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Knowledge Base / Enrollment

Managing Programs

Updated October 5, 2026

A program is another enrollment option for students. Programs can stand alone or bundle several classes together — when a student enrolls in the program, they're automatically enrolled in its classes that they're eligible for by level or age. Unlike a class, a program has no assigned teachers or meeting times.

Programs belong to a term, so the Programs tab only appears once your school has at least one term.

Create a program

  1. Go to Enrollment → Programs tab.
  2. Click New program.
  3. Fill out the form (fields below).
  4. Click Create.

Program form fields

Details

  • Program name — shown to families on your school's website.
  • Term — the term the program belongs to. Any classes you bundle into the program must belong to the same term.

Enrollment

  • Eligible student levels and Eligible age groups — who can enroll. A student qualifies by matching any listed level or age group (age is checked automatically from their date of birth); leave both empty to open the program to everyone. Admins can override by enrolling directly. See Levels, Age Groups & Promotion.
  • Seats — maximum capacity. Enrollment closes automatically when full.
  • Enrollment status — Open, Closed, or Full.
  • Include class-level fees — a Yes / No choice that controls how bundled classes are billed. The form's hint says "When enabled, fees from individual classes in this program will not be charged": choose Yes and families pay only the program's own fees; choose No and each bundled class's fees are charged in addition to the program's fees.
  • Enable waitlist — lets families join a waitlist once the program is full. It's off by default, so turn it on for each program that should have one. See Waitlists.

The program's Welcome email isn't part of this form. You write it on the program's Details tab — see Automatic Enrollment Email.

Use the Program Details Page section on the program's Details tab to describe what it's about — this appears on the program's page on your school's website.

Add classes to a program

  1. Open the program and click the Classes tab.
  2. Click Add classes.
  3. Select the classes to include in the modal and click Attach.

Bundled classes can span multiple levels and age groups. When a student enrolls in the program, they are automatically enrolled in the included classes they're eligible for — by enrolled level, by age, or because the class has no restriction. Use the row's Remove action (or Remove selected) to take a class out of the bundle — this doesn't affect students already enrolled.

Make a program public or private

New programs are private (you'll see a Private badge under the program name) — only admins can see them. To show a program on your school's website:

  1. Open the program.
  2. Click Manage → Make public.
  3. Confirm with Make public.

Use Manage → Make private to hide it again. In the Programs list you can also select several programs and use the bulk Make public / Make private actions. Published programs get a View page action to open their public page.

Manage a program's students

Open the program and click the Students tab. Its Roster view has:

  • Export roster downloads the roster as a spreadsheet.
  • Enroll student enrolls a student directly — see Enrolling a Student.
  • The edit action on a row changes the student's Enrolled grade level.
  • The drop action removes the student — see Dropping and Moving Students.

Copy students to another program

At the start of a new term, you can copy enrolled students into a program in the new term instead of re-enrolling them one at a time:

  1. Select the students to copy.
  2. Choose the Copy students bulk action.
  3. Pick the destination Term and Copy to program.
  4. Choose whether to Charge fees — all fees and automatic discounts will be assessed and applied to the student's new enrollment.
  5. Choose whether to Promote grade level — this bumps each student's new enrollment into the next grade level.
  6. Click Copy.

The copies run in the background, so allow a few minutes for large groups.

Program Details tab

The Details tab shows seats filled (including any waitlist count), enrollment status, and student levels, plus the program's Fees & Discounts, Enrollment Forms, Description, and Welcome email sections. Fees work the same as on terms and classes — see Managing Fees. The Students tab's Waitlist view lists students waiting for a seat — see Waitlists.