12.2.1 Adding a New Programme, Editing or Deleting

1. On Programme Screen, choose + icon

Start with the General section of the details.

1. Complete the relevant detail for a new programme then click on save or refresh.
2. The Programme Name needs to be short, descriptive and easily searched. Some other screens have limited space for the description hence the need to be brief but descriptive. eg 3 mth mem or mem 3m(3 months membership)
3. Programme Code is optional. It is up to 9 characters to differentiate programmes with same name but different dates.
4. Ref is a system allocated number for that programme.
5. Programme Group is chosen from drop box. You can add a programme group on the main screen under Programmes, Programme Groups or on the Add/Edit Programmes screen under Configuration on this screen.
6. Price is for entering the price for a programme. The price for a weekly/monthly Automatic Payment based programme is the weekly/monthly amount. The correct period may not show until you have saved the Payments & Restrictions section for that programme.
7. Signup Fee is where an initial charge is made for a member to first join up for that programme. It will then charge this to the member when they are first entered for this membership. You can alternatively leave this box empty and set up a separate joining fee programme membership.
8. Programme Closed. Tick if the programme is completed and no longer required in the current search listing. It is better to put an old programme in Programme Closed (History) than deleting it.
9. Programme Deleted. If you wish to permanently delete a programme, highlight the programme, go to Programme on the top menu and choose Delete.
10. Programme Basis is chosen from drop box.

    Open Ended is where there is no set finish. eg APs that continue until the member says stop.

    Renewal Based Contract is where the programme ahs a fixed length at which time it needs renewing. eg a 12 month membership.

    Preset Date Programme is for classes etc where there is a specific beginning and end date. eg run from 1 Feb to 29 Feb 2008

    Concession is one where the length is until the concessions are used.

    Addon Programme enables an additional charge for an extra value added to a programme. eg nutrition instruction.

11. Length of Membership is used when a programme is for a fixed length but open starting date. eg. 3 month membership. The number will depend on whether Daily or Monthly has been chosen as length type in the next box. A contract for 1 year which involves weekly APs will have 12 months as the length. The weekly payment aspect will be entered in the Payments & Restrictions section. For Open Ended memberships the length will be left at 0.
12. Automatic Renew on Expiry. You would not tick this box for Open Ended programme. It may be ticked for a Fixed Period if you have decided that you want the membership to be automatically renewed and charged. eg. at the end of a 3 month fixed period membership where it is hoped the membership will be rolled over by the member. If the payment does not come through the money owing warning will come up on the member's screen. For longer term memberships it is possible that you will not tick this box but will manually renew the membership when due.
13. Start Date is optional for entry. For an ongoing programme this will be the date the programme started running from.
14. End Date is required if there is a specific end date for that programme. ie you will cease running it.
15. Notes can be used for special notes.

Having completed the first section of programme details you go to the next section headed Payments and Restrictions. Some of this section is optional for completion depending on your needs.

1. When Members Pay requires a choice from the drop box options. It defines the frequency of when a payment is required for the membership. Full Cost is where the Fixed Period memberhip is paid up front on joining. eg a 12 month membership. The other options are weekly, fortnightly or monthly. Other alternatives such as 4 weekly can be set up if required.
2. How Members Pay. Choose from the drop box the payment option that would normally apply.
3. Delay Before First Payment. For longer term memberships the choice would be Not Applicable, Paid on Signup. For APs and DDs or other regular payments there may be a delay between when a person joins and when the first payment is expected to be received. The first 2 weeks membership may be added to the join up fee and the AP begin being collected 2 weeks after that date. The Member's Account would begin being charged from that time. Choose the applicable period from the drop box.
4. Grace Days For Expiries is the number of days after a member's membership has expired before it will reject. eg you may want to allow 2 days for AP or Direct Debit to be entered.
5. No Accounting - Automatically Add Payments. If ticked it will automatically add a payment when somebody signs up a membership to that programme. This saves input time when normally full payment is made when joining or renewing a membership. If full payment is not made this function can be manually over-ruled in the Member's Account. Most operations will leave this box blank and will manually enter payments. This avoids confusion with multiple receptionists who won't remember which programmes automatically add the payment and which require manual entry.
6. Enrolment Limit sets the maximum number to be accepted for the programme. When no limit leave at 0.
7. Waiting List Limit sets the maximum number accepted on a wait list where number in programme is limited.
8. Minimum Age for entering when applicable. Leave as 0 if not applicable.
9. Maximum Age Enter for entering where applicable.

The next section is for Web Information. This section is for use where there is an interface for web bookings. For many gyms it will not require completion.

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1. Sub Grouping helps with searching on the web if you have web integration.
2. Season/Term is for where programmes are run each season. These can be set up under configeration. (Optional Function).
3. Information Blurb(Optional Function).
4. Web Displayed Notes is used if you want a brief note for displaying on web.
5. Description is for web using inter-related web bookings.
6. Location where the programmes are run from different locations.
7. Sort Order Number sets priority listing on web.
8. Director name for programme if needed.
9. Administrator's Email Address that web messages and registrations will come to. e.g. you@yourdomain.com
10. Accept Web Bookings. Tick if programme available for web bookings.
11. Hold Web Bookings. Tick if web bookings are to be stopped.