Bookacamp

We want to help the industry solve a problem.
That is secure access for team members to participant data.
That is secure storage of photos from the camp incl. privacy protection.
These are attendance lists, incident reports and medication reminders.

The Concept

The target group of the app is the counseling staff of tour operators for children's and youth travel on behalf of the tour operators.

In the children's and youth travel market, there are different software systems from various operators. All operators, whether they organize their offers for hundreds or thousands of children, have in common that the care of the children is provided by people who need a secure and controlled way to handle the sensitive data of minors.

There are many processes that are the same everywhere:

Access to medical data from questionnaires about significant illnesses, medication administration, social behavior and diets.
Access to transfer lists, check-in/check-out of children on site, attendance control
Management of pocket money and valuables, submission of ID documents and health insurance cards
Access to parents' contact details in case of illness or after an accident.

So why not pool our resources and reduce the development effort? Bookacamp sees itself here as a platform provider and service provider for all areas of the children's and youth travel industry.

I'm in

Data Protection

Access to the data is limited to the camp period and access is logged. Access can be deactivated from the headquarters.

Photos

No photos of participants on private phones. Photos are stored in the app and transferred to headquarters.

Organizer Independent

Our app is connected via interfaces. The app can be used without the Bookacamp backend.

Offline

The data is stored locally on the device if the internet fails. When the device is reconnected, data transfer is caught up when changes occur.

Planned Features

The following list describes the future functionality of the app. If something is missing for your workflow, don't hesitate to contact us.

Retrieval of participant lists for a trip. Access to detailed data of participants.
Detailed logging of retrieved data to prevent data misuse.
Check-in/check-out before and after arrival. By button press or by scanning a QR code. Download of name tags with QR codes to open the participant's profile.
Management of valuables and all items stored by the supervision team.
Recording notes about participants for the office. This includes incident reports, rule violations or accidents.
Medical diary, medication log and medication reminders. Common first aid measures can be easily selected.
Taking photos that are not stored on the user's phone, but are directly transferred via the interfaces.
Display of consent forms with signature on the phone.
Room lists - display and modify group assignments.
Contact details of the supervision team
Display of "alarm notes" as banners in the app, for example as a warning of severe weather or public transport strikes
Name search field
Offline mode
Provision of documents for download, for example for game instructions or feedback forms
Phone numbers and email addresses are only displayed with an additional click. Access is logged.

Integration via Interfaces

Our app is designed in a way that allows different systems to use the app without working completely on the Bookacamp platform. There is a single central element from Bookacamp that handles authentication and permission management for the app. The authentication service checks which rights the currently logged-in user has and informs the app where the interfaces for querying data for the app are available and which actions can be performed from within the app.

The system provider implements the predefined interfaces provided by us in an open format (OpenAPI) according to a standard. The app works with this standard and in this way we offer a system-independent possibility to serve different organizers with the same app without customizing the app.

Authentication is done via OAUTH2 and MFA is mandatory. Only a few interfaces from the organizer's system are required:

Retrieval of the list of approved trips
Retrieval of the list of bookings for a trip
Retrieval of details about a booking and the participant's data
Check-in/check-out
Acceptance of notes, messages, room changes.
Reception of photos.

Onboarding Process for the Organizer

Bookacamp as a central authentication service offers an admin panel for managing user accounts with app access. Within the admin panel, user accounts are maintained, (de)activated and can be initially imported via an Excel importer. This element is the only element that must be provided by Bookacamp. In the admin panel, invitation emails to future users of the app can be personalized and the necessary settings can be made.
Bookacamp provides the Open API documentation for the interfaces. The organizer implements the interfaces with predefined paths in their system based on the documentation and stores the paths in the admin panel.
Download of the app from the app stores and testing of the application by the organizer and final testing by Bookacamp.

For the App User

The actual app user installs the app on their phone from the Play Store (Google) or the App Store (Apple).
Via our user management, the access credentials for the app are sent by email. First, a new password must be assigned and mandatory two-factor authentication must be set up.
With the new password, the user logs into the app and is authorized to see the data and actions released for them within the app.
Our authentication service can centrally revoke already granted access permissions and log a user out of the app.

Pricing Model

For the operation, maintenance and support of the app and authentication services, we will charge a monthly flat rate that depends on the size of the organizer. A one-time license fee is planned for the provision and connection to the in-house systems.

The provision of the interfaces from the in-house systems is provided by the organizer themselves. Users of Bookacamp are automatically connected to the app.