins. The date cannot be prior to the Registration Open Date or after the Activity End Date. This is a required field. |
| Activity End Date | The date on which the Activity ends. The date cannot be prior to the Activity Start Date or Registration Close Date. This is a required field. |
Step 2. Build Roster
Define eligible participants by selecting a saved Ad Hoc filter and/or entering a description of the group.
Use the following field descriptions to complete the Build Roster screen.
| Field | Description |
|---|---|
| School(s) | This field displays the school(s) that were selected in Step 1 - Create Activity. |
| Description of group to be created | A description of the eligible participants. |
| Ad Hoc Filter | The Ad Hoc filter for selecting eligible students. Campus only allows students who are included in the Ad Hoc filter to register for the activity. If you do not have rights to Ad Hoc, this field does not display. |
| Preview | Click this button to preview roster information in a side panel. The panel displays an estimate of the total number of students listed by school then provides the student's names. If a student has multiple enrollments and Campus cannot identify the primary enrollment, an asterisk (*) displays behind the student's name. If you do not have access to ad hoc or to the ad hoc filter that is assigned to the activity by a reviewer, the Preview button does not display. |
Step 3. Form Selection
Select the appropriate forms for registration and indicate whether the form is considered required. Forms must be active during the full registration period to be selected.
Use the following field descriptions to complete the Form Selection screen.
| Field | Description |
|---|---|
| Activity Type | This field displays the Activity Type that were selected in Step 1 - Create Activity.
|
| Registration Dates | This field displays the Registration Dates that were selected in Step 1 - Create Activity. |
| Form Title | This field displays the custom forms associated with the Activity Type. This field is required unless you mark the Additional Forms Pending checkbox. You can add multiple forms by clicking the Add Form button. Tip: If the form title is grey and cannot be selected, check the form's active dates. The form must be active for the full time that your activity has registration open. |
| Additional Forms Pending | Mark this checkbox if you are not ready to select forms or have additional forms you want to add later. When this checkbox is marked, the Activity cannot be approved. Campus requires the approver in the Activity Monitor to Return the proposed activity to you so that you can add the forms or they can Decline the activity. You can mark this checkbox and have custom forms associated at the same time. |
| Required | Mark this checkbox to display a red star next to the form in the School Store. The following image demonstrates how this appears in the store.  |
Step 4. Portal Information
On this screen, configure how the activity should display in the School Store and set up the associated costs.
| Field | Description |
|---|---|
| Image Upload | This option allows you to add a picture of the product. |
| Consent | Marking this checkbox indicates that you are aware of the Acceptable Use Policies of your district and Infinite Campus. |
| Product Description and Special Instructions | Detailed information about the product. This description appears below the picture of the product. Tip |
| Eligibility | |
| Restrict to Associated School Enrollments | When this checkbox is marked, the Recipient dropdown list will only display students who have an enrollment in the active school year at the school to which the activity is attached. This includes primary, secondary, and enrollments with a future end date. Example If you have an Activity attached to the High School only and this checkbox is marked, parents will only be able to select their student(s) with primary and secondary High School enrollments in the active school year as well as enrollments with a future end date. Please note that if the same Activity is associated with multiple schools; e.g., a middle school and a high school, parents can select both middle and high school students in both stores. |
| Include Future Enrollments | When this checkbox is marked, this will allow users to look ahead for future enrolled students that also meet the criteria of the Ad Hoc filter from Step 2. Restrict to Associated School Enrollments must be selected to use Include Future Enrollments. |
| Days from Registration End Date | The number of days (between 1 and 365) into the future that enrollments can be viewed. |
| Associated Costs | |
| Item Name | The Product Name automatically displays here but can be changed. This is a required field. If more than one option is available for users to select, this is the name of the option that displays under the Product in the School Store. |
| Selling Price | The price customers see and pay in the School Store. The price can be $0.00. This is a required field. |
| Reduced Price | The price students with reduced eligibility status pay and see in the School Store. The price can be $0.00. To use this feature, the Allow Free and Reduced Pricing checkbox must be marked in the School Store setup. |
| Free Price | The price students with a free eligibility status pay and see in the School Store. The price can be $0.00. To use this feature, the Allow Free and Reduced Pricing checkbox must be marked in the School Store setup. |
| Add (button) | Click the Add button to add another item that may be purchased for this product. In the following example, an option was added that includes an activity bus. |
Step 5. Finish
You can NOT complete this step if your activity requires preapproval.
See the Submit an Activity Request for Preapproval topic for more information.
Review how the Activity Registration product will display for the Campus School Store. Click Finish to complete creating the activity and submit the activity for approval. A Notification is sent to users who have Activity Approval tool rights.
After you click Finish, the Activity is in a Pending status until the review begins. While it is Pending, you can Edit the activity or Recall the activity. Once your proposed activity is In Review, you cannot make changes.
Recall a Proposed Activity
After you submit a proposed activity for approval, the activity is in a Pending status until the review begins. While it is Pending, you can Edit the activity or Recall the activity. When you Recall a proposed activity, you can delete the activity or rescind your request. When you rescind your request, the activity status returns to Draft - Proposal and you can make any necessary changes before re-submitting the activity for approval. Recalling an activity removes the activity from the Activity Monitor Proposed screen.
Remove and Recall buttons do not display for Secondary Activity owners even if they are given the Delete tool right.
- Click Recall.
Result
The Recall Details panel displays.
- Select Delete to permanently delete the proposed activity or select Rescind Request to recall the proposed activity.
- Click Remove.
Result
If you selected Delete, Campus permanently deleted the activity. If you selected Rescind Request, Campus returned the activity to Draft - Proposal status and you can make any necessary changes.
Edit an Activity
You can edit an activity if it is in one of the following statuses: Draft - Proposal, Pending, Returned, Ready, Active - Registration Closed, or Registration Open. To edit an activity, click the Edit button. Depending on the filter you are using; i.e., Current, Upcoming, or Proposed, the Activity Builder or the Activity Proposal screens will display and you can make any necessary changes.
Comments are available if a proposed activity is Returned (or Declined) and may help you edit your activity.
Copy an Activity
To save time, click the Copy button to copy an existing activity and create a new Activity Proposal. After you click Copy, Campus displays the Activity Proposal tool in copy mode. See the Create and Submit an Activity Proposal topic (above) for details about each step in the Activity Proposal tool.
When you copy an activity, Campus creates a new Activity Proposal by duplicating most of the information from the existing activity.
- Registration and Activity dates are not copied.
- Campus verifies Activity Owners, Ad Hoc filters and Custom Forms are still active and requires you to update that information if necessary.
- You cannot copy an activity if its Status is one of the following: Draft, In Review, Returned, Declined, Cancelled, or any state of Preapproval.
- You must have Add rights for the Activity Dashboard to copy an activity.
- Once you start the Copy process, progress is not saved. So, do not stop until you have finished.
- You can NOT finish copying an activity if your activity requires preapproval. See the Submit an Activity Request for Preapproval topic for more information.
Cancel or Delete an Activity
Upcoming activities in Ready status or Proposed activities in Draft - Proposal status can be permanently removed from the Activity Dashboard.
To Delete or Cancel an Activity, you must have Delete tool rights for the Activity Dashboard and Calendar rights for the school associated with the activity. You cannot Delete or an Cancel an activity in Preapproval Pending - Proposal status.
There are two options for removing an activity from the Activity Dashboard:
- Delete completely removes the activity from the Activity Dashboard.
- Cancel assigns the Canceled status and automatically moves the activity to the Previous view on the Activity Dashboard. After canceling an activity, you can see who canceled the activity, the date on which it was canceled, and the cancelation reason by clicking the Edit button.
- Click the Remove button.
Result
The Remove Details panel displays. - Select Delete or Cancel.
- Enter a Cancellation Reason. This field is required for Canceled activities.
- Click Remove.
Result
A Confirmation message displays
Result
Submit an Activity Request for Preapproval
If your activity requires preapproval before it can be submitted for review, a yellow banner displays under the progress tracker after Step 1. Create Activity or it displays on the Proposed tab with the status Preapproval Required - Proposal. You can submit your activity request for preapproval at any time but the activity must be approved before you can complete Step 5. Finish and submit your activity for review.
- Click the Preapparoval link in the banner.
Result: The Preapproval panel displays.
Click here to expand...
- Click the links for the Preapproval Form(s) (there may be more than one), fill in the required fields, and then click Save in the action bar. Repeat this step for each form.
Click here to expand...
Result: The status changes to Pending. - Click Submit.
Result: The status changes to Submitted. - Click Close to close the panel and return to the activity.
Result: The activity status changes to Preapproval Pending - Proposal. You can continue setting up your activity or click Cancel to return to the Activity Dashboard.
Tip: You can click the Rescind button to make changes or cancel the activity until the Activity Approver opens the activity preapproval in the Activity Preapproval tool.If your activity request is... Then... Approved you will receive a notification that your activity request was approved and you may finish your Activity Request. The Activity Request is also assigned the Preapproval Complete - Proposal status.
Returned you will receive a notification that your activity request was returned. The activity request is assigned the Preapproval Returned - Proposal status and Campus unlocks the custom form(s) so that you can make changes and submit the activity request again for preapproval.
Declined you will receive a notification that your activity request was declined. The activity request is assigned the Preapproval Declined Status and moved to the Previous tab in the Activity Dashboard.
Tool Rights
Classic View: System Administration > User Security > Users > Tool Rights > School Store > Activity Registration > Activity Dashboard
New Look of Campus View: User Management > User Accounts > Tool Rights > Student Information > Activity Registration > Activity Dashboard
| Tool | Read | Write | Add | Delete |
|---|---|---|---|---|
| Activity Dashboard | Users can view any activities they submit or view activities for which they are listed as the activity owner. | Users may edit proposed activities. | Users may submit proposals for new activities and copy existing activities. | Users can remove activities that are in the Ready (Upcoming) or Draft - Proposal (Proposed) status or recall proposed activities after they are sent for approval. |
| Secondary Activity Owners will have a read-only view of the activity to which they are assigned unless they are the creator of the proposed activity. The Remove and Recall buttons will not display for them even if they are given the Delete tool right. | ||||
Previous Versions
Activity Dashboard [.2223 - .2311]
The Activity Dashboard tool allows individuals to submit a proposal for an activity to be approved an administrator. Depending on the type of activity, the creator may need to complete and submit forms to get the activity preapproved before it can be built.
Build an Activity, No Preapproval (Activity Monitor)
The Activity Monitor tool can be used to create activities such as a field trip or sporting event without having to start with a proposal; as well as to review activities proposed by staff in the Activity Dashboard. Learn to complete forms, export the list of participants, and review a proposed activity.
Tool Search: Activity Monitor
The Activity Monitor tool can be used by Campus administrators or activity coordinators to manage and monitor existing and upcoming activities. The Activity Roster is accessed on the Activity Monitor tool and provides a detailed view of the students who have registered for an activity.
| What can I do? |
|---|
View Activities
- The initial view provided by the Activity Monitor is a summary view of all activities. This summary view provides a preview of the roster information and the status of each activity.
- To view detailed information about an activity, click the Edit button to go to the Activity Builder. While editing is limited after registration is open, the Activity Builder still allows you to view all of the details for the activity.
The Activity Monitor allows you to filter activities by using the following options.
| Option | Description |
|---|---|
| Previous | All activities in a Complete status. |
| Current | All activities in a Draft, Registration Open, Registration Closed, or Active status. |
| Upcoming | All activities in Ready status. |
| Proposed | All activities in Pending, In Review, and Returned status. Only users who are given the Activity Approval tool right see this option. |
| Filters | You can further narrow the number of activities that display by using the following filters:
|
| Prior Year Only | When this checkbox is marked, only activities from the prior calendar year display. This checkbox only displays on the Previous tab. |
Delete or Cancel an Activity
There are two options for removing an activity from the Activity Monitor:
- Delete completely removes the activity from the Activity Monitor. You cannot delete an activity if students have already registered. Registered students can be removed from an activity; however, this should only be done after refunds are processed.
- Cancel assigns the Cancelled status and automatically moves the activity to the Previous view on the Activity Monitor. After cancelling an activity, you can see who cancelled the activity, the date on which it was cancelled, and the cancellation reason by clicking the Edit button. Cancelled activities can be deleted if the activity does not have any registered students.
Click here to expand...
You cannot remove an activity if it is in a Complete, Active, or Preapproval Pending - Proposal status.
To Delete or Cancel an Activity, you must have Delete tool rights for the Activity Monitor and Calendar rights for the school associated with the activity.
- Click the Remove button.
Result
The Removal Details panel displays. - Select Delete or Cancel.
- Enter a Cancellation Reason. This field is required for Cancelled activities.
- Click Remove.
Result
A Confirmation message displays.
Result
Copy an Activity
To save time, click the Copy button to copy an existing activity. After you click Copy, Campus displays the Activity Builder tool in copy mode. See the Activity Builder article for details about each step in the Activity Builder tool.
When you copy an activity, Campus creates a new activity by duplicating most of the information from the existing activity.
- Registration and Activity dates are not copied.
- Campus verifies Activity Owners, Ad Hoc filters and Custom Forms are still active and requires you to update that information if necessary.
- You cannot copy an activity if its Status is Draft, Cancelled, or in any state of Preapproval.
- You must have Add rights for the Activity Monitor to copy an activity.
- You can NOT finish copying an activity if your activity requires preapproval. See the Submit an Activity Request for Preapproval topic in the Activity Builder article for more information.
- Activities that are associated with more than one school and more than one Preapproval Configuration cannot be copied. Instead, create separate activity records for the applicable schools.
Review a Proposed Activity
Using the Activity Dashboard, users can create and submit activities for approval. Once an activity is submitted for approval, it displays in the Activity Monitor in the Proposed area. Only users who are given the Activity Approval tool right, can review proposed activities.
When reviewing, keep the following items in mind.
- You cannot review your own proposed activity.
- If an Ad Hoc filter is not provided by the user, you can add one on the Build Roster screen.
- If the user who submitted the activity does not have access to Ad hoc, a description of the group they want for the activity may be included.
Click here to expand...
- On Step 4. Link to Portal, the Restrict to Associated School Enrollments checkbox is automatically marked.
Click here to expand...
- If someone Recalls an activity that they submitted, there is no notification that this occurred. Campus just removes the proposed activity from the Proposed screen.
- Not all fields are required during the review; however, for an activity to be eligible for approval, the following fields must be filled in.
- Adhoc Filter
- Form Title
- Categories
- Product Type
Example Proposed Activity
Use the following steps to review Activities that are in a Pending or In Review status.
- Click the Review button.
Result
The Activity Builder displays on Step 1 Create Activity. - Review each screen in the Activity Builder and make any necessary changes.
Tip: You can skip screens by clicking the number at the top of the page. You might want to skip to Step 5 Finish if you already know the proposed activity must be declined or returned.
3. On Step 5 Finish, click Finish.
Result
The Proposal Response options display.
4. Select one of the following options.
- Approved - The activity will display in the Current or Upcoming area with the appropriate status.
- Declined - The activity is removed from the Activity Monitor and displays in the Previous area of the Activity Dashboard with a status of Declined. When you select this option, the Comments text box is enabled and you must leave notes for the user who submitted the activity.
- Returned - The activity displays in the Proposed area with the status Returned. When you select this option, the Comments text box is enabled and you must leave notes for the user who submitted the activity. The activity displays in the Activity Dashboard with the status Returned. The user who submitted the activity can review your comments, make changes, and re-submit the activity for approval.
5. Click the Save button when you are finished.
Result
A Notification is sent to the user who submitted the proposed activity.
Previous Version
Activity Monitor [.2227 - .2239]
The Activity Monitor tool is used to create an activity, add participants, attach forms, and link the activity to the portal, online payments, and School Store.
Preapproving Activities
After an activity creator submits the forms needed to get approval, an administrator reviews them and approves, declines, or returns the forms using the Preapproval Requests tool.
Tool Search: Preapproval Requests
Use the Preapproval Requests tool to approve, decline, or return activity preapprovals.
Tip: Use the Activity Name and School filters at the top of the screen to quickly find specific Preapproval Requests.
| What can I do? | What do I need to know? |
|---|---|
Approve, Decline, or Return an Activity Preapproval
- Click the link for the pending activity preapproval.
Click here to expand...Result: The custom form for the activity preapproval displays.
- Review the custom form that was completed by the staff member requesting the activity.
Click here to expand...
Example of a Custom Form
- Click the Approve, Decline, or Return button in the action bar.
Option Description Approve - The staff member who submitted the activity preapproval receives a notification that their activity preapproval was approved and they may finish their Activity Proposal if they were using the Activity Dashboard. If more than one preapproval is required, the staff member who submitted the activity preapproval won't receive a notification until all approvals are complete.
- The Activity Proposal is assigned the Preapproval Complete - Proposal status.
- Campus removes the approved activity preapproval from the list on the Preapproval Requests screen.
Decline - A confirmation window displays and allows you to enter comments for the staff member who submitted the activity preapproval. They'll be able to see your comments when they view their declined activity on the Previous tab.
- The activity moves to the Previous tab in the Activity Monitor or Activity Dashboard and is assigned the Preapproval Declined status.
- The staff member who submitted the activity preapproval receives a notification that their activity was declined.
- Campus removes the declined activity preapproval from the list on the Preapproval Requests screen.
Return - A confirmation window displays and allows you to enter comments for the staff member who submitted the activity preapproval. They'll be able to see your comments when they view their returned activity.
- The staff member who submitted the activity preapproval receives a notification that their activity preapproval was returned.
- The activity preapproval is assigned the Preapproval Returned - Proposal status and Campus unlocks the custom form so that the staff member may make changes, view and submit the activity preapproval again for preapproval.
- Campus removes the returned request from the list on the Preapproval Requests screen.
Tool Rights
To approve, decline, or return an activity preapproval, you must have Write rights to the Preapproval Requests tool. Read rights allow you to click the View Activity button and see a summary of the activity.
Some activities need preapproval before they can be created. This video shows this preapproval process using the Preapproval Requests tool.
Activity Registration Use
This section shows how parents/guardians and students can manage payment methods, setup recurring payments, make payments, and view payment history.
Manage Account - My Accounts Tool
The My Account tool lets parents, guardians, or students manage payment methods, set up recurring payments, and view payment history.
The My Accounts is the tool where you can manage payment methods, select optional payments to pay, set up recurring payments, and view your payment history.
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Process Payments - My Cart Tool
The My Cart tool lets parents, guardians, or students make payments on a fee, an item from School Store, or an event from Activity Registration.
My Cart is where you pay fees and add money to your food service account. You can add items to My Cart from any of the following areas:
Managing Activities, Rosters and Payments
Managing Activity Rosters Using the Roster Button
The following topics in this video show how student registrations for activities are added and managed using the Roster button.
- Introduction to the Roster Button
- Manually Add Students
- Interactive Forms
- Confirm/Complete Registration
- Post to Course Section
The Activity Monitor tool is used to create an activity, add participants, attach forms, and link the activity to the portal, online payments, and School Store.
Payments Reporter
The Payments Reporter tool shows which payments were made, perform refunds, export results, and modify the look of the report with Column Display.
Tool Search: Payments Reporter
The Payments Reporter details all transactions that were completed through the online payment process. With this tool, you can check the status of a specific payment, issue refunds, and revoke transactions.
| What can I do? | What do I need to know? |
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Important Information about this Tool
- Campus automatically voids all returned transactions. The original transaction appears with the Returned status and the correcting transaction appears with the Return Void status. Transactions may be returned if the account is not valid or has insufficient funds.
- Transaction fees are never refunded.
- Payments with the Transaction Status Resolved can only be refunded if the transaction was resolved by Campus Support. If you need to refund a payment that you manually resolved, contact Campus Support for assistance.
- When a payer makes a purchase for $0.00, Campus assigns a reference number but a Payment Method does not appear in the report. In addition, Service Fees are not applied when the total is $0.00.
- A Deposit Date does not display either unless the zero dollar purchase was purchased with other items for which the payer was charged and the transaction is processed.
- If an E-check fails, it can occur up to 10 business days after settling. If there is a failure, the amount of the E-check is automatically returned.
- Refunds (full or partial) for echecks are not allowed until there is a Settlement Date.
- Refunds for echecks are processed 12 days after the transaction's Payment Date. This ensures funds have cleared before the refund is processed.
- All refunds that are requested between 5:45 p.m. and 6:00 p.m. Eastern Time will not process until 12:00 a.m. the following day. For example, a refund requested at 5:45 p.m. on September 1st will be processed at 12:00 a.m. on September 2nd. This rule applies to all payment types except for echecks which cannot be processed until 12 days after their transaction's Payment Date.
About the Deposit Process
The deposit process runs daily before 5:45 PM Eastern Time (ET). The deposit job must complete by 6:00 PM Eastern Time (ET); otherwise, the payment platform moves the request date forward one day to ensure the deposit job has enough time to complete.
The deposit process does not run on weekends (Friday, Saturday, Sunday) or holidays.
| Step | Description | ||||||
|---|---|---|---|---|---|---|---|
| 1 | Campus determines your district's account balance. When your district is processing payments, the fees associated with them and any returns/refunds you process are subtracted from your account balance when they occur. So, at the end of each business day Campus calculates the balance then requests a deposit. If your district's account balance is negative, Campus issues a negative deposit. | ||||||
| 2 | After determining the balance, Campus combines transactions with the following statuses into a deposit.
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| 3 |
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Tips for Searching
- You can search for transactions according to their Payment Date or Deposit Date. Click the Show Filters button, then select the option you want to use in the View By field and enter the appropriate start and end dates.
- To include district payments such as Service Fees in your search, click the Show Filters button then toggle Include District Payments to ON. If you want to see payments made to your school only, set the toggle to OFF.
This toggle is only available if your system administrator has assigned the appropriate tool rights.
- If you select All Schools in the School dropdown list, only payments made to the district display. However, you can set the Include School Payments toggle to On to include payments from all schools in the district.
- Search results are grouped by Fund ID.
- Select an individual line to see the entire transaction in the Payment Transaction panel.
- Sort results by Deposit Date and Deposit Amount when trying to perform a bank reconciliation.
- You can sort the results by clicking a column heading. Each click changes the data in ascending or descending order.
- You can add filters to narrow the report's results. For example, you can find payments that were made on a specific date or Transaction Status.
Tip: The Payment Reference Number for transactions from the new payment platform begins with p1_txn. To exclude Vanco transactions and only see transactions from the new payment platform, use p1_txn in the Payment Reference Number column to filter your report's results.
Transaction Status Descriptions
Transaction Status | Description |
|---|---|
| Completed | A fully completed transaction. |
| Canceled | If a transaction displays this status, you can manually resolve the transaction or contact Campus Support. |
| Exception | The payment was processed by the payment vendor but not on Campus. If a transaction displays this status, you can manually resolve the transaction or contact Campus Support. |
Returned and Return Void | Campus automatically voids all returned transactions from the payment vendor. The original transaction appears with the Returned status and the correcting transaction appears with the Return Void status. Transactions may be returned if the account is not valid or has insufficient funds. Transactions also appear in these states if the district manually Refunds a Payment. There could be a two to five-day delay in which Campus may have completed the transaction and the payment vendor may need to return it. |
Resolved | Transactions may be manually resolved by Campus Support or by the district if the transaction was processed but still appears to be in an Exception, Canceled, or Pending Status in the Payments Reporter. |
Revoked | Transactions can be manually revoked by the district if an interruption occurs between the district and the payment vendor where the payment was never processed. This status displays transactions manually revoked by the district within the date range entered on the editor. |
Pending | If a transaction displays this status, you can manually resolve the transaction or contact Campus Support. |
| Processing | If a transaction displays this status, our payment processor is waiting for confirmation from the bank that the transaction has cleared. Once the confirmation is received, the deposit date could be in the past. For example, a fee or refund might show a deposit request date of 4/3 but will stay in pending status until 4/10 then once in completed status the deposit date would be 4/4.
Negative deposits can take 5-7 business days before they have a Deposit State of Completed in Campus. |
View Details for a Single Transaction
To view details for a single transaction, click the transaction you want to view. The Payment Transaction panel displays details for the transaction.
Since lines on the Payments Reporter are grouped by Fund ID, this is a good method for viewing the entire transaction.
Issue a Full Refund
Tips
- This option is only available if your system administrator has assigned the appropriate tool rights.
- The Transaction Fee cannot be refunded.
- The Service Fee can only be returned if your District has enabled Service Fee refunds in the Payment setup.
- If you do NOT refund Service Fees, the Service Fee stays in a Completed status.
- Refunds for echecks are not allowed until there is a Settlement Date.
- Click the transaction you want to refund.
Result: The Payment Transaction panel displays. - Click the Preview Refund button.
Result: The Payment Refund panel displays. Enter the reason for the refund in the Refund Comments field. (optional)
This comment will display on the offset transaction's details.
Complete one of the following options. Options that display depend on whether your district allows partial refunds.
If Partial Refunds... Then... is enabled in Payments Setup (district settings) 
- Mark all of the checkboxes.
- Verify the Amount you want to refund.
- If your district uses inventory tracking, verify the Return to Inventory checkbox is marked next to the item(s) you want to return (optional)
- Click Submit.
is not enabled in Payments Setup (district settings) 
- The entire amount is refunded; you cannot give partial refunds.
- If your district uses inventory tracking, verify the Return to Inventory checkbox is marked next to the item(s) you want to return (optional)
- Click Submit
Result: A confirmation message displays.- Click OK.
Result- The Payments Reporter screen displays. Campus updates the original Transaction Status to RETURNED and adds an offset entry with the Status RETURNEDVOID on the refunded lines.
- Campus also updates the original payment transaction's details. After a refund is made, the details include a Return Date and the Offset Transaction Reference Number.
- Refunds may incur an additional Transaction Fee based on your district's contract with the payment vendor.
Issue a Partial Refund
Tips
- This option is only available if:
- Your system administrator has assigned the appropriate tool rights.
- Your district has enabled partial refunds in the Payment setup.
- The Transaction Fee cannot be refunded.
- Refunds may incur an additional Transaction Fee based on your district's contract with the payment vendor.
- The Service Fee can only be returned if your District has enabled Service Fee refunds.
- If an item is already partially returned, you cannot make additional refunds on the same item.
- Partial refunds appear in the Payments Reporter with a status of Partial Return and an offset transaction number.
- Refunds for echecks are not allowed until there is a Settlement Date.
- If split fees is enabled, districts may opt to refund only the service fee related to the specific product being returned, rather than the entire service fee if a full refund option is enabled.
- Click the transaction you want to refund.
Result The Payment Transaction panel displays. - Click the Preview Refund button.
Result The Payment Refund panel displays. Only items eligible for a refund displayed on the screen.
Click here to expand...
Enter the reason for the refund in the Refund Comments field. (optional)
This comment will display on the offset transaction's details.
Click here to expand...
- Mark the checkbox(es) next to the item(s) you want to return.
Click here to expand...
Verify the Amount(s) you to refund.
You can change the amount to be less than the amount that was paid.
Click here to expand...
- Verify the Return to Inventory checkbox is marked next to the item(s) you want to return to inventory. (optional)
Click here to expand...
This checkbox only displays if you use inventory tracking and is automatically selected. If you do not want to return an item to inventory, make sure the checkbox is cleared.
- Click Submit.
Result: A confirmation message displays. - Click OK.
Results- The Payments Reporter screen displays. Campus updates the Transaction Status to RETURNED and adds an offset entry with the Status RETURNEDVOID on the refunded lines.
- Campus also updates the payment transaction's details. After a refund is made, the details include a Return Date and the Offset Transaction Reference Number.
- Refunds may incur an additional Transaction Fee based on your district's contract with the payment vendor.
Revoke a Transaction
You can revoke transactions that did not process. Only transactions that are in a Pending, Exception, or Canceled status can be revoked. When revoked, Campus updates the Transaction Status for all lines in the transaction to Revoked and line item balances do not change.- Select the transaction you want to revoke.
Result: The Payment Transaction panel displays. - Click the Revoke button.
Result: A confirmation message displays. - Click OK.
Result: The Payments Reporter screen displays. Campus updates the Transaction Status to Revoked and line item balances do not change.
Resolve a Transaction
If the transaction was processed but still appears to be in an Exception, Canceled, or Pending Status in the Payments Reporter, you can manually resolve the transaction. Please note, Resolved transactions may not display a Deposit Date in the Payments Reporter tool.Before you Begin
To manually resolve a transaction in Campus Payments, you must contact Campus Support to get the Payment Reference Number.
- Select the transaction you want to resolve.
Result: The Payment Transaction panel displays. - Enter the Payment Reference Number in the Payment Reference Number field.
- Click the Resolve button.
Result: A confirmation message displays. - Click OK.
Result: The Payments Reporter screen displays. Campus updates the Transaction Status to Resolved and payments are posted to the Food Service and Fee Accounts.
Select Columns to Display
The column selector allows you to choose which columns to hide or display. Click the Select Columns button and mark the checkbox next to the columns you want to display. Clear the checkbox next to the columns you want to hide.
Group Report by Specific Columns (Grouping Options)
The report displays differently based on the grouping options you select. Select the column(s) you want to group together and drag the column(s) to the area above the table. You can select multiple columns and further group the report results.
Payments Reporter Column Descriptions
The following columns are available on the Payments Reporter. These columns are available via the column selector and can be grouped, filtered, and saved as templates.
TIP
You can sort the Payments Report by clicking a column heading. Each click changes the data in ascending or descending order. When grouping specific columns, be sure to also sort the column headings to ensure you are viewing the report results in an organized manner.
| Column | Description |
|---|---|
| Payment Date | The date on which the payment was made. |
| Payer Name | The name of the person who made the payment. |
| Recipient | The person receiving items purchased in the School Store or the student who was registered for an activity. If an item was purchased and paid through the Campus Mobile Payments app, the student's name appears IF the student number was entered at the time of the purchase. |
| Description | A description of the fee. If the 'Split Transaction and Service Fees' checkbox has been enabled within the Payments Setup Settings, any transaction or service fee involving a split will be designated with '(Split)' in its description. |
| Payment Reference Number | This number is automatically generated by the payments platform and is a unique identifier for a specific transaction. The Payment Reference Number for transactions from the new payment platform begins with p1_txn. To exclude Vanco transactions and only see transactions from the new payment platform, use p1_txn in the Payment Reference Number column to filter your report's results. |
| Payment Method | Indicates what was used to make the payment; e.g., type of credit card or eCheck. |
| Card Entry Type | Shows whether a credit/debit card payment was typed in manually, swiped, or processed through the Campus Mobile Payments app using a chip insert or tap (EMV). If the payment method was not a credit or debit card, this column will appear blank. |
| Payment Source | Identifies where the transaction occurred.
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| Transaction Status | The current state of the transaction. See the Transaction Status topic for more information.
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| Return Date | After a refund is made, the details include this Return Date and the Offset Transaction Reference Number. |
| Settlement Date | The date on which the payment was processed. |
| Deposit Date | The date when the payment platform deposits the money into the bank accounts. |
| Deposit Request Date | The date when Campus requested payments to be disbursed to the bank accounts. |
| Deposit Request Reference | The ID the payment platform sends to Campus when Campus requests a disbursement. |
| Fund ID | The unique identifier for the Fund Account. Fund ID is unique and the same Fund ID cannot be used at different schools. |
| Fund Description | A description of the Fund Account. |
| Bank Account | The bank account associated with the Fund ID. |
| Deposit Amount | The specific amount of money that constitutes the deposit. Tip: Turn the Show Full Value toggle to ON to see the Deposit Amount go to 5 decimal places.   |
Create and Manage Templates
Templates allow you to save a custom view of the Payments Reporter and use it again later. You can choose specific columns to display, group them in a useful way, filter data in each column, and save your selections as a template. You can create multiple templates as well as update or delete templates at any time.
Create a New Template
If there are existing templates, click the Reset button before you begin.
- Use the Select Columns tool to choose the column(s) you want to display then drag the column(s) you want to group together to the area above the table.
- Click the Show Filters button and enter any filter data you want to use. (Optional)
- Further narrow down report results by using the filters in each column. (Optional)
- Click the New button (next to the Load Template dropdown list).
Result: The Create Template panel displays. - Enter the Template Name then click Save.
Result: The new template displays in the Load Template dropdown list.
Result: The Create Template panel displays.Delete a Template
To delete a template, select the template you want to delete in the Load Template dropdown list then click the Delete button.
Update a Template
To update a template, select the template you want to update in the Load Template dropdown list. Make any necessary changes then click the Update button to save your changes.
Identify Deposit Balance by Fund ID
The report displays differently based on the grouping options you select. Select the column(s) you want to group together and drag the column(s) to the area above the table. To identify the balance by Fund ID, group columns in the following order:
- Bank Account
- Deposit Date
- Fund ID
Export the Report
You can export the report to Excel, PDF, or CSV format. To export the report, select the format you want from the Export Type dropdown list then click the Export button.
If you do not limit the report results using the Payment Start Date and/or the Payment End Date, the export will be limited to the last 60 days. 
Previous Version
Payments Reporter [.2239 - .2247]
The Payments Reporter tool lets staff check the status of transactions or refund online payments. The tool also allows you to save settings and options in a template.
Previous Versions
Pick List
The Pick List report provides a comprehensive list of purchased items. Use the report to mark off items that have been picked up.
Classic View: School Store > Reports > Pick List
Search Terms: Pick List
The Pick List report provides a comprehensive list of purchased items. Use the Start Date and End Date fields to narrow report results.
- When an item is picked up, mark the checkbox in the Picked Up column. The next time you open the report, Campus will automatically hide this item.
- To quickly mark all items as picked up, slide the toggle in the Picked Up column. Turning the toggle off clears the Picked Up checkboxes.
- To display items that need to be picked up AND items that were already picked up, slide the Include All Items toggle to ON.
- Display additional columns by clicking the Select Columns icon. Choose from:
- Email (email address provided by customer).
- Source (ESS, Parent Portal, Student Portal, Public Store or Campus Payments App).
- Event Name (purchases recorded at an event using Campus Mobile Payments).
The Sale Price column is only available if your administrator has given you tool rights to see payment amounts.
The Pick List report provides a comprehensive list of purchased items that tracks whether items have been picked up.
Sales Report
The Sales Report provides a comprehensive record of sales activity across all of your district's school stores.
Classic View: School Store > Reports > Sales
Search Terms: Sales
The Sales Report provides a comprehensive record of sales activity across all of your district's stores. You can limit report results to a specific school by selecting the school in the Campus toolbar. Report results can also be limited to specific start and end dates.
Sales Report Editor
The Sales report can be exported to a Microsoft Excel file.
Additional Columns
When you launch the Sales report tool, the default columns appear. These columns can be hidden, or you can display additional columns.
- Click the Select Columns icon.
Result
The list of available columns displays. - Hide columns by unmarking the checkboxes.
- Display additional columns by marking the checkboxes. The additional columns are Device Name and Event Name. Information for these two fields will display if purchases and payments were recorded using the Campus Mobile Payments app.
- Click Apply to save the changes.
Result
The columns that were selected are displayed.
Previous Versions
The School Store Sales report provides a list of sales activity for all school stores within the district.
