Skip to main content
Creating a new program in the ESP Website involves setting up the basic program structure, configuring deadlines, and selecting which features (modules) to include.

​
Accessing the Program Creation Form

Navigate to the program creation form: 
https://[yoursite].learningu.org/manage/newprogram
You must have administrator permissions to create programs.

​
Using a Template Program

The easiest way to create a new program is to use a previous program as a template. At the top of the form, you’ll see a dropdown menu to select a template: 
Use a past program as a template: [Select Program]
When you select a template program, the form will pre-populate with:
  • Program settings: Name format, grade range, program size
  • Registration dates: Student and teacher registration windows
  • Costs: Base program cost and sibling discount
  • Teacher class registration settings: All customizations from ClassRegModuleInfo
  • Student class registration settings: All customizations from StudentClassRegModuleInfo
  • Tag settings: Configuration tags (with some exceptions)
  • Module configuration: Enabled modules, sequence numbers, and required status
If you use a template, carefully review ALL fields below before submitting. Update dates, program names, and any settings specific to your new program. The form will copy most settings automatically, but you must verify they’re correct for your new program.

​
What Gets Copied from Templates

When using a template, these settings are automatically imported:
  • Which modules are enabled
  • Module sequence numbers (display order)
  • Required vs. optional modules
  • Module-specific configuration (CRMI, SCRMI)
Most tag settings are copied, except:
  • learn_extraform_id (custom student forms)
  • teach_extraform_id (custom teacher forms)
  • quiz_form_id (teacher quiz)
  • student_lottery_run (lottery state)
These are program-specific and should be set up fresh.
  • Teacher class registration customizations
  • Student class registration customizations
  • Capacity multipliers and offsets
  • Priority limits
  • Signup verbs and registration types

​
Program Creation Form Fields

The form is organized into fieldsets covering different aspects of your program:

​
Basic Information

1

Program Type

Select the type of program:
  • Splash: Standard weekend program
  • HSSP: Longer-term Saturday program
  • Junction: Extended after-school program
  • Custom types specific to your organization
This determines the URL structure: /learn/[program_type]/[instance]
2

Program Instance

A short identifier for this specific instance (e.g., “2024_Fall”, “Summer2024”).Should be unique within the program type.
3

Friendly Name

The display name users will see (e.g., “Splash Fall 2024”, “HSSP Summer 2024”).
4

Director Email

Primary contact email for the program. Used for:
  • Admin notifications
  • Mailing list ownership
  • Default “from” address for some emails

​
Grade Range

Define which grades can participate:
  • Grade Min: Lowest grade level (typically 7 for middle school programs)
  • Grade Max: Highest grade level (typically 12 for high school programs)
These are used to:
  • Filter students during registration
  • Populate grade selection dropdowns
  • Determine class eligibility

​
Program Size

Optional field to set expected capacity. Used by:
  • Phase Zero lottery (student selection)
  • Capacity planning
  • Statistics and reporting
Can be further refined with the program_size_by_grade tag.

​
Registration Dates

Set the overall registration windows:
Student Reg Start: When students can begin registeringStudent Reg End: Last day for student registrationThese create the foundational student deadlines. You’ll refine specific features (profile editing, class selection, payment) through the deadline management interface after program creation.
Teacher Reg Start: When teachers can begin submitting classesTeacher Reg End: Last day for teacher class submissionSimilar to student registration, you’ll set specific deadline types (class creation, availability, bio) through deadline management.
Date Format: Enter dates as:
  • 9/1/2024 (midnight)
  • 9/1/2024 17:30 (5:30 PM)

​
Program Costs

The standard admission price in dollars (without the $ symbol).Creates a line item type called “Program admission” that appears on student invoices.Set to 0 for free programs.
Discount amount (in dollars) for students with siblings also attending.When enabled:
  • Creates a “Sibling discount” line item type
  • Students can specify siblings during registration
  • Discount automatically applies to invoices
  • Appears as option in StudentExtraCosts module
Set to 0 to disable sibling discounts.

​
Program Modules

Select which modules to enable for this program. Modules are grouped by category:
Features for student registration:
  • Student Profile Editor
  • Student Class Registration
  • Financial Aid Application
  • Optional Items for Purchase (meals, t-shirts)
  • Student Acknowledgement
  • Donation Module
  • Student Surveys
  • Student Onsite Webapp
See Program Modules for detailed descriptions.
Features for teacher registration:
  • Teacher Profile Editor
  • Teacher Signup Classes
  • Teacher Availability
  • Teacher Biography
  • Teacher Training/Interview Signups
  • Teacher Preview (view other classes)
  • Teacher Quiz
  • Teacher Acknowledgement
  • Teacher Onsite Webapp
See Program Modules for detailed descriptions.
Admin tools (most should be enabled):
  • AdminCore (required - provides dashboard)
  • AdminClass (required - class approval and management)
  • JSONDataModule (required - data for other modules)
  • AdminVitals (statistics)
  • CommModule (email communication)
  • ResourceModule (timeslots, classrooms)
  • AjaxSchedulingModule (class scheduling)
  • SchedulingCheckModule (validate schedule)
  • ProgramPrintables (PDF generation)
  • ListGenModule (user lists/exports)
  • And many more…
See Program Modules for detailed descriptions.
Day-of-program features:
  • OnsiteCore (required if using any onsite features)
  • OnSiteCheckinModule (student check-in)
  • OnSiteClassList (class changes grid)
  • OnSiteClassSchedule (schedule modifications)
  • OnsitePaidItemsModule (view purchases)
  • OnsitePrintSchedules (automated printing)
  • OnSiteRegister (walk-in registration)
Volunteer management:
  • VolunteerSignup (volunteer registration)
  • VolunteerManage (admin volunteer scheduling)
If you select a template program, module selections will be ignored and the template’s modules will be used instead.

​
Creating the Program

After filling out the form:
1

Review All Fields

Double-check all information, especially:
  • Program name and instance
  • Registration dates
  • Grade range
  • Costs
  • Director email
2

Submit the Form

Click the “Make Program Happen!” button at the bottom.
3

Automatic Setup

The system will:
  • Create the program database entry
  • Generate initial deadlines from registration dates
  • Enable selected modules (or copy from template)
  • Create default resource types (from default_restypes tag)
  • Set up ClassRegModuleInfo and StudentClassRegModuleInfo
  • Create mailing lists (if Mailman is configured)
4

Redirect to Resources

You’ll be redirected to:
/manage/[program]/[instance]/resources
This is the resource management page where you must set up timeslots and classrooms.

​
Immediate Next Steps

After creating a program, complete these essential tasks:

​
1. Set Up Timeslots

Timeslots are required before teachers can register classes. Set these up immediately.
In the Resource Module:
  1. Create timeslots for your program
  2. Specify start and end times
  3. Or import from a previous program with the same number of days
Do not delete timeslots after creation unless you understand the consequences - they may be referenced by classes and availability records.

​
2. Configure Classrooms

Add classrooms with:
  • Room name/number
  • Capacity (number of students)
  • Resources (projector, whiteboard, etc.)

​
3. Refine Deadlines

Visit the dashboard and click “Deadline Management” to:
  • Add specific deadline types (Student/Classes, Teacher/Classes, etc.)
  • Set precise opening and closing times
  • Create deadlines for surveys, payments, etc.

​
4. Customize Module Settings

Many modules have additional configuration:
  • Edit program module objects at /admin/modules/programmoduleobj/
  • Set sequence numbers (display order)
  • Mark modules as required or optional
  • Add required labels (e.g., “Required for outside teachers”)

​
5. Configure Module-Specific Settings

Depending on which modules you enabled:
  • ClassRegModuleInfo at /admin/modules/classregmoduleinfo/
  • StudentClassRegModuleInfo at /admin/modules/studentclassregmoduleinfo/
  • Create Tags at /admin/tagdict/tag/ for advanced customization
See Program Modules for module-specific configuration details.

​
Mailing Lists

If Mailman is configured, the system automatically creates: 
[program_type]_[instance]-teachers
[program_type]_[instance]-students
With:
  • Moderator: Program director email + mailman_moderator address
  • Subscribers: Director email + archive address (if configured)
  • Settings: Loaded from lists/program_mailman.config

​
Advanced: Program Tags

After creation, you can add program-specific tags for fine-grained control:
  • require_school_field: Make school required in student profile
  • require_guardian_email: Require parent email
  • allow_change_grade_level: Let students change grade
  • studentschedule_show_empty_blocks: Show timeslots without classes
  • donation_settings: Customize donation options
  • stripe_settings: Override Stripe module defaults
  • And many more…
Create tags at /admin/tagdict/tag/, selecting:
  • Content type: Program
  • Object ID: Your program’s ID (from /admin/program/program/)

​
Cloning Programs

To create similar programs efficiently:
  1. Create one program fully configured
  2. Use it as a template for subsequent programs
  3. Only update dates, names, and program-specific settings
  4. Verify module settings are still appropriate
This ensures consistency across program instances.

​
Troubleshooting

Verify:
  • Timeslots have been created in the Resource Module
  • Teacher registration deadlines are open
  • TeacherClassRegModule is enabled
Check:
  • Classes have been approved (status = accepted)
  • Classes have been scheduled to timeslots
  • Student registration deadline is open
  • StudentClassRegModule is enabled
Ensure:
  • AdminVitals module is enabled
  • JSONDataModule is enabled
  • Users have actually registered

​
Next Steps

Program Modules

Learn about each module and how to configure them

Customize Theme

Set up your program’s appearance and navigation

Build docs developers (and LLMs) love

Get started for freeTalk to us