What the agent handles
- Registers campers by week
- Answers age and fee questions
- Takes medical and allergy info
- Logs late pickups and absences
- Sends packing lists and reminders
Education and child care
AI receptionist for summer camps
Answers camp dates, ages and fees, registers campers, and handles the drop-off, medication and pickup questions parents call about all summer.
CallerAre there any spots left in the July week for eight-year-olds?
CallerMy daughter has a nut allergy and carries an auto-injector, how do you handle that?
CallerHi, I'm running late for pickup, maybe twenty minutes, is that okay?
Where calls go
RegistrationCamp directorHealth and safetyCounsellors
Warm transfer: When a parent calls with a concern about their child's safety or behaviour at camp, the agent warm-transfers to the camp director.
What it books
Camp registrations
Why summer camps miss calls, and what an AI receptionist changes
A summer camp's phone has a strange year. In winter, a small office handles the registration rush when spots open, and the most popular weeks for each age group can fill within days. From late June to August, the camp director is on site, at the waterfront or on a field trip bus, counsellors are with campers, and the office line rings through drop-off and pickup with parents calling about late arrivals, sick days, medication and the rain plan.
A RealVoice AI receptionist answers through both seasons. It registers campers by week and age group, answers dates, fees and what's included, such as extended care hours and lunch, and takes down allergy and medical details for your health and safety lead. During camp, it logs absences and late pickups, tells parents about the late pickup policy, and texts packing lists and reminders like swim gear, sunscreen and a labelled water bottle.
When a parent calls with a concern about their child's safety or behaviour at camp, the agent warm-transfers to the camp director. It doesn't give medical guidance or say a camper may bring or skip a medication, and it doesn't hold a spot in a full week; those families go on the waitlist you keep, and payment is handled by your office.
Example call, start to finish
- CallerHi, do you have room in the July 14 week for two eight-year-olds? They're twins.
- AI receptionistThe July 14 week for ages eight to ten has one space left, so I can't fit both of them that week. The July 21 week has room for two. Would that work, or would you like one booked for the 14th and the other on the waitlist?
- CallerNo, they need to go together. Let's do the 21st.
- AI receptionistJuly 21 for both. Can I have their names and birth dates, and does either of them have an allergy or medical condition the camp should know about?
- CallerOwen and Grace Whitford, born May 3, 2018. Grace has a peanut allergy and carries an auto-injector.
- AI receptionistThank you. I've noted Grace's peanut allergy and auto-injector for the health and safety lead, who will contact you about her care plan and forms before the week starts. Would you like morning extended care?
- CallerYes, we'd drop them off at 8.
- AI receptionistOwen and Grace are registered for the July 21 week with morning extended care. I'll text you the confirmation and the packing list now, and the office will send payment details.
After the call: The health and safety lead gets Grace's allergy details by text and email, the registration office sees both campers in the RealVoice schedule, and the parent has a confirmation and packing list by text. The summary and recording are saved in the portal for the camp director.
How it fits your day
- Registration opening day
- When registration opens in winter, many parents call at once. Each one is answered, and full weeks turn into waitlist requests instead of busy signals.
- Spring forms and questions
- Health forms, swim tests, subsidy questions and what to pack are answered from your information while the office prepares staff training.
- Drop-off and pickup
- Late pickups and absences are logged and sent to the counsellors and director right away, while staff stay with the campers.
- Rainy days and evenings
- Parents calling about the rain plan, field trip day or the next week's start time get an answer at any hour of the summer.
Your software
Today it books camp registrations into the RealVoice schedule in the portal, keeps allergy notes, late pickups and messages there with a summary and recording, and texts parents a confirmation and packing list. If your camp runs CampBrain, CampMinder, UltraCamp or Sawyer, the team can set up a connection to it; custom integrations are quoted separately.
What a missed call costs
A day camp week at around $350 per child looks small until you count a whole family's summer. Two siblings booked for five weeks is about $3,500, and families who like a camp come back year after year. If registration week leaves twenty calls unanswered and only a few of those families sign up at the camp down the road, the lost weeks quickly add up to tens of thousands of dollars. Test your own fees and weeks in the missed-call calculator on our homepage.
Questions summer camps ask
Can it register campers by week?
Yes. It checks which weeks still have room for each age group, registers the campers into the RealVoice schedule and texts a confirmation. It doesn't take card payments, so your office sends payment details.
How does it handle allergy and medical information?
It records the camper's allergies, medications and conditions exactly as the parent gives them and sends them to your health and safety lead. It never gives medical guidance.
What happens when a parent is running late for pickup?
It logs the expected arrival time, explains your late pickup policy, and texts the director and the camper's counsellors right away.
What if a parent is worried about their child at camp?
Safety or behaviour concerns are warm-transferred to the camp director with a private summary. If the director is out on the site, the message goes by text and email immediately.
Can an AI answer my camp's phone while we're on site all summer?
Yes. Forward the office line only during camp hours or all the time, and parents reach a calm voice that knows your weeks, times and policies.
Hear it as your own summer camp's front desk
Request a free demo call and the agent will phone you, set up as a business like yours.