Create a program

A program is an optional extra that parents add on top of regular tuition: summer camp, swim or music lessons, tutoring. It sits apart from the room a child is in. Programs live under Organization → Add-on programs.

Classrooms and age groups are rooms, not programs. See Add a room. Before and after school care in your own rooms is usually set up with schedules and tuition plans instead. See Before and after school care.

Create a program

1. Go to Organization → Add-on programs.
2. Click Create Program.
3. Fill in the Create Program form:
   • Name (required), like Summer Camp or Swim Lessons
   • Description
   • Category
   • Center
   • Capacity (leave blank for unlimited)
   • Schedule: pick the days it runs
   • Start time and End time
4. Click Create Program.

Programs show as cards with their category, center (or All centers), how many children are enrolled against capacity, and any billing plans attached. Inactive programs show an Inactive pill.

To change a program, click the pencil (Edit) on its card. The bin (Delete) removes the program and its enrollment history. Invoices and payments already recorded stay. You can't delete a program while children are actively enrolled in it.

Enroll a child in a program

1. Go to Organization → Add-on programs and open the Program Enrollments tab.
2. Click Enroll Child.
3. Pick the Child and the Program, and set the Start Date. End Date, Billing Plan and Notes are optional.
4. Click Enroll Child.

If the program has a capacity and it's full, the enrollment is refused.

See and export a program's roster

To see just the children in one program, apart from your full-time roster:

1. Go to Organization → Add-on programs.
2. On the program's card, click View roster. Or open the Program Enrollments tab and pick the program from the program menu.
3. The list shows every child in that program, sorted by last name. Use the status menu to switch between Active (the default), All statuses, Withdrawn, Completed, or Inactive, and the search box to find a child by name.
4. Click Export CSV to download the roster as a spreadsheet.

The CSV has one row per child: name, date of birth, room, family, parents, program, enrollment status, start and end dates, and the billing plan with its amount and interval. It uses the status you picked, so choose All statuses first if you also want children who have left the program.

Export CSV is greyed out until you pick a single program. Only owners and center admins can export a roster.

Programs and billing

You can tie a billing plan to a program so that enrolling a child in the program applies the right price. See Create a billing plan, where Program is one of the optional fields.

Troubleshooting

A program shows as full. It's at capacity. Raise the capacity on the program, or leave capacity blank for unlimited.