Programs

Withdrawn Deadline: The deadline for a participant to withdraw from a program. This field will have no impact unless you have enabled self-serve withdrawals. Otherwise it is simply a reference for admins.
Age Cutoff Date: The date in which participants must meet any set age requirements. So, if a participant must be four to register in your program - when do they need to be four by? This is most often the start or end of the program.
Allow Correct Age As Of Registration Date (if after cut-off date): If you check this box, participants are allowed to register for a program as long as they are at least the minimum age and no more than the maximum age at the later of either the time that they register for the program or the calculated Age Cutoff date as described above.
Enable Online Event Details: Toggle this checkbox if your program will be hosted in an online classroom.
Online Event Link: The link/URL to join your meeting. This will be supplied by your online meeting software.
Online Event Title: The title of the online event which shows in the system alert when users sign in at class time. The system alert will include a link to the program information pop-up
Online Event Additional Information: Any additional information you would like to supply your attendees. This will display in the program information pop-up and when users review their calendar. If your course is password protected you will either want to supply the password here or in an outbound email.
Notify Logged In Members Of Their Active Web Meetings: Enable a system alert that displays when a user signs in up to 15 minutes before the online class starts.
Show Waitlist Positions To Public User: Toggle whether public users are able to see the position they are in when joining the waitlist. This is set to Yes by default on all programs.
Checkout Notifications: Toggle whether checkout notifications are sent when participants register for this program. Please see our article Settings: Notification & Messages for more information.
Link To A Program: Toggle whether or not this program is linked to another with regards to their registration/waitlist capacities. Please see Shared Capacities below for more information.
Registrations: The number of current registrations in the program.
Max Registration Spots: The maximum number of registrations you are willing to accept for a program in total. Leave blank to allow unlimited registrations.
Drop In Spots: The maximum number of drop in registrations (per event) you are willing to accept. Leave blank to fall back on the Max Registration Spots value.
Full Program Spots: The maximum number of full-program registrations you are willing to accept. Leave blank to fall back on the Max Registration Spots value.
Waitlist: The number of current waitlisters in the program.
Max Waitlist: The maximum number of waitlisted participants you wish to allow for this program. Leave blank to allow unlimited waitlisters.
Drop In Spots: The maximum number of drop in waitlisters (per event) you are willing to accept. Leave blank to fall back on the Max Waitlist Spots value.
Full Program Spots: The maximum number of full-program waitlisters you are willing to accept. Leave blank to fall back on the Max Waitlist Spots value.
Min Participants Per Registration: The minimum number of registrants required to register for the program successfully (requires Enterprise tier)
Max Participants Per Registration: The maximum number of registrants allowed to register for the program successfully (requires Enterprise tier).

Requirements and restrictions can be applied to programs by first creating the program, then selecting to edit it once more. At the bottom of the program edit page you will find the option to add requirements and restrictions. This feature functions in the exact same way as those on the Category page but will only apply to that single program. For more information on creating and applying requirements and restrictions please see our Requirements article.

1. Click Add Event(s)
2. Set the parameters of your event(s)
3. Click OK

To add a new event (or series of events) to your program select Add Event(s) from the toolbar. In the pop-up, enter your event parameters, including the Location, how often the event repeats, when the series begins and ends, and when each event in the series begins and ends.

1. Update the Start Time, End Time, and/or Location as desired
2. Confirm the application of the change
3. Click Create/Update to save the program

To update an existing event (or series of events) simply update Start Time, End Time, and/or Location of the event in question. The system will then inquire as to how you wish to apply the change: Update only this event; Update this event and upcoming similar events; Update all similar events.

Note that if you wish to shift the day on which an event occurs you will want to delete the event and recreate it by selecting Add Event from the toolbar.

1. Click Delete next to the undesired event
2. Confirm the application of the change
3. Click Create/Update to save the program

To remove an unwanted event (or series of events) from a program simply select the Delete icon to the right of the event listing. The system will then inquire as to how you wish to apply the change: Update only this event; Update this event and upcoming similar events; Update all similar events.

Link To A Program: Select this tab to show a list of your programs. From this list, use the Link or Unlink icons to associate or disassociate other programs with this one.
Registrations - Program Max: The max number of registrants allowed by the parent program alone.
Registrations - Global: The max number of registrants allowed by all programs collectively.
Waitlisted - Program Max: The max number of waitlisters allowed by the parent program alone.
Waitlisted - Global: The max number of waitlisters allowed by all programs collectively.
Registrations - Max: The max number of registrants allowed by the child program alone.
Waitlisted - Max: The max number of waitlisters allowed by the child program alone.

To link one program to another you will first want to click the Link To A Program tab. From the drop down list of your programs find your desired program(s) and click the Link icon to connect them. The program you are performing these actions from becomes the "parent" program and any connected/linked programs become the "child". From the parent program you can affect the capacities of all children, but you cannot do the same from the children programs. Thus, the parent program becomes something of a centralized controller for this feature.

When two or more programs are linked the two programs can have their own maximum registration values. However, each program's registration count will be summed together and compared against the Global value. If this global value is met no further registrations can occur on any of the linked programs.

These same rules apply to the waitlist settings as well. If drop ins are enabled no "Global Drop In" maximum field will be offered. Instead, this will be calculated from the regular Global, but on an event by event basis.

Please note that you cannot "chain" programs. That is, you cannot have Program A be a parent of Program B and Program B be a parent of Program C. Once a program is a child of another it cannot become a parent.

In this example both programs have a maximum capacity of 10. However, so too does the Global setting. This means that between the two involved programs only 10 participants may register. This is in any combination of 10 participants, whether 3/7, 5/5, 6/4, 0/10 etc. However, when adding the total number of registrations between the two programs they will never exceed the Global setting of 10 even though both allow up to 10 individually.

In this example the parent program is erroneously set. That is, the individual Program Max is set to 35 which is higher than the Global max of 30. However, this will not cause an error. Instead, the system will simply cap the maximum registrations into the program based on the Global setting. Thus, the two programs will share a capacity count, in any combination between the two, up to 30.

These same rules and concepts apply to situations where more then two programs are involved.

Enable Drop Ins: Toggle the drop in feature on or off for this specific program.
Drop In Registration Start: The time in which each individual event will become available for drop in registration. Relative terms apply respectfully to each event (ex. "-2 weeks", "previous Monday"). This value will never calculate to after the start of a specific event.
Drop In Registration Cutoff: The time in which each individual event will become unavailable for drop in registration. Relative terms apply respectfully to each event (ex. "-1 weeks", "-5 hours"). This value will never calculate to after the end of a specific event.
Drop In Event Price: The cost to drop in on an individual event. This value displays as the default price on public pages.

Max Drop Ins: The maximum number of drop in registrations that can occur per event. If this field is left blank then the program's full Max Registration capacity is used.
Drop In Waitlist: The maximum number of drop in waitlist positions that can be created per event. If this field is left blank then the program's full Max Waitlist capacity is used.
Max Full Program: The maximum number of full-program registrations that can occur per event (which is synonymous with per program in this case). If this field is left blank then the program's full Max Registration capacity is used.
Full Program Waitlist: The maximum number of full-program waitlist positions that can be created per event (which is synonymous with per program in this case). If this field is left blank then the program's full Max Waitlist capacity is used.

It may be true to say that some events within your program cost more or less than others. In this instance, you will want to set the most standardized/common price in the Drop In Event Price field. For the other events with differing costs you will need to generate alternative recurrences.

1. Scan through your existing event list and select to Delete any events that have differing prices
2. Click Add Event(s)and (re)create your events that have differing prices
3. Click to expand the recurrences menu (the small arrow beside the facility name drop down)
4. Find your newly created recurrence(s) and update their Drop In Event Price Override field with your desired cost

To begin offering virtual classes/online events you'll want to either create a new program or edit an existing one. From there, scroll down to the Registration Details section to find the Enable Online Event Details checkbox.

Your online meeting system of choice will offer you a meeting link once you have generated your meeting. Copy this link and place it in the Online Event Link field. Next, name your online event using the Online Event Title. This title will be used throughout the site, but also by the notification option below.

If you wish to supply additional information about your online event please enter it into the Online Event Additional Information section. This includes alternative access options as well as any required passwords. Finally, toggle whether or not you would like the system to notify members of active meetings by checking off Notify Logged In Members Of Their Active Web Meetings. This will show a message on the member's account when they log in at least 15 minutes prior to the event going live.

Before selecting Batch Update from the toolbar you may wish to filter the program manager page to reduce the number of items you will be updating. Any filters applied to your program manager page will carry over to your batch update list. If you are copying a season you will have no option to filter before proceeding to the batch update page.

The Batch Update Screen

Once you have filtered your program list you may then select the Batch Update button from the toolbar. This will bring you to the Batch Update screen.

The Batch Update screen will list your desired programs horizontally, correlating all of their parameters into columns. Most columns will allow you to simply click the cell you wish to update and begin typing. Hitting enter or moving to another cell will save your changes to that cell. Alternatively, you can double click the grey cell directly below the column title (Row 1) to batch update that column. Once you are satisfied with your changes you can select Accept  or alternatively Cancel if you do not want to make any changes to the column. You can undo any changes with the standard undo key combination (PC: Ctrl+Z; MAC: Cmd+Z).

Listed below are the columns that use a unique interaction method.

Update: The Update parameter lets you mark the programs you wish to update with your newly changed information after selecting Update at the bottom of the page. If you have not marked your program to update, any changes will be discarded.
Updating Columns with text: Several columns allow you to alter program information such as the name, description or SKU of your programs en mass. From the drop down menu, you may enter your desired name into the [Update] tab. This will change all listed programs. You can update the prepended information on a program name from the [Prepend]  tab. Alternatively, you can update the appended information on a program name from the [Append] tab. This is highly useful for removing or altering "-COPY" from copied programs. Lastly, on the [Replace] tab, you can search for a specific lettering, word, or grouping of words to be replaced by whatever you choose. Select the to implement your changes or the to cancel them. Note: you can also update individual programs by highlighting the cell and typing.

Updating Columns with dates/times: The batch editor allows you to update several columns that include date and times. Three options are available which include [Update], [Replace] and [Shift]. The [Update] tab will set the same date or time for all selected programs. The [Replace] tab will allow you to search for a specific date or time and replace all occurrences with a new value. The [Shift] tab allows you to modify the existing values by a set number of days, weeks, months or years forward or back. Using a negative value will move the value back.

Locations & Events: The location & events column will list the location and events for each program in your filtered list. Double click any individual cell in this column to update the location or events for a specific program. Note: You cannot presently update all locations or events at the same time.

Updating Multiple Rows In a Column: To apply the same data to multiple cells in a column, simply highlight the cell and select the bottom right corner, then drag to apply the data to the cells below.

Depending on your preferences you may wish to work with your programs in smaller batches, or in large chunks. There is no wrong way to use the feature! However, it is of note that you can select Update at the bottom of the page to save the changes you have made at any time. Should you continue to make changes, even to ones you have already saved, selecting Update again will update those programs once more.

Like many software programs out there, it is wise to keep saving as you work!

1. Select Create Group
2. Adjust information for the group
3. Drag and drop participants into and out of groups
4. Select Save Groups

Once participants begin to register in a program they will be listed on the program view page under the Participant Groups tab. They can then be managed into groups for easy organization and reference. These groups can also be specifically assigned a coach, and/or the program as a whole may have a coach assigned. Groups you create will be usable during evaluations.

To create a group, select the Add Group icon. This will generate a new group listing. Name your new group. You can rename this group by clicking the Edit icon. You can assign an instructor to this group by clicking the Add Group Instructor option, then selecting the desired instructor from the drop down. Please note, instructors added to a group will be able to track all participants that are part of the particular program group until the end of the program plus the number of days identified in your Uplifter settings under "Instructor Program Expiry" (see Settings - Site Options for more information). Tracking participants includes viewing and editing all details within the participant's profile.

Once you are ready, you can begin to organize your participants into groups by simply dragging and dropping your participants into the various groups. Groups will save automatically.

• Select Export Classlist Details or Export Attendance Printout

To print a copy of your class list be sure you have selected sorted your groups as you like. Next, select either "Export Classlist Details" or "Export Attendance Printout" from the top of the view page.

The Classlist Details report will offer you a simple list of everyone who is included in your program, along with their group name and any participant field values.

The Attendance Printout will offer a formatted attendance list with per-event check boxes to mark attendance. This is especially handy if your coaches/instructors take attendance using a clipboard.

1. Click Add Participant
2. Use the search to find and select the desired participant
3. Select the desired status (Registered)
4. Click Add Participant

Rapidly add your participants to programs through the program view page. Click on the Add Participant button at the top right of the page, find and select your desired participant, and click Add Participant . Each participant added to the program in this manner will have an Invoice Registration icon on their listing. Clicking this icon will generate an invoice for the associated member.

The program's waitlist is accessible by selecting the Waitlist tab. Here you can see which participants are currently on the waitlist and which position they are in. You'll also have the option to adjust the position, add new participants, or remove others.

Please note: To have automated notices sent out to your waitlisters upon a spot opening you'll need to enable it within your system via Settings > Global Settings > Notification & Messages > Waitlists. Here you check off "Enable Waitlist Notification".

Add Participants to the Waitlist

To add participants to the waitlist select Add Participant. Use the search field by beginning to type the participant's name and selecting it from the system suggestions. Next, select the status of your participant. To add them to the waitlist you would need to select Waitlisted. Please note, you cannot add participants beyond the set max waitlist set at the program level.

Adjust Participant's Waitlist Positions

To change the position of a participant you will want to update their waitlist time. This can be done by selecting the Edit icon next to their waitlist time. By adjusting the day/time in relation to any other waitlister you can manipulate the participant's position in the list. Please note, participants can see which position they are in from their profiles.

Remove Participants from the Waitlist

To remove a participant from the waitlist select to Delete them.

View Withdrawn Participants

To view the participants that have been withdrawn from a program select the Withdrawn tab. Note that this tab only displays if you have withdrawn participants.

A custom package purchase button lets you curate a selection of items to be purchase all at once with one a single click of an "Add" button. Presently this requires a bit of manual setup, but this section will walk you through the exact required steps.

Select Your Items: Navigate to Products & Programs > Programs and Products & Programs > Products & Subscriptions to find your desired items you wish to package. For each, click the Edit icon to open the edit page for the item. It often helps to open each in a new tab of your browser to make sure you don't miss any.

Collect The Code: For each edit window you have opened check the box next to "Show HTML Add to Cart Code" (top left) and copy the code. Paste the code into a notepad or text editor. Note that each listing will open with a form element, then have three (3) input elements, then a closing form element.

Adjust The Code: For the first listing, leave the entire code (from form to form). For each other item find and copy the second input listing. Take this copied input and paste it into the first listing's code. This should be just before the final input element.

Paste The Code: Once the code is completed, copy it to your clipboard. Navigate to your desired public page, select to Edit the section, and choose Source Code from the toolbar. Here, find your preferred location and paste the copied code therein.