Set up a program
A regional director can create a program and never see it afterward: the program list and every program page both require a second setting that role does not hold. In practice, setting up a program is a site director's task, or an organisation administrator's or a super admin's.
Create the program
- Open Quick Add → Program from the header. This is the only place to create one; there is no separate Add button on the program list.
- Choose a Location. It fills in from the site picker in the header. If no site is selected there, leave enough time to set it here, because leaving it blank produces a plain error with no explanation of what went wrong.
- Enter a Program Name, up to 200 characters, and an optional Description, up to 2,000.
- Choose Program Type, Season, Delivery Mode and Age Group. All four are required, and all four offer exactly the choices PTRS will accept.
- Set Capacity, a whole number greater than zero. It defaults to 25.
- Set Start Date and End Date. They default to today and three months out. The end date must fall strictly after the start date, so a single-day program cannot be created here.
- Press Create Program. You land on the new program's overview.
Waitlist starts off. A full program refuses every enrolment until you open Edit and turn the waitlist on.
Age range is not asked for here. It is filled in 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. Nothing in PTRS ever compares a child's age against it.
Weekly schedule starts blank, so the schedule card on the overview shows nothing for a program created here.
Turn the waitlist on
Press Edit on the program header. The edit dialog carries three settings the create form does not: Waitlist Enabled, Age Min and Age Max.
Turn Waitlist Enabled on and save. From then on, an enrolment into a full program is placed on the waitlist instead of being refused.
Age Min, Age Max and Age Group can each be changed independently, and nothing keeps them in agreement. A program can be saved as Juniors with an age range of 16 to 18. Neither figure changes what PTRS actually does, so this is a labelling mismatch rather than something that breaks anything, but it is the label a colleague will read.
Move it through the lifecycle
The Status Workflow card on the overview shows all seven stages as a pipeline and offers only the moves that are legal from where the program currently stands. PTRS enforces the same rule on its own, so a move the card does not offer would be refused anyway.
| From | You can move to |
|---|---|
| Draft | In Review |
| In Review | Approved, or back to Draft |
| Approved | Active |
| Active | Suspended, or Completed |
| Suspended | Active |
| Completed | Archived |
| Archived | Nowhere. This is the end of the line |
Press a stage, add an optional reason, and confirm.
Three things worth knowing before you start moving a program along.
A new program takes three moves to go live: Draft, In Review, Approved, Active. There is no shortcut past any of them.
A suspended program cannot go straight to Completed or Archived. Reactivate it first.
Archived is the end. There is no way to delete a program, so a program created by mistake can only be walked all the way to Archived. Enrolling a child keeps working at every stage, including Archived, because PTRS never checks a program's stage before enrolling someone into it.
Every move records the previous stage, the new one, who made the change and the reason typed in. Nothing in PTRS ever reads that record back on any screen. Treat the reason box as a note for nobody.
Tag it
The Tags row at the top of the overview is an inline editor. Click it, type a tag and press Enter or a comma to add it; Backspace on an empty box removes the last one. Press the save control when you are done.
Tags are lower-cased as you type, and PTRS trims and de-duplicates them again on its side, and caps each one at 100 characters. Saving replaces the whole set, so removing a tag means deleting its chip and saving.
Tags are only searchable indirectly: the program list filters by location, stage, season and pillar, not by tag.
Snapshot it before a significant change
The Version History card has a Snapshot button. It stores the program's current name, description, type, season, delivery mode, age group, stage, capacity, waitlist setting, dates, age range and schedule as the next numbered version.
Expand the card to see the list, newest first, with the date and whoever took it. The file icon on a row opens the raw saved data.
There is no button anywhere in PTRS that turns a saved snapshot back into the program's live settings. A snapshot is something you can read, not a state you can return to. If you need to undo a change, open the snapshot, read its values and retype them into Edit yourself.
The name under each snapshot's date is a raw sign-in account identifier, not a person's name as typed on their profile.
Clone it for next season
Clone on the program header creates a Draft copy under a new name.
What is copied: the name you type, the description, type, season, delivery mode, age group, capacity, waitlist setting, dates, age range, schedule, pillars and tags, plus a note pointing back at the program it was cloned from. A new default schedule is created for the copy.
The dialog says it copies all settings, schedules and curricula. What it actually copies is the list just above, plus one new default schedule. It does not copy the original program's real schedule, and it copies no curricula, eligibility rules, consent forms, cohorts, staff assignments, goals, budgets or documents.
The Clone to same location checkbox has no effect either way: PTRS always uses the original program's location regardless of how it is set.
Find it again
The program list shows every program in your organisation, ordered by name, filtered by the site picker in the header.
The stage tabs offer All, Draft, Active, Completed and Archived, five of the seven stages. A program In Review, Approved or Suspended only shows up under All.
The four tiles at the top read:
| Tile | What it is |
|---|---|
| Total Programs | The number of programs the current filter returns |
| Total Enrollments | The sum of active enrolments across those programs |
| Avg Capacity | Total active enrolments divided by total capacity, across the filtered set, as a percentage. This is an overall utilisation figure, not the average of each program's own percentage |
| Active Programs | Programs whose stage is exactly Active |
If nothing loads
The program list shows "Failed to load programs" on any error, including a refusal. Unlike the Centers and Members directories, it does not fall back to an empty list, so this message means what it says. If you are signed in as a staff member or a regional director, this is the expected result: see Programs troubleshooting.
Where to go next
Checked against PTRS on 7 September 2026.