Ski & snowboard camps
Camp staffing planner
Plan your team, shifts and breaks. Spot times when you need more help.
Week 1 · Adventure camp
Cedar & Trail (fictional) · Day camp · America/Toronto
2 exact gap intervals
28.0 scheduled hours
Entered rates · not payroll
Every group. Every interval.
Eligible coverage against your selected rules.
What if someone can’t make it?
Test an absence. Your base plan stays intact.
Exact coverage matrix Required, assigned, eligible and uncovered counts
| Requirement / role | Interval | Required | Assigned | Eligible | Uncovered | Capacity | Exclusions |
|---|---|---|---|---|---|---|---|
| TrailblazersGroup leader | 2027-07-05 09:00 → 2027-07-05 12:10 | 2 | 2 | 2 | Covered | 0 | None |
| TrailblazersGroup leader | 2027-07-05 12:10 → 2027-07-05 12:20 | 2 | 2 | 1 | 1 gap | 0 | Leader A: on break, travel or rest |
| TrailblazersGroup leader | 2027-07-05 12:20 → 2027-07-05 16:00 | 2 | 2 | 2 | Covered | 0 | None |
| ExplorersGroup leader | 2027-07-05 09:00 → 2027-07-05 16:00 | 2 | 1 | 1 | 1 gap | 0 | None |
Your requirements, made visible. Ratios are planning assumptions until you record an applicable source review. Extra capacity is not a recommendation to reduce staff.
A thoughtful staffing plan,
from first group to final pickup.
For camp directors, staffing coordinators and head instructors planning day camps, overnight sessions, adult instruction and family programs.
See what else Bookify can do for your camp- 01
Start with your requirements
Enter actual attendance, dates and the sources behind your ratios. Independently supervised groups stay separate.
- 02
Build a team that fits
Match available staff to roles, verify qualifications, and give breaks, travel and rest their own space.
- 03
Find the gaps before camp starts
Inspect every interval, test an absence, then preview and export a manager plan or individual schedules.
A few things worth knowing.
Why do two groups of 13 need four staff in the example?
The illustrative maximum is 12 participants per staff member. Each independent group rounds up separately: 13 ÷ 12 requires 2 staff, so two groups require 4. The three assigned leaders leave one group short. Leader A’s paid 12:10–12:20 break creates another exact gap. Relief D is on shift but does not count until explicitly assigned.
Does a covered plan mean my camp is compliant?
No. The tool checks only the requirements and verified or assumed rules you enter. Ratios, qualifications, rest, operating rules and supervision arrangements must come from your applicable reviewed policies or qualified advisers. Extra capacity does not mean staff can safely be removed.
What can I export?
A multi-sheet Excel workbook, a CSV report, a JSON source file you can reopen, or a printable manager plan and individual schedules using your browser’s Save as PDF. Exports keep source assumptions separate from calculated coverage. CSV reports contain values, not live workbook formulas.
Where is my draft saved?
Only in memory in this browser tab. Nothing you type is put in a URL, browser storage, an analytics event or an uploaded staffing record. Use anonymous labels and synthetic planning data. Export your JSON source to keep a copy, and use Import JSON to resume. Live confidential records require a separately enabled, authenticated service.
How are overnight times and qualifications handled?
Enter both dates for a shift crossing midnight. Every local time uses the confirmed IANA time zone. Ambiguous or nonexistent daylight-saving times are flagged instead of guessed. Qualifications must be verified and valid through the local activity date; the free planner uses date-level credential expiry.
Built by Bookify · Requirements supplied and reviewed by the operator
How to use this tool
- Add your groups, staff and camp hours.
- Set the coverage your camp needs and plan shifts and breaks.
- Review gaps and costs. Adjust the plan and share it with your team.
A simple example
An instructor may finish at noon while the bus leaves later. Assign a camp leader to meet the group and stay with them through lunch and departure.
Before you use your plan
The settings are planning choices. Check local rules, staff qualifications and your camp policies before setting coverage.