Program Management

Programs represent recurring ministry activities beyond your regular weekly services — things like CREW nights, Foster Care Respite events, holiday outreach, and special gatherings. Programs come with a powerful Batch Scheduling feature that lets you generate multiple events at once.

What Are Programs?

While Service Definitions handle your recurring weekly services, Programs cover everything else your Safety Ministry supports. A program is a named activity with default configuration that you can use to quickly schedule events.

Accessing Program Management

1. Navigate to Admin in the sidebar.
2. Click on Programs or Program Management.
3. The list displays all configured programs for your organization.

Creating a Program

1. Click Add Program (or the + button).
2. Fill in the program details:

Field	Required	Description
Name	Yes	Display name (e.g., “CREW Night” or “Foster Care Respite”)
Description	Optional	What this program is about and any special instructions
Schedule Notes	Optional	Frequency or scheduling guidance (e.g., “First Friday of each month”)
Default Squad	Optional	The squad that typically serves this program
Default Posts	Optional	Post assignments that should be pre-filled when scheduling

3. Click Save to create the program.

Batch Scheduling

This is the key feature of Program Management. Rather than creating events one at a time, Batch Scheduling lets you generate multiple events in a single operation:

1. Select a program from your list.
2. Click Schedule Events (or the batch scheduling option).
3. Pick multiple dates from the calendar for upcoming instances.
4. Set the start time and duration for each batch.
5. Confirm and generate.

When you batch-schedule, the platform:

• Creates a calendar event for each selected date
• Opens post slots based on the program’s default posts
• Auto-confirms floating assignments for the default squad members

This means your default squad is automatically penciled in for each event, and post slots are ready for assignment — saving you significant scheduling effort.

Editing a Program

1. Find the program in the list.
2. Click Edit (or the pencil icon).
3. Modify the name, description, schedule notes, default squad, or default posts.
4. Click Save.

Changes to a program definition affect future scheduling only. Events that have already been generated are not retroactively modified.

Deleting a Program

1. Find the program in the list.
2. Click Delete.
3. Confirm the deletion.

Deleting a program does not remove events that have already been generated from it.

Best Practices

• Use Descriptive Names — Make it clear what the program is at a glance.
• Set Default Squads — If the same squad always covers a program, set them as the default to speed up batch scheduling.
• Schedule Ahead — Use batch scheduling at the start of each quarter to get the entire schedule laid out early.
• Include Schedule Notes — Even if the platform does not enforce frequency, notes help your team understand the intended cadence.

Next Steps

• Operational Checklists — Link SOP templates to your programs.
• Service Definitions — Configure your recurring weekly services.
• Admin Panel Overview — Return to the full list of admin areas.