Set Up Programs for Reporting

Activity Purpose, preparation time and cancelled sessions.

1. What This Setup Is For

Every program session counts toward Total Activity Hours in the monthly report: the length of the session, plus the time your staff spend preparing for it. This guide shows you how to set the preparation time once on each Course/Program, so every session picks it up automatically, and how to set the Activity Purpose that groups your programs.

The totals themselves are explained in Monthly Reporting.

⚠️ Important: Changes show the next day. The totals update once a night, at about 1:00 AM (Melbourne time). New sessions, a changed preparation time or a cancelled session appear in the totals the next morning.

Where to find it in the menu:

Reports > Monthly Metrics, Quarterly Metrics or Yearly Metrics: view the totals
House Admin > Program Setup > Activity Types: set the Activity Purpose
House Admin > Courses/Programs > All Courses/Programs: set the default preparation time

📘 Note: If any of these menu items aren't visible, your house has a custom navigation. Contact Clevero support and we'll add them.

2. How It Works

You set the Activity Purpose once on each Activity. It is copied to each Course/Program for that Activity when the Course/Program is saved.
You set Default Preparation per Session (hours) on each Course/Program. Every new session on it picks up that preparation time, including sessions made with the Schedule Builder.
Each night, every session that is not cancelled and is not a room booking adds its length and preparation to the month of its start time. Room booking sessions count in Room Hire Hours, not Total Activity Hours.

3. Before You Start

📘 Note: Set the preparation defaults before a month starts, so that month's preparation hours are complete from day one.

These are the fields behind your activity hours:

4. Set Up

4.1. Set the Activity Purpose

You set the Activity Purpose once on the Activity, choosing from the standard list, for example Play Groups or Community Lunches / Social Eating Groups.

Watch the guided demo below to learn how to set up Activity Purpose on an Activity.

You can also follow the same steps using the written guide below.

Go to House Admin > Program Setup > Activity Types.
The list of Activities appears.
Open an Activity and click Edit.
In the Activity Details section, select the Activity Purpose.
Click Save.
Repeat steps 2 to 4 for every Activity.

📘 Note: Activity Purpose is mandatory when an Activity is edited. Activities created before this field was added may not have a purpose yet, so it's worth checking every Activity.

4.2. Set the Preparation Time

Each Course/Program has a default preparation time per session, in hours. Every new session on it receives that preparation time, including sessions made with the Schedule Builder.

Watch the guided demo below to set the Default Preparation Time on a Course/Program.

You can also follow the same steps using the written guide below.

Go to House Admin > Courses/Programs > All Courses/Programs.
The list of Courses/Programs appears.
Open a Course/Program and click Edit.
In the Reporting Details section, enter Default Preparation per Session (hours), for example 0.25 for 15 minutes.
Click Save.
Sessions on this Course/Program with no preparation time receive the default.
Repeat steps 2 to 4 for every Course/Program.

5. View the Report

Go to Reports > Monthly Metrics and open the Period for the month. Your program hours are in the Activity Sessions section, and they are included in NH Total Activity Hours in the Summary section. For the full walkthrough, see Monthly Reporting.

6. Understand the Results

Preparation is entered in hours: 0.25 = 15 minutes, 0.5 = 30 minutes and 1.5 = 90 minutes. The Activity Purpose groups programs but does not change any of these numbers.

7. Examples

A Pottery course has weekly two-hour sessions, and its Default Preparation per Session (hours) is 0.5.

In a month with 4 sessions, it adds 8 activity session hours and 2 preparation hours, so 10 hours go into Total Activity Hours.
If one of those sessions is cancelled with Cancel Session, it adds 6 session hours and 1.5 preparation hours instead, so 7.5 hours.