Welcome to our latest module, Programs! Designed to streamline your program management processes, here's what you need to know:
Before you begin
Program is a structured plan for learning activities offered over a set period. It can include childcare, preschool, after school programs, etc. Programs typically specify an age group, the days of the week they run, and the start date and time.
Program Management
Create new Program : You can create a new program tailored to your needs by providing
Basic information such as date range, days of the week, time window
Associate ‘Rooms’
Add max capacity
Add eligible age groups
Assign Students, Staff : You can assign one or multiple students, staff to programs at any time. This association can either be for complete program date range or a shorter date range within the program.
Insights and Reports
Attendance Forecast: This report gives you insight into attendance trends to better prepare for each session. You can align the staff schedules with student attendance forecast to ensure optimal staffing levels at all time.
In the screenshot below, you can visualise signed in student, staff for each program as well as monitor ‘Current Student : Staff Ratio’ against ‘Expected Ratio’.
Capacity Planner: This feature provides a view of available capacity vs utilised capacity as a % of total capacity, aiding in strategic decision-making and resource allocation.
Occupancy Report: This report helps you visualise the exact number of available spots, whether it's for the upcoming week or further into the future. Occupancy report is crucial for childcare and preschools to manage their programs capacity, admissions and revenue effectively.
Accurate forecasts can help optimise enrolments, maximise occupancy levels, and avoid overbooking or underbooking.
Eg. In the screenshot below, we can see the ‘Winter Camp session 1’ is overbooked for April, while ‘Summer Camp’ and ‘Room 1 Morning’ are underbooked.
Automated Workflows
This feature allows you to plan for student’s movement from one program to another in advance. You can schedule student’s program movement into the appropriate rooms and tuition plans as they grow older on an individual or group basis.
Schedule Student Movement - With this feature, you can schedule an individual student movement or exit from an existing program on a selected date.
Schedule Program level movement - With this feature, you can schedule movement or exit of all students within a selected program by defining an age based rule or select a date.
Staff is expected to review and confirm each student movement by navigating to “Room Movement→ All Scheduled Movements“. Although Students aren’t automatically transferred to new programs.
All scheduled movements start appearing on this page from the ‘Scheduled Movement Date’.
How Programs Reports Benefit You:
Manage occupancy and plan for admissions: Utilise occupancy reports to effectively manage program capacities and plan for admissions.
Plan staff availability and hiring: Access insights into staff availability to make informed decisions regarding staffing and hiring needs.
Improve individual program occupancy to impact overall occupancy rates
With Programs, you can streamline your program management tasks, enhance organisational efficiency, and make informed decisions based on insightful data. Get started today and unlock the full potential of your educational programs.
Watch the videos
Watch the videos here to learn more