Purpose Statement

The Programs section within Events and Activities Setup enables administrators to create, manage, and organize overarching categories that serve as organizational structures for event types. Programs function as high-level groupings that help categorize and organize event types within the department, supporting better organization, reporting, and management of events across different operational areas or specializations.

Background Information

Programs serve as the top-level organizational structure within the Events and Activities module, functioning as umbrella categories under which related event types can be grouped. This hierarchical approach enables departments to organize events by operational areas, specializations, or administrative divisions while maintaining flexibility in event type assignments.

The program structure supports both organizational clarity and operational efficiency by allowing administrators to group related event types together for easier management, reporting, and analysis. While event types can exist independently without program assignment, the program structure provides additional organizational capability for departments with complex training, operational, or administrative requirements.

Required Permissions

Based on the system permissions structure, users need the following permissions to manage programs within Events and Activities Setup:

Required for Programs Setup Access:

• Events > General > Events Setup

Note: The video content demonstrates program management functionality but does not specify additional permission requirements beyond basic setup access.

Video

Step-by-Step Guide

Accessing Programs Setup

1. Navigate to Programs Configuration
   • Go to Events and Activities module → Setup
   • Select the "Programs" section to access program management functionality
     

Creating New Programs

1. Create new Program
   • Click the "Add Program" button to begin creating a new program
     
   • Program Name: Enter the name of the program (required field)
     
   • Use descriptive names that clearly indicate the program's organizational purpose
     
2. Associate Event Types (Optional)
   • Select any event types that will be associated with this program
   • Multiple event types can be selected and assigned to one program
3. Finalize Program Creation
   • Click "Create" to complete the program setup
     

Important: This is not a required part of the process

Managing Existing Programs

1. Edit Program Details
   • Click the pencil icon next to any program to modify its configuration,  update the program name or adjust associated event type assignments
   • Save changes to update the program configuration
     
     
     
     
     
2. Delete Individual Programs
   • Click the trash can icon next to specific programs to remove them then confirm deletion when prompted to permanently remove the program
     

Bulk Program Deletion

1. Select Multiple Programs
2. Use the Trash Can Icon to Bulk Delete Programs

Best Practices

Do's

• Use descriptive program names that clearly indicate their organizational purpose
• Organize programs based on logical operational divisions or specialization areas
• Consider your department's structure when creating program categories
• Regularly review and update program assignments to maintain organizational clarity
• Document program purposes and intended use for consistent application
• Plan program structure to support reporting and analysis needs

Don'ts

• Don't create too many program categories that complicate rather than simplify organization
• Don't delete programs without considering the impact on associated event types and reporting
• Don't use vague or unclear program names that don't convey organizational purpose
• Don't forget to update program associations when organizational structures change
• Don't overlook the optional nature of event type associations when creating programs
• Don't use bulk deletion without carefully reviewing all selected programs

Tips & Recommendations

• Start with broad program categories and refine as organizational needs become clearer
• Align program names with existing departmental divisions or operational areas
• Consider future organizational changes when establishing program structures
• Use program categories to support training and operational reporting requirements
• Coordinate program creation with event type management for consistent organization
• Regularly audit program usage and effectiveness for organizational value
• Train administrators on program concepts and relationship to event type management

Troubleshooting & FAQs

Q: I created a program but don't see it when creating events. Why not?
A: Programs serve as organizational categories for event types, not direct event creation options. To use a program structure, you need to first assign event types to the program, then use those event types when creating events. Programs provide organization but don't directly appear in event creation.

Q: Can I move event types between different programs after they're assigned?
A: Yes, you can edit existing programs using the pencil icon to modify event type associations. You can add or remove event types from programs as needed to maintain appropriate organizational structure.

Q: What happens to event types if I delete a program they're associated with?
A: Event types will continue to function normally even if their associated program is deleted. Programs provide organizational structure but don't control event type functionality. However, you'll lose the organizational benefit and any reporting based on program categories.

Q: Do I have to assign event types to programs when I create them?
A: No, event type association with programs is completely optional. Event types can exist and function independently without being assigned to any program. Programs are purely for organizational purposes and don't restrict event type functionality.

Q: Can one event type be assigned to multiple programs?
A: The video doesn't specify whether event types can belong to multiple programs simultaneously. This would need to be tested in your system or verified with system documentation to determine the specific relationship rules.

Q: I accidentally deleted multiple programs using bulk deletion. Can I recover them?
A: Deleted programs typically cannot be recovered through the interface. Contact your system administrator immediately as they may be able to restore programs from system backups. In the future, carefully review selections before confirming bulk deletions.

Related Articles

1. Events & Activities Setup: General
   
2. Events & Activities Setup: Notifications
3. Events & Activities Setup: Daily Log
4. Events & Activities Setup: Event Types
   
5. Events & Activities Setup: Event Checklist
   
6. Events & Activities Setup: Templates