Create a new program individually or in bulk

Before the allocation process commences for each year, it is necessary to ensure that you have programs available for families to preference, and then to ensure allocations to those programs can occur.

To create programs, you must Clone an existing program for the same service and program type (eg. 3YO or 4YO). You can then make updates to the cloned program. We recommend creating programs in bulk each year.

There may be times that you need to create an individual program. Follow the same process as described in this help article, however clone from an existing program (select one only) that is similar to the one you are wanting to create (eg. same service and program type).

1. Cloning Programs

• Go to the Programs module
• Using the List view options, ensure you are viewing the current years programs
• Select all or multiple programs displayed
• Select the "Clone to Following Year" or "Clone to Same Year" button from the secondary menu bar

All programs from will be cloned to the same or following year with the same names, program times, capacities and fees. From here you can make any edits to program details as required. 

2. Updating Programs

• Click Edit on the Program Record and update all relevant details. Ensure the program name is unique to that care period and program type
• Program Name (update) Note, this must be unique for the service for that program type and care period
• Total Capacity(update) Enter the maximum number of children you are wanting allocated to this group
• Pre Prep Group?(update) Select P1 or P2, or P1 and P2 from the drop down list based on your requirements (to learn more refer here)
• Days of Week (update) Select the relevant days of week and enter the start time and end time. This information will show on the Integrated Program Preference form, the registration form map and be included in email templates advising families of their allocated days and times. 
• Additional Information (update). This information can be optionally shown in the registration form map and be included in email templates advising families of their allocation
• First Day at Service (add) usually Term 1 start date for the given year. This is used for data shared with the Department of Education
• Program Externally Visible Flag (update) OR Program Visibility Date (add): A program must be marked as Program Externally Visible in order to be shown on (a) the Integrated Program Preference Form and (b) the registration form map. If the program should display immediately then simple select "Program Externally Visible". Alternative, if you wish to schedule this program going live on the iPPF and the map, select a date from the Program Visibility Date field.
• Program visibility to service user only (update): For IPPF users only. Select this field for a programs that you do not want families to see, but that you want to have available for internal allocations.
  
• Click Save