Retreat programs

A retreat program runs over several days with a start, an end, a participant capacity and a program lead responsible for it. Inside the program, each session has its own name, start and end times and the facilitator who runs it. A yoga intensive might be one program over five days with morning practice, afternoon workshops and evening meditation as separate sessions, each with its own facilitator.

Programs and sessions are entered through a capture form that checks them before saving: the dates must make sense, the capacity must be valid, the program lead and facilitator must exist, and the same program cannot be submitted twice. Nothing half-saved is left behind when a check fails. Each submission goes to the retreat manager for review, and a later correction is added as new evidence rather than overwriting the first version.

The program lead plans sessions; the retreat manager reviews programs and sessions before they are offered to guests.

• Program first. Create the program with its dates, capacity and lead, then add sessions inside it.
• Facilitator on every session. Each session names the facilitator who runs it, so their schedule can be seen across programs.
• Reviewed before offered. The retreat manager reviews each submission, and corrections keep the earlier version visible.

Agree how programs are named and how capacity is set: by rooms, by places in the practice hall or both. Agree who may create programs and sessions, and who reviews them. Decide whether facilitators are staff with user accounts or visiting teachers recorded as people. Prepare examples of a five-day program, a session moved to another time, a facilitator swap and a program that is cancelled.

The program lead sets up a five-day silent retreat for twenty participants and adds fourteen sessions with three facilitators. One session is entered with an end time before its start; the capture rejects it and nothing is saved until it is fixed. The retreat manager reviews the program and sessions and approves them.

Two weeks later a facilitator falls ill. The session is corrected with the replacement facilitator as new evidence, and the original assignment stays in the record, so the program history shows who was planned and who actually led the session.

• Retreat program calendar — Current and upcoming programs with lead and capacity.
• Scheduled retreat sessions — Sessions in the next month with facilitator and times.

• Program and session planning: From a new program to reviewed sessions.

See the roles for program and facilitator access.