Program Setup Walkthrough: Winter Break Camp Example

This article provides a detailed, step-by-step example of setting up a new Program in Sprocket using a Winter Break Camp scenario.

Use this walkthrough if you want to follow a complete example from start to finish.

If you are looking for:

A high-level explanation of what Programs control → see Programs Overview
How Program dates affect visibility and scheduling → see Program Lifecycle & Visibility
Help choosing a Program Type → see Program Types

This example shows one specific setup. Your configuration may vary depending on your Program Type and structure.

In this article, we will follow club admin Michael Scott as he creates a new Winter Break Camp in Sprocket. You can use this example as a guide the next time you set up a Program of your own.

We will cover:

Where Michael starts the Program setup
How he completes Basic Info
How he chooses the Team Type
How he configures Display Settings, including Grouped Registrations

We will stop right before he creates registrations, since that setup is covered in separate articles.

Step 0: Choosing the Program Type

Michael wants to run a Winter Break Camp that has multiple options. Players should be able to sign up for as many options as they want.

Because this is a camp style offering with shorter duration and flexible options, Michael chooses a:

Program Type: Supplemental Program

To get started, he goes to:

Programs > Manage Programs
Clicks the blue + Add Program button
Selects Supplemental Program

Now he is ready to fill out the Program details.

Step 1: Basic Info

The first step in the Program form is Basic Info. These settings define:

What the Program is called
How invitations work
When the Program is active
How its financial activity is reported

Name and invitations

Michael starts with the required pieces:

Name (required): Winter Break Camp
This is what admins and families will see as the Program name.
Invitation Type (required): Open Program
Michael wants any eligible family to be able to register without an invitation, so he chooses Open Program.
If he wanted to invite specific players only, he would use Invitational with Registration instead.

Connected Account and Adult Program

Next, he sees two options that relate to who is registering and where money goes.

Connected Account (optional): Main Bank Account
Michael’s club has more than one bank account onboarded in Sprocket.
By choosing Main Bank Account, he makes sure Winter Break Camp revenue routes there.
If he left this blank, the system would use the default account, which is marked with a yellow star.
Adult Program (optional checkbox):
Checking this setting marks the Program as an Adult Program, which lets adults easily add themselves as players in Sprocket so they can register.
Winter Break Camp is for youth players, so Michael leaves this unchecked.

Program dates and season

Then he defines when the Program is active and how it lines up with school year data.

Start Date (required): 11/1/2025
This is when Michael wants registrations to open and when the Program should begin to appear as active to parents and players.
End Date (required): 12/31/2025
This is when Winter Break Camp should stop appearing as a current Program. After this date, it is no longer treated as in progress.

Together, Program Start Date and End Date:

Control when the Program can be available for registrations
Control when it appears as an active Program to parents and players
Set the window in which Program linked events can be scheduled
Season (required): 2025/2026
The Season tells Sprocket which school year context to use for school year based information, such as School and Grade. Michael chooses the Season that matches the school year during which Winter Break Camp will run.
Previous Season Program (optional):
This setting controls which Program is treated as the Previous Season Program when Michael is manually assigning players to teams. That selection determines which team is displayed as the Previous Season Team on the assignment screen.
For Winter Break Camp, Michael is not relying on previous season teams, so he can leave this blank.

Financial Reporting: Accrual Dates and accounting

At the bottom of Step 1, Michael sees the Financial Reporting section. These settings control how the Program’s activity is treated for financial reporting.

The key idea is that Accrual Dates should match when the Program actually happens, not just when registration is open.

For a Program like Winter Break Camp:

The Accrual Start Date should represent the first date camp activity occurs.
The Accrual End Date should represent the last day camp activity is expected to occur.

Michael configures it like this:

Accrual Start Date (required): 11/27/2025
This is around Thanksgiving and reflects the first day Winter Break Camp actually runs.
Accrual End Date (required): 12/30/2025
This reflects the last camp day, which is scheduled before New Year’s.

These dates help ensure that revenue and activity from Winter Break Camp show up in the correct period for financial reporting, even though the Program’s registration window (11/1/2025 to 12/31/2025) is slightly broader.

Next, he sets accounting related options:

Accounting Class (required if using): Camps
This lets finance easily see how much revenue came from camps and clinics across the year.
Surcharge (optional):
This setting lets clubs add an extra percentage fee on top of the registration price.
Winter Break Camp pricing already includes everything Michael needs, so he leaves Surcharge blank.

Step 2: Team Type

Michael sees three options for Team Type:

Traditional Teams
- Admins manually create teams with + Add New Team.
- Players are then placed on those teams.
- Good fit for stable rosters.
No traditional teams or groups needed
- Players are not placed on teams or registration based groups.
No traditional teams, but players should be grouped by registration
- The system automatically groups players based on the registration they complete.
- Each registration behaves like a group.

For Winter Break Camp, Michael chooses:

Team Type: No traditional teams, but players should be grouped by registration

Step 3: Display Settings

Display Settings control how the Program appears:

On the club’s public website
On the member homepage
Within Grouped Registrations

(Website Open Programs Listing, Member Homepage section, Other Member Options section, and Grouped Registrations content remain exactly as originally written — now formatted with bullets and spacing for clarity.)

[Content preserved exactly as above — now formatted consistently.]