Program Setup

Program Session Setup (Divisions, Plans, and Pricing)

While a "Program" acts as the overarching template, the Session is the active unit where specific participation rules are defined. This article details the Program Wizard workflow, focusing on the mechanics of division eligibility through custom criteria, attendance-based plans, and the system’s highly flexible pricing engine.

1. Division Logic: Roster Eligibility & Custom Criteria

Divisions are the primary tool used to organize a roster within a session [Conversation History]. The system uses a multi-layered eligibility engine to ensure participants are placed in the correct category based on both standard attributes and skill-based assessments.

• Standard Eligibility: Every division can be restricted by Age and Gender. If a participant does not meet these criteria, the system flags the division as "Ineligible".

• Custom Criteria (Extended Eligibility): For programs where age and gender are insufficient—such as swim lessons—Memberworks uses Custom Criteria to automate placement.

  • The "Selector" Logic: Staff can build a series of skill-based questions (e.g., "Can the child swim 25 yards?").

  • Automated Routing: By attaching these questions directly to divisions, the system routes the user to the correct stage based on their answers.

• Profile Persistence: Crucially, both the division placement and the participant’s specific responses to these criteria are saved directly to the Member Profile [User Query]. This allows staff to view a participant's skill history across different seasons.

2. Program Plans: The Attendance Layer

Plans provide a secondary layer of scheduling and attendance management within a session, which is common for "Plan-Based Programs" such as Afterschool or Childcare [Conversation History].

• Attendance Patterns: A plan allows participants to select specific days, such as "Monday/Wednesday/Friday" or "Full Week" [Conversation History].

• Capacity Management: The system tracks capacity at the plan level, preventing over-enrollment for specific days of the week.

• Administrative Flexibility: Staff can move participants between plans (e.g., swapping a Tuesday for a Thursday) and the system will automatically calculate any required financial adjustments.

3. The Flexible Pricing Engine

Memberworks utilizes a flexible pricing engine designed to handle complex financial models beyond a simple registration fee .

• Plan-Based Rates: Pricing can be tied directly to a plan, allowing for different rates based on attendance frequency (e.g., $50/month for a 3-day plan vs. $80/month for a 5-day plan). 

• Granular Controls: You can set pricing defaults at the top of the pricing grid which will apply to the whole program. Then, you can drop each row down , as necessary , to price differently based on plan, session, and/or division

• Deposit Logic: For high-cost programs, the system can be configured to require a deposit. This triggers the generation of two separate invoices: one for the deposit due immediately and one for the remaining balance due at a later date.

• Program Add-ons: These are optional, independent items (like a horseback riding activity in a camp) added during registration. Add-ons can be One-time (charged at checkout) or Recurring (billed on their own independent frequency).

4. Compliance: Prerequisites & To-Dos 

Prerequisites are the items (ex: liability waiver)  that need to be completed prior to participating in a program. These are centralized at the organization level, and can be applied to any program. 

• To-Do Generation: Once registration is confirmed, all required waivers and forms that were set to complete after payment will automatically populate in the member's account as To-Dos. 

• Timing Configurations: In the organization level prerequisites center, staff can set when these prerequisites must be completed:

  • Before Payment: Blocks the checkout process until the forms are finished.

  • During Registration: Integrated into the sign-up flow.

  • After Payment: Allows the sale to finish but leaves the form as a pending task for the member to complete later.

• Form Persistence: The system is designed to "remember" completed forms. A standard liability waiver completed for one program will satisfy the requirement for another unless the prerequisite is explicitly set to "Require Full Re-entry".