Manage Programs

The Kids Programs screen lists all programs you've created. Tap a program to open its detail screen. Tap the pencil icon (top-right) to edit. Tap + New Program at the bottom to create one.

This page walks every field on the create / edit form.

Basic Information

Name

The label parents see in the kids program list and on their enrollment card. Keep it short and clear:

• ✅ "Sunday Bible Club"
• ✅ "VBS 2026 — Built on the Rock"
• ❌ "Bible class kids new" (too vague)

Max 80 characters.

Kind

Tag the program with a kind so parents can scan the list quickly:

Kind	Typical use
Music	Choir, instrument training
Bible Study	Weekly kids Bible class
Youth	Teen / youth nights
VBS	Vacation Bible School
Other	Crafts, sports, mentoring

The kind has no effect on how the program runs — it's a label.

Date & Time

Starts

The first date and time the program runs. For a recurring program (e.g. weekly Sunday club), this is the first session, and the recurrence is captured separately in the Schedule field.

Defaults to tomorrow at 6:00 PM.

Indefinite

Toggle this on for any program that runs ongoing with no scheduled end — a weekly Bible club, a permanent youth night.

Toggle it off for a program with a known end date — a multi-day VBS, a holiday camp.

Ends (only shown when Indefinite is off)

The last date and time the program runs. Must be after Starts.

Schedule

Schedule summary

A free-text human description of when the program meets. This is what parents see on their enrollment card. Examples:

• Sunday 10:00 AM
• Tuesday 6:00 PM and Thursday 6:00 PM
• Daily 9:00 AM – 12:00 PM (June 23–27)

Optional but strongly recommended — without it, parents only see the next session's date and time.

Max 60 characters.

Schedule cron (advanced)

Tap Show advanced to reveal this field. Accepts a 5-field cron expression for use by automation (e.g. nightly reminder notifications):

Cron	Meaning
0 18 * * 2	Every Tuesday at 6:00 PM
0 10 * * 0	Every Sunday at 10:00 AM
0 18 * * 1-5	Every weekday at 6:00 PM

Leave it blank if you're not sure — the program will still work; you just won't get automated reminders driven off this field.

Organizers

Pick one or more church members who are allowed to run this program — check kids in, manage the roster, scan QRs.

Only members holding one of these roles appear in the picker:

• Senior leadership (admin, pastor, elder)
• Youth Leader
• Ministry Leader

If the picker shows "No eligible leaders found in this church", go to More → All Members and assign one of the leader roles to a member — see Member roles.

Empty organizer list? The program will still be created, but a warning shows: "No organizer assigned — admins will need to step in for this program." Any admin can run check-in for any program regardless of organizer list.

Multi-select picker

• Tap the picker to open a bottom sheet with the full eligible-leaders list.
• Search by name or email.
• Tap each leader to toggle them on/off.
• Tap Done to save the selection.
• Selected leaders show as chips below the picker — tap the × on a chip to remove.

Logistics

Min age / Max age

Optional integer age range. Used to warn parents enrolling a child outside the range — for example, a 3-year-old enrolled in a 6–12 program triggers a warning.

Leave both blank for no age check.

Room

Free-text location label inside your venue:

• Room 12
• Fellowship Hall
• Basement classroom

Shown on the parent's enrollment card and on the scanner header so volunteers always know where to direct a family.

Max 60 characters.

Capacity

Maximum number of kids who can be enrolled. 0 means unlimited.

When a program is at capacity, parents trying to enroll get a clear "Program is full" message.

Status

Active

Value	Visible to parents?	Can be checked in?
Active (default)	Yes	Yes
Inactive	No	No

Switch a program to Inactive when:

• A multi-week program has finished and you want it off parents' app
• A VBS is over
• You're pausing a program (e.g. for the summer)

The program and all its enrollment history are preserved — you can re-activate at any time.

Deactivating a program

In edit mode, the trash icon at the top-right of the form deactivates the program in one tap (with confirmation).

This is equivalent to flipping the Active toggle off — the program disappears from the parent app but all data is kept. To bring it back, edit and toggle Active back on.

Households

When two parents enroll separate children, the app needs to know they're the same family — so each parent can see the other's kids in My Kids, and either parent can present the QR.

Households are formed by household tokens that parents share with each other in the Member app:

1. Parent A opens My Kids → Share family token and shows a 6-digit code.
2. Parent B opens My Kids → Add family member → Redeem token and enters the code.
3. From then on, both parents see all the family's kids and can run drop-off / pickup for any of them.

You as an admin don't manage households — parents do. The flow is fully self-serve in the Member app.

If two parents end up unlinked, they can each enroll their own children separately — the kids just won't appear in the other parent's view. They can link later at any time using the token flow.

What's next

• Check-in and Pickup — running drop-off and pickup on a program day
• Kids Setup — first-time setup checklist