Create a Program
As a facility admin, you can create programs to offer structured, recurring group classes at your facility. This guide walks you through every step of the program creation process.
Before You Begin
Make sure you have the following ready:
- A clear idea of the program schedule (day, time, frequency)
- At least one coach with an active affiliation at your facility
- Pricing decided (monthly rate, and optionally drop-in and trial settings)
Step-by-Step Program Creation
Step 1: Navigate to Program Creation
- Go to your Facility Admin Dashboard.
- Click Programs in the sidebar.
- Click Create Program.
Step 2: Basic Information
Fill in the program's core details:
| Field | Description | Example |
|---|---|---|
| Name | A descriptive title for the program | "Friday Youth Cricket - Spring 2026" |
| Description | What the program covers and who it is for | "Weekly cricket training for ages 11-15..." |
| Start Date | When the program begins | March 6, 2026 |
| End Date | When the program ends (leave blank for ongoing) | June 26, 2026 |
Use a name that includes the day, target audience, and season. This helps players quickly identify the right program when browsing.
Step 3: Schedule Configuration
Define when sessions take place:
| Field | Description |
|---|---|
| Recurrence Type | How often sessions repeat: Daily, Weekly, Biweekly, or Monthly |
| Recurrence Day | The day of the week for the session (e.g., Friday) |
| Session Start Time | When each session begins (e.g., 5:00 PM) |
| Session End Time | When each session ends (e.g., 6:30 PM) |
| Sessions Per Month | Expected number of sessions each month |
Step 4: Sport and Skill Settings
Configure the sport-specific details:
| Field | Options |
|---|---|
| Sport Type | Tennis, Cricket, Pickleball, Basketball, Badminton, Swimming, Squash, etc. |
| Ball Type | Vinyl, Leather, or Any (cricket only) |
| Cricket Focus | Batting, Bowling, Fielding, Wicketkeeping, All-Round (cricket only) |
| Age Group | U11, U13, U15, U17, U19, Adult, All Ages |
| Age Enforcement | Whether to strictly enforce the age group requirement |
| Skill Level | Beginner, Intermediate, Advanced, Elite |
When Age Enforcement is enabled, players outside the specified age group cannot enroll. When disabled, the age group serves as a recommendation only.
Step 5: Capacity
Set enrollment limits:
| Field | Description |
|---|---|
| Minimum Enrollment | The fewest students needed for the program to run |
| Maximum Enrollment | The most students allowed in the program |
When maximum enrollment is reached, new players are automatically placed on the waitlist.
Step 6: Pricing
Configure how players are billed:
| Field | Description |
|---|---|
| Monthly Price | The base subscription rate per month |
| Weekend Multiplier | A multiplier applied to sessions that fall on weekends (e.g., 1.25x) |
| Drop-In Enabled | Whether non-enrolled players can attend a single session |
| Drop-In Price | The price for a single drop-in session (typically higher than the per-session subscription rate) |
| Trial Enabled | Whether new players get a free introductory session |
Set your drop-in price higher than the effective per-session rate of the monthly subscription. This incentivizes players to enroll rather than attend sporadically.
Step 7: Assign Coaches
Add one or more coaches to the program:
- Click Add Coach in the coaches section.
- Select a coach from your facility's active coaching roster.
- Assign their role: Lead, Assistant, or Substitute.
- Set their compensation: Fixed amount per session, Percentage of revenue, or Hourly rate.
- Repeat for additional coaches as needed.
| Coach Role | Responsibility |
|---|---|
| Lead | Primary instructor; runs the session |
| Assistant | Supports the lead coach; helps with drills and student management |
| Substitute | Fills in when the Lead or Assistant is unavailable |
Step 8: Review and Save
- Review all program details on the summary screen.
- Click Save as Draft to save without publishing, or Publish to make the program visible immediately.
Once a program is published and has active enrollments, changing the schedule or pricing affects future sessions only. Existing enrollments keep their locked-in monthly rate.
Program Status After Creation
Your new program starts in Draft status. From there, you can:
- Publish it -- Move it to Active so players can enroll.
- Keep editing -- Refine details before making it public.
See Program Statuses for the full lifecycle.
Related Pages
- What Are Programs? -- Overview of the programs system
- Program Enrollment -- How players sign up for your program
- Trial Sessions -- Configuring free trials
- Drop-In Sessions -- Allowing one-time attendance
- Attendance Tracking -- Tracking student attendance