A step-by-step guide about our Program Creation Setup!
Creating a program in our platform is mega easy! We've put this guide together so that you can have a better idea of the things you have to know to create a club program just as you want it.
To get started, log into your Playbypoint account.
- Go to Manage Bookings.
- Inside, find the Programs section.
- In the upper left-hand corner, find the Add New Program button.
- Now, it's time to fill in the details for your new Program. Start with the name of the Program.
- Set up the program's capacity. In other words, how many people can sign up for this program.
- Next, select a Program Category.
- Then, the Registration Audience. So, whether this program will be available for adult players or children players.
- Enable Inquiry is next in order. If you toggle to enable this button, you're setting up an approval before the admission setting. So, players will express interest in the program, but the admission must be approved by the program's supervisor or teacher.
- Next is your chance to customize the program's cover photo which will be shown on both the mobile and desktop program views.
Program Cover Photo Dimensions
Our recommendation is to use images with the following dimensions: 735 x 315 px.
- Now, input a custom URL to easily access this program online.
- The following setting is called Post on Facilities and what this implies is to show this program in more than one location. If your club has multiple locations and you don't want to create new programs every time, or if you just want to promote programs from other locations, you can do so with this setting!
- For the Description, you have free reign over the text you want to be displayed when users look for more information about a program, so get creative!
- Next up is Teachers. This is where you designate who will be the program instructor or instructors.
- After that, you can assign which teachers get to view the program's roster in Teachers Allowed to See Roster. This is a perfect chance to include not only the program teachers assigned but also, someone like a Program Director.
- Supervisor is a self-explanatory rule. Just assign it to whoever will be overseeing the program on the administrative end.
- Now, set an Age Range for the program. This is an optional rule. If you don't think it's necessary to allow users within a certain age range, you can leave this rule blank. However, if your club offers junior and adult programs, this is the rule where you want to designate the age range.
- Right below the Age Range, you'll find different rules you can check or leave unmarked to not enable in the program's rules. Let's go over them.
First off, Publish Online simply refers to the availability for users to view this program on your club's booking site.
Then, Featured Program is an option you can check if you want this program to show up in the right-hand program list from the Home page. Like this:
Check the Show Players List rule if you want your club members to see who's in a program.
Check the Enable Waitlist if you want to allow users to sign up even when a program is full, in case of an opening like a cancellation.
Check Enable Late Cancel if you want to give your players a chance to cancel late without penalty.
Check Enable Bookings Online if you want users to book right from the desktop or mobile app. This one is different from Publish Online because it stands for players actually booking and not about the program just being public and visible in your club's home page. - Availability is the section that lets you checkmark which type of users can sign up to this program. If you want all and every user to have permission to sign up and book this program, check all of the boxes under Availability.
Now, before we keep scrolling down through the Program Rules. Let's shift to the right-hand side first and check out the Ratings-related settings. - Rating Range is another optional rule. However, if you're creating a program clinic that is for a specific level of expertise, this is the rule you want to set up. This way, you're ensuring that a Beginner's program stays beginner leveled or an Advanced program only allows advanced users to join.
Next up, we've got a set of other checkmark rules.
Check Only Verified Ratings Can Join if you want to promote players getting their ratings verified or just make it exclusive to players who are verified.
Order First on Programs means that this program will show up as the first one in the programs list and grid view.
Notify Player Cancelation means that the supervisors and teachers of this program will know when a player has canceled.
Auto Refund Payments on Cancel Sessions (Only One Session) means that players get one automatic refund when they cancel the first and only time.
Auto Refund Payments on Rainout Sessions (Only One Session) means the same as the rule before, the only difference is that this one applies to programs marked as rainout in case of bad weather.
- Hours Before & Days In Advance Rules
These rules are ideal for you to pinpoint exactly when are bookings closed for a program, as well as how many Days in Advance various member affiliations can book this program. - Minimum Required Sessions to Book
This rule is to set a minimum number of sessions a user can book for this program. - Hours Prior Permitted to Cancel
How many hours before will users be able to cancel without it counting as a late cancellation? You can provide anything from a 4-hour window or 10 hours; it's whatever, you decide. - No Cancellations
Checkmark this rule if you won't permit any cancellations for this program. - Tax Percent
Right before we get into the actual Payments settings, you can start designating the tax percent which will be reflected at checkout before the total amount users will need to pay for this program booking. - Instructions Custom Text
Have anything specific to say about this program? This is your chance to include those special instructions that will show as custom text in the Program description. - The next section is Payments. You have the option to Enable Custom Payment Rules. This means that you'll get more fitting settings for what your club needs. You can also stick with the default Payment rules.
- If you decide to Enable Custom Payment Rules, you'll then see the subsetting within for each payment method available at your club.
For these custom payment rules, we'll make a separate guide. So, for the sake of this tutorial, let's complete the New Program creation with the default Payment rules.
- Let's get into Waivers.
You can choose amongst the waivers you've set up in the specific Waiver settings and assign whether this Waiver will be shown One Time or every time a user books a session for this program. - Subscriptions.
Here you can set up the users that will be subscribed to announcements about this program. You can create a new group for this program specifically or just choose one of your existing Announcement Groups. - Now, it's time to add a Program Schedule!
You've got 2 options. You can either create a day-to-day Schedule or set up a Mass Schedule.
If you were to select any of these to add to the program schedule, you'll notice that the normal Schedule works better with programs that have shorter lengths. The Mass Schedule is ideal for recurring programs that go on year-long or for many months at a time. - Prices.
The default setup is to have a Package Pricing but you can also set a price per Session.
Also, a cool thing about the Prices setting is that you can assign different prices depending on a player's affiliation.
Check the Available for players and Show on website box if you want to enable it. It should be by default though!
- Inquiry Prices.
Do you want to open the possibility of a player from a certain affiliation to request a program session at a certain price? You can include that here by adding an Inquiry Price that is affiliation-based! - Now, for the last step, don't forget to hit the Save button!
Congrats! If you've completed this guide, it means you've created a new program for your club!
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