Creating a Childcare Program

ThreeSixty Web Client allows you to create new childcare programs.

To create a new childcare program:

1. From Childcare Central, select Create a New Childcare Program.
   Alternatively, you can select Create Childcare from the left navigation menu.
   The Add New Program screen displays, as shown below.
   
2. The OPTIONAL Build A Code section enables you to create a product code for a childcare program based on the information entered in the fields. Complete the following fields to create a unique product code. If you already have the product code, skip to the Product Setup section.
   1. Branch – Click the drop-down arrow to choose the appropriate branch.
   2. Department – Click the drop-down menu to select the program area as defined in system types and codes, USR_DEPARTMENT in the MTG subsystem.
   3. Dept. Class - Select the appropriate class within the department. These values are defined as sub-codes of the codes defined in system types and codes for the USR_ DEPARTMENT type. Choose the appropriate department class for your program.
   4. Session – Enter the session number of the class. It is a two-digit number. Begin with 00 and increment sequentially for each session of the class.
   5. Start Date – Enter the start date for the program. Click the calendar icon to select the date.
   6. When Offered – Use the drop-down menu to select when the program is offered. These options are defined in system types and codes, USR_DAYS_OFFERED in the MTG subsystem.
3. Once the product code is created and has the required 24 characters, the Apply button will be active. Click Apply. The formatted code is both the product code and the parent product and will appear in those fields in the Product Setup section.
   
4. From the Product Setup section, perform the following:
   1. For Product Type, select Meeting  from the drop-down menu.
   2. Enter the Product Code and Parent Product if you did not use the Build A Code feature.
   3. Select the Product Class from the drop-down menu.
   4. Select the Product Subclass if needed. Select the Branch from the drop-down menu.
   5. Use the Subproduct toggle to select if the product is a subproduct.
      When you select YES for the subproduct toggle, the Parent Product field becomes a lookup to search for the parent product.
   6. Enter the Product Name.
      The Invoice Description defaults to the same value.
   7.  If necessary, enter the Product Manager Email.
   8. Select YES or NO for the Allow Price Update Option. When checked, the Unit Price field is can be edited on the Order Entry screen and the Line Item Details screen.
   9. Select YES or NO for the Zero-Price option.
   10. Select YES or NO for the Members Only option.
   11. Select YES or NO for the One Price Only option.
   12. Enter the Remove MBR Flag Date.’
   13. Select YES or NO for the Childcare Program option. This toggle defaults to YES.
   14. Select the Product Status from the drop-down menu.
   15. Select YES or NO for the Available to Order option. When checked, the childcare program becomes active and is available for registration.
   16. Select the Available From date, which indicates when the childcare program will be open for registration. This field defaults to the system date, but it can be overridden.
       The Available From date cannot be changed if orders have already been created for it.
   17. Select the Available Through date. This field is usually left blank unless there is a specific date on which registrations will close. If a date is entered, the childcare program will not be available for registration after this date.
5.  Click Continue. The Program Setup step displays, as shown below.
   
6. From the Program Setup section,  select the Event Format if necessary.
7. From the Logistics section:
   1. Select the Time Zone from the drop-down.
      Indicates the time zone in which the program will occur. This is used when a web user adds the program to his/her calendar; the system will evaluate the program time and time zone and then add the program to the customer’s calendar based on the customer’s time zone.
      Values in the drop-down are populated based on the non-fixed codes defined for the MTG "TIME_ZONE" system type.
   2. Select the Begin Date and Time. Defaults to the system date, but can be overridden. The official published date and time of the program product.
   3. Select the End Date and Time. Defaults to the system date, but can be overridden. The official published ending date and time of the program product.
   4. Select the Last Registration Date. The last day on which a registration can be entered into the system. It defaults to the end date.
   5. Select the Last Refund Date. The last day on which a refund can be processed for the product. It defaults to the end date.
   6. Select whether or not you want to Allow Registration Time Conflicts.
8. From the Location section:
   1. Search for and select a Facility.
   2. Enter the Location.
      This is a free-form text field where you can enter information about the location of the program. If a facility is selected, this field is disabled.
9. From the Capacity section:
   1. Select whether or not you want to Allow Capacity Override.
      When set to "Yes", this indicates the Capacity can be overridden when ordering a program product in the back office or web. If you select to override capacity when entering a program order, the program capacity increases by "1" on the Capacity Definition screen. This applies to all programs, sessions, courses or proctored exams. It defaults to unchecked and would rarely be checked, except for programs like webinars or events not being held at an indoor facility.
   2. Enter the Capacity. Use the value of 99999 if there is no capacity for the program. If a capacity is left at zero, the program product cannot be sold.
   3. Enter the Waitlist capacity. Enter the capacity of the wait list registrants here. If there is no wait list, keep the default value of 0.
   4. Enter the Min Required Registrants.
      This is the amount of registrants that are required to attend the program. When the capacity value is updated, this value will default to the Capacity amount.
   5. Select whether or not the program is Invite Only.
      By default, invite-only programs will display in the Event Calendar. However, if you do NOT want invite-only programs to display in the Event Calendar, uncheck the Exclude 'Invite Only' Programs checkbox in the web settings. If the event calendar is NOT set up to exclude invite-only programs, the Register Now button will NOT display invite-only programs. Additionally, by default web users will NOT be able to register for invite-only programs from the Program Detail control. However, if you DO want to allow web users to register for invite-only programs from the Program Detail control, check the Enable Registration for Invite-Only Programs checkbox in the web settings. If you set up a separate page with the product ID of the invite-only program, the URL for that Program Detail page can be emailed to invitees for them to register for the invite-only program. On that Program Detail control, the Enable Registration for Invite-Only Programs checkbox should be checked, so that invitees can start the registration process for the invite-only program from the program detail page for that invite-only program. However, please keep in mind that if invitees share the invite-only URL, there is no current functionality to restrict customers who were not invited from registering.
   6. Select whether or not you want to Default Attendance.
      When set to YES, the attendance status for those who order this program product will be automatically set to Y. If this option is selected for the parent product, then the session will automatically be selected as well. This option is intended so that you do not have to manually set the attendance for registrants once the program is completed.
10. From the Age section:
    1. In Years (Min) and Months (Min) fields, enter the minimum age required to participate in the program.
    2. In Years (Max) and Months (Max) fields, enter the maximum age allowed to participate  the program.
    3. Select YES or NO for Enforce for Staff.
11. From the Grade section:
    1. To specify the grade levels allowed to participate in the program, select the Grade (Min) and Grade (Max) from the drop-down menus.
    2. Select YES or NO for Enforce for Staff.
12. From the Gender section:
    1. If necessary, select the Gender allowed to participate in the program from the drop-down menu.
    2. Select  YES or NO for Enforce for Staff.
13. From the Badge Configuration section:
    1. Search for and select a Badge Layout. The Badge Layout will auto-populate with the default badge layout.
14. From the Program Days section:
    1. Select YES or NO for each day of the week to indicate which days the program is offered.
15. Click Continue.
    The Rates and Pricing step displays, as shown below.
    
16. From the Add Rate Structure and Rate Code section:
    1. Select a Rate Structure from the drop-down.
    2. Select a Rate Code from the drop-down.
       The Description defaults to the selected rate code, but can be changed if needed.
    3. Select a Short Pay code from the drop-down.
17. From the Additional Options section:
    1. Enter the Priority.
       This determines the order the rate codes display on the Order Entry screen. The rate code with the lowest display order displays first.
    2. If necessary, enter an Agency Discount percentage.
       This is the percentage to be applied for an agency discount when creating an order for this product.
    3. If necessary, enter a Sales Commission percentage.
       This is the percent of sales commission that the salesperson receives when this product is purchased within the rate structure/ rate code selected.
    4. By default, the Max Free Badges is set to "1". Change this if needed.
       Registrants will receive, at maximum, this number of badges when they purchase the program parent product. These badges are not listed on the base registration lists. Any badges requested beyond the number specified here require the purchase of the "Badge" program product. Please note that this field will NOT display for program products with a product type of "Exam Product".
    5. If necessary, enter a Max Fin. Assistance percentage. The default is set to 100%.
    6. Select whether or not this is the Default Rate.
       This rate code defaults for the order when creating an order. For instance, some organizations want to show member savings, but to do that the structure and price must be known to consider the "list price". Only one rate code within a given rate structure for a product can have this checkbox selected.
    7. Select whether or not this is a Web Enabled Rate.
       This indicates that the rate structure/code can be used in ThreeSixty e-Business.
    8. Select whether or not this is the Default Web Rate.
       This indicates that the rate structure/code is the default rate in ThreeSixty e-Business.
    9. Click Add.
       Repeat the steps above to add additional rate structures/codes.
18. From the Add New Price section:
    1. Select the appropriate Rate defined above from the drop-down.
    2. Select the Currency from the drop-down.
    3. By default, the Valid From date is set to today's date, but can be changed.
    4. If necessary, select a Valid Through date.
    5. Enter the Price.
    6. Select whether or not you want the price to Show as Web Sale Price.
    7. If set to YES, enter a Strikethrough Price.
    8. Select whether or not you want to Show Price End Date.
    9. Click Add.
       Repeat the steps above to add additional prices.
19. Click Continue.
    The GL and Revenue Accounts step displays, as shown below.
    
20. The Begin Date defaults to today's date, but can be changed if needed.
21. Enter the Pay Priority.
    This establishes the order by which line items on a multi-product order are paid. The lowest priority number is paid first, with zero being paid before any other.
22. Select a Receivable Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
    Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
23. Select a Writeoff Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
    Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
24. Select a Cancellation Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
    Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
25. Select a Discount Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
    Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
26. Select a Deferred Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
    Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
27. Select a Agency Discount by entering at least three characters and clicking the magnifying glass search icon to display available options.
    Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
28. Select a Deferred Agency by entering at least three characters and clicking the magnifying glass search icon to display available options.
    Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
29. From the Tax/VAT Control section, select whether or not the product is Taxable.
    If you select "Yes":
    1. Select the appropriate Tax Category from the drop-down.
    2. Select whether or not you to want to Charge VAT tax on the product.
       If you select "Yes":
       1. Select the appropriate VAT Category and VAT Country from the drop-downs.
30. From the Revenue Recognition section, select the appropriate Recognition Method from the drop-down.
    If you select "On Specific Date":
    1. Select the appropriate  Recognition Date.
    2. Click Save.
31. From the Revenue Accounts section:
    1. The Begin Date defaults to today's date, but can be changed if needed.
    2. Select a Revenue Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
       Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
    3. Click Save.
32. From the Add Product Discount Accounts section:
    1. Select the Discount Category from the drop-down menu.
    2. Select a Discount Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
       Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
    3. Select a Deferred Discount Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
       Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
33. Click Done.
    The new childcare program product will open within the Childcare Program Summary.
34. From the Program Summary, validate the product by selecting Validate Product Setup from the Actions menu to  finalize the creation of the new childcare program,