Term programs and holiday workshops

Audience: Riding schools, instructors and the parents who book for their children.

Overview

A program is something your school runs for a set of dates rather than as a one-off lesson: a Saturday afternoon term program, a three-day school holiday workshop, or a morning workshop you schedule when you have the numbers. A family pays once, up front, for a place. The rider is at your venue for the whole session and rides one lesson inside it. Horsify books one lesson per session date into your appointment book with no coach and no horse, in the Unassigned lane, and you choose who teaches whom.

Setting one up takes a few steps, in this order:

1. Add your school terms (term programs only).
2. Create the program and choose the lesson type ridden inside it.
3. Add an intake: when it runs, the coaches, the session dates and what families can buy.
4. Set the intake to Now booking, then sell places online or enrol riders at the front desk.

Where: Riding School → Programs & Packages → Programs.

Plans: Programs is part of riding school management. The menu row appears on the Riding School and Instructor plans, and on Club Site Premium or a riding school add-on once your riding school page is switched on, as long as Lessons is ticked in your riding school settings.

Who can use it: organisation admins, and staff with Programs and packages access. Staff with View can open the Programs page and rosters. Adding or changing terms, programs and intakes, enrolling a rider and cancelling an enrolment need Manage.

Program kinds

When you create a program you choose its Kind:

A program can't be changed into a Workshop while one of its intakes has more than one date.

Step 1: Add your school terms

Term program dates are worked out from your terms. Holiday workshops and workshops don't need one.

1. On the Programs page, under School terms, press Add term.
2. Enter a Name (for example "Term 1 2027"), the First day and the Last day.
3. Press Save term.

A term can't end before it starts or run for more than 200 days. Changing a term's dates later does not move the session dates of intakes already set up in it. A term can only be deleted while no intake uses it.

Step 2: Create the program

You need a lesson type for the lesson ridden inside each session (set these up under Programs & Packages → Lesson Types) and a venue your school runs.

1. Press New program.
2. Fill in:
   • Name, for example "Saturday Pony Club Program".
   • Kind (see the table above).
   • Lesson inside each session: the lesson type riders take. Its length is the slot each session is cut into, and every rider gets one of these per session.
   • Make-up lessons booked as: leave it on The same lesson type, or choose a different lesson type you book make-up lessons as. Either way, a make-up is paid from the rider's program credits.
   • Venue, if your school has more than one.
   • Youngest, Oldest and Weight limit (kg). Ages are a guide for families: you can still enrol a rider outside them, and a family booking online is warned but not stopped. A weight limit makes the family confirm the rider is within it before they can book.
   • What's included: one item per line. Families see this list on the booking page.
   • Riders need a signed waiver: tick it if a place should only be confirmed once the rider's waiver is signed.
   • Active: untick to stop the program being offered.
3. Press Save program.

Once riders are enrolled, the program's lesson type can't change: create a new program instead. A program with intakes can't be deleted; make it inactive instead.

Step 3: Add an intake

An intake is one run of a program, such as "Term 1 2027, Saturday afternoon". Morning and afternoon groups are two intakes.

1. On the program's card, press Add intake (or Add a date for a workshop).
2. Under When it runs, enter the Name and the session window: Riders arrive and Riders are collected. The page shows how many lesson slots fit in the window. New riders fill it from the front: the first at the start time, the next one slot later.
3. Under Coaches teaching it, tick the coaches rostered to the session. Each coach adds a row of lessons, so two coaches double the places. On the session dates of an intake that isn't a draft, those coaches can't be booked for other lessons during the window. When you have more than one coach, each date shows Teaching: so you can untick a coach on a day they aren't there, and they stay bookable that day.
4. Under Session dates:
   • For a term program, choose the Term and the Day of the week, then press Fill dates from term.
   • Otherwise, press Add date for each date. For a workshop, set the Workshop date.
   • Each date has its own Places. Leave it blank for one rider per coach per slot. Add a Label to a date if you like (for example "Gymkhana"), or Remove a date you're not running, such as a public holiday.
5. Under What families can buy, set up at least one option. Prices include GST.
   • Name, for example "Whole term" or "Single day".
   • Covers: Every date, or Dates the family chooses with the number of Dates they pick.
   • Price: the full amount for that option. You type it; it isn't worked out from a lesson price.
   • Press Add option for another, such as "All three days" and "Single day" for a workshop.
6. Set the Status: Draft while you're setting up, Now booking to take enrolments, Closed to stop.
7. Press Save intake.

An intake can't be opened for booking without session dates and at least one option. An intake can carry at most 60 dates.

Once riders hold places on a date, you can't move or remove that date: cancel or move their lessons first. A date that once had riders on it can't be removed; set its places to zero instead.

How families book online

When an intake is Now booking, the program is active, there is a session still to come and an option is offered, your Book Now page shows a Term programs & holiday workshops row. Your events row is then called Clinics & events.

The parent sees the program's name, ages, what's included, the session times (Each session), the dates and, when three or fewer are left, how many places remain. They are told the lesson time will be confirmed by you and that riders stay for the whole session. They never choose a lesson time.

1. They choose the intake (Choose when, or Choose a date for a workshop) and the option (Choose what to book), when there is more than one to choose from. For a chosen-dates option they tick their days. A full date or intake shows as full and can't be chosen.
2. Under Who is the place for? they must sign in or create a free account. They choose a child your school already has as a client, themselves, or Someone else to add a child with their first name, surname and date of birth.
3. They confirm the weight limit, if the program has one, and press Add to cart.
4. They check out. The whole option price is charged: there is no deposit or instalment option. If they pay online, the place is confirmed once the payment goes through. If your checkout offers a way to pay that isn't online (such as bank transfer) and they choose it, the place is taken straight away and you collect the money.

Things to know about online places:

• A place is only taken at checkout. While the parent pays, the place is held for 60 minutes and the roster shows Paying online now. If they walk away, the place is released when the hold runs out and the roster shows Checkout abandoned. A payment that lands after the hold ran out is still honoured, even if that puts a date one over its places.
• The price is fixed when added to the cart. If you change an option's price, a family with the old price in their cart is asked to remove it and add it again.
• Whole-term options cover every date, including dates already past. A family buying the whole term after it has started pays the full option price. For a rider joining part-way, enrol them at the front desk and change the price, or offer a chosen-dates option.
• One place per rider per intake. A second child needs a second place in the cart.
• Receipts go by email to the parent who paid.
• Fees and payment follow the same rules as a lesson package bought online. See Lesson Packages.
• Families can't cancel an enrolment online. They contact you, and you cancel it from the roster.

Waivers

If the program has Riders need a signed waiver ticked:

• When your riding school settings have Riders sign your waiver before they can book online ticked, a parent whose child hasn't signed (or whose signature has run out) signs for them on the program page before the place goes in the cart.
• Otherwise the place waits on the waiver. As soon as the payment goes through (or at checkout, if they chose a way to pay that isn't online), the waiver request is emailed to the parent who bought the place (or to the rider, if they booked for themselves). The link is valid for 14 days. The roster shows the place as paid and awaiting the waiver until it is signed, by the link or at the front desk.

Enrol a rider at the front desk

Use this for families who pay you directly, or when you're moving a roster across from another system.

1. Open the intake from the Programs page (click its name) to see the roster.
2. Press Enrol a rider. The button only works while the intake is Now booking.
3. Search for the Rider. The rider is the child: add them under Clients first if they're new.
4. Choose the Option. For a chosen-dates option, tick the dates.
5. Choose how it was Paid by (Bank transfer, EFTPOS, Card, Cash or Other) and add a Reference if you have one. Club credit can't be used for a program.
6. Leave Price charged blank for the option's price, or change it for a sibling discount or a rider joining part-way.
7. Tick Don't raise a tax invoice (already invoiced elsewhere) if you've already invoiced the family. Tick Enrol even if a date is full to go over a date's places.
8. Press Enrol rider.

Recording the enrolment doesn't charge anyone: take the payment yourself. The lessons go into the appointment book straight away. If the program needs a waiver and the rider doesn't have a current one, the place waits on it, and Horsify does not email the request for you: send the waiver from the rider's client card.

A rider can't be enrolled twice on the same date in one intake.

The roster and the Unassigned lane

The roster shows Places (enrolled of places on each date), then a to-do list: lessons with no coach yet, riders with no completed waiver, and riders whose lesson time differs between dates (Mixed times). Each rider's row shows the option, the price, the parent, and one chip per date with the time, the coach (or Unassigned) and whether a horse is assigned.

Each lesson is booked at the earliest slot in the window with the fewest of the intake's riders, so the window fills evenly. A term rider gets the same slot every week where possible.

To allocate: open the appointment book (the roster's link takes you there), find the lesson in the Unassigned lane, drag it onto a coach and assign a horse. You can move it anywhere in the session window. The time first shown is a placeholder, not a promise to the family. On days with a session, the appointment book shows a Programs line naming each session with its places and how many lessons are still to allocate, and shades the session window on the Unassigned lane and the rostered coaches' lanes. Click the line to open the roster.

Make-up lessons

A program's credits are all used up front, one per date. When you cancel a single program lesson in the appointment book, the cancellation screen tells you whether the package credit goes back on the block (this follows your cancellation fee rules; see Lesson Cancellation Fees). A credit that goes back becomes a make-up credit.

The roster shows the rider's make-up credits and the date they expire. The credits line is a link that opens a new booking for that rider, with the program's Make-up lessons booked as lesson type chosen (or the program's own lesson type if you left it on The same lesson type). Book the make-up as either of those lesson types and it is paid from the credit.

Credits expire when the rider's last session ends. Next term is a new enrolment and a new set of credits.

Cancel an enrolment

On the roster, press Cancel enrolment on the rider's row and confirm. Their upcoming lessons are removed from the appointment book and the place is freed. Lessons already ridden stay. Any make-up credits left can no longer be used. Horsify does not refund the family: any refund is for you to arrange.

Troubleshooting

Frequently Asked Questions

Can a parent pay by instalments or a deposit? No. The whole option price is charged at checkout, or recorded at the front desk. At the front desk you can change Price charged, but Horsify doesn't split it into payments.

Can a parent pick their child's lesson time? No. They book a place in the session. You allocate the time and coach in the appointment book.

What happens to a credit the rider never uses? It expires when the rider's last session ends.

Related

• Lesson Packages
• Riding School Management
• Setting up lessons: lesson types, pricing and instructor rates
• Lesson Cancellation Fees
• Client Management
• Staff Access\n\n---\n\nSource: wiki/features/TERM_PROGRAMS_GUIDE.md \nLast synced: 2026-11-05 19:20:20 UTC