Create a scheduling program

How to create a Scheduling program type?

Overview

The Scheduling feature is designed for drop-in style programs. Unlike standard semester-based courses, this feature allows users to register for individual sessions. It provides the flexibility to host multiple classes at different times on the same day, even when managed by various instructors.

Who is involved

  1. Admins: Responsible for the initial setup, fee configuration, and session management.
  2. Instructors: Can be assigned to specific time slots or overlapping sessions.
  3. Registrants/Users: Individuals looking for flexible, per-session registration options.

Before you begin

  1. Ensure you have created a Season in your dashboard.
  2. Prepare your program assets, such as descriptions and images.
  3. Identify your session capacities and pricing per individual class.

Instructions

Step 1: Initialize the Program

Navigate to the Admin Dashboard > Seasons > select your desired season. Select Setup > Programs > Add program.
Select Scheduling from the program type list.


Step 2: Basic Information

  1. Enter the Program name and select a Program category.
  2. Choose a Program location (In-person, Hybrid, or Online).
  3. Enter a Program description.
  4. Scroll to the Program images section, click Choose image, and then upload your file.
  5. Provide other optional information as needed.
  6. Click Save & continue.

Step 3: Schedules and Registration Periods

  1. In the Program schedule section, select the days of the week this program will run.
  2. Enter the Start and end dates for the overall program duration.
  3. In the Registration period section, set the opening and closing dates for when users can sign up.



Step 4: Configure Tuition and Default Session Times

Notes
Note: Use this section to set the baseline for your sessions. These settings can be edited individually later.
  1. Enter the Start time for the first class of the day.
  2. Enter the Duration (minutes) for each session.
  3. Specify the Break time (minutes) between consecutive classes.
  4. Enter the Price per session and the maximum Capacity.

Step 5: Manage Daily Sessions

A section is generated for each day of the week you selected in Step 3. Click Add sessions and choose the number of sessions you would like to hold per day. Adjust the Start time and Capacity for specific sessions if they differ from the defaults.


Step 6: Define Registration Methods

You can offer two ways for users to sign up:
  1. Single Session: Users select and pay for sessions individually.
  2. Packaged Sessions: Offers a discount for purchasing multiple sessions at once.

To set up a Package:

  1. Under Program options, check the Packaged sessions box.
  2. Click Add package.
  3. Select a Period (e.g., Weekly or Bi-weekly).
  4. Enter the Discount amount.
  5. (Optional) Set Participant restrictions.
  6. Click Save & continue.

Registration Method Comparison

FeatureSingle SessionPackaged Session
Best ForOccasional drop-ins or "trying out" a class.Regular attendees and committed participants.
User FlexibilityUsers pick specific individual dates/times.Users commit to a recurring schedule (weekly or bi-weekly).
PricingStandard base price per session.Discounted rate (incentivizes bulk booking).
System LogicIndividual registration per slot.Automatically selects future sessions based on package rules.
IncentiveLow commitment.Cost savings and guaranteed spot in multiple sessions.

Step 7: Finalize Forms and Waivers

In the Registration form section, select your form from the dropdown menu. In the Waivers section, select the required legal agreements. Click Save & continue. Check the 'I am good to go, proceed' box and click Complete.



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