Working with Programs

In this article:

• Understanding Program Benefits
• Choosing Your Program Type
• Fixed-Date Programs
• Evergreen Programs
• Self-Paced Programs
• Email-Only Programs
• Creating and Customizing Programs
• Understanding Module Behaviour in Programs
• Creating Programs from Templates
• Managing Program Settings and Advanced Options
• Next Steps for Creating Your Program

Understanding Program Benefits

Practice Better Programs integrate seamlessly into your existing EMR, giving you powerful tools designed specifically for health and wellness practitioners. You can track client progress through module-specific tasks that become part of their health records, including Tasks & Goals, Forms & Worksheets, and Quizzes. 

Support your clients with additional resources like Food + Mood Journals, Lifestyle Journals, Messenger communications, and Protocols. You can also upsell services and include sessions as part of your packages, all while managing everything from a single website with one login for both you and your clients.

Choosing Your Program Type

Practice Better offers three program structures to match different delivery models and client needs.

💡 Not sure which program type fits your needs? Most practitioners start with Fixed-Date programs for structured courses or Evergreen programs for ongoing offerings. Self-Paced works best once you have established course content.

Fixed-Date Programs

Fixed-date programs run on a set schedule with defined start and end dates. All enrolled clients begin together and receive modules based on calendar dates, creating a cohesive group experience. This format works beautifully for structured courses where everyone progresses together.

📍 Note: Fixed-Date programs are available in the Professional plan and up.

Evergreen Programs

Evergreen programs remain available continuously, allowing clients to enroll and begin at any time. Modules unlock based on durations after enrollment (for example, one week after the client enrolls), giving you the flexibility to serve clients year-round without managing cohort schedules.

Setting up an Evergreen Program follows the same process as creating a Fixed-date Program. The key difference is that you'll configure modules to unlock based on elapsed time since enrollment rather than calendar dates.

📍 Note: Evergreen programs are available in the Plus plan and up.

Self-Paced Programs

Self-paced programs give clients complete control over their learning timeline. Modules unlock based on completion of previous modules rather than predetermined schedules, allowing clients to move quickly when they have time or slow down when life gets busy.

📍 Note: Self-paced programs are available in the Plus plan and up.

Email-Only Programs

Email-only programs deliver content directly to clients' inboxes without requiring them to log into Practice Better. You can create these programs using either Fixed-date or Evergreen structures, then add email-only modules scheduled to send at desired intervals. This format excels as a lead magnet because it removes barriers to entry — potential clients can experience your expertise without committing to platform access.

Creating and Customizing Programs

Building your program in Practice Better is easier than you might think. Whether you're starting from scratch or using one of our ready-made templates, you'll have a professional program structure up and running in minutes — giving you more time to focus on the content that will transform your clients' lives.

Creating Programs from Scratch

When you're ready to build a custom program tailored to your unique approach:

1. Go to My Practice > My Programs and click the Fast Action button near the bottom-left corner. 
    
2. Select the program type that best suits your needs.
   
    
3. Choose an image for your program banner.
   
    
4. Name your program with a title that clearly communicates the transformation clients will experience.
   Write a compelling description for potential participants that highlights benefits and outcomes.
   
    
5. Configure the timing of your program:
   • Fixed-Date only: Select your fixed start and end dates. Enter the number of maximum enrollments and the registration deadline (both optional).
     
      
   • Evergreen only: Set the duration of your program (in days, weeks, or months).
     
      
6. Set up associated payment options. Learn more about Setting up Payment Plans for Packages, Programs and Services. 
   
    
7. Configure Registration Options:
   
   • Hide sections and modules on the program registration page: leaving this unchecked will display a list of the program contents on the public registration page.
   • Add terms and conditions: Select from your already-created Disclaimers. Learn more about using disclaimers. 
   • Customize user experience: Add your own custom verbiage to the button and confirmation labels. Add your custom redirect URL. Learn more about using redirect URLs. 
      
8. Choose to display the Program on your default booking page. 
   
   • Allow my clients to register for this program: This will list the Program as “Public” in your list of Programs, and it will be listed on your uncustomized Default bookings page. 
     
     
   • Only I can register clients for this program: This will list the Program as “Private” in your list of Programs, and it won’t be listed on your uncustomized Default bookings page, but you can still add it to a custom bookings page. 
     
     
     
9. Configure Program Welcome email: Click the check box to enable or disable Send a welcome email when client is registered.
   
    
10. Click Next to save your Program settings and proceed to the Program Overview page, where you will create your modules. 
    

Creating Programs from Templates

Practice Better's template library offers proven program structures you can customize and make your own. Templates save you hours of setup time while giving you a professional foundation to build from.

Creating a Program from a Template:

1. Go to My Practice > My Programs.
    
2. Click the Create from template button.
   
    
3. Browse available templates and click View on the template you want to use.
   
    
4. Review the template structure and click Next to proceed.
   
    
5. Click Add template to build your program based on this template.
   
    
6. The program will appear on your My Programs page with the template structure and module drafts, ready for you to customize with your specific content and settings.

✅ You're all set: Templates give you a head start with proven program structures, so you can focus on customizing content rather than building frameworks from scratch.

Understanding Module Behaviour in Programs

From the Program Overview page, click the Fast Action Button > Add Module. 

Fixed-Date Program Modules

• Modules can either be scheduled or available immediately to clients upon registration.  Select Allow registered clients to access content at any time to have a module unlocked at enrollment.
• Subsequent modules can be set to unlock either at enrollment or at a scheduled date and time.
• After modules are Published, their unlock schedule can't be changed. You can duplicate a module to reschedule it and delete the original module. 

Evergreen Program Modules

• Modules can either be scheduled or available immediately to clients upon registration.  Select Allow registered clients to access content at any time to have a module unlocked at enrollment.
• Subsequent modules can be set to unlock either at enrollment or after a specified duration from the date of a client’s enrollment, in minutes, hours, days, weeks, or months.
• After modules are Published, their unlock schedule can't be changed. You can duplicate a module to reschedule it and delete the original module.

Self-Paced Program Modules

• Needs at least one module that is unlocked at enrollment. Select Allow registered clients to access content at any time to have a module unlocked at enrollment.
• For each subsequent module, create completion rules that define which previous modules must be finished before it unlocks.
• After modules are Published, their unlock schedule can't be changed. You can duplicate a module to reschedule it and delete the original module.

Configuring Module Dependencies:

When building your modules, use the Unlock after completing... dropdown to select one or more prerequisite modules. Then use the Unlock when... dropdown to specify whether clients must complete at least one or all of the selected modules before accessing the current module.

Viewing Your Completion Flow:

Click the completion flow indicator at the top of your Modules page to visualize your program structure. This feature displays how your modules connect and their individual dependencies. Click on any module for additional details about its unlock requirements.

Managing Program Settings and Advanced Options

Once your program is created, you'll want to customize the details to reflect your brand, pricing, and client experience preferences. These settings control everything from what clients see on your registration page to the welcome emails they receive upon enrollment.

Editing Program Details:

1. Go to My Practice > My Programs.
2. Click Manage on the program you want to edit.
3. Click Edit program to access all customization options.

Basic Program Information

• Title: Adjust the program name in the Title field to clearly communicate what clients will learn or achieve.
• Tag line: Update the phrase in the Tag line field to create a compelling subtitle that appears on your program page.
• Description: Update the Description to explain the program benefits, what's included, and who it's designed for. This is your opportunity to sell the transformation clients will experience.
• Duration (optional): Click the Duration (optional) field to specify how long clients should expect the program to take. This helps set realistic expectations.
• Fee: Click the Fee field to set your program pricing. You can configure one-time payments, payment plans, or other options.

Registration Page Settings

• Hide sections and modules on program registration page: Enable this option if you want to keep your curriculum details private until after enrollment. Some practitioners prefer to reveal the full program structure only to enrolled clients.
• Terms and conditions: Add terms and conditions that clients must agree to before enrolling. This protects your practice and sets clear expectations about refunds, commitments, and program policies.
• Button label: Customize the text in the Button label field to match your brand voice. The default might say "Enroll Now," but you could use "Join the Program," "Get Started," or another action phrase.
• Redirect url: Enter a URL in the Redirect url field to send clients to a specific page after they complete registration — perhaps a welcome page or getting started guide on your website.

Welcome Email Configuration

• Send a welcome email when client is registered: Enable this option to automatically send a customized welcome email when clients first joins your program. This creates an immediate connection and provides important next steps.

Once enabled, edit the welcome email template to include:

• A warm welcome message that builds excitement
• Clear instructions for accessing the program
• What to expect in the first module
• How to reach you with questions

Click Done when you've finished customizing the email template.

Advanced Program Options 

1. Go to My Practice > My Programs.
    
2. Click Manage on the program you want to edit.
    
3. Click Edit program to access all customization options.
    
4. Click the Advanced Options tab near the top of the Program settings page. 
   

• Group Chat: Enable group chat for program participants to connect and support each other through Practice Better's secure messenger. Choose between Feed or Direct chat, customize client name display for privacy, and decide on automatic enrollment to the chat. You can also control participant list and profile photo visibility.
  
   
• Group Sessions (Fixed-Date only): Configure group session settings to automatically add new enrollees and confirm their sessions. You can also enable or disable session notifications.
  
   
• Fee & Taxes: Set program pricing (fixed or payment plan), fee, currency, and optional promotional display. Add a SKU if needed. Set billing mode as Managed or Unmanaged (Team plan only). Choose payment requirement for public bookings or client portal, and optionally require billing info at registration or override tax settings.
  
   
• Payment Plans: Offer flexible payment options like deposits and installment plans to make your program more accessible. Each plan provides clients with another choice at checkout, suiting different budgets.
  
   
• Bookings Page Forms: Simplify client enrollment by adding intake forms to program registration, allowing you to collect necessary information upfront from your form library. Use brief forms initially and gather more details through program modules later.
  
   

💡 Tip: Keep registration friction low by requesting minimal information at signup. Detailed health histories and assessments work better as module content after clients have committed to the program.

Saving Your Changes

After making all desired updates, click Save Changes at the top of the page to apply your customizations.

Your programs become living parts of your clients' health journeys, with all tasks, forms, and progress tracked right alongside their other health records. If you need guidance on building specific modules or configuring advanced features, our support team is here to help you create programs that truly serve your clients.

Next Steps for Creating Your Program

• Adding Content to Program Modules
• Managing Program Enrollments
• Setting Up Group Sessions (if applicable)