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How to Copy a Program

  • Updated

To set up a program for a new season, copy last season's: on Programs > Manage Programs, click Copy Program, choose the program, enter a new name, season, Program Duration and sport type, and click Copy. The copy has the same settings and offerings but no registrations, and it starts hidden, so update its dates before you open it.

Applies to: Org admins whose role includes Copy (Manage Programs) · All plans (Update Multiple Offerings: Enhanced, Elite and Enterprise) · All registration programs

Where: Programs > Manage Programs > Copy Program

Step 1: Copy the program

  1. Go to Programs > Manage Programs.
  2. Click Copy Program.
  3. In Program, choose the program to copy. The list shows each program's season and includes archived programs, marked "(Archived)". Type part of a name or season to search it.
  4. In New Program Name, enter the name families will see, for example with the new season.
  5. In Program Season, enter the four-digit year and choose the season.
  6. In Program Duration, enter the Starts and Ends dates of the season itself. Registration dates are set on each offering (Step 3).
  7. Check Sport Type. It's filled in from the program you chose.
  8. If Master Program appears, choose the master program the copy belongs to.
  9. Click Copy.

What you'll see: "Program Copied." The copy is on Manage Programs with a red eye icon, so families can't see it yet. Programs are copied one at a time: repeat these steps for each one.

Step 2: Review 1 Setup

  1. Click the copy's name and open 1 Setup.
  2. Review the program description, Program Duration and anything else that changes each season.
  3. If the program uses workflows, choose the Participant Workflow and Volunteer Workflow again. A copy has none, and once you choose a participant workflow it can't be changed.
  4. Tiered Pricing programs: update the dates in Registration Pricing Tiers. The copy keeps last season's.
  5. Click Save.

Step 3: Update the offerings on 2 Configuration

  1. Open 2 Configuration. For Team Registration plus Youth or Adult Roster programs, review both 2a Team Configuration and 2b Roster Configuration.
  2. Under Offerings, click the Edit icon on each offering. Update Reg. Duration, any Early Reg. Duration, Late Reg. Duration and Volunteer Reg. dates, the fees and Max # of Enrollments, then click Save. The copy keeps last season's dates, so families can't register until you change them.
  3. If the program checks ages, update each offering's Age As Of Date (and its age range if it changed). Grade Validation grades move up on their own; Custom Grade Validation ranges are one list shared by your programs, so update it under Programs > Configurations > Custom Grade Validation.
  4. Youth Camp programs: update each offering's session dates. They're copied as they were.
  5. Add back what a copy doesn't include: Coupons, Program Access codes, payment plans (Payment Plan Setup in the Offerings section) and, if your site uses them, merge forms (Deploy Merge Forms > Add Form).

To change dates on several offerings at once, click Update Multiple Offerings in the Offerings section. It appears when the program has more than one offering, on the Enhanced, Elite and Enterprise plans. Its age range works differently from Edit Offering, so check one offering's range afterward.

Step 4: Open registration

  1. Check the registration pages with 3 Preview.
  2. On Programs > Manage Programs, click the copy's red eye icon so it turns green when you're ready for families to see it.

What a copy includes

Copied Not copied
The 1 Setup settings (except workflows), Customer Access, every offering with its fees, dates, capacity and age, grade and gender rules, add-ons, enrollment fields (except archived ones), FAQs, custom sections, Terms & Conditions, volunteer and sponsorship options, Registration Pricing Tiers, the order receipt text, and the league's divisions (hidden, with no first game date) Registrations, waitlists, teams, rosters, payments, coupons, Program Access codes, payment plans, merge forms, workflows, team sites and schedules

If it doesn't work

  • Copy Program is grayed out. Your admin role doesn't include Copy under Manage Programs.
  • "Program selection is required.", "New Program Name is required." or "Program Season is required." Fill in that field.
  • "A valid year is required." Enter the season's year as four digits, such as 2027.
  • "A Start Date is required.", "An End Date is required." or "The End Date must be after the Start date." Enter both Program Duration dates, with Ends after Starts.
  • "Master Program selection is required." The program belongs to a master program. Choose one in Master Program.
  • Families can't see the copy, or see no offerings. The copy starts hidden, and its offerings keep last season's registration dates. Do Steps 3 and 4, then see Why isn't my program showing to families? (Pgm Status, Reg Status and the visibility eye).
  • The payment plan option is missing on the copy. Payment plans aren't copied. Set them up again with Payment Plan Setup.

Good to know

  • For a new season, copy the program instead of renaming and reusing last season's. Last season's registrations, rosters and payments then stay with the old program and its reports.
  • Copying doesn't change the original. You can copy an archived program without un-archiving it.

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