Create Programmes and Batches

A Programme describes what the academy teaches. A Batch is a location-specific delivery of that Programme with dates, capacity, instructors, timetable, learners and fees.

Create a Programme

Permission required

You need permission to manage Programmes at the relevant location. Available actions also depend on the Programme’s status.

Create and activate a Programme

1. Open Academy → Programmes and select Create Programme.
2. Enter a unique name and code.
3. Add the optional category, age band, default Class duration, cover image and internal description.
4. Choose Draft while preparing it, or Active when it is ready to receive Batches.
5. Select Create Programme.

The default Class duration helps with planning; the Batch timetable determines actual Class times. Only an Active Programme can receive an Open Batch.

Programmes move from Draft to Active or Archived. An Archived Programme is read-only until reactivated, keeps its history and cannot receive new Batches. Archiving or reactivating requires a reason; Programmes are not deleted.

Create a Batch

Complete the guided Batch setup

1. Open Academy → Batches and select Create Batch.
2. In Details, enter a unique name and code, choose an Active Programme and operating location, then add optional dates, capacity, primary instructor and description.
3. In Schedule, prepare the weekly timetable if you have schedule permission. Otherwise leave it for an authorised collaborator.
4. In Fees, choose the suggested fee setup, configure it, or defer the decision as allowed.
5. Review the setup and save the Batch.

A new Batch starts as Draft, and each step can be resumed. A blank capacity means unlimited. Once the Batch opens or gains instructor or enrolment history, its Programme and location cannot be changed.

Open and operate a Batch

Before selecting Open, confirm the Programme is Active, the location is correct, and the weekly timetable has no unresolved conflicts. Opening the Batch prepares Classes from its active timetable.

Batch status follows this controlled lifecycle:

• Draft → Open when setup is ready, or Cancelled when it will not run.
• Open → In Progress when delivery begins.
• In Progress → Completed after active enrolments, timetable rules and scheduled Classes are resolved.
• Completed or Cancelled → Archived when only historical review is needed.

Draft, Open and In Progress Batches can be cancelled. Record the reason and first review future Classes and learner fees. Future scheduled Classes without attendance may be cancelled automatically; issued invoices, payments, attendance and other history remain.

Important information

Reducing capacity below current enrolments, enrolling beyond capacity, or overriding a scheduling conflict requires the specific override permission and a recorded reason. Academy does not create a waitlist for a full Batch.

Completed, Cancelled and Archived Batches cannot be edited as active delivery records. Batches are not deleted.

Related guides

• Set Up and Navigate Academy
• Manage Learners, Enrolments, and Instructors
• Build Class Schedules and Record Attendance
• Set Up Academy Fees and Create Invoices

Last reviewed: 10 September 2026