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AI for Jewish Camps · open-source build map · draft, Oct 30, 2026

Camp Management Blueprint

A shared build map for comprehensive open-source camp management software. The people who use it help shape, build, test, and improve it. Each card describes a possible module, its desired scope, and the smaller subset present in the Camp Commons prototype.

Blueprint, not finished software. Every feature list below is proposed scope. A prototype-subset note identifies existing behavior; it does not make the rest of the card implemented. Status checked against the local v0.1.1 source and recorded verification on October 30, 2026. No application tests were rerun for this editorial review.

Prototype subset only the stated subset existsNot built yet desired module, not a shipped featurePossible starting point subject to scoping and review

Camp command

The board a director opens at 7 am. It reads from the modules below and writes nothing of its own except the day's log.

CMD

Today's board

One screen for the day in progress, by location and by group.

Proposed scope

  • Today's schedule by group, period and location, with the rain plan one switch away
  • Headcount by location, live from check-ins and roll calls, with the variance called out
  • Health center census: who is in, why, who is due back
  • Open incidents and who holds each one
  • Duty roster on now: on-duty staff, night coverage, the lifeguard rotation
  • Meals today: headcount by meal and the special-diet plates list
  • Arrivals and departures today: buses, pickups, visitors expected
  • Weather and lightning hold, with the time the hold started
  • Work orders that take a space out of use today
  • Announcements to staff, with read receipts
  • Radio and incident log, timestamped, by whoever is on the desk
  • End-of-day handoff note for the next duty officer

In the prototype: The current dashboard shows a selected sample day, saved schedule, operating counts, and camp notes. No live location tracking, health census, weather feed, messaging, or duty-desk system.

Prototype subset

Proposed inputs SCH ATT HLTH STF FOOD TRN SAFE FAC COMM

Families and enrollment

From the first inquiry to a signed, paid, fully formed camper record.

REC

Camper recruitment and retention

Bring families from interest to enrollment, understand retention patterns, and plan what to do next.

Proposed scope

  • Inquiry and follow-up pipeline, tours and open houses
  • Referral and campaign sources, with outreach consent recorded
  • Analyze recruitment and re-enrollment patterns by session, cohort and referral source, using approved records and feedback
  • Turn findings into prioritized recruitment and retention action items, with owners, next steps and progress reviews
  • Hand accepted inquiries to registration; keep family relationships in the shared family record
Not built yet

Proposed links FAM REG RPT SOC COMM NOTIFY

REG

Registration and enrollment

Sessions, capacity and the sign-up flow.

Proposed scope

  • Sessions, programs and age or grade eligibility
  • Capacity by session, cabin group and gender, with waitlists and offers
  • Online registration with returning-family prefill
  • Custom questions and required-by dates
  • Add-ons: trips, bus, store deposit, extended day
  • Discounts: sibling, early bird, promo codes, staff child
  • Deposits, payment plans and the enrollment agreement
  • Bunk-with requests captured at sign-up
  • Transfers, cancellations and refund rules
  • Day camp weekly options and before- and after-care
Not built yet

Proposed links FAM FIN DOC CAB NOTIFY

FAM

Families and relationships

Households, guardians and the record of contact.

Proposed scope

  • Household and guardian records; two households per camper where custody splits
  • Authorized pickup list with photo ID on file
  • Contact log: calls, emails, notes, who spoke
  • Recruitment history linked from camper recruitment; family records stay here
  • Referral source and sibling links
  • Re-enrollment records by session feed the recruitment and retention analysis; family relationships stay here
  • Duplicate merge with history kept
  • Alumni flag when a camper ages out
Not built yet

Proposed links PEOPLE REG COMM ALUM

POR

Parent portal

What a parent can see and do without calling the office.

Proposed scope

  • To-do list: forms, signatures, balances, by due date
  • Statements and payments, payment plan changes
  • Health form status and what is missing
  • Camper mail in, letters home out
  • Photos for their camper's session
  • Bus stop, arrival window and pickup instructions
  • Store balance and top-ups
  • Session change requests and cancellations
Not built yet

Proposed links ROLES FIN DOC HLTH PHO COMM TRN STO

DOC

Documents and forms

The paperwork, built once and tracked to completion.

Proposed scope

  • Form builder: questions, conditions, required by date, per session and per role
  • E-signature on waivers, agreements and policies
  • Uploads: physician forms, immunization records, custody orders
  • Completion tracking per camper and per staff member, with reminders
  • Templates, merge letters and bulk print
  • Versioning and retention periods
Not built yet

Proposed links FORMS REG HIRE HLTH COMP PRINT

Campers at camp

Where they sleep, what they do, who has eyes on them, and how they are.

CAB

Cabins and bunking

Beds, groups and the counselors on them.

Proposed scope

  • Cabin, bed and unit or village inventory
  • Bunk assignment by age, grade and mutual requests, with the reasons kept
  • Counselor assignment and ratio check per cabin
  • Bed maps, cabin lists, trunk and bus labels
  • Swaps mid-session with a reason and a date
  • Rosters by cabin, unit, session and activity

In the prototype: Cabin and group records, camper/group relationships, derived occupancy, and cabin-capacity validation. No individual-bed maps, mutual-request allocator, counselor ratios, or label printing.

Prototype subset

Proposed links REG STF RULES PRINT

PROG

Program builder

Design the camp experience before putting it on the calendar.

Proposed scope

  • Program goals, learning outcomes and activity/curriculum templates
  • Plan age-appropriate experiences, resources and staffing needs
  • Review a programme outline and hand approved activities to scheduling

Related foundation: Activity records exist in Camp Commons. A program-design builder with goals and curriculum workflows is not implemented.

Not built yet

Proposed links SCH FAC EQP STF RULES

SCH

Scheduling and program

The week's grid and who is where in it.

Proposed scope

  • Period structure per session; group schedules by week
  • Electives with ranked choice and an allocation the staff review before it applies
  • Activity capacity, staffing ratio and certification required
  • Facility and equipment conflicts refused with the reason
  • Trips and special events with their own rosters and transport
  • Rain plan as a saved alternate schedule
  • Skill progressions and badges (swim levels, archery, ropes)
  • Activity rosters and sign-in sheets, printed or on a phone

In the prototype: Group scheduling and ranked electives with OR-Tools; proposal/review/apply, locks, capacity, age, qualifications, availability and overlap checks. No comprehensive staffing-ratio compliance, equipment booking, saved alternate rain-plan workflow, or skill badges.

Prototype subset

Proposed links PROG CAL CAB STF FAC EQP RULES

ATT

Attendance and safety

Knowing where each camper is, period by period.

Proposed scope

  • Check-in and check-out on arrival and departure days
  • Roll call by location and period from a phone
  • Headcount with variance against the expected roster
  • Missing-camper protocol: timer, search zones, who was notified
  • Pickup authorization and ID check at the gate
  • Late arrivals, early departures, day-camp sign-out
  • Visitor log
  • Lost and found

In the prototype: Daily camper-present records contribute to baseline counts. No period/location roll call, live safety tracking, pickup authorization, or missing-camper workflow.

Prototype subset

Proposed links CAB SCH FAM SAFE CMD

CARE

Camper care and behavior

The notes that follow a camper, with a source and an owner.

Proposed scope

  • Camper notes with a source, an owner and a review date
  • Behavior incidents, the response, and the follow-up date
  • Homesickness tracking by day with what helped
  • Support plans: accommodations, triggers, what works
  • Bunk notes to counselors, with confidentiality levels
  • Parent contact record for each note that needed a call
  • Send-home and early-departure record

Related foundation: generic camp knowledge notes have a source, owner and review date. They are not a confidential, camper-linked care or behavior system.

Not built yet

Proposed links PEOPLE ROLES PRIVACY FAM HLTH

HLTH

Health center

The nurse's record, from the health form to the last dose.

Proposed scope

  • Health history, physicals and insurance on file
  • Immunization records against the state schedule
  • Allergies and dietary restrictions, flagged to food service and activities
  • Medication inventory per camper, count in and count out
  • Medication administration record: dose, time, initials, missed-dose reasons
  • Health log visits, with complaint, treatment and disposition
  • Injury and illness reports, with the incident form filled from the visit
  • Arrival screening: lice, temperature, medication check-in
  • Standing orders and protocols by provider
  • Emergency medication locations (epinephrine, inhalers)
  • Outbreak tracking by cabin and symptom
  • Nurse shift handoff and state reporting export
Not built yet

Proposed links PRIVACY DOC FOOD CARE SAFE RPT

FOOD

Food service

Menus, counts and the plates that are different.

Proposed scope

  • Cycle menus and the day's menu
  • Meal headcount by meal, from rosters and trips out
  • Special-diet plates list per meal, pulled from the health record
  • Allergen labeling and the kitchen allergy board
  • Kitchen inventory, par levels and ordering
  • Cookout and trip meals packed against the trip roster
  • Dietary rules the camp keeps (kosher, halal, vegetarian days)
  • Food cost per camper-day
  • Health inspection log and temperature logs

In the prototype: One baseline headcount from roster/attendance and staff availability, plus overlapping dietary categories. No meal-specific catering, medical-allergy safety, menu, kitchen stock, or purchasing system.

Prototype subset

Proposed links HLTH SCH TRN EQP FIN

STO

Camp store and canteen

Accounts, a register and a shelf count.

Proposed scope

  • Camper store accounts and deposits
  • Point of sale on a tablet, by camper name or wristband
  • Spending limits per camper set by the parent
  • Inventory, pricing and reorder
  • Refund of balances at the end of session
  • Reports by cabin and by day
Not built yetPossible starting point

Proposed links FIN POR EQP

Marketing Materials

Social media, a shared media library, and communication with camp parents. These are planned capabilities. The media library owns assets; parent communication owns family messages; social media reuses approved assets.

SOC

Social media management

Prepare public camp updates and campaigns without duplicating the media library.

Proposed scope

  • Draft, review and schedule posts by channel
  • Reuse approved materials from the media library, respecting publication permissions
  • Keep a content calendar and record campaign results
Not built yet

Proposed links PHO COMM NOTIFY ROLES PRIVACY

PHO

Media library

One shared home for photographs, video and approved marketing assets, with permission-aware family galleries.

Proposed scope

  • Collections, tags and search for reusable marketing materials
  • Upload from staff phones, by session and date
  • Photo permissions: no-photo campers held back
  • Face tagging with consent, or none
  • Parent gallery per session
  • Video clips and the end-of-session slideshow
  • Retention and deletion schedule
  • Storage that stays on the camp's own account
Not built yet

Proposed links PRIVACY POR ROLES SOC

COMM

Camp parent communication

Letters home, letters in, and the message that goes to all parents at once.

Proposed scope

  • Email and text campaigns by session, cabin or list
  • One-way camper email, printed daily by cabin
  • Letters home scanned or typed by counselors
  • Announcements to staff and to families
  • Emergency notification to all parents, one cabin or one bus
  • Two-way inbox for the office with assignment
  • Templates and the message log per family
  • Opt-outs honored across channels
Not built yet

Proposed links NOTIFY FAM POR CMD PRINT PHO

Staff and human resources

Recruit staff, support them through the season, and keep HR accounting distinct from recruitment and camp finance.

HIRE

Staff recruitment

The staff recruitment pipeline, from posting to signed contract; ongoing employment belongs in human resources.

Proposed scope

  • Job postings and the application form
  • References requested and recorded
  • Interview scheduling and notes
  • Offers, contracts and e-signature
  • Background checks and clearances with dates
  • International staff paperwork and sponsor forms
  • Returning-staff invitations
  • Pipeline board: applied, interviewed, offered, hired, declined
Not built yet

Proposed links PEOPLE DOC NOTIFY STF

STF

Human resources

Ongoing staff records, training, leave, housing and coverage after recruitment.

Proposed scope

  • Certifications with expiry: CPR, lifeguard, driver, medication, ropes, archery
  • Training sessions, attendance and sign-offs
  • Handbook and policy acknowledgments
  • Evaluations at mid and end of season
  • Staff housing assignment
  • Days off and time-off requests against coverage
  • Duty rosters: on-duty, night, waterfront rotation
  • Staff health forms and emergency contacts
  • Compensation records linked to HR accounting; payment and accounting work stays there
  • Ratio check per activity and per cabin

In the prototype: Staff records include role, qualification labels, unavailable dates/periods, daily block limits and dietary labels. No certification-expiry tracking, hiring, training sign-offs, payroll or full duty-roster workflow.

Prototype subset

Proposed links PEOPLE CAL CAB SCH RULES HRA COMP

HRA

All human resources accounting

Payroll, stipends, time, leave and benefits-cost records, connected to accounting.

Proposed scope

  • Record approved time, leave, payroll inputs and stipends for review
  • Track benefits costs and staff-related allocations
  • Reconcile and export approved records to the camp’s accounting/payroll system

Boundary: Proposed record and integration workflows. No payroll/payment execution, tax calculation or legal-compliance guarantee is implemented.

Not built yet

Proposed links STF FIN AUDIT PEOPLE

Facilities and operations

The buildings, the gear, the vehicles and the grounds, kept up and kept safe.

FAC

Facilities and upkeep

The asset register and the work that keeps it standing.

Proposed scope

  • Asset register: buildings, systems (water, septic, electrical, heat), waterfront, ropes course, fields, docks
  • Work orders: request, priority, assignee, parts, time, photos, close-out
  • Preventive maintenance calendar: boilers, septic pumping, water tests, extinguishers, AEDs, smoke detectors
  • Inspections with findings and fixes: fire, health department, ropes course, waterfront, playground, kitchen
  • Opening and closing checklists: de-winterize, winterize, by building
  • Utility readings and costs
  • Keys, locks and who holds what
  • Space booking calendar and out-of-service flags
  • Capital projects: scope, budget, bids, status
  • Vendor contracts, warranties and service history
  • Condition photos by year

In the prototype: Facilities have names, capacities and indoor/outdoor status and participate in scheduling validation. No work orders, maintenance programme, inspection management or asset lifecycle.

Prototype subset

Proposed links CAL SCH EQP SAFE FIN COMP CMD

EQP

Equipment and inventory

What is on the shelf, where, and when it retires.

Proposed scope

  • Inventory by location: program gear, boats, PFDs, helmets, harnesses, ropes, sports, arts
  • Equipment logs with inspection dates and retire-by dates (ropes gear by date in service)
  • Checkout and return by staff member
  • Supply par levels and ordering
  • Lost, damaged and retired items with the reason
  • First aid kit and AED checks on a schedule
Not built yetPossible starting point

Proposed links FAC SCH SAFE FIN

TRN

Vehicles and transportation

The fleet, the drivers and who is on which bus.

Proposed scope

  • Fleet register: vehicles, seats, inspections, registration and insurance dates, mileage
  • Drivers and their license and training status
  • Pre-trip inspection checklist
  • Bus routes, stops and rider rosters with seating
  • Check-on and check-off at each stop from a phone
  • Parent arrival windows and the pickup line for day camp
  • Trip transport booked against the trip roster

In the prototype: Vehicle seats and trips with selected groups and a qualified driver; capacity and overlapping-use validation. No route planning, stop-by-stop check-on/off, inspections or family arrival workflow.

Prototype subsetPossible starting point

Proposed links STF SCH ATT FAM CMD

SAFE

Grounds and safety systems

The plans, the drills and the hazards, written down before they are needed.

Proposed scope

  • Hazard register by site with the control in place
  • Weather and lightning policy, with the hold and all-clear logged
  • Emergency action plans by scenario and site
  • Drill log: fire, lost camper, severe weather, lockdown, with timings
  • Radio channel plan and call signs
  • Site map with building codes and muster points
  • Waterfront and pool checks: water tests, guard rotations, buddy checks
  • Incident command roles for the season
Not built yet

Proposed links FAC STF ATT HLTH CMD COMP

Money and records

Billing, the groups that rent the place, the donors, the standards and the reports.

FIN

Finance and billing

What a family owes, what they paid, and where it went.

Proposed scope

  • Invoices and statements per household
  • Payments by card, bank transfer and check; payment plans and autopay
  • Refunds, credits and late fees under the camp's rules
  • Scholarships and financial aid: application, award, the part the family pays
  • Revenue by session, program and add-on
  • Accounting export with ledger codes
  • Deposit reconciliation against the processor
  • Dependent-care tax receipts
Not built yet

Proposed links REG FAM POR STO API RPT

RENT

Rentals and retreat groups

The camp outside its own season.

Proposed scope

  • Facility rental calendar against camp's own use
  • Group contracts, deposits and insurance certificates
  • Group rosters, meal counts and dietary needs
  • Setup sheets by building and event
  • Group invoicing and damage deposits
  • Year-round programs and weekend events
Not built yet

Proposed links CAL FAC FOOD FIN DOC

ALUM

Alumni and fundraising

The people who were here, and the ones who give.

Proposed scope

  • Alumni records carried from camper and staff records
  • Donors, gifts, pledges and giving history
  • Campaigns and appeals with results
  • Acknowledgment letters and receipts
  • Events and reunions
  • Exports for a development office
Not built yet

Proposed links PEOPLE FAM COMM FIN

COMP

Compliance and accreditation

The standards, the permits and the evidence, in one place before the visit.

Proposed scope

  • Standards checklist with the evidence attached per standard (the ACA guide kit's workflows fit here)
  • Licenses and permits with renewal dates: state camp license, health department, food service, water, pool, fire
  • Staff ratio and certification compliance by activity and by day
  • Policy library and sign-offs
  • Mandated reporting record
  • Data retention rules applied across modules
  • Audit packet export for a visitor or an insurer
Not built yet

Proposed links DOC STF HLTH FAC SAFE PRIVACY

RPT

Reporting and analytics

The numbers a director and a board ask for.

Proposed scope

  • Enrollment and capacity by session, live
  • Retention and re-enrollment by cohort
  • Revenue, aid and receivables
  • Health center visits and incident trends
  • Staff ratios and certification coverage
  • Report builder with saved reports and scheduled exports
  • Board report pack
Not built yet

Proposed inputs all modules through the core

Shared core

Proposed shared foundations. Interfaces, ownership, sequencing and cross-module guarantees still need agreement; the current app is not this full architecture.

PEOPLE

People and households

Proposed scope

One person record that can be a camper, a staff member, a parent, an alumnus and a donor over the years, without duplicates.

Related foundation: separate camper and staff records exist. No unified lifelong person/household identity or duplicate-merge service.

Not built yet
ROLES

Identity, roles and permissions

Proposed scope

Parent, counselor, nurse, director, maintenance, kitchen, office, board. Field-level access for health and care data.

Not built yet
AUDIT

Audit log

Proposed scope

Who changed what, when, from where, and the reason when a rule was overridden.

In the prototype: Local model revision history and an application audit log. No production user attribution, access audit, location evidence or general override-reason policy.

Prototype subset
RULES

Rules engine

Proposed scope

Ratios, capacity, certifications, allergens, conflicts. A module proposes, a person reviews, a move that breaks a rule is refused with the reason.

In the prototype: Scheduling and elective constraints are implemented in deterministic validation and OR-Tools. This is not a general camp-wide rules engine; allergen safety, statutory ratios and field-level access are not implemented.

Prototype subset
FORMS

Forms and documents engine

Proposed scope

One form builder and signature flow shared by registration, hiring, health and compliance.

Not built yet
CAL

Calendar and resources

Proposed scope

Periods, sessions, spaces, vehicles and gear as bookable resources with conflict detection, shared by program, facilities and rentals.

In the prototype: Resource calendar for camp scheduling with server-validated changes; trip conflicts are checked. No shared booking platform for rental groups, gear, work orders or arbitrary modules.

Prototype subset
NOTIFY

Notifications

Proposed scope

Email, text and push through one place, with templates, delivery status and opt-outs honored everywhere.

Not built yet
IMPORT

Import and export

Proposed scope

Broader adapters for camp spreadsheets and other systems, with documented plain-format exports. Keep the existing camper CSV path and expand from verified needs.

In the prototype: Camper CSV preview/apply and roster CSV export, plus workspace JSON export. An LLM is not required for those paths. No general spreadsheet adapters, automatic handbook extraction or full JSON restore workflow.

Prototype subsetPossible starting point
LOCAL

Local-first and offline

Proposed scope

Target: local operation, deliberate offline behavior, safe synchronization and recoverable backups. Sync, backup automation and recovery guarantees require implementation and testing.

In the prototype: Local single-operator storage; initial setup downloads dependencies. No multi-device sync or automatic nightly backups. The README describes manual backup and restore.

Prototype subset
API

Integrations

Proposed scope

Payment processor, accounting, email and text providers, background checks, weather, a public API for the rest.

Related foundation: a local REST API supports the prototype. No payment, accounting, messaging, background-check or weather-provider integration.

Not built yet
MULTI

Multi-camp organizations

Proposed scope

An agency with several camps, a shared staff pool and one family record across them.

Not built yet
SEARCH

Search

Proposed scope

One box that finds a camper, a parent, a staff member, a cabin, a work order or a form by any part of its name.

Related foundation: record lists support filtering/search. No single cross-module search index.

Not built yet
PRINT

Printing

Proposed scope

Cabin lists, name tags, labels, sign-in sheets, medication sheets and bus rosters that come out right on paper.

Not built yet
PRIVACY

Privacy and retention

Proposed scope

Health and care data handled apart from the rest; consent recorded; deletion on schedule; no data leaves the camp's account without a setting that says so.

Not built yet

Proposed contribution workflow

A starting proposal for working together, not adopted maintainer or merge rules. Share what we build under open-source licenses, share learning and research, and contribute or test one another's work.

A possible module contract

  • One folder, one maintainer, one page that says what the box owns and what it reads from the core.
  • A data contract: the tables it owns, the fields other boxes may read, and the rules it enforces through the rules engine.
  • Screens a camp person recognizes, named by their job, not by the system's parts.
  • Tests that run against the fictional camp that ships with Camp Commons, so nobody needs real camper data to work.
  • Explore whether a module could ship independently; independent installation on a shared core is a design goal, not current behavior.

Possible build sequence

  1. The core: people, roles, audit, rules, forms, calendar, import, local-first.
  2. What opening day needs: registration, cabins, health center, staff records, scheduling, attendance.
  3. What the summer needs: today's board, food service, communication, store, transportation, work orders.
  4. What the year needs: finance, rentals, alumni, compliance, reporting.

The source archive for v0.1.1 (October 30) contains 63 files, including code, documents, licenses, manifests and a generated checksum file. That is an archive count, not “63 source files.” The prior v0.1.0 verification records 97 tests on October 28: 69 backend, 12 frontend and 16 independent-audit fixtures. The October 30 license-only packaging report records 12 frontend and 16 fixture checks; backend tests were not rerun. This blueprint review did not rerun application tests.

A proposed way to contribute

  1. Pick a proposed module or an existing prototype subset. Possible starting points still need a scoped task and review.
  2. Read its line above and the core boxes it talks to. Write the data contract first and post it for a look.
  3. Build against the fictional camp. Tests pass before a review.
  4. One reviewer who runs a camp reads the screens. One who writes code reads the contract.
  5. Agree on review, licensing and maintainer responsibilities before a contribution is merged. These rules are proposals, not established project governance.

The talk happens in the AI for Camps group; what holds up comes back to the workspace page.

Evidence, sources and boundaries

Implementation labels were checked against Camp Commons v0.1.1 source, its README, dependency notices, dated verification and packaging reports. Current Camp Commons source kit. It is a local, single-operator prototype using fictional records, not production camp software.

The build record names Camplicity as a category reference and CampSite, Campfront, Timefold, BookStack and others as behavior references. The kit’s REUSE.md distinguishes references from incorporated components. This blueprint is a needs inventory; feature claims across vendors have not all been independently checked. No legal clearance is implied.

Contributors retain their rights. Share only material you can license, keep upstream licenses and notices, and use fictional sample data. No private camper, family, medical or personnel records belong in the shared build. Health, payments, emergency procedures, privacy and access controls require specialist review and their own implementation evidence.

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