How to Create a New Program

Attractions can create new programs in the BCE system to offer additional experiences, tours, workshops, or digital sessions.

This guide walks you through the steps to create, configure, and publish a new program.

 

Step 1 - Access the Program Management Area

1. Click Manage Attraction from the left navigation menu.

2. Select the Programs tab at the top of the page.

3. You will now see a list of all current (active) programs.

Step 2 - Add a New Program

1. Click + Add Program.

2. A form will appear where you can enter all details for the new program.

Step 3 - Define Program Details

Complete the Program Details section.

This information helps Tour Operators and Teachers understand what a program offers.

• Provide a clear and detailed description of the program.

• Add booking notes as needed (e.g., 'Leave bags and water bottles on the bus').

• Set visibility:

  • Show – The program is visible and bookable.

  • Hide – The program is not shown to Tour Operators or Teachers.

• Set the capacity (maximum number of participants per session).

• Upload any Australian Curriculum documents or Teacher resources that may assit excursion preparations.

Step 4 - Define Program Settings

Configure Program Settings to match how the session will run:

Delivery Method

• In Canberra – for in-person experiences.

• Online – for online programs.

Additional Settings

• Ignore Overlapping – allows overlapping sessions if applicable.

• Interest Areas – categorise the program to help users find relevant experiences.

• PACER Eligibility – indicate whether a program is PACER-approved.

• Waitlist Availability – enable if you want users to join a waitlist when sessions are full.

Embargo Date

• The date from which a program becomes available to be booked.

• Useful if you want to prepare programs in advance and release them on a future date.

Expiry Date

• The date a program stops being bookable or visible.

• Adjusting this allows you to retire or revive programs as needed.

Step 5 - Set the Timing

Define how long a program runs, and buffers required between sessions.

• Setup time – time required before the session begins.

• Pack-up time – time required after the session ends.

• Running time – the program's duration.

These settings help the BCE system calculate available session times to avoid scheduling conflicts.

Step 6 - Set the Program Space

Assign the program to specific physical spaces within your Attraction.

• You can allocate a program to particular rooms or areas.

• Alternatively, choose All Assigned Spaces to allow flexibility.

Step 7 - Communications

Set standard communication messages that will be sent to:

• The Tour Organiser.

• The Lead Teacher.

This section allows you to provide consistent instructions or helpful reminders.

Step 8 - Program Levels

The Levels section does not refer to school year levels.

Instead, it allows you to define different versions of a program, tailored to varying ages or learning stages.

For example:

• A Primary version.

• A Secondary version.

• An Advanced version for older Students.

For each Program Level, you can define:

• Available dates.

• Available days of the week.

• Available times.

Steps to Add Program Levels

1. Go to the Levels section.

2. Click Add.

3. Enter the details for each Program Level.

4. Repeat as needed for multiple versions.