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Must know
  • Nothing is locked. Saving opens Changing this program’s schedule whenever the change reaches registered sessions, enrolled athletes’ days or already-billed dates.
  • Keep or cancel. You keep the affected sessions running or cancel them, and if you cancel, choose how much to refund: nothing now, everything, or an amount per family.
  • Two optional emails. One goes to drop-in families whose sessions are cancelled (on by default for every club). The other tells enrolled families about the new schedule and needs Program Schedule Updated on in Settings > Communication > Notifications, which starts off for clubs that were running before it existed.
  • History is safe. Past sessions, and sessions holding attendance or other records, are never removed.
Where to find it. In Registrations > Programs, use the Schedule tab of Configure (row menu, or Settings on the program page) or the Schedule step of Edit step-by-step. A day with athletes booked on upcoming sessions shows a count and still turns off.
1

Make the change and save

Turn a day off, remove a slot, or change the Start Date or End Date, then click Save Changes (Save Program in the step-by-step editor). If families are affected, the save stops and Changing this program’s schedule opens: Families are already registered for “[program name]”. Decide what this change does for them before it saves.
2

Review what changes

It lists the days and dates changing, Sessions retired, Of those, with athletes on them and any Sessions being added. Sessions holding attendance, evaluation data, a paid drop-in, a volunteer, logged coach hours or a hand edit are listed as kept and keep running outside the weekly pattern. Click Continue to move to each next screen (Back returns to the last one).
3

Keep or cancel the booked sessions

If booked sessions would stop, choose Keep those sessions running (athletes keep the sessions they hold; the new schedule applies going forward) or Cancel those sessions (the registrations on them come off). Enrolled athletes stay enrolled either way and follow the new days.
4

Decide the refund

If you cancel sessions families paid for, Money going back offers to refund nothing now (you can refund later from each invoice), everything paid for those sessions, or an amount per family. Card payments go back to the card that paid. For families who paid by cash, cheque or e-transfer, pick Record the refunds now, each against the method the family used, Record an e-transfer refund or, when offered, Add it to the family’s account balance.
5

Choose who hears about it

Under Who hears about this, choose whether to Email families whose sessions are cancelled (drop-in families, when you cancel) and Email enrolled families about the new schedule (sends Program Schedule Updated). If your club was already running before that notification existed, its switch shows off and greyed out here: turn it on first, in Settings > Communication > Notifications (System Rules tab).
6

Confirm

Check the summary of sessions, refunds and emails (“Sessions that already happened stay on the record either way.”), then click Save schedule. Cancel on the first screen closes the dialog without saving.
If the roster changes while you decide. A registration or drop before you save sends you back to the start of the dialog: “Someone registered or dropped while you were deciding. Review the change again.” Limits and warnings. One save can affect at most 150 athletes, and a bigger change is refused. Moving a paid recurring program’s dates after its first class has run is allowed, but the dialog warns that billing has already started and recurring charges follow the new dates. Added sessions. When the change adds sessions (a later end date, for example), athletes actively enrolled in the whole program are added to the new sessions inside their enrollment dates. Other ways to change dates. The Program Dates field in bulk edit skips this dialog: sessions outside the new dates come off with no keep-or-cancel choice, and no refunds, credits or emails go out. Ask Hero won’t remove sessions athletes are registered for. It sends you to the Programs page instead. Who can do this. Staff with the Edit Training permission, and admins with full access. Related: How do I set a program’s weekly schedule? · Can I change a program’s registration style after athletes register? · How do I edit or archive a program? · How do I edit several programs at once?