Programs across your clients
The Programs tab is every plan your clients are running, in one list: which week each person is on, which plans are ending soon, which have ended, and how to extend a batch of them in one pass.
Clients → Programs is the one place that answers “who is running what, and how far in are they”. Every row is a plan a client is actually doing, never a template sitting in your Vault, so the list is a picture of your delivery this week rather than of your library.
It is the roster-wide view of the same plans you see one at a time on a client’s record. Use it when the question spans people: whose plan runs out this week, who has not logged anything in a month, which twelve clients need another block writing.
What each column tells you
Client, with WEEK 5 OF 12 underneath. That week count is elapsed calendar time against the plan’s length, not sessions completed, so a client who has trained twice in five weeks is still in week 5. Clicking the client’s name opens their record; clicking anywhere else on the row opens the plan itself.
Program is the plan’s name.
Progress is the same arithmetic drawn as a bar, and the percentage is the same calendar percentage. It is honest about time and says nothing about adherence, which Protocol does not measure.
Ends, and this is the column to read carefully. See When an end date says est. below.
Left is the days between now and that end date. A plan already past its end shows a dash rather than a negative number.
State is one of five: Active, Ending soon (inside seven days), Ended, Paused, or Pending for a plan that has not started yet.
When an end date says est.
A plan can carry a real end date that somebody set, or Protocol can work one out from the start date and the plan’s length. Those are two different claims and the list does not print them the same way: a worked-out end carries (est.) after it.
Treat an (est.) date as an estimate you have not confirmed. It moves if the plan’s length changes, and it is the date that will be wrong if you quote it to a client.
This also decides which plans Ending soon can find. See below.
The three views
All is every plan assigned to a client, ended ones included.
Ending soon is the working list: plans finishing within the next seven days that are still running. It reads the stored end date only, so a plan whose end is an (est.) guess will not appear here even when the estimate falls inside the week. If you rely on this view to plan your writing, put a real end date on the plans you care about.
Ended lists plans whose status is Expired. It is not quite the same set as the rows wearing an Ended chip: the chip also appears on a plan whose end date has passed but whose status has not caught up yet.
Finding the clients who have stopped logging
The Progress activity filter is the one on this screen worth learning. It asks whether the client has submitted any progress entries at all, and optionally within a window you choose:
| Setting | Who you get |
|---|---|
| Any | no filter |
| Client submitted entries | people who have logged something |
| Client has no entries | people who have logged nothing |
Once you pick either of the last two, an In this window pair of dates appears inside the same menu. Leave it empty and the question is “ever”; set it and the question becomes “in these weeks”.
Nothing logged, in the last 30 days is the combination that finds a client who is quietly drifting while their plan runs on regardless. It is the closest thing this screen has to an early warning, and nothing else in Protocol asks that question across the whole roster at once.
Searching by program name
The search box matches the program’s name, across your whole list rather than the page in front of you. It does not search client names. To find one person’s plans, open their record instead, or use the roster and its filters. See Finding a client.
Extend several plans at once, and add weeks to them
Tick the plans you want, and Duplicate last phase appears on the bar at the bottom of the screen. It adds another copy of each plan’s final phase to the end of that plan, so clients get real weeks of real content rather than a stretched date.
The dialog offers Once each and Fit to a date, both explained in Extend a plan, and add weeks to it. A run reports per plan: how many succeeded, and which ones failed and why. You can cancel a long run part way and what already ran stays done.
Two things worth knowing before you press Run:
- A tick only survives the page you made it on. Move to page two and the selection is pruned to what is visible, so a batch is one page at a time by design.
- A plan already running past your target date counts as a success, not as an error. It needed nothing, so nothing was done to it.
The same action is on each row’s own menu, for one plan at a time.
Good to know
- A plan here belongs to one client. It is their own independent copy, so extending it, editing it or ending it touches nobody else. The template it came from is not changed and does not know it exists.
- There is no “who is on this program” list. See that section of Assigning a plan for why, and what to do instead.
- Unassigned in the Client column means a plan with nobody on it, which is normally a template that slipped out of the Vault. Opening it takes you to the Vault editor rather than to a record.
Related: Assigning a plan to a client, Plan status: active, paused and ended, and Programs and the weekly grid for building the plan in the first place.