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Create & Manage Programs

How to add, edit, and delete programs, program enrollment, & program attendance

Written by Josh Andrews

Programs are a powerful way of grouping and organizing students. While students can only be assigned to one classroom at a time, they can be in as many programs as needed.

Create a Program

  1. Navigate to the Programs tab on the Administrator Dashboard and click Add program.
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  2. The Add program window will open with the following criteria to enter or toggle:
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    1. Program name
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    2. Active Program toggle: if enabled, the program will be visible in the app for you to enroll students into
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    3. Guardian self check-in toggle: if enabled, guardians can check their students into a program immediately after signing their student in.
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      1. This is typically used if programs offer daily lunch or extended care options that families can sign up for the same day.
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    4. Staff self check-in toggle: if enabled, staff can check the students into a program immediately after signing the student in.
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      1. This is often used when staff need to quickly move students into a program at the start of the day.
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  3. Choose from four different types of fees to add to a program:
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    1. No fee: for programs that are free or purely organizational
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    2. Flat fee per check-in: a one-time price for every time the student is checked into this specific program. For example, hot lunch is $5 every time it is ordered.
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    3. Time based rate: dollar amount per minute of being checked into the program. For example, after school care (note that there are typically easier ways to track and bill for overage fees)
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    4. One time fee: a one time fee to be enrolled in the program. For example, soccer club or paying for access to extended care for the year.

Edit, Duplicate, or Delete a Program

You can edit, duplicate, or delete a program at any time from the My School -> Programs tab



Edit Program

  1. From the Programs tab, click the (. . .) to open the action menu.
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  2. Click Edit.
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  3. Make any updates and when ready, click Save.
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Duplicate Program

  1. From the Programs tab, click the (. . .) to open the action menu.
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  2. Click Clone.
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  3. Make any updates to the name, description, settings, or fee structure.
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  4. When ready, click Save to create the new program.
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Delete Program

  1. From the Programs tab, click the (. . .) to open the action menu.
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  2. Click Delete.
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  3. Confirm you'd like to delete the program by clicking Delete on the confirmation pop up. This action cannot be undone.
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Enroll & Unenroll a Student in a Program


From the Program tab

  1. Once the program has been created, click on the program from the Programs tab.
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  2. Click Enroll Student.

  3. Type the names of all the students you wish to enroll and select them from the dropdown.
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    1. You can add as many students as you'd like to each program.
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    2. Even if a student is not enrolled in a specific program, you can still check them into that program on the mobile app. Enrollment is just for your own records to track sign ups (for shirts, fields trips, other programs, etc.), or if you have an enrollment fee set up on the program.
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  4. To unenroll, click the checkbox to select one or multiple students.
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  5. Click Unenroll.
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    1. If enrollment fees were incurred, this will not delete the charge.



From a Student's Profile

  1. From the Admin Dashboard, click onto the student you'd like to enroll in a program.
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  2. Scroll down to the Programs section and click Enroll.
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  3. The Edit student's programs screen will pop up for you to select the program from the drop-down. You can enroll the student in multiple programs at one time.
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    1. To remove a program, click Remove.
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  4. Once completed, click Enroll.
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    1. If there are any enrollment fees, the charge will be assessed as a Fee Approval.
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  5. To unenroll, click on the ellipses (. . .) of the program's name and click Unenroll.
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    1. If enrollment fees were incurred, this will not delete the charge.

Program Attendance

Program attendance can be utilized to record the amount of time a child has spent in a program or the number of times they are checked into a program. Depending on your program type, you may or may not have certain fee structures set up. The instructions below explain how to add, edit, and delete program attendance.

Add Program Attendance from the Web

  1. From the My School -> Students tab, click on the student's name from the roster.
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  2. Under the student profile, scroll down to the program section, click Record a day.
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  3. Select the program and the date. Add optional check-in and check-out times.

  4. When done, click Save.
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Add Program Attendance from the Mobile App

  1. Log in to the Playground mobile app.
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  2. Tap on the menu icon in the top left corner.
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  3. Tap Programs.

  4. Tap on the program you'd like to record attendance for.
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  5. Tap the checkmarks to the right of the student's name that you'd like to check in to the program. The checkmark should turn blue. This action checks the selected student(s) into the program. Tap the back button in the top left corner to finish the process.
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  6. To check out a student from the program, tap the blue checkmark so that it turns gray again.

Edit Program Attendance

  1. From the My School -> Students tab, click on the student's name from the roster.
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  2. Under the student profile, go to the Activity tab, click Program attendance log to see all recorded program check-ins.
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  3. Click the three dots to the right of the check-in that needs to be updated.
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  4. Click the clock symbol to the right of the check-in or check-out time you'd like to
    edit and adjust the time.
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  5. Once updated, click Save.

Delete Program Attendance

  1. From the Admin Dashboard's Students tab, click on the student's name from the roster.
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  2. Under the student profile, go to the Activity tab, click Program attendance log to see all recorded program check-ins.
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  3. Click the three dots to the right of the check-in that is incorrect
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  4. Click Delete to remove the program attendance entry.
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    1. If program attendance fees were incurred, this will not delete the charge.

View Program Enrollment & Attendance

  1. From the Programs tab, click on the program name.
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  2. This view will show you all students along with whether they are currently checked into the program or not along with whether they are enrolled in the program or not.
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    1. Use the search bar to locate specific kids.
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    2. Use Filters to organize the view by classroom, enrollment status, student status, or by other program enrollment status.
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    3. Print or Download view to export the view either as a printable file or as a CSV Excel spreadsheet.
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Program Fees

If you have fees associated with your programs, you can approve them on your Fee approvals tab, or when clicked into a specific program. The steps below will show you how to approve these fees within the Program tab.

  1. Click into your My School -> Programs tab.

  2. Click into one of the programs.

  3. Click the Fees tab to view generated fees linked to the selected program.

  4. Click Charge to add the fee to the student's account, Forgive to forgive the fee, or Edit to edit the fee amount.

Organize Programs


Follow the steps below to customize the order programs are listed on your Programs tab.

  1. Navigate to your My School -> Programs tab.

  2. Click Organize in the top right-hand corner.

  3. Turn the Customize program order toggle on.

  4. Click and drag each program tile to place them in the desired order.

  5. Click the "X" in the top right corner of the window when finished.


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FAQs

How can I only view enrolled students while clicked into a program?

If you want to view students who are enrolled in a specific program, you will want to make sure that you are only filtered to "Enrolled" students. You can do this by clicking into your program and selecting the Add filters button. Filters should then save across other programs.
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