Create a registration program

Step by step

Web app Mobile app

1. Open Payments → Programs and click New Program.
2. Work through the steps in the left column:
   • Basic: the program name and its registration groups. Each group card has its training group, cap, ages, an optional Advanced schedule, and Job Obligations (see Group schedules and job obligations below).
   • Program Dates: when the program runs and when registration is open.
   • Fees: each group’s payment options (monthly, installments, or upfront; see program billing options), plus one-time fees like USA Swimming registration or a gear package. Every option and fee has a payment category for your financial report. Turn on Allow coupon codes here to accept coupon codes.
   • Documents and Registration Flow: waivers to sign and custom questions to ask at registration.
   • Confirmation Email: the welcome email families get after they register (see Confirmation email below).
   • Review: check everything against what a family will see with Preview.
3. A new program sits In Draft until you Schedule it. Scheduling checks the essentials first: every group needs a payment option, every sign-required document needs its signature fields placed, and Stripe must be connected.
4. Use Copy Registration Link on the program and share it: email it, or put your programs on your website with the Live Programs block.

Group schedules and job obligations

Advanced schedule. Check Advanced schedule on a group card, then click Edit. In Edit schedule:

1. Under Weekly schedule, click Add time slot and pick the days, start and end time, and a location. Locations come from Settings → Locations (see Team settings).
2. Schedule preview shows the month with each session marked Scheduled. Click a date to change or remove that day’s session, or to Add event to this date. Changed days show as Modified or Removed.
3. Under Date range, set the Start date and, if it ends, the End date. Click Save Schedule.

The card then sums it up, like “2 weekly time slots / 1 location / 0 date-specific changes”, and the sessions show on your team calendar as Program Schedule events.

Job Obligations. In each registration group, Job Obligations picks the volunteer obligations that families who register for that group are held to. Obligations that apply to all families show checked and locked (“Applies to all families”). Training-group obligations say “Targets training groups — edit in Jobs”. Add obligation at the bottom of the list creates one already aimed at this group. Your picks save right away. See Job credits and obligations.

Confirmation email

The Confirmation Email step welcomes families right after they register. It goes to the parents on the registration and shows in Messages as a sent message from the sender you pick.

1. Choose who it’s Sent from, then write a Subject and Message.
2. Under When to send, pick Send automatically as soon as someone registers, or Just save it — I’ll send it from the registrants list. Automatic sending needs a sender, a subject, and a message first.
3. To send it yourself, open the program’s Registrants, select the families, and choose Send confirmation email from More actions. The Confirmation email column shows when each one was sent.

Common questions

Can I change a live program? Editing puts it back into draft: hidden from families and closed to new registrations while you work, with every existing registration and its billing untouched. Re-schedule when done. For a quick pause without drafting, use Close to Registration or Make Private on the program’s menu. Price changes only ever affect new registrations.

How do caps work? Set a Registration Cap on each group’s card. At cap, families see Full (cards show “spots left” as it fills) and can’t register; you can still add swimmers yourself past the cap, with a warning.

A family missed the window. Turn on In-season registrations and the program gets a private late-registration link only you hand out.

What’s Manual Billing Review? An ongoing-program switch: signups create no billing until you review each one and click Start billing plan with the start date, cycle, and any coupon. Perfect for “register interest now, we’ll place and bill you after evaluation.”

Season’s over. Now what? Close to Registration when signups end, Archive the program at season’s end (it asks whether to also clear linked training groups), and Duplicate it for the new season: the whole setup copies as a draft, registrants don’t. Enrollment billing ends per its own schedule; archiving doesn’t cancel anything.