Programs

Programs are where you create and manage each GrandPals classroom program. From the program page, you can build the schedule, assign key contacts, publish the program, and add participating GrandPals.

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Add a New Program

Before creating a program, confirm that:

• The school has been added as a location
• The teacher has been added as a contact at that location
• You know the approximate number of students
• You have a proposed start date and weekly meeting time
• You have considered school holidays, professional activity days, breaks, and other known conflicts

Learn how to add and manage locations

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Create the Draft Program

1. Navigate to Programs in the GrandPals Platform
2. Click New Program in the top right

3. Select a location. If you do not have any locations, add a location first.
4. Select the proposed start date and time
5. Review the schedule generated by the platform
6. Edit session dates, start times, and durations as needed
7. Delete any Review and Revision sessions that are not needed
8. Set the approximate number of students
9. Click Create Program

The platform uses the proposed start date and time to generate a weekly program schedule. Three Review and Revision sessions are included as the recommended starting point. Before removing one, make sure students will still have enough time to draft, verify, revise, and complete their stories and artwork.

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Review the Proposed Schedule

The generated schedule includes:

• The Meet & Greet
• The weekly themed sessions
• Three Review and Revision sessions
• The celebration

Review the complete schedule before publishing the program. Account for:

• School holidays
• Professional activity days
• School breaks
• Special events
• Other known scheduling conflicts

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Recommended Session Duration

For most classroom sessions, schedule a complete block of 1 hour and 15 minutes to 1 hour and 30 minutes. The full 90-minute format is recommended when the school schedule permits. The 75-minute format may be more appropriate for younger students or when a shorter classroom conversation is needed. Enter the complete session block in the platform. Do not enter only the 45 to 60 minutes spent with students. The celebration may require additional time because its format and activities may differ from a regular classroom session.

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Edit a Session

Use the Edit option to change a session’s:

• Date
• Start time
• Duration

To edit a session:

1. Open the program
2. Find the session you need to change
3. Click Edit
4. Update the date, start time, or duration
5. Save the changes

Repeat these steps for any other sessions that need to be adjusted.

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Review and Revision Sessions

The platform automatically includes three Review and Revision sessions. These sessions give students time to:

• Select the GrandPal story they want to develop
• Begin drafting the story
• Gather missing information
• Meet with their GrandPal to clarify or confirm details
• Check that names, dates, and other information are accurate
• Revise and improve the story
• Complete the accompanying artwork
• Prepare for the celebration

Three Review and Revision sessions are the recommended starting point. A teacher may prefer fewer sessions if more of the writing and revision will be completed during regular classroom time. A Review and Revision session may also need to be removed if another session is cancelled and the program needs to remain within its original timeframe. Review and Revision sessions can be deleted while you are first configuring the new program. They can also be deleted after the draft program has been created, as long as the program remains unpublished. Before deleting a Review and Revision session, confirm with the teacher that students will still have enough time to draft, verify, revise, and complete their stories and artwork.

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Update a Program Name

If you have multiple programs running at the same location, give each program a clear and recognizable name. A helpful program name may include:

• The school
• The teacher
• The grade
• The season or school year

For example:

Parkinson Centennial PS | Taylor | Grade 7 | Spring 2027

To update the program name:

1. Navigate to the program you want to edit
2. Click the program name in the top left

3. Enter the new program name
4. Changes are saved automatically

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Assign Program Contacts

Program contacts receive automated communication about the programs they are assigned to. They are also visible to the participating GrandPals.

1. Navigate to Programs
2. Select the program you want to update
3. Select the Contacts tab

The following roles can be assigned:

• Program Coordinator
• Teacher
• GrandPal Team Leader

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Assign the Program Coordinator

Click Program Coordinator and select the person responsible for coordinating the classroom program. If the Program Coordinator does not appear in the list, they must first be added to your organization’s team:

1. Open Settings
2. Select Team
3. Select Manage your team
4. Add the person as a Program Coordinator
5. Return to the classroom program and assign them

View the Team settings guide

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Assign the Teacher

Click Teacher and select the classroom teacher. The teacher must already be listed as a contact at the school location. If the teacher does not appear:

1. Open Locations
2. Select the school
3. Open the location’s Contacts
4. Add or update the teacher
5. Return to the classroom program and assign them

When the teacher is assigned to an unpublished program, the platform automatically sends them an email containing the proposed program information. The teacher can also sign in at GrandPals.app using the same email address to review the proposed schedule.

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Assign the GrandPal Team Leader

The GrandPal Team Leader provides structure and support for the GrandPals participating in the classroom program. The Team Leader normally:

• Welcomes the GrandPals when they arrive
• Leads a brief reflection before students arrive
• Helps GrandPals prepare for the session theme
• Leads a short debrief afterward
• Checks how the GrandPals are doing from week to week
• Connects GrandPals with the Program Coordinator when additional support is needed

When a suitable GrandPal has already been identified, the Team Leader can be assigned during program creation. A Team Leader identified early may also help recruit prospective GrandPals. When no suitable person has been identified, leave the role unassigned. The Team Leader can be added later when GrandPals are matched and placed. The Team Leader must already be entered in the platform as a GrandPal before they can be assigned to the program.

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GrandPal Team Leader Resources

Open the GrandPal Team Leader Guide

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Confirm the Schedule with the Teacher

After the draft program has been created, assign the teacher as a program contact. When the teacher is added to the unpublished program, the platform automatically sends them an email containing the proposed program information. Keep the program unpublished while the teacher reviews the schedule and while you make any requested changes. Ask the teacher to confirm:

• The Meet & Greet date
• The weekly session dates and start times
• The session durations
• The three Review and Revision sessions
• Any planned breaks
• The celebration date and duration

The teacher can review the proposed schedule through the automated email or by signing in at GrandPals.app using the same email address. The schedule does not need to be permanent. Dates, start times, and durations can still be adjusted later when circumstances change. At this stage, the teacher is confirming that the schedule provides a workable starting point. Make any requested changes and ask the teacher to confirm the revised schedule before publishing the program.

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Publish a Program

Once the teacher has confirmed that the basic schedule is workable, publish the program so that GrandPals can be added. Review the complete schedule carefully before publishing. Make any expected changes to session dates, start times, durations, and Review and Revision sessions while the program remains unpublished. Making the schedule as accurate as possible before publishing reduces confusion and avoids sending unnecessary schedule-change notifications later.

1. Navigate to Programs
2. Select the program you want to publish
3. Click Publish Program
4. Confirm that the program now appears as published

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Adding GrandPals to a Program

Once your program is published, it is time to bring your GrandPals in. Adding GrandPals connects your volunteers directly to the classroom and sessions they will be part of. Before adding anyone, make sure each GrandPal has already been entered into the system under the GrandPals tab in the left-hand menu.

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How It Works

Inside each program, you will find a GrandPals tab. This is where you manage all volunteers connected with that specific program. When you open this tab, you will see an Add GrandPal button. Clicking this button opens a list of all GrandPals currently in your system. Click a GrandPal’s name to add them to the program. They will immediately appear in the list of assigned GrandPals. The platform then automatically:

• Enrolls the GrandPal in all sessions connected with the program
• Sends the GrandPal an email confirmation containing the program dates, location, and coordinator contact information

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Tips and Notes

• If you do not see a GrandPal listed, check the GrandPals tab in the main menu. They may need to be added to the system first.
• You can add as many GrandPals as needed, one at a time.
• Multi-select and search functionality are planned for a future update.
• Removing a GrandPal from a program is not yet self-service. Contact [email protected] for assistance.

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Update a Published Program

Session dates, start times, and durations can still be updated after a program has been published. When a schedule change is saved, the platform automatically emails the people connected with the program so that they receive the updated information. Before making a change:

1. Confirm the revised date, start time, or duration with the teacher when appropriate
2. Review how the change affects the remaining program schedule
3. Confirm that students still have enough time to develop and complete their stories
4. Confirm that the celebration remains appropriately scheduled
5. Review all expected changes before saving them

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Delete a Program

To delete an entire program:

1. Navigate to Programs
2. Select the program you want to delete
3. Click the program’s Settings tab
4. Click Delete Program
5. In the confirmation window, type “delete program”
6. Click Delete Program to confirm

Deleting an entire program is different from deleting an individual Review and Revision session.