Frederick County Parks & Recreation manages hundreds of recreation programs, events, and summer camps each year using ACTIVENet. As the department expand edits use of CampDoc for digital health forms, staff sought a more efficient way to connect registration and participant health information.
Before implementing the ACTIVENet and CampDoc integration, participant records required manual imports and monitoring, creating additional administrative work during peak registration periods. As one of the first organizations to adopt the integration, Frederick County worked closely with both teams to automate enrollment data transfers, reduce staff workload, improve communication with families, and streamline camp operations.
The challenge: Keeping registrationand health records in sync
As Frederick County Parks & Recreation expanded its use of CampDoc, staff needed a more efficient way to connect registration and health information between ACTIVENet and CampDoc.
Without an automated integration, staff regularly imported registration data and monitored records to ensure participant information transferred correctly between systems. During the busy summer camp season, when registrations could remain open until the day before camp began, the process became especially time-consuming.
"We used to do a manual import, which we would have to clean up, and hope that the data was not kicking back. Every time when I would do it, I would hold my breath," said Carrie Sprinkle, recreation supervisor at Frederick County Division of Parks & Recreation.
When records failed to transfer correctly, staff spent additional time reviewing exceptions and ensuring campers were accurately reflected in both systems.
The outcome: Automated data flow and faster communication
With the ACTIVENet and CampDoc integration in place, participant enrollment information now flows automatically between systems, eliminating routine manual imports and giving staff greater confidence that records remain accurate and up to date.
Enrollment changes, withdrawals, and participant information now sync automatically between ACTIVENet and CampDoc, reducing administrative effort and creating a smoother experience for families.
"I would say that two-way communication, that ACTIVENet communicates both ways with CampDoc, has been the most useful part,” Sprinkle said.
Families now receive important information sooner. Once a participant enrolls through ACTIVENet, CampDoc notifications are triggered automatically, allowing families to begin completing required health forms immediately without waiting for staff to perform manual uploads.
"Once they enrolled, they all of a sudden started getting the CampDoc notifications, which was really helpful too,” Sprinkle said. “That didn't depend on us finding time and trying to push through a big upload.”
As a result, families receive information sooner, while staff spend less time managing data transfers and more time supporting programs and participants.
The results
Since implementing the ACTIVENet and CampDoc integration, Frederick County Parks & Recreation has achieve:
- Elimination of routine manual registration imports into CampDoc
- Significant administrative time savings during peak camp registration periods
- Faster delivery of health form notifications to newly registered families
- Improved synchronization of enrollment, withdrawal, and participant data
- Reduced need for staff oversight and troubleshooting
- A more seamless experience for both families and camp administrators
Looking ahead
As a longtime ACTIVENet customer, Frederick County Parks & Recreation had hoped for a CampDoc integration for years. With the connection now in place, the team looks forward to continuing to benefit from the efficiencies it brings to future camp seasons.
"We were a long time coming. We kept asking, 'When can they integrate?' So, we're very happy that the process started," Sprinkle said.
By connecting ACTIVENet registration data with CampDoc health records, Frederick County Parks & Recreation has reduced manual administrative work, improved communication with families, and created a more efficient camp management experience.
