Manage Programs Overview

A top-level program is a major event that typically has recurring sessions throughout the life of the program.  Stand-alone sessions can be scheduled for the program as well as recurring ones.  Likewise, each session can have recurring or stand-alone activities and classes scheduled throughout the time span of the session.

Examples of programs would be:

• Summer Camp (top-level program)
  The program in this case could be a Boys Scout Summer Camp program with multiple week-long sessions.  Each week (camp session) could include recurring or stand-alone activities such as hikes and local excursions, and recurring or stand-alone classes such as First Aid, Cooking, Emergency Preparedness, etc.  The scouting group would sign up for the overall camp session, and the group or individual could also sign up for one or more of the optional activities and classes.

• Class Curriculum (top-level program)
  The program could be a school year that spans multiple semesters or terms (school session).  Each session could include multiple activities such as school orientation and social gatherings, and the classes or offerings by the school would be listed for each school session.  The registration would be for a school session, and the group or the individual can sign up for one or more of the classes/activities in the session.

An example of the Program hierarchy might be:

    Summer Camp (Top-level program spanning 6 weeks)

            Camp Session 1 (week one of the camp) recurring

                        Activity 1 (one recurring activity for each week)

                        Class 1 (one recurring class for each week)

                        Activity 2 (a stand alone activity for week one only)

            Camp Session 2 (week two of the camp) recurring

                        Activity 1 (recurring activity)

                        Class 1 (recurring class)

            Camp Session 3 (week three of the camp) recurring

                        Activity 1 (recurring activity)

                        Class 1 (recurring class)

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            Camp Session 6 (last week of the camp) recurring

                        Activity 1

                        Class 1

                        Class 2 (a stand alone activity for the last week only)

The Manage Programs function allows you to set up and maintain the overall program, the program sessions, and the activities and classes in the sessions.  Sessions, activities and classes can be recurring or stand alone items.  When updating information for a recurring item, all occurrences of that item are automatically updated unless you specify that only the one occurrence should be changed.  The registration information for a session can be exported to an Excel spreadsheet or emailed in a tabbed delimited file format.

Each session, activity and class can have costs associated with it for the registrant.  For each item, you can establish a single cost (same price for everyone) or a multiple cost schedule where the price is determined based on the type of registrant.  An example of a multiple cost schedule might be one in which one price would be charged to members of an organization while a higher price is charged to non-members.

A payment schedule can be established for the sessions so that multiple payments are requested from registrants.  An example might be a down payment upon registration equal to 10% of the full session price with the remaining balance due 5 days prior to the session start date.  Another example may be an initial payment a week prior to the session start date (based on a fixed date) and the balance due upon arrival.

In addition to the cost and payment program details, you can set up facilities for the program so that groups that are registering can reserve space in one or more of the facilities.  For a camp example, if there is one campsite that can house 15 attendees and another campsite that can house 25, those groups registering with more than 15 attendees will be able to reserve space in the larger of the campsites.