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Manage program schedules

Create or edit recurring and one-time program meetings and meeting notes. The schedule and date-specific staff notes persist in the program settings context.

Status
Verified 2026-07-29 on build 2463703
Who can do this
Organization owners, Managers, Staff
Required access
members.change
Where in PositiveForm
/programs/:slug/schedule/new
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Who this is for

This guide is for desk staff, managers, and owners setting when a program actually meets.

There are two kinds of schedule, and picking the right one saves work:

  • Weekly for a class that repeats, for example every Monday and Wednesday at 4:30.
  • A one-time session for a one-off, for example a seminar on a single date.

Separately from either, you can leave a staff note on one specific date, for example "belt gradings tonight" or "no class, public holiday", without touching the recurring pattern. Those notes live on an existing schedule rather than on the form that creates one.

You need the members.change permission.

Before you begin

  • Know the start and end time. Both are required; a class with no end time cannot be scheduled.
  • For a weekly schedule, know which weekdays it runs.
  • Remember the program's location time zone decides what these times mean; see Maintain or retire a location if that is not what you expect.

Steps

Add a schedule

  1. Open the program and click Manage schedule. Add a schedule opens, for creating a repeating class or a one-time session.
  2. Use Label (optional) to name it, for example After school. This is how staff tell two schedules on the same program apart.
  3. Choose a Schedule type. Weekly repeats; the other option is for a one-time session.
  4. For a weekly schedule, pick the Days. You can pick several at once, or All, and the page says what that does: choosing multiple days creates one schedule for each day.
  5. Set Start and End.
  6. Choose Expected staff (optional) if you know who normally runs this sitting. This is per schedule, and is separate from the program's assigned staff in Assign program staff and operating notes.
  7. Use Internal staff note (optional) for anything staff should see about this schedule.
  8. Click Add schedule, or Cancel to back out.

Change an existing schedule

  1. Open the schedule from the program. It opens as Edit schedule.
  2. The fields are the same with one difference: Day is singular here, and the page says why. Each weekly schedule belongs to one day, so the multiple day picker exists only when creating.
  3. Click Save schedule.

Leave a note on one date

Meeting notes live on an existing schedule, not on the form that creates one, so create the schedule first.

  1. On Edit schedule, scroll to Meeting notes, which holds date-specific staff reminders for individual class occurrences. With none recorded it reads No date-specific notes yet.
  2. Choose a Meeting date and write a Staff note, for example a birthday or a one-time detail.
  3. Click Add meeting note. To change one later, use Edit beside it, which turns the button into Save meeting note; Cancel edit backs out.
  4. Use Delete beside a note to remove it. You are asked to confirm.

Expected outcome

The schedule persists on the program, and the program workspace reflects it immediately: Next meetings lists the next three scheduled class times with their date, time, label, and whether they repeat.

In the programs list, the program stops reading Not scheduled and starts showing its dates.

A meeting note is attached to that one date. It does not change the recurring pattern, and it does not create or cancel a class; it is a note staff see against that day.

Scheduled times are what attendance is taken against; see Record bulk attendance.

Screenshots

Add a schedule, with the label, schedule type, multiple day picker, times, expected staff, and internal note
Add a schedule, with the label, schedule type, multiple day picker, times, expected staff, and internal note
Edit schedule, where Day is singular and Meeting notes holds the date-specific reminders
Edit schedule, where Day is singular and Meeting notes holds the date-specific reminders

Recovery

If saving is refused with Choose both a start and end time., one of the two is empty.

For a weekly schedule, Choose at least one weekday. means no days are selected.

For an ad hoc schedule, Choose the date for an ad hoc schedule. means the date is missing.

For a meeting note, Choose a date and add the staff note. means one of the two is blank. A note with no text is not a note.

If a note will not delete, PositiveForm says Could not delete meeting note and it stays.

If the class times look wrong by a fixed number of hours, the program's location time zone is not what you assumed. Fix it on the location rather than shifting every schedule; see Maintain or retire a location.