Programs

Three required fields define every program: a Lead Staff Member responsible for running it, a name, and a description up to 1,000 characters. The Lead Staff Member must already be on the facility's staff list before being selected here — the facility owns its people, and programs draw from that pool.

For residential programs — recovery housing, shelters, dormitories — turn on Requires Bed Assignment in Settings, and the Beds tab appears. Add beds one at a time with custom names ("Room 4 South", "Cot 12"), or bulk-create up to 100 sequentially numbered beds in a single click. Drag to reorder; the order controls how beds appear in the assignment dropdown when staff intake a customer. A bed already assigned to an active service can't be deleted until the service closes.

Define what a customer is charged for, line by line. Each line item carries a title, a cost, and an optional medical billing code (diagnosis or procedure). The program's total cost is the sum of its line items, computed automatically. Two distinctive behaviors live here: line items can be linked to a facility inventory item, so completing a service decrements stock for the linked quantity; and processing fees are calculated and shown per line, so the price the customer sees is the price they actually pay. When a service is created for a customer, the program's line items are snapshotted onto the service — later edits to the program don't retroactively change services already in flight.

The Settings tab is where each program is shaped to its actual work. Programs are the most-configured entity in SecureCare for a reason.

Billing. Cost can be flat, per hour, per day, or per month, and invoices reflect actual service time when billing by the hour. Free services can be granted on a rolling window — the first three sessions per month at no charge, for example. Insurance can be enabled per program. Promo codes can be allowed or blocked. Facility donation funds can be made applicable to client bills, so a donor-funded scholarship is a configuration toggle, not a workaround. Recurring payment plans cap at up to 36 months.

Workflow. Capacity is per day of service — a 12-chair group session is set to 12, and the 13th booking on any given day is blocked. Approvals can be required, with the rule that creators can't approve their own work, and cost and dates lock once approved. Bed assignments can be required for residential programs.

Customer-facing flow. Appointments can be public, internal-only, or off — turning them on enables Signature Documents and the customer-facing reminder system. Reminders run on email, SMS, or both, with a first attempt and an optional second attempt at any interval, or fall back to system defaults.

When Appointments are enabled in Settings, the Signature Documents tab appears. Assign existing signature document templates — consent forms, program agreements, releases — to this program. All documents on a single program must share the same signatory count, so the search filters automatically once the first is added. Templates themselves are built and managed on the Signature Documents feature page; assignment here is just the link between template and program.

Assign staff to this specific program with the same fine-grained flag set used at the facility level — service lifecycle, content, and financial actions, two dozen flags in all. Program-level assignment overrides facility-level per flag, not as a group: a staff member can have Approve Services granted at the facility level and Take Payments denied at one specific program. Useful when one program operates under different rules — a grant-funded program that disallows manual balance adjustments, for example. The full Staff Members story lives on its own feature page.

When the parent facility has Volunteering Enabled, the Volunteers tab on the program shows volunteer opportunities tied specifically to this program — a read-only summary. Managing the opportunities themselves happens on the Volunteers feature page.

A program-level view of every payment collected against services in this program — filterable by date and customer, feeding directly into financial reports and grant expenditure tracking. Useful for program directors who need to see the program's revenue picture without pulling a custom report.