Learn how to set up a program.
Overview
Programs are the different recurring services you offer with your studio. These are generally the main offering titles made up of membership options which are generally different payment plans. Programs are important in maintaining recurring revenue from members.
Permissions and Accessibility
Staff Access:
- Admin
- Full
- Manager
- Access to view setup
- No access to edit or delete
- Staff
- No access
MyStudio Plan Restrictions:
- None
Specifications
Settings
Access program settings from services and products > programs > settings. In this section you can enable or disable your programs (turning this off will de-list all programs from all registrations points) and copy the programs URL. Sending this URL will allow customers to register from any of your public programs.
You can also choose whether taxes and processing fees apply globally to your programs or if you would like to set these individually per program. Passing on fees means that admin fees will be passed on to your customers to pay. Absorb fees means that you will be responsible for the admin fees without your customers paying them.
Note: some states or countries have legislation forbidding a business to pass on these types of fees. Please ensure you are not part of this list before choosing “pass on.”
Additionally you can choose to turn the source field on or off. If this is set to on, customers will be required to choose how they discovered your business during a program registration. You can add additional options to this list, but the default options are member referral, Google, and Facebook. You can also turn the studio location option on or off. If someone registers via a Google ad or Facebook ad, this will be auto-populated as their option once registration is completed.
Adding programs
You can add programs from services and products > programs > add new program. You will then be prompted to start setup from scratch with “custom” or choose from a template. You will then fill out the following information:
Details:
- Title: this is the name of the program you offer.
- Subtitle: this is an optional field. Many studios will put age limitations here.
- Image: this can only be formatted at 400x200px in landscape orientation.
- Program video: you can add a URL to a marketing video about the program.
- Description: write out important information about this program such as what customers will learn.
Levels / Ranks:
- Does this program use levels/ranks: If this is set to yes, the levels/ranks section will appear on the left and you will be able to create these ranks.
- Would you like to use attendance requirements: If this is set to yes, then a specified number of attendances will be required of a member before they can rise in rank.
Registration fields:
Add any additional registration fields that will be filled out during registration. These can be mandatory or non-mandatory for the member to fill out, and you can choose between short answer question types or drop-down selection question types.
Waiver and agreement:
Fill out your waiver and agreement for this program.
Levels / Ranks:
On the left, click into “levels/ranks” in order to add these to a program. Name the level/rank. If you’ve selected that there are attendance requirements, enter those with each rank.
Add required skills. If you require skills to be mastered before a student can move on to the next rank, add required skills. You can also add a video or resource URL for students to reference this skill for practice.
Membership options:
Add membership options to your program. Generally this is used for different payment plan options for the same program. For example, if you allow a pay-in-full for a year option and a monthly payment plan, these would be two separate membership options.
Our system allows you to select from four different payment structures: open enrollment, custom, specific start and end date, and class packages.
For specific setup instructions for each membership option, check out our article here: Membership Options.
Once you’ve filled out each section and published the membership options, be sure to go back to “details” and publish the full program.
Live and drafted programs
You will see a list of your published programs from services and products > programs > live programs. From this page you will see the following information for each program:
- Lifetime value: this is the gross payments you received for this program’s lifetime.
- Avg. membership length: this is the average amount of time in months a member stays in the program until the program completes or they cancel.
- Active members: this is the number of current active members in this program.
- Members on hold: this is the number of current members on hold for this program.
You can also do the following actions to each program:
- Make private: checking this box will ensure the program will not appear in any registration points except for the staff point of sale or if you send the URL for that specific program. This is useful for legacy programs, secret sale options, or programs you are phasing out. You must have non-private membership options available to register via a private program’s URL.
- View participants: clicking this will redirect you to all customers > program participants with the specific program filter. This will only appear if there have been members for the program.
- Edit: edit the program or membership options of the program.
- URL: copy the URL for this specific program. Sending this URL to a customer will allow them to sign up for any of the published membership options within only this program. Customers will not have access to any other programs.
- Duplicate category: this will copy the setup of the program so that you can quickly add additional programs that have the same membership options but a different title.
You will see a list of your drafted programs from services and products > programs > draft programs. If the program has never been published before, you will see “this program has not been published” listed on the program card. From this page you will see the following information for each program:
- Lifetime value: this is the gross payments you received for this program’s lifetime.
- Avg. membership length: this is the average amount of time a member stayed in the program until the program completed or they canceled.
- Active members: this is the number of current active members in this program.
- Members on hold: this is the number of current members on hold for this program.
You can also do the following actions to each program:
- Make private: checking this box will ensure the program will not appear in any registration points except for the staff point of sale or if you send the URL for that specific program. This is useful for legacy programs, secret sale options, or programs you are phasing out. You must have non-private membership options available to register via a private program’s URL.
- View participants: clicking this will redirect you to all customers > program participants with the specific program filter. This will only appear if there have been members for the program.
- Edit: edit the program or membership options of the program.
- Duplicate category: this will copy the setup of the program so that you can quickly add additional programs that have the same membership options but a different title.