Using the Group Programs Feature

Modified on Fri, 24 May 2024 at 02:58 PM

This article is about how to use the Group Programs feature in the Coaching section of the admin website. To read general descriptions of the Group Programs feature, see this article.


Note: This article is about creating and managing group programs from the portal management settings. Admins who have the coaching role assigned can also access and manage existing group programs from their coaching dashboard—for more details, see this article.


To get to the Group Programs management tool:

  • In the admin website, go to the Settings section
  • Enter the Portal Management module
  • Choose the portal you want to manage.
  • Under the Coaching section, click on “Group Programs”



  


You are now on the main Group Programs management page. If the portal already has group programs drafted or published, they will be listed in the table shown here:



 

  1. Clicking on the actions menu displays the list of options you have related to the program.
    • View enables you to simply look over the components and settings of the program.
    • Edit enables you to change components and settings of the program.
    • Copy will make a duplicate of the program that you can edit.
    • Delete removes the program from the portal's listing.
    • Export creates a file that you can then import into other portals.
  2. This is the title of the program. Note that a title is listed for Admin and for User. Admin titles are used internally for organization and identification purposes; User titles are what the member sees.
  3. Keywords are divided into user and admin keywords. Admin keywords are only viewable in the admin website; User keywords will be viewable in the portal by members.
  4. The Program type is chosen at the creation of the program and is either template or custom. Template programs are listed in the catalog for the portal after they are created and are useful for if there are certain settings and configurations that you are likely to use often.
  5. This is the date of the most recent publishing.
  6. Status is either draft (meaning the program is in the process of being created but not yet published) or published (meaning it is ready for use in the portal).

 

Creating a Group Program

Let's create a group program, going step by step.


First, click on the CREATE button above the table. Here you can see the catalog window which lists all the templates that exist in the portal (if you have not created a template for your portal, the only template shown will be the Starter Template).


To begin creating a new program, click on the Starter Template tile, then click on START FROM TEMPLATE button. For the purposes of this article, we are not checking the Template box, but if you want to create a template that will be listed in the catalog henceforth, check the box.




Properties

Now you are inside the Group Program creation process. All defining elements of the program are listed on the left beneath the PROPERTIES menu. We will go through them one at a time...



General

The General Settings section is where you define the program summary, description, keywords, and attached thumbnail for both User and Admin use.



  1. The User Facing settings are what members/participants will see from their portal.
  2. The Admin Facing settings are what admins will see in the admin website for organizational and identification purposes.


Let's create a program for stress management so you can see an example of how the titles and summaries differ between User and Admin Facing:


User Facing (what the member sees)



Admin Facing (for internal use)


 

Beneath these settings, you can fill in keywords and add a thumbnail image.



Program Settings


This section is where you define how the program will marked as complete and how members will be able to complete activities. The screenshot below has the settings filled out, but you can select the settings for your program as you see fit.

 

 

  1. Choose the Program Completion Typefrom one of the three options:
    1. Minimum Activities—The program is completed when the preset minimum amount of activities are completed. (Completion of any activity counts towards the member’s total.)
    2. Minimum Required Activities—A minimum amount of required activities must be completed. Only completion of activities marked required will count towards the member’s total.
    3. Minimum Modules—The program is completed when the preset minimum amount of modules are completed.
  2. Set the minimum number of activities, required activities, or modules that, once completed, mark the program’s successful end.
  3. Choose the Activity Completion Typefrom one four options:
    1. Current Module Only—The member can only complete activities in the current phase.
    2. Current and Previous Module—The member can complete activities in the current phase and the immediately preceding phase.
    3. Current and All Previous Modules—The member can complete activities in the current phase and any prior phases.
    4. All Modules—The member can complete modules for all phases past, present, and future.
  4. Set the minimum amount of live sessions the member is required to attend.
  5. Choose the registration flow if you are using one. Note that Group Programs require the member/participant to register and a registration flow can be sent to engage and register the member either through messaging or by including it on a page/to-do in their portal.

 

Start Settings

In this section, you will set the parameters for registration and program start and end dates.

 

 

  1. Registration Start Date: Members will be able to register for the program from their portal on this date.
  2. Registration End Date: This is the final day of registration.
  3. Program Start Date: This is the day the program starts. You can set this date before, after, or on the same day as the registration end date.
  4. Program End Date: This is the end of the program when members will no longer be able to update activities (this is auto-filled based on the start date and the number of modules in the program; each module is set as default to 1 week long, so if the program is 2 modules, the end date will be 2 weeks after the start date; however, if you change the duration of the modules, then the start date will automatically be updated).
  5. Activity End Date: This is the date when admins and devices/apps will no longer be able to update activities or data.
  6. Program Archive Date: This is when the program is erased from member portals.

 

Events

In this section, you can set automations to trigger for four different events:

  1. When a member registers—An example would be an email to help the member prepare for the program.
  2. When a registration is cancelled—An example would be an email to let the member know what they’re missing out on and the creation of a task for a coach to check in with the member.
  3. When a module is completed—An example would be an email to congratulate the member on completion of the module.
  4. When the program is completed—An example would be an email to inform the member on upcoming programs or to set a new member homepage that is related to the completion of the program.

 

You can add components to the At Start day, which means the components you add here are set to trigger right when the event happens. You can click “Add Day” to set more components to occur at days and times after the initial occurrence of the event. In the image below, you can see that the automation will assign the member a goal and send an email immediately after they complete the program. Then, a week later at 8 a.m., another email will be sent.

 

 

Components available for use in Event automations:

  • Assign goal will automatically populate the member’s goal tile on their homepage.
  • Create To-Do will automatically populate the member’s to-do tile on their homepage.
  • Send Email will automatically send an email.
  • Send SMS will automatically send a text.
  • Set Custom Field will fill in the selected field for the member’s account.
  • Set Member Homepage will automatically set the selected homepage for the member’s portal.
  • Create Task will automatically create the selected task for a coach.
  • Set Lead Coach will automatically assign the selected coach as the member’s main contact.

 

Trackers

In this section you can add any trackers you’ll need for the program. There are two ways to select and add trackers:


  1. The “Add portal tracker” lets you choose from any trackers that are currently enabled for the portal.
  2. The “Add new tracker” button enables you to create a tracker that will be accessible exclusively for this program. (See how to create a new tracker.)

Modules

The modules are the main, week-long building blocks of the program. You can set each module to contain the activities that the participants will take part in.


Module #0 is used to communicate with or engage with a registered 7member before the program has started. By default, module 0 is not enabled when a program is created. If you enable it, the member can be presented with some custom information (page cms) and you can give them activities to complete before the official program starts. 


Creating a Module

By default, when you start from the starter template, there will be two modules set up, but you can add or subtract as you see fit.


At the top of the module creation page, you can set the title and the description that the participants will see when they're looking over and participating in the program:




  1. This is the module title.
  2. This is the module description.
  3. This is the duration of the module (module durations are automatically added up to create the "program end date" as described above).
  4. This is the module completion type, which you can set as one of the following:
    • Minimum activities—The participant completes the module when the minimum number of activities are completed (set the number of activities beneath this field).
    • All required activities—The participant completes the module when all required activities are completed. 
    • All required plus minimum optional activities—The participant completes the module when all the required activities and the minimum number of optional activities are completed.


Note: You can create and include a page that will appear beneath the main program content and provide optional supplemental content and/or tools for the participant to explore.


Setting Activities for the Module

Now we are ready to set the activities for the module. Activities are added one at a time and can be chosen from the dropdown field as any of the following:

  1. Read an article
  2. Watch a video
  3. Listen to audio
  4. Complete a flow
  5. Fill out tracker
  6. Custom (an instruction written out in the text field)


For any activity involving a piece of content, you can select the content from the dropdown after you've selected the type. For instance, if you select "Read an article," you can then choose the article from any that are enabled in the portal. 


In the example below, we've set a required tracker activity in which we're telling the participant to use the mood tracker to track their mood 5 days of the week:



 *When setting a tracker activity, you can set the completion requirements as:

  • Minimum entriesThe minimum number of entries during the module to be marked as complete.
  • Streak—Entries added for consecutive days (for instance, if this is marked as 2, then the participant must put in an entry for at least 2 consecutive days during the module).
  • Threshold—Meeting or exceeding a certain cumulative value (for instance, a walking tracker may have a threshold of 30k steps during a module).
  • Threshold Streak—Meeting or exceeding a threshold for a certain number of days in a row (for instance, a walking tracker may have a threshold streak of 10k steps, 3 days a week, during a module). 


After you've set all activities, you are done creating the module.


Cohorts


A cohort is a group of members that go through the program together. Programs must have at least one cohort but may have more; when a participant registers for the program, they choose their cohort from any that are available.


Cohorts are defined with the following:

  • Max participants—The maximum number of participants allowed in the cohort
  • Summary—A short description of the cohort
  • Timezone—The default timezone for the cohort and the time in which live sessions are based on
  • Live Sessions—A list of live sessions that are scheduled for the cohort during the program


Here is an example of a cohort playfully called "Stress Busters" who have a max membership of 7 and one live session planned:











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