Camp days
This page explains the Admin → Camp Days screen. It is for SuperAdmin, GeneralAdmin and LocationAdmin users who plan Prashan days. GeneralUsers can see the camp days at their sites.
What a camp day is
Section titled “What a camp day is”A camp day is one Prashan event at one camp site, with a start and an end date and time. Every screening and every dose is recorded against a camp day, and the dose batches for the day are locked to it. Without a camp day there is nothing for the Prashan page to work on.
Two rules decide whether doses can be recorded on a camp day:
- It must have a batch attached. A dose is recorded only with a batch (dose preparation) attached to that camp day. With one batch it is used automatically; with several, the health worker picks one. A camp day with no batch shows No dose batch is attached to this camp day, so no dose can be recorded on the Prashan page, and nothing can be recorded until an admin attaches one.
- It must be running today. The status is Scheduled or Ongoing, and today (Nepal date) is between its start and end dates. The Prashan Day page, Prashan Mode and Org Mode pick only such a day, and a camp day that runs over several dates counts as today on each of them. A Completed camp day, and one that has not started yet, refuse doses everywhere. An earlier day that has not been marked Completed can still be opened from the Dashboard to type in paper entries.
A camp day has one of four statuses:
| Status | Colour | Meaning |
|---|---|---|
| Scheduled | blue | Planned. Can be edited. |
| Ongoing | green | Running now. Can still be edited, and batches can still be locked to it. |
| Completed | grey | Finished. Read-only. No more doses can be recorded on it. |
| Cancelled | red | Set automatically when a camp day is deleted. Read-only. |
Status does not change by itself. You choose Scheduled or Ongoing when you create the day, and you mark it Completed when it is over.
The list
Section titled “The list”
An older screenshot of the list. Today there is no Site column and no ID line: the camp site is chosen with the picker on the Active Camp Days row, and the dates read as described below.
Open Admin → Camp Days. The heading reads Camp Days. The Active Camp Days list shows non-deleted camp days at one camp site at a time, newest start date first.
Choosing the camp site
Section titled “Choosing the camp site”The camp-site picker sits at the right of the Active Camp Days row (full width under it on a phone).
- Several sites: a dropdown, sites in alphabetical order. SuperAdmin and GeneralAdmin can pick any site; LocationAdmin and GeneralUser pick from their own sites. Pick a site and the list reloads for it.
- One site: just the site’s name in a black label. There is nothing to choose.
The site you pick is remembered on this device for your account. Dose Preparations opens on the same site, and so does this page next time. Picking a site in the dashboard’s Switch Location also changes it. The first time, the page opens on the site of today’s camp day (an Ongoing one first), else of the most recent earlier camp day, else of the next upcoming one, else the first site in the list.
The columns
Section titled “The columns”| Column | What it shows |
|---|---|
| Date | The camp day’s date in BS with the AD date in brackets, for example 7th Jestha 2083 [21st May, 2026]. A camp day that runs over several dates shows a range, such as 7th–9th Jestha 2083 [21st–23rd May, 2026], or both ends in full when it crosses a month. Under it, in small grey text, the full start to end with times, in Nepal time. |
| Status | The badge, plus Mark as Completed for Scheduled and Ongoing days. |
| Personnel | How many staff are attached. |
| Actions | Edit on a Scheduled or Ongoing day and View on a Completed or Cancelled one (a General User gets View on every day, as they cannot edit), Reports for everyone, and Delete for SuperAdmin and GeneralAdmin. |
When both languages are on, the date is shown in English with the Nepali version underneath. On a phone or tablet each camp day is a card with the same details.
Below the list, Rows sets how many camp days show per page (10, 25 or 100), Order switches between Newest first and Oldest first (the cards on a phone have their own sort bar), and Previous and Next move between pages.
SuperAdmin and GeneralAdmin also get a Show Deleted button when the chosen site has deleted camp days (see below).
Scheduling a camp day
Section titled “Scheduling a camp day”- Click + Schedule Camp Day.
- Pick Select Camp Site. A LocationAdmin sees only their sites.
- Set Start Date & Time and End Date & Time. Enter them in Nepal time. The end cannot be before the start; the page and the server both refuse it. A camp day may run over more than one date.
- Under Dose Batches, tick the batches for this day. Only batches at the chosen site are listed, and a batch already locked to another day is marked (LOCKED). Ticking a Prepared batch locks it to this day when you save.
- Under Assigned Personnel, tick the staff who will work the day. The list shows staff assigned to the site; tick Show all available personnel to see everyone.
- Choose Initial Status: Scheduled or Ongoing.
- Click Confirm Schedule and confirm the dialog.
At least one batch and one staff member are required by the form. If the batch does not exist yet, most offices save the day with a batch they have, or create the day first and lock the batch from Dose preparations, which attaches it to the day. Either way, make sure a batch is attached before the first child arrives: without one, nobody can record a dose on the day.
The Start Date & Time and End Date & Time fields on the form take AD dates. The list above, the Prashan page and the reports show the BS (Bikram Sambat) date as well.
Attaching dose batches and staff
Section titled “Attaching dose batches and staff”There are two ways to attach a batch:
- Tick it under Dose Batches on the camp day form. Saving locks it.
- Lock it from the batch’s View page and pick this camp day in the dialog. This is the usual route on the day itself.
Either way the batch appears in the Prashan page’s batch dropdown for this camp day only. A batch at another site can never be attached.
Staff are attached under Assigned Personnel. This records who was responsible for the day and feeds the staff count in the list and the personnel section of the day’s report. Staff assigned to the site who are not ticked can still sign in and see the site.
A LocationAdmin who works the day can tick their own name. The list shows them together with the GeneralUsers at their sites, on both the new and the edit form.
Editing a camp day
Section titled “Editing a camp day”Click Edit on a Scheduled or Ongoing day. The form heading reads Edit Camp Day with the status badge. A Completed or Cancelled day opens read-only in View Camp Day instead, with a note that it can no longer be edited.
What you can change depends on your role:
- SuperAdmin and GeneralAdmin can change the site, the dates, the batches, the staff and the Status dropdown.
- LocationAdmin can change the staff only. A grey notice says Campsite, start date, and end date: Only SuperAdmin can change these once a camp day exists. The batch tick-boxes are disabled too.
Moving a camp day to another camp site. A SuperAdmin or GeneralAdmin can change the site only while no child has been screened or dosed on the day. Once the day has dosing sessions the move is refused with This camp day already has recorded sessions, so its camp site cannot be changed. Create a new camp day at the other site instead. When the move is allowed, the batch list reloads for the new site. Batches prepared at the old site are taken off the day and released, because a batch belongs to the site where it was made. Tick a batch from the new site before you save.
Unticking a batch releases it: it goes back to Prepared and can be locked to another day. Under Unlock Locked Doses (SuperAdmin and GeneralAdmin only) an UNLOCK button does the same for one batch without saving the form. Click Save Changes and confirm; the form asks you to check the batch selection because it cannot be changed once the day is running.
Marking a camp day Completed
Section titled “Marking a camp day Completed”On the list, tick Mark as Completed on the row and confirm Mark this camp day as Completed?. Only Scheduled and Ongoing days can be completed. Once completed, no further edits are allowed; only viewing remains.
Do this at the end of every Prashan day. It matters because:
- The dashboard uses the last Completed day at the site to estimate the next day’s numbers, and shows a closed day under Camp Day Performance with its final counts.
- No more doses can be recorded on a Completed day, on any screen, including the Screened but not dosed list. (A dose given on a phone in offline mode while the day was running is still accepted when it syncs.)
- No more batches can be locked to a Completed day.
- The day’s numbers in reports and analytics stop moving, so the figures you send onward are final.
Unassigning doses
Section titled “Unassigning doses”Batches stay locked to a camp day even after the day is deleted. To free them, open Show Deleted, find the day in Deleted Camp Days (Doses Locked), and click Unassign Doses. Confirm Unassign doses? They will become UNLOCKED and can be reassigned to other camp days. The batches return to Prepared. Only SuperAdmin and GeneralAdmin can do this, and it is audited.
Deleting, viewing deleted and restoring
Section titled “Deleting, viewing deleted and restoring”A camp day is never removed from the database. Deleting it marks it as deleted and sets its status to Cancelled, so every screening and dose recorded on it keeps its history. SuperAdmin and GeneralAdmin see a Delete button on each row; confirm Delete this camp day?. The batches stay locked to the deleted day until you unassign them (see above). Every delete is recorded in the audit log.
SuperAdmin and GeneralAdmin can click Show Deleted to reveal the Deleted Camp Days (Doses Locked) table for the chosen camp site, with the dates, the DELETED badge, the number of batches still attached, and the Restore and Unassign Doses actions. Click Hide Deleted to close it.
A SuperAdmin or GeneralAdmin can restore a deleted camp day with Restore in the deleted table, after confirming Restore this camp day?. Restoring brings back the status the day had before it was deleted: a Completed day comes back Completed, so it cannot be reopened for dosing by accident. For a day deleted before 2 October 2026, when the old status was not recorded, it comes back Completed if it has a completed dose or its end date has passed, and Scheduled otherwise.
The audit trail per camp day
Section titled “The audit trail per camp day”Every create, update, complete, delete, restore and dose-unassign on a camp day is written to the system audit log with who did it, when, and the details of the change. The screen has an Audit Logs - Camp Day # dialog that lists these entries with the action, time (Nepal time), the person and the change, but no button opens it at present. The same entries are visible to a SuperAdmin or GeneralAdmin in the audit log.
Reports and analytics
Section titled “Reports and analytics”Click Reports on a row to open the camp day analytics page for that day. It shows the day’s totals, screened-but-not-dosed children, the batch filter and the per-staff numbers. See the reports section of this guide for details.