Multi-Week Programs

A guide to how best to setup your multi-week programs

flaik has rolled out additional functionality for managing multi-week programs. The two biggest new features with programs are:

• All program participants will appear in Scheduling on all program dates instead of just the first program date (as determined by the dates added to the task).

  • This results in accurate lesson numbers each day

  • This allows for pre-assignment each day

• Instructors will be prompted in mobile class management to create the same program class as last time. This will allow them to create their class without scanners.

In order for the benefits of Programs to work correctly in your flaik site there are specific steps to follow in both flaik and your POS. We wanted to put together some recommendations on best practices for both how everything is configured in both systems to help you with all the necessary steps.

This guide contains our recommendations and general best practices. Each resort has unique business requirements, so if you’re uncertain about any of the following details because of your operational processes, please reach out to us at [email protected] with any questions you might have.

Multi-Week Programs Overview

• In order for this functionality to work, there must be a unique task for each set of days, as the program dates must be added to the task in order for all participants to appear on all days.

  • Programs running on different dates can’t share a task.

• The task type must be 'Program' in order for these new features mentioned above to work.

  • If it's set to Group Lesson or anything else, the new features won't work. Additionally, once a task has been saved after creation the task type can't be changed.

• Your POS products will then be mapped to these tasks. As a single POS product can only be mapped to a single task (or multiple products mapped to a single task), you’ll need to have separate POS products for each set of dates/time/ages/disciplines/etc.

  • In other words, your task requirements for scheduling in flaik might determine your product requirements in your POS, so decide on your task requirements first.

  • If the staff creating POS products and the staff managing flaik tasks are separate, it is advisable to ensure clear communication between them about what is needed in both systems.

Requirements

• You must have a unique multi-week lesson product in your POS for each program offered.

  • If you offer multiple sessions or start times for the same program, there must be a unique product for each in order to copy guests correctly.

• Program products must be mapped in the POS Integration settings.

  • Every program product must be mapped to a unique flaik Task created with the Program task type. You should have one program task for every program product (1:1).

  • Every Program task must have the relevant program dates configured.

• Sales & dates

  • The product date in your POS for all program sales must fall between your Season Start Date and End Dates (as set under General Settings > Season Dates). The maximum season start & end dates are:

    • Northern Hemisphere: July 1st to June 30th

    • Southern Hemisphere: Jan. 1st to Dec. 31st

  • We recommend that the date the product is sold for in your POS is the first lesson date of the program. eg the sale date of the product should match the first lesson date.

POS Setup Recommendations

Please check out our Point Of Sale-specific recommendations

• RTP

• Siriusware

• In Touch