Programs & enrolment

The Programs page runs your term-based coaching and activity programs — junior clinics, skills academies, social nights — as recurring weekly sessions with enrolment, a roster, a waitlist and a per-session attendance register. You'll find it under Facilities & programs → Programs; families browse and enrol at /programs on your club site, with each program getting its own /programs/{slug} page.

Who can use this

Programs are a Pro plan feature. Club administrators always have access; moderators need the Manage programs permission (programs.manage), granted on Roles & positions. Members enrol themselves or their dependants on the public pages — guardians can enrol the kids on their account, and each roster entry shows the participant's name, not just the account holder's.

What's on the page

• Programs: every program with its term dates, price, capacity, enrolment count and status (draft or published).
• Sessions: the generated weekly sessions for a program — each one individually movable or cancellable.
• Roster: who's enrolled (term or casual), with the participant's name and the enrolling account.
• Attendance: a per-session register — mark each participant present, late or absent.
• Waitlist: the queue when a program is full, with the standard offer engine.

Step by step

Create and publish a program

1. Create the program as a draft: name, description, term start and end, session day and time, and venue.
2. Set the term price and, optionally, a casual per-session price for drop-ins. Either can be 0 for free.
3. Set capacity, and turn on the waitlist if you want a queue once it's full. Choose eligibility — everyone, or financial members only — and the enrolment window.
4. Save — sessions are generated weekly across the term. They're real, individual sessions: drag one to a new date around a public holiday, or cancel a single week, without touching the rest.
5. Publish. The program appears at /programs and enrolment opens when the window does.

Take enrolments

1. Families enrol on the program page — for the full term, or per session where you've set a casual price. Paid enrolments go through card checkout; free ones confirm instantly.
2. When the program is full, the enrol button becomes Join the waitlist. Offers go out strictly first-come-first-served, and each offer holds the spot for 48 hours before passing to the next in line — the same waitlist engine as tickets and memberships.
3. Watch the roster fill. Each entry names the actual participant, so a parent enrolling two children appears twice, once per child.

Run the term

1. Before each session, open its attendance register and mark everyone present, late or absent — the register is per session, so patterns across the term are easy to see.
2. Need to move a week? Edit that session alone; enrolled families are notified of the change.

Roll over to next term

Use Duplicate to new term: pick the new term dates and you get a fresh draft with the same settings and newly generated sessions — roster and attendance start empty. Tweak prices if needed and publish.

Field reference

• Status — draft (invisible to the public) → published. Unpublishing hides a program from /programs but keeps its roster.
• Term price / casual price — term price covers every session; the casual price (optional) allows per-session drop-ins. 0 = free.
• Capacity & waitlist — capacity counts term enrolments; the waitlist queues people once it's reached, with FIFO offers on 48-hour windows.
• Eligibility — everyone, or financial members only. Lapsed members count as ineligible until their membership is paid up.
• Enrolment window — when self-service enrolment opens and closes. Admins can add to the roster outside it.

Tips & FAQ

• Can someone cancel their own enrolment? Free enrolments, yes — self-cancellable from their account. Paid enrolments are withdrawn through the club, so refunds stay under your control (issue them from your payment provider's dashboard).
• Do casual attendees appear on the roster? Yes — per-session enrolments show on that session's register alongside the term participants.
• What happens to sessions if I shorten the term? Sessions outside the new dates are removed if nothing has been marked against them; sessions with attendance are kept as a record.
• Waitlist offers going unanswered? Each offer expires after 48 hours and moves on automatically — nobody has to babysit the queue.