Add a site

Priya is setting up the Claymont club in PTRS. This page is how to create a site with a complete profile, which takes two passes, because the Add Site sheet throws three fields away.

Who can do this

• Site director
• Organisation admin
• Super admin

Staff members and regional directors also see the Add Site button, and PTRS refuses their sheet when they submit it.

Three fields on this sheet are thrown away

Site Director, Fire Marshal Approved and Fire Marshal Inspection Date are collected and not saved. The site is created without them, with no error. Set them from Edit straight afterwards, in step 8.

What you need

• The site's licensed capacity from the OCCL certificate, if it has one. It is optional here and it is the figure that later refuses an over-capacity enrolment.
• Map coordinates, if you want the site on the Site Map. A site without them is left off the map silently.
• Your organisation is taken from your sign-in, not from the sheet.

Step 1: open the sheet

Open Site Directory and press Add Site, top right of the filter bar. A sheet slides in from the right, headed Add New Site, "Create a new Boys & Girls Club site location".

Step 2: Site Information

Field	Required	What PTRS accepts
Site Name	Yes	Up to 200 characters
Phone	No	Up to 20 characters
Site Director	No	A list of up to 200 active staff members. Thrown away.

Step 3: Address

Field	Required	What PTRS accepts
Street Address	Yes	Up to 300 characters
City	Yes	Up to 100 characters
State	Yes	Two characters. Pre-filled with DE.
ZIP	Yes	Up to 10 characters
County	No	Up to 100 characters
Latitude and Longitude	No	Any number. PTRS does not check they are real coordinates.

PTRS checks all of these only when you press Create Site, not as you type.

Step 4: Classification

Four lists, all optional:

Field	Values
Site Classification	Unit, Extension, Community Impact, Mobile Program, Virtual Programming
Site Status	Active, Temporarily Closed, Permanently Closed. Starts as Active.
Facility Ownership	Owned, Leased, MOU
Year Opened	Between 1900 and 2100

Setting the status to Temporarily Closed here does not set a closure date

The closure date and reason are not on this sheet. PTRS's nightly closure check only flags sites that have both the status and a date, so a site closed at creation is invisible to it for ever. Set the closure date from the Edit sheet afterwards.

Step 5: Medical & Health

This section does not go to the site record. If any of its four fields is filled in, the sheet makes a second request after the site is created, to Health and Safety, to create the site's health profile.

Field	Values
Medication Policy Tier	Not Configured, No Medication, Prescription Only, Full Medical (Rx + OTC)
AED on site, then AED Location	Free text
First Aid Kit Locations	Free text
Designated Isolation Area	Free text

If that second request fails, the site is still created and the message still says it was created successfully. Check the Medical Support card on the new site's profile.

Step 6: Capacity & Details

Field	Required	What PTRS accepts
Operating Capacity	Yes	Greater than 0
Licensed Capacity	No	Greater than 0
Square Footage	No	Greater than 0

Licensed Capacity is the enforcing figure. Once set, enrolling a child in a programme at this site is refused when active enrolments reach it. Leave it empty and PTRS enforces Operating Capacity instead.

Step 7: BGCA & Compliance

Field	Required	What PTRS accepts
BGCA Charter #	No	Up to 50 characters. The directory search finds it.
Registration Status	No	Pending, Registered, Lapsed
Fire Marshal Approved	No	Thrown away
Fire Marshal Inspection Date	No	Shown only when the switch is on. Thrown away.

Press Create Site.

Checkpoint

The message reads "Site created successfully", the sheet closes and Claymont appears in the directory. Open it. On the Profile tab, Fire Marshal Approved reads No and Director is blank, whatever you entered.

Step 8: open the new site and press Edit to set the three fields

Open Claymont and press Edit. The Edit sheet carries everything the Add sheet does, plus Closed Date, Closure Reason and the three fields that were thrown away, and it saves only what you change. Set the site director, because the nightly licence check reads that person's email address, and set the fire marshal approval and its date.

Checkpoint

The message reads "Site profile updated" and the Profile tab now shows the director's name and the fire marshal fields.

What you now have

A site with a complete profile, a licensed capacity that will be enforced at enrolment, and coordinates that place it on the map.

What you cannot undo

Delete Site, on the three-dot menu of the site's page, removes the site permanently, and every licence, inspection and violation for it goes too. The confirmation says so and is accurate. There is no way back. Site Status: Permanently Closed keeps the record and its history, and is almost always what is meant.

When something goes wrong

What you see	What it means	What to do
A message about a field after pressing Create Site, not before	PTRS checks the sheet only on submit	Fix the named field and submit again
The site is created but Director and the fire marshal fields are empty	Expected. The sheet throws them away.	Press Edit and set them, as in step 8
The site is not on the map	It has no coordinates	Add them from Edit
A site created as Temporarily Closed is never flagged by the closure check	The check needs a closure date, which this sheet cannot set	Set Closed Date from Edit
The site director cannot be cleared once set	Choosing None sends nothing, so the existing director stays	Assign a different director instead
An enrolment is refused with "Site '…' is at licensed capacity"	Active enrolments have reached the licensed capacity you entered	Raise Licensed Capacity from Edit, and only if the OCCL licence actually allows it

Related

• Find a site
• Record an OCCL licence
• Site fields and limits
• Centers troubleshooting