Add New Program
Last updated
Last updated
Programs are different activities offered by a School, like Sports or Art classes. Each Program is tied to a Session, which is like a specific timeframe when these activities happen. And it is associated with a particular School.
To Add a New Program, first select the School where the activity will take place. Next, choose an existing Session or add a new one for scheduling. Finally, add the new Program under the selected Session and configure billing details.
There are two types of Programs. Care Programs resemble regular child care services and are billed on a subscription basis, offering users the choice to pay monthly or weekly. Enrichment Programs, on the other hand, resemble special classes or workshops, with users required to pay the total cost upfront. This cost is determined by aggregating the fees for each class along with any additional fees.
Open 'After Schools' → 'Schools' (Figure 1) left sidebar navigation item using the Organizational Account.
Schools page includes:
School list: A compilation of schools that have been added under the Organizational Account.
'Add' button: allows to add a New School to the list.
Manage Schools actions: each School in the list can be edited or deleted. Additionally, users can access the School Sessions by clicking the 'Sessions' button in the context menu or check out the Sign Up URL.
To add a New School, follow the step-by-step guide on the 'Add a New School' page.
To open the Sessions page (Figure 2), click the 'Sessions' button in the context menu of a particular School. Alternatively, click on the School name link.
Sessions page includes:
Sessions List: The compilation of Sessions that have been added under the School.
'Add' Button: Allows users to add a New Session.
Manage Session Actions: Each Session in the list can be edited or deleted. Additionally, users can access the School Programs page by clicking the 'Programs' button in the context menu.
To add a New Session, click the 'Add' button, and then fill out all required fields in the opened 'Add' window (Figure 3):
Name: Session Name.
Start Date: The first day of the New Session.
End Date: The last day of the New Session.
Status: Active or Inactive. New Sessions are created with Active Status.
Order By: The order in which the Session will be displayed on the Registration page for Parents compared to other Sessions.
To open the Programs page (Figure 4), click the 'Programs' button in the context menu of a particular Session. Alternatively, click on the Session name link.
Programs page includes:
Program list: The compilation of Programs that have been added under the Session.
'Add' Button: Allows users to add a New Program.
Manage Program actions: Each Program in the list can be edited or deleted. Additionally, users can access the Manage Classes, Manage Fees or Billing details of each Program.
To add a New Program, click 'Add' button, and then fill out all required fields in the opened 'Add' window (Figure 5).
Name: Program Name.
Start Date: The first day of the New Program.
End Date: The last day of the New Program.
Status: Active or Inactive. New Programs are created with Active Status.
Description: Information to be displayed in the Success window once registration to the program is complete by parents.
Restrictions: List of restrictions for students to attend the program.
Type: Care or Enrichment. Each of these types represents different types of activities and has different billing options.
Order By: The order in which the Program will be displayed on the Registration page for Parents compared to other Programs.
To open the Program Billing page (Figure 6), click the 'Billing' button in the context menu of a particular Care Program.
Program Billing page includes:
Billing options list: The compilation of the Billing Options that have been added under the Care Program.
'Add' Button: Allows to add a new Program Billing.
Manage Billing Options: Each Program Billing in the list can be edited or deleted.
To add a New Program Billing, click 'Add' button, and then fill out all required fields in the opened 'Add' window (Figure 7):
Name: Program Billing Option Name.
Period: select Monthly, Weekly or Upfront.
Status: Active or Inactive.
Price: total Price per period.
Price ID: ID of pre-created Product in the Payment Provider.
Order By: The order in which the Program Billing option will be displayed on the Registration page for Parents compared to other options.
To open the Program Classes page (Figure 8), click the 'Classes' button in the context menu of a particular Enrichment Program.
Program Classes page includes:
Program Classes list: The compilation of the Program Classes that have been added under the Enrichment Program.
'Add' Button: Allows to add a new Program Class.
Manage Program Classes: Each Program Class in the list can be edited or deleted.
To add a New Program Class, click 'Add' button, and then fill out all required fields in the opened 'Add' window (Figure 9).
Weekday: Day of the week when the Enrichment Activities are scheduled.
Number of Classes: Total number of classess that are scheduled for the particular weekday.
Registration Fee: cost per every Class.
Price ID: ID of pre-created Product in the Payment Provider.
Order By: The order in which the Program Class will be displayed in the list compared to other options.
To open the Program Additional Fees page (Figure 10), click the 'Fees' button in the context menu of a particular Enrichment Program.
Program Additional Fees page includes:
Program Additional Fees list: The compilation of the Program Additional Fees that have been added under the Enrichment Program.
'Add' Button: Allows to add a new Program Additional Fees.
Manage Program Additional Fees: Each Program Additional Fees in the list can be edited or deleted.
To add a New Program Additional Fee, click 'Add' button, and then fill out all required fields in the opened 'Add' window (Figure 11):
Name: Caption for the Additional Fee item.
Total Amount: Cost of the Additional Fee item.
Order By: The order in which the Program Additional Fees will be displayed in the list compared to other options.
Is Required checkbox: specifies if the Additional Fee can be not included in the total Enrichment Program cost, or if it is required.
The Split Payment feature allows schools to offer a two-part payment option for program fees, enhancing flexibility for parents. Follow the steps below to enable and configure this feature.
To configure Split Payment (Two-part Payment):
Access the School Settings: Navigate to After Schools → Schools and select the respective School.
Edit the Session: Select the desired Session and click the Edit button.
Complete the Required Fields in the Edit Window: The Edit Session window includes the fields for configuring the Split Payment feature (Figure 12):
Enable Two-Part Payment: Checkbox the Split Payment option checked or unchecked.
First Payment (%): Defines the percentage of the total fee required for the first payment.
Second Payment Date: Specifies the due date for the second payment.
After Configuring Split Payment:
Programs Step: A new Split into Two Payments option will appear in the Program Step (Figure 13).
Payment Step: Displays the payment breakdown and additional explanatory notes
Stripe Checkout: A note indicating the payment sequence appears under the Program names, such as Payment (1 of 2).
The Discount Feature allows schools to offer discounted rates for programs during specific periods, and automatically applies to parents registering their child(ren) for Programs of the specific Program Sessions (e.g. Winter 2025). A 20% discount is applied when registering for 2 programs within the same session, and a 30% discount is applied for 3 or more programs. These discounts are valid for both siblings and multiple registrations for the same child under the same parent account, regardless of the payment method.
To enable a Discount:
Access the School Settings: Navigate to After Schools → Schools and select the respective School.
Edit the Session: Select the desired Session and click the Edit button.
Complete the Required Fields in the Edit Session Window: The Edit window includes three new fields for configuring Discounts (Figure 14):
Enable Discount: Checkbox the Discount option checked or unchecked.
Discount Start Date: The date when the Discount becomes active.
Discount End Date: The date when the Discount expires.
To open the Discounts page (Figure 12), click the 'Manage Discounts' button on the Sessions page.
Discounts page includes:
Discounts list: The compilation of Discounts that have been added under the Organizational Account.
Add Button: Allows to add a New Discount.
Manage Discount actions: Each Discount in the list can be edited or deleted.
To Add a New Discount, click 'Add' button, and then fill out all required fields in the opened 'Add' window (Figure 12):
School: The School under the Organizational Account where the Discount will be applied to the Care Programs.
Identifier: The Type of the Discount.
Description: Information about the Discount
Status: Active or Inactive
Value: size of the Discount in currency.
Percent Value: size of the Discount in % comparing to the total Program price..
Price ID: ID of pre-created Product in the Payment Provider.
