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Cohorts Growth+This feature requires the Growth+ plan or higher

Most programs run more than once. You teach the same beginner course every term; you run the same holiday camp every summer. Rebuilding it each time — same experiences, same price, same description — is wasted work, and it scatters the numbers across programs that look identical but aren't linked.

So you build the program once, and each time you run it you add a cohort:

  • The program holds everything that stays the same: the experiences, the pricing, the description, the photos, the waiver, the categories.
  • A cohort is one run of it, on its own dates. It sells, takes bookings, and tracks its own participants and revenue.

You get your first cohort when you create the program — see Creating a Program. After that you add one per run.

Creating a cohort​

  1. Open the program from Experiences → Programs.
  2. Go to the Cohorts tab.
  3. Click New cohort.

A program's Cohorts tab listing two cohorts with participants and revenue, with the New cohort button highlighted

Fill in the panel:

  • Cohort name — what this run is called: "Term 3", "Summer intake", "January group". This is what staff and customers see when they pick a start date, so make it meaningful.
  • Allow online bookings? — starts the same as the program. Turn it off for a private or invite-only run.
  • Max enrollments per cohort — starts the same as the program. Change it for this run, or clear it for no limit.

Click Create cohort. You land on the new cohort's page.

Now add its dates on the What's included tab — that's the one thing a cohort doesn't inherit. See Adding dates.

What a cohort inherits — and what it doesn't​

Copied from the programNot copied
The included experiencesThe dates — every cohort picks its own
The pricing (and rate types)Bookings and participants
The descriptionCustomer choices (they're made of dates, so you set them per cohort)
Categories
The waiver setting
Photos (shown from the program, managed there)
The online-bookings default and enrollment cap

Once created, a cohort is an ordinary program in every other way — you can rename it, change its price, add or remove experiences, and turn its online bookings on and off without touching the program or its sibling cohorts.

The Cohorts tab​

Every run of the program in one table:

  • Cohort — its name, with an Archived or Cancelled badge if it's no longer selling.
  • Dates — first to last session, or "No dates yet".
  • Enrollments — everyone signed up for that run.
  • Revenue — what that run has brought in.

Click a row to open the cohort. Use the gear to choose which columns you see.

The program's own Participants tab pools every cohort together with a Cohort column — the answer to "who has ever taken this course?" It also carries each person's consent status, a signed summary for the whole roster, and bulk Send reminders.

Finding a cohort quickly​

The Cohorts tab on Experiences → Programs lists every cohort across every program, not just one program's. From there you can:

  • Search by cohort name.
  • Filter by Program to see just one program's runs.
  • Use Filter by date to show only cohorts running in a period — pick a preset like Next 30 days, or a custom range. The window shows as a chip you can clear with one click.

Rules worth knowing​

  • A program itself isn't booked — its cohorts are. If a program has no sellable cohort it's hidden from every selling surface, so customers never hit a dead end.
  • A cohort of a cohort joins the same family. Create a new run from an existing cohort and it's still listed under the original program, not nested underneath.
  • Photos are managed on the program. A cohort shows the program's photos with a link straight to it.

What gear the run needs​

A cohort has its own Gear tab: everything to pull off the shelf for the whole run, grouped by activity, with the site each item comes from and the dates it's wanted on. Quantities are the most you need on any one date, never the term added up — so twelve of something used every week is twelve, not twelve times the number of sessions.

Print it as a tick-off sheet, or narrow it to a single date before a session. See The Gear List.

Changing a program later​

Editing a program's experiences, price or description does not rewrite cohorts that already exist — their customers have already bought what they bought. The change applies to cohorts you create from then on.

If you want an existing cohort updated too, open it and make the same change there.