Creating a Program

Administrators can click on “Programs” to create a new program or manage existing ones.

 

 

Click the Add New button to create a program. Clicking on the blue squares will toggle your view.

 

 

 

There are six steps to complete that are similar for all resources, but some can be skipped depending on the resource type.

 

 

• Create Program

On the first step, Administrators can specify:

1. Program name (enter the name the same way it appears in your advertised materials)
2. Base Price
3. Tax
4. Available spots
5. Enable waitlist
6. Discounts
7. Description

 

Workflow: If “Request workflow” is chosen, the Program will be available for any user to book online. If “Mandatory workflow” is chosen, it means Administrators can push invoices to selected users based on a pre-existing contract and paying that invoice is mandatory, and Administrators should provide interest options, that interest will be applied.

 

 

 

• Don’t forget to add the discounts that were previously created under Manage>Organization Discounts. You can return to the Organization area to create new discounts at any time.

 

• Click Create Program to store your information.

 

 

 

• Add Prices

Class prices may be different for members. Here, administrators can set tiered pricing based on Membership. Click Add New to enter a new price or proceed with the default price that was setup.

 

To add tiered pricing click on New Price and fill out the fields:

 

Tiered pricing can be added for members based on Membership purchased or inherited. All membership have one role and many memberships can have the same role.

 

For convenience, you can set the price to be associated with a role. For example, the base price would apply to all. The new tiered pricing can be a value lower than the base price and assigned to Residents.

 

 

 

 

• Ask Questions

If there is any information needed to be collected from program participants, administrators can set different types of questions and make it optional or mandatory; for example their level for the class. Then in the process of registering for the program, they see the questions and answer them.

 

 

In the bottom right hand corner of this screen is an area to add notes. You can use the web editing tools to enhance the text. Click Save to store.

 

 

This can be used to convey information or to instructions on how to fill in this form for users. Any notes added here will be displayed on screen for the end user during the checkout process.

 

• Add Schedules

To create a registration period, administrators can click on the Add Schedule button, select a schedule kind as registration and create it. Online registration would be available only during this period for users, but Administrators can register users any time.

 

Import Facility Calendar

Click on the Import button to add the calendar for a facility so that you can see the facility bookings. This will open up a new window that will allow you to select the Facility schedule that you wish to include. Select the name of the facility and the calendar color you wish to associate it with.

 

To enter the dates that the program is running, click on Add Schedule and fill out the form provided. To attach a program schedule to a facility, select the facility from the list provided:

 

 

Select a schedule kind:

 

There are three types of Schedule Kinds: Registration, Active and Blackout.

• Registration kind allows you to indicate the time period which you would want your program to be available for online for users. This schedule does not affect any administrators who are registering members on their behalf. A registration schedule appears on the calendar in green.
• An active kind allows you to indicate when the program takes place. An active schedule appears on the calendar in yellow.

 

• Title will default to what you have previously entered in the Program Setup.
• The options for Recur Type are: None, Daily, Weekly, Monthly. If you choose a recur type other than “none” you will also need to indicate how often the class runs in the Repeat field. Example: If you have a class that runs every Monday, you would need to select the Weekly option.
• Set the start date and time of the first and last class.
• The summary will indicate what you have setup for class dates and times. Enter any notes that are necessary and click Add Schedule.

 

If you choose to create a Registration schedule and an Active schedule, these will need to be added one at a time.

Here is an example of a program that has been scheduled to run on Tuesdays and also displays a registration schedule on Sunday:

 

You can add additional occurrences to an existing schedule by adding a new active schedule to the program.

 

Please note, if you have added a global blackout, no active registration schedules will be added to that day(s).

 

To edit a registration, simply click on either the active or registration schedule and a new pop up will appear:

 

• Restrictions

If you want to set age or gender restriction for users who purchase this Program, it can be done from here. To define which age range is eligible for this membership click the Age button. Enter a minimum and maximum age and an effective date. Click the Create Restriction button to store your changes. For example, if a member must be 18 as of the first day of the class, select the date of the beginning of class.

 

To define which genders is eligible, click the Gender button. Select either Male or Female and click Create Restriction.

 

If a pre-requisite is required in order to purchase this membership, click Add New and then select the item from the dropdown list.

 

• Add Waiver

Administrators can put in terms and conditions, waiver and/or any other important messages related to the program here. Waiver are rules which one must agree to abide by in order to use a service. Waiver can also be merely a disclaimer, especially regarding the use of resource.

 

 

• Click Save or Save and Publish to make this program available.

 

 

After creating programs, administrators can publish, un-publish, clone and edit them by clicking on the icons. If you hoover over the icon, the description for each one, will display.

 

Resources cannot be edited while published, so to edit administrators need to un-publish first which will take it off the website and then edit it. Clone lets administrators to create a copy of the program, allowing them to create more programs without having to start from scratch; cloned program includes pricing, schedules and restriction data. Group actions are also available if administrators want to publish, un-publish or clone more than one program.

 

 

PROGRAM DETAILS

 

Go to Manage>Programs or search for the program from the Search Bar

You can click on the Show Details icon to do more with the program.

 

 

 

 

 

There are many things that you can access from the Program Details screen:

 

• You can view the statistics overview to give you an idea of your numbers for this program:

• You can click on the Tags icon to edit tags for this particular Program. To remove a tag, click on the Tags icon to deselect the tag and click Save.

• You can click on the Attendance Sheet icon to pull up a PDF of your program list.

• You can use the clone, publish and edit icons as well from here:

 

• Program dates are shown with a summary of the occurrences.
• You can view the names of participants in this program and access their invoices by clicking on their invoice id number. To view the user, click on their name.
• You can also cancel a registration by clicking on the icon.  There's a section below that provides more information on Cancellations.

• Clicking on the Email envelope icon will allow you to send an email to an individual registrant.

•  You can send a bulk email to all participants by clicking on the button. This action will allow you to send a custom email to all confirmed members. To do so, simply enter the Subject, Body and if any additional email addresses need to be copied

 

• Clicking on the button will allow you to manually register a user without a financial transaction.

To do this, search on part or all of the name and select the user from the search results:

 

 

 

Once you have clicked the Add User button, the registrant will be added to the program and $0.00 invoice will be created.  The invoice history will indicate the name of the administrator who added the registrant.

 

• If a program has waitlisted registrants, you can manage them here:

If you wish to move a waitlisted member from the waitlist to the participant list, click Confirm.

You will then have the ability to enter the amount of time the participant has to pay to secure their spot.  Enter the amount of time in hours.  Select whether you need to generate the invoice right away and make payment OR send an invoice via email.  The recipient will have X number of hours to complete payment in order to retain their participant status.

 

 

• You can click on the View Statement button to see the financial details of this program.

 

• Click the Archive button to make this program unavailable.  A program must be un-published in order to be archived.  Archiving the program will cancel any outstanding bookings and will send a notification to the participants.  Refunds must be done manually.

 

 

There's more information below about Archiving/Archived Programs.