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Programs troubleshooting

Start from the message on your screen. Symptoms on the program list, a program's tabs and the AI screens, each with the cause read from the code that produces it.

Six facts sit underneath most of this page:

  1. The whole scheduling half of this module is unreachable. Three separate failures each block it on their own, so no session, exception or room booking can be created from anywhere in PTRS.
  2. Thirteen actions require a narrower setting than the rest of the module, including the program list and a program's own detail, while the screens themselves are gated more loosely.
  3. Twenty-nine actions across the setup and delivery halves of this module are reachable from no screen at all, including withdrawing a child, both cohort membership actions, the eligibility check, and every action that would record a measurement of any kind.
  4. This module runs no background task and schedules nothing. Nothing watches a program, a waitlist or a date range on its own.
  5. Nothing on the four outcome tabs can actually record a measurement. A goal, an assessment and a survey can all be created; a status change, a score and a response cannot. Every other figure on those screens is a structural zero.
  6. Nothing in a curriculum can be renamed or reordered once created, and nothing can be put inside a session.

Nothing loads, or it looks like a permission problem​

"Failed to load programs" on the program list​

The program list needs both the module-wide setting and a second, narrower one. Signed in as a staff member, the first refuses you; as a regional director, the second does. Either way the page shows this message rather than an empty list.

This module needs a site director, an organisation administrator or a super admin. Unlike the Centers and Members directories, the message here is honest: take it literally.

"Failed to load program" on every tab of a program​

Every tab first loads the program's own detail, and that check requires the same narrower setting. A regional director passes the module-wide check, reaches the page, and cannot load the record, so every tab shows this message instead of its contents.

There is nothing you can do at your end. The only Programs screen that role can load is the Program Calendar, which is linked from nowhere and permanently empty.

PTRS's navigation applies no role check anywhere. Every signed-in account sees every menu entry regardless of what it is actually allowed to do.

This is expected. The screen itself is the real gate.

A regional director can press Create and cannot see the result​

Creating a program only requires the module-wide setting, which admits the role. The program list and a program's own detail both require the narrower setting too, which does not. The program is created; that role simply cannot see it afterward.

Ask a site director or an organisation administrator to confirm it exists.

The Program Calendar cannot be found from the menu​

No menu entry, tab or link anywhere in PTRS points at it.

Type its address directly. It will be empty; see the calendar is always empty.

A program will not save, or saves the wrong thing​

The create form returns an error with no field named​

The Location choice was left blank, usually because no site is chosen in the header's site picker, which is where the field fills in from. A blank location fails before PTRS even checks which field is missing.

Choose a site in the header, or set Location directly on the form.

"Location was not found" when the site clearly exists​

Creating a program checks the location against both its own identifier and your organisation. A mismatch is reported as a missing location, not as a permission problem.

Reload the page so your session's organisation is read again.

"End date must be after start date" on a one-day program​

The rule is strictly after, not on or after.

Set the end date to the following day. A single-day program cannot be created here.

The new program's waitlist is off and I did not turn it off​

The create dialog has no waitlist control at all, and always starts it off.

Press Edit on the program header and turn Waitlist Enabled on.

The new program's age range is not what I wanted​

The create dialog has no age boxes. It works the range out from the age group you chose: Juniors 6 to 8, Tweens 9 to 12, Teens 13 to 15, Senior Teens 16 to 18, Mixed 5 to 18.

Set Age Min and Age Max in Edit if you need something different. Note that nothing in PTRS ever compares a child's age with either the range or the age group.

The Weekly Schedule card does not appear on a new program​

The card only appears once a program has a real, saved weekly pattern, and the create dialog never sends one.

Nothing from this screen will change that. See the schedule screens.

Changing the program type in Edit had no effect​

Editing a program silently keeps the old value for any of its four classification choices if the value sent is not one PTRS recognises, and reports the old value back as if nothing had gone wrong.

From the dialog itself this cannot happen, because it only ever offers values PTRS recognises. It only affects someone sending a request directly.

A long name or description returns a server error rather than a message​

On the program itself, this is checked properly and the limits match the underlying storage. On the enrolment and consent half of the module there is no check at all, so the storage size is the only limit, and going over it is a plain server error.

Keep a cohort name under 200 characters, a cohort description under 1,000, a consent form title under 250, and an eligibility rule's value and error message under 500 each.

A stage button I expected is not offered​

Only the moves in the lifecycle table are allowed. A suspended program cannot go straight to completed or archived; an active program cannot go back to draft; archived is the end of the line.

Reactivate a suspended program first. There is no way to delete a program, so one created by mistake can only be walked all the way to archived.

The reason I typed on a stage change cannot be found anywhere​

It is saved to a history record that nothing in PTRS ever reads back.

Put anything a colleague needs to see in the program's own description or in a tag instead.

Clone did not copy the curriculum, staff or goals​

The dialog says it copies all settings, schedules and curricula. What it actually copies is far less: pillars, tags, and one new default schedule. No curricula, eligibility rules, consent forms, cohorts, staff, goals, budgets or documents come with it.

Recreate whichever of those the clone needs.

Unticking "Clone to same location" changed nothing​

Either way, PTRS always uses the original program's location. The checkbox has no effect in either position.

There is nothing to do. A program cannot be moved between sites at all, through cloning or through editing.

There is no way to restore a snapshot​

There is no restore button, control or action anywhere in this module.

Open the snapshot's saved data, read the values, and retype them into Edit yourself.

The name under a snapshot is a long code, not a person​

That field is the raw sign-in account identifier, not the name on anyone's profile.

There is nothing available to change this.

The schedule and calendar screens do nothing​

Save on the Schedule Editor does nothing at all​

The editor is only ever shown with no schedule attached to it, so its own Save action returns before anything is actually sent. No request, no message, no error.

Nothing from this screen will fix that. A recurrence pattern can only be saved by someone integrating with PTRS directly.

Generate Sessions leaves the dialog open​

The screen reads the schedule's identifier from the first session already on the list, the very records this button exists to create. With none yet, that value is blank and the request cannot go anywhere sensible.

There is nothing to do from this screen.

Add Exception leaves the dialog open​

The identical problem: the same blank identifier, read from the same empty list.

There is nothing to do from this screen.

"No session occurrences found" on every program​

The three schedule failures above mean nothing can ever create a session.

There is nothing to do from this screen.

The Scheduled, Completed and Cancelled tiles all read 0​

They count the sessions the current filter returns, and there are none to count.

The Program Calendar is empty every month​

It reads room bookings, and nothing in the interface can ever create one.

There is nothing to do from this screen.

No conflict is ever flagged on the calendar​

The conflict check compares bookings with other bookings, and sessions with bookings. Both tables are empty, so it always reports nothing.

Worth knowing separately: even with data in both tables, it still would not catch two sessions overlapping each other in the same room, which is exactly what a recurring schedule would produce, since every generated session inherits its schedule's own default room.

A booking never moves past "Tentative"​

Nothing in PTRS ever sets a booking to confirmed or cancelled, and there is no control anywhere to update or remove one. The calendar's own legend lists all three states anyway.

A fortnightly pattern would generate weekly​

Generating sessions checks only that a recurrence pattern is not blank and never actually reads what it says. It walks the date range one day at a time and keeps whichever days of the week were separately ticked. An interval, an end date, a fixed count, and a daily or monthly pattern are all ignored.

This only matters to someone integrating directly. Express the pattern through the separate days-of-the-week setting instead, and bound it with the date range passed to Generate Sessions.

An enrolment will not do what I expect​

There is no way to remove a child from a program​

Taking a child off a program's roll is built correctly and nothing in the product calls it. There is no delete option either.

Nothing from this screen will change that. The seat stays occupied against the program's own capacity and against the site's licensed capacity.

"Site is at licensed capacity" and this program is nearly empty​

The check is per site, not per program. It counts every distinct child with an active enrolment in any program at that site, against the site's own licensed capacity, or its general capacity when no licensed figure is on file.

Check the licensed capacity on the site's own record in Centers. Reducing the count means withdrawing someone at the site, which cannot be done from the product.

"Program is at capacity and waitlist is not enabled"​

The program is full and its waitlist setting is off, which it is on every program created through the standard create dialog.

Turn Waitlist Enabled on in Edit.

Bulk Enroll enrolled fewer children than I selected​

Three situations are all handled the same silent way: already enrolled or waitlisted, a record that could not be matched, or a program that is full with the waitlist off. The result only shows what was actually created.

Compare the Active tile before and after. Enrol the missing children one at a time to see the actual reason for each.

Bulk Enroll took the site past its licensed capacity​

Bulk Enroll never checks the site's licensed capacity at all. Only the single Enroll button does.

Use Enroll, one child at a time, whenever the site is close to its licence.

Promote moved more children than there were seats​

Promoting from the waitlist checks no capacity at all, neither the site's nor the program's, and has no upper bound on the count. The limit on the number box only applies inside the browser.

Promote in small numbers and check the Capacity tile after each one.

The waitlist card and the promotion order disagree​

The card re-ranks everyone by enrolment date every time it loads. Promotion uses each child's saved waitlist position instead, which only Bulk Enroll ever saves. A child waitlisted through the single Enroll button has no saved position and sorts last.

Promote one child once. That renumbers the whole queue, and the two views agree from then on.

A child I know exists does not appear in the Enroll picker​

Two possibilities. The picker leaves out anyone already on this program's roll, including withdrawn and waitlisted children. And its search results are remembered for two minutes, with only a blank search refreshed the moment a record changes, so a very recently registered child may not show up yet.

Check the roll for the child first. Otherwise wait two minutes, or try a different spelling.

"No eligible members found"​

Every match is already on the roll. Nothing about eligibility is actually checked here; the wording is misleading.

A child outside the program's age range was enrolled with no warning​

PTRS enforces no age rule anywhere in this module. Neither the age group nor the age range is ever compared with a child's date of birth, at enrolment or at any other point.

Check the date of birth shown in the picker yourself before enrolling.

The eligibility rules I saved are not stopping anybody​

The rules are saved correctly, and nothing ever runs them. The one action that would is reachable from no screen, and enrolling a child never consults it either.

Treat the rule builder as a note for a colleague, not as an actual control.

A rule type I chose could never fail anyway​

Only age, grade and gender rules are actually implemented. Membership, attendance history and custom rules are always reported as passed, no matter what they say. Even within the three that are implemented, only nine of the 48 possible combinations do anything; the rest are reported as satisfied regardless.

The Enrolled Members list shows children who left​

The list shows every enrolment ever made against the program, unpaged, under that one heading.

Read the status shown on each row.

The screen sends a blank value where the guardian's identifier belongs, so PTRS refuses the request before anything can be saved.

Record the consent against the child instead, on the child's own Overview tab, and upload the signed form to her Documents tab. Neither will clear this queue.

The Pending Consent count never falls​

The only control that would clear a row always fails, and the queue also ignores expiry, so a lapsed consent never returns to it either.

A consent form cannot be edited or turned off​

Nothing in the product reaches the action that would fix a form. The Inactive badge on a form's card describes a state nothing can set.

A cohort always shows 0 members​

Both actions that would put a child in a cohort or take one out are reachable from no screen.

There is nothing to do from this screen. There is also no way to rename, resize or delete a cohort.

That value is created Pending and no code in PTRS ever changes it. Recording a consent saves a separate record and never touches this one.

There is nothing to do. It would still read Pending even if the Record button on the Consent tab were fixed tomorrow.

A previously withdrawn child causes a plain server error on re-enrolment​

The duplicate check only looks at active enrolments, while PTRS refuses two enrolments for the same child and schedule at a deeper level regardless of status. The save fails as a plain error rather than the clear duplicate message.

The picker will not offer such a child in the first place, so this only happens through direct integration.

A number does not look right​

Avg Capacity on the program list is not the average of the cards​

It is total active enrolments divided by total capacity across the filtered set, an overall figure, not the average of each program's own percentage. A large, empty program pulls it down more than a small one does.

A program I know exists is missing from the list​

Two possibilities. The header's site picker filters the list by location. And the stage tabs only offer five of the seven stages: a program In Review, Approved or Suspended only shows up under All.

The enrolment count on the overview differs from the Enrollment tab​

They should agree, since both count active enrolments from the same data. If they do not, reload the page; the two tabs each remember their own copy for a short while.

Members in Cohorts and Avg per Cohort both read 0​

Nothing can put a child in a cohort, so every cohort's member count is zero.

The waitlist position in the message is not the one on the card​

The message reports a number PTRS worked out and never saved. The card recomputes rank by enrolment date every time it loads.

Trust the card, and see the waitlist ordering note.

Nothing was sent to anyone when a child was enrolled​

Nothing in this module sends an email or creates a notification. PTRS has never sent a notification of any kind, anywhere in the product.

Contact guardians outside PTRS.

A program whose end date has passed is still Active​

This module runs no background task of any kind. Nothing moves a program's stage, works a waitlist, or acts on a date range by itself.

Move it by hand from the Status Workflow card.

The curriculum screens do not behave​

Dragging a unit or a session snaps back with an error​

The screen and PTRS disagree on the wording of what was dragged, so PTRS refuses the move with a message naming the wrong term for it.

Nothing can actually be reordered today. Each item keeps the position it was given when it was created, so add units and sessions in the order you want them to stay in.

Every unit is called "New Unit" and every session "New Session"​

Adding either one always sends the same fixed name. There is no form behind either button, and the actions that would let a real name be typed in are reachable from no screen.

There is no way to rename either from this screen. Use the curriculum's own name and its outline structure to carry meaning instead, or drive a rename directly if you are integrating with PTRS.

Every session says 60 minutes and Workshop​

The same fixed values every time a session is added.

There is no way to change this from the screen.

A session's activities, materials and assessments are always empty​

All three tabs inside a session are read-only. The actions that would add to any of them are reachable from no screen and there is no add control anywhere.

There is nothing to do on this screen. The counts on the session row never move.

A curriculum cannot be renamed​

Correcting a curriculum's name is reachable from no screen at all.

Clone it under the right name and delete the original; the clone is a full copy, so nothing is lost. Note that the clone starts as a fresh draft even if the original had already been published.

Publish cannot be undone​

There is no unpublish action anywhere, and nothing reads whether a curriculum is published in a way that would matter: a published curriculum can still be edited, cloned, added to and deleted exactly as a draft one can.

There is nothing to do. Treat the published badge as a label, not a lock.

Deleting a curriculum removed more than expected​

Every delete in this area is permanent and every relationship cascades. Deleting a curriculum removes its units, their sessions, and everything inside those sessions; deleting a unit removes its sessions the same way.

Nothing removed this way can be recovered. Read the confirmation text carefully before confirming.

A resource cannot be edited​

Correcting a library item is reachable from no screen, and there is no edit control on its card.

Delete the item and add it again with the correct details.

"Shared across organization" seems to do nothing​

That setting is saved, shown and searchable, and nothing ever actually checks it. Every item is already visible to everyone in the organisation regardless of how it is set.

Ignore the box. It changes what the card shows and nothing else.

A resource cannot be attached to a session​

The one action that would attach a library item to a session is reachable from no screen.

Share the file's web address by other means for now. The library is a list of links, not a way to attach material to a session.

The staff and compliance tabs​

The Compliance tab always says "No compliance data"​

The check behind it returns an empty result the moment a program has no certification requirements, and nothing anywhere in PTRS can create one.

The empty message suggests setting certification requirements. There is no control that does. Use the Staff module's own credential tracking instead, and note that it does not know which program anyone is actually working on.

A staff assignment cannot be edited or given an end date​

Correcting an assignment is reachable from no screen, and there is no edit control on the row.

Remove the assignment and create it again. Removal is permanent, so re-assigning the same person still works.

Two people both show the primary-contact star​

That flag is saved exactly as sent. Nothing clears whoever held it before, and nothing refuses a second one. Nothing else reads the flag either.

Remove and re-add whichever assignment you want cleared.

The staff picker lists people from other sites​

The picker returns every active staff member in the whole organisation, minus whoever is already on this program. It is not narrowed to the program's own site.

Check the site yourself before assigning; PTRS will not object either way.

A staff member who cannot start work can still be assigned​

Assigning someone checks that the program exists, that the person exists, and that the pair is not already assigned. It does not check a background check or an onboarding requirement.

Check the person's onboarding status in Staff first. Nothing in this module will stop you otherwise.

An outcome screen shows nothing, or only zeros​

A goal is stuck on "Not Started"​

The one action that would move a goal's status is reachable from no screen, and there is no status control anywhere on the tab.

There is nothing to do from this screen. Every goal in every program reads Not Started.

Achieved, In Progress and At Risk all read 0​

The same reason: every goal is created Not Started and stays there, so that tile always equals Total Goals and the other three read zero.

Treat Total Goals as the only real figure on the row.

"Invalid goal category" on a category the form suggested​

The Category box is free text checked against seven fixed choices, and the placeholder suggests one that is not among them.

Use one of the seven PTRS actually recognises. Case does not matter.

"Invalid assessment type" whatever I type​

The Type box is free text checked against nine fixed choices, and the placeholder suggests three names, none of which is valid.

Use one of the nine PTRS actually recognises.

Every assessment badge is grey​

The badge's colours are matched against five category names, none of which is an assessment type PTRS will actually accept. Every type you can create falls through to grey.

There is nothing to do. The colour carries no information either way.

A goal has no objectives and no measurement count​

Nothing anywhere creates an objective, a success measure, or a single measurement toward a goal's target. All three actions exist and none is reachable from any screen.

The expanded goal card will only ever show its description and its target date.

Total Results and Showing Improvement are always 0​

The one action that would record a score for a child is reachable from no screen. Nothing ever records one.

There is nothing to do from this screen.

Pre and post averages never appear on an assessment​

Two reasons. First, there are no results to average in the first place. Second, and this survives fixing the first: the comparison groups assessments by title with the words "Pre" and "Post" stripped off, and the screen joins the result back on the unstripped title, so the two never actually match.

If results are ever recorded by someone integrating directly, give the pre and post assessments the exact same title, rather than distinguishing them by a Pre or Post label.

Every assessment shows as Active and none can be turned off​

An assessment starts Active and there is no action anywhere that would change it.

There is nothing to do. The Active tile always equals Total Assessments.

A survey shows 0 responses​

There is no screen anywhere in PTRS, including the Parent Portal, where anyone can actually answer a survey, and the action that would record a response is reachable from no screen either.

Collect feedback outside PTRS. The builder is still useful for drafting the questions themselves.

A survey cannot be edited​

The builder can edit an existing survey, and the screen never actually opens it that way, so that path is never used. There is no edit control on a survey card either.

Create a replacement survey instead. The old one cannot be turned off.

Unticking "Active" on a new survey had no effect​

The create request has no place to carry that value, so it is dropped and every survey starts active regardless.

There is nothing to do from this screen.

The Evaluation tab is empty and Create does nothing​

The screen does not connect to PTRS at all. Its list is a fixed, empty value, its inputs do not respond to typing, and Create simply closes the dialog.

Nothing on this screen actually works. Both underlying actions exist and can only be used by someone integrating with PTRS directly.

Anybody can see the New Evaluation button​

It is the only create control in this module not wrapped in the usual role check.

It does nothing, so no harm follows, but do not read its presence as permission to use it.

A goal's progress chart is never shown anywhere​

The chart components exist, are complete, and nothing in the product displays them, because nothing can create the measurement that would feed one either.

There is nothing to do.

A progress percentage over 999 returns a plain server error​

There is no check on the value, and the underlying storage only holds a number up to that size.

Only relevant to someone integrating directly; no screen writes this value.

The charter screen​

There is no way to edit a charter​

Correcting a charter is reachable from no screen. No screen offers an edit control, and there is no delete option either.

Create a second, corrected charter instead. Both remain in the list; there is no way to mark the first one superseded.

Every charter says "Version 1"​

Nothing anywhere ever assigns a charter's version number a value other than 1. The list is ordered by that same column.

There is nothing to do. Read the label as decoration rather than history.

A charter has no effective or expiry date​

Those two dates only exist on the action that would edit a charter, which is reachable from no screen, and the create dialog has no fields for them at all.

Record the dates in the Scope Description instead, which is free text and is at least saved and shown.

An expired charter still shows as Approved​

Nothing anywhere ever sets a charter to expired or superseded, and nothing ever compares its expiry date with today. There is also no scheduled task in this module that could.

There is nothing PTRS itself can do here. Track a charter's currency outside the product.

A rejected charter cannot be resubmitted​

Resubmitting is technically possible against PTRS directly, and the Submit for Approval button only ever appears on a fresh draft, and a charter cannot be edited either.

Create a new charter instead. Before rejecting one, consider asking for a fresh charter rather than rejecting, since rejection ends that record for good.

I hold the approval setting and there is no Review button​

Two separate gates, and you may be failing either one. The button itself only shows for organisation administrators and super admins. And if you are a regional director, you cannot even reach the tab: the program's own detail check refuses that role first, so every tab shows a failure message instead.

Charter approval works out, in practice, to organisation administrators and super admins only. A regional director holds the underlying setting and has no screen where it can actually be used.

Timestamps on the charter card are unreadable​

The approval date, and each entry in its history, are shown as raw, unformatted text straight from storage.

Read the date portion at the front of the value; the rest can be ignored.

The budget screen​

Allocated always reads $0.00​

The one action that would total up a budget's line items into this figure is reachable from no screen. The Budget tab has no line-item editor either.

There is nothing to do. The Line Items table never actually renders either, for the same reason.

The badge on every budget says "Draft"​

The one action that would mark a budget approved is reachable from no screen. No budget in PTRS has ever actually been approved.

There is nothing to do. Note also that PTRS would allow a budget to be saved as approved with no approver and no date recorded at all, since neither of those has a writer either.

"Invalid budget category" when recording an expense​

The Category box is free text checked against twelve fixed names, matched without regard to case. The labels shown elsewhere on the Line Items table, including combined phrases like "Supplies and Materials" or "Staff Salaries", are not valid inputs, and two of those are not real categories at all.

Leave the box empty, since the screen substitutes a fallback category, or type one of the twelve names exactly.

My expense went onto the wrong budget​

The Record Expense dialog never actually names which budget it will save against. It posts to whichever budget you have expanded on screen, or the first one in the list if none is expanded.

Expand the budget you mean before pressing Record Expense. There is no way to move or delete an expense afterward.

The four summary cards do not match the budget I am looking at​

The cards always read the first approved budget in the list, and since no budget can ever be approved, that is always simply the first budget in the list, regardless of which one you have expanded.

Read the per-budget rows underneath the cards instead; those are correct.

An expense never leaves "Pending"​

Nothing anywhere ever changes an expense's status. Approved, rejected, paid and voided are all unreachable, and there is no action to approve, edit, void or remove an expense either.

There is nothing to do. Be aware that a budget's Spent figure therefore counts every expense the moment it is typed in, with no approval step between typing it and it counting.

Spent and the expense list disagree​

The Spent figure only ever adds to itself and is never recalculated from the actual expense rows. There is no reconciliation action, and this module runs no background task that could do it either.

Trust the expense list itself. If the totals have drifted apart, only direct database access can correct the saved figure.

Partnerships​

The partner dropdown is empty and Create does nothing​

The dropdown is filled from a list of partner organisations, and nothing anywhere in PTRS can create one. With no partner selected, the screen stops before sending anything: no request, no error, no message.

A partner record has to be added directly, with database or direct integration access. There is no screen for it in any part of PTRS.

Every partnership says "Proposed" and the Active tile reads 0​

Creating a partnership always starts it in that one status, with no control to change it, and there is no action anywhere that would move it forward.

There is nothing to do. Active, On Hold, Completed and Terminated are all unreachable.

Every partnership shows "Ongoing"​

An end date exists on the action that edits a partnership, and the create dialog has no field for it at all.

Put the end date in Notes instead.

The Agreements and Contributions counters are always 0​

All four related actions, creating and reading both agreements and contributions, are reachable from no screen. Nothing creates or shows either one.

There is nothing to do. Note also that an agreement has no way to record who actually signed it, so it could not be marked signed even if it could be created, and nothing ever totals a contribution's value either.

"Total Partners" does not match the number of partner organisations​

The card counts partnerships for this specific program, not partner organisations in general. It is a labelling mistake.

Read it as "partnerships" rather than as a count of organisations.

Compliance​

Every program shows "0% Compliant" in red​

The Compliance tab does not connect to PTRS at all. Its list of requirements is always empty, and the percentage shown is worked out from that empty list every time.

Nothing is actually wrong with your program. The screen looks identical whether every requirement has genuinely been met or none was ever recorded.

Ignore this figure entirely. For compliance information that is real, use Centers for licences and inspections, Compliance for the organisation-wide picture, and Staff credentials.

There is no way to add a compliance requirement​

Both the action that would add one and the one that would read it back are built correctly, and neither is reachable from any screen. The tab has no Add control because it has nothing behind it.

Program-level compliance requirements cannot be recorded in PTRS today.

Documents​

Upload Document has no file picker​

The dialog only has two text boxes, a web address and a file name. There is no way to actually choose a file from your computer, and PTRS does not store one; the record simply points at whatever address was typed.

Host the file somewhere reachable and paste its address in. If you need PTRS itself to store a file, use Quick Scan instead; that path does store what it is given.

"Invalid program document type"​

The Document Type box is free text checked against twelve fixed names, matched exactly including case. Its own placeholder suggests two values that are not among them.

Leave the box empty, since the screen substitutes a fallback type, or type one of the twelve exactly, matching the case shown.

Version History always says "No version history"​

Two separate reasons. Creating a document never actually writes its first version record. And the action that would add a new version is reachable from no screen, so there is no New Version control either.

There is nothing to do. Were a version control ever added, history would start from the second version, and the original file would never appear in it.

The Archived counter is always 0​

A document's active flag is set once, at creation, and nothing ever changes it afterward. There is no archive, edit or remove control either.

There is nothing to do.

Version history shows a long code instead of a name​

That field holds a raw sign-in account identifier, and the screen prints it where a person's name belongs.

There is nothing to do. The charter tab has the same underlying pattern, though it happens to show an email address there instead, which is at least readable.

Funding, grants and pillars​

There is no funding sources or grants screen​

Ten actions form a complete grant-management set, recording funders, grants, dated reporting requirements and money allocated by fiscal year, and not one of them is reachable from any screen. There is no funders screen, no grants screen and no allocations panel anywhere in PTRS.

Grant management is not available through the product today. The underlying actions exist for someone integrating directly, and five of them require a setting that excludes a site director.

A grant reporting deadline is never chased​

The one action that would record a deadline is reachable from no screen, and this module runs no background task of any kind that could remind anyone even if one were recorded.

Track funder deadlines outside PTRS.

The pillar list is empty​

The six national program pillars are only ever given to a copy of PTRS built for the development team. A live, installed copy starts with none of them, so a program's pillar tags resolve to nothing.

The six rows have to be added directly to any copy of PTRS that is not a development build. This is the third table found so far in PTRS whose only source is a development-only starting set.

The AI screens​

Every AI tool says the AI service is unavailable​

These tools make a real call to an outside AI model. If no model can be reached, PTRS reports that plainly, with the underlying message attached.

This is a matter for whoever runs the installed copy of PTRS, not a defect in the screen itself.

"AI returned malformed output. Please try again."​

PTRS checks that the model's reply is well-formed and in the shape it expects, and refuses it otherwise.

Retry. The message is accurate.

Compliance gap analysis does not mention my program's requirements​

It has not actually read them. This tool builds its request from the text you type in; the only thing it saves is a record of the exchange itself. It does not read a program's compliance requirements at all.

The same is true of every tool on both AI screens: none of them reads program data from PTRS.

Treat the output as a general drafting aid. Nothing on these screens saves anything back into PTRS either.

The AI tools tab cannot be found from the menu​

It is not in the program's own tab list, and not in the navigation either. It is reachable only by typing its address directly.

Use the AI brainstorm screen instead, reached from the sidebar, which runs the same seven tools.

Where to go next​

Checked against PTRS on 7 September 2026.