Programa's scheduling, pricing, and product sourcing tools work together to streamline your project workflow. This guide answers common questions about creating schedules, managing pricing, and using the web clipper to source products efficiently.
Schedule Management
Can I selectively export parts of my Schedule?
Certainly! You have the flexibility to export specific sections or products from your schedule to a PDF. Learn how to do this with our comprehensive guide here.
How do I change Schedule names?
To rename a schedule, simply double‑click its title and enter the new name.
Can I use multiple currencies across individual Schedules?
Yes, you can customize currencies and measurement systems per project. Here's a guide on how to do so.
How can I capture costs like freight, design fees, and external contractors?
Consider creating a new section or product line in your Schedule, or even a separate Schedule labeled "Trades" or "Service Fees."
Then, add in all your trades and their associated prices by entering them as "Custom Products" into the Schedule.
Can I customise fields in Schedules?
Yes, you can! In the summary view, the Schedule fields are default, but you can add custom fields in the detailed view.
Just click the 'Details' button at the end of the product row to access the Custom Specs section, where you can add as many custom fields as needed. You can also include custom information in the notes section.
Can I customise the layout in Schedules?
When you share your schedule via the client dashboard or as a web link, you can select the option to display it in gallery view for better clarity. You can also set the gallery view as the default for your clients under Project Settings.
As for the exported file layout, the list view format is currently set as the default. That said, we're exploring options to make this more flexible in the future.
How can I input multiple components for a single product?
For products with multiple components, you can now manage them more easily using the Hidden status option.
Create a new Section and add a custom item for your main (built) product.
Add each component as a separate custom item.
For every component, go to the Product Status in the top right of the product line and select Hidden.
When marked as Hidden, these component products will:
Be excluded from all shared and exported views of your Schedule.
Be removed from all financial totals.
This way, you can simplify complex, component-based products with a single click, reducing confusion and keeping your Schedule streamlined for clients.
Is there a place to input room/location information in Schedules?
Absolutely! You can use the 'Product Details' field to include location information. Plus, you can filter the Schedule based on this field.
You can also use your sections to set up your schedule by room. Here’s an example for you:
Schedule by room (organized by room)
How can I print my Schedule (A3 or A4)?
By default, our PDFs are optimized for A3 (international standard) or US Standard (tabloid/letter).
You can also share your schedule via the Client Dashboard or through shared links, which always display the latest version. For tablet or screen presentations, Presentation Mode provides a clean, card-based view.
If you’d like to print in A4, keep in mind that a schedule contains a large amount of data. For this reason, we recommend sharing a live link so clients can zoom in, open individual items, and view specifications more clearly.
Alternatively, you can download a schedule package for a static PDF copy. This package includes a spec sheet booklet with A4 versions of each product’s specification sheet. Here are a couple of guides to assist you with that:
Can clients see my trade pricing and markup?
By enabling the "Add Mark-up" feature in your Schedule's Financial tab, it will display additional pricing fields for calculating your client's price. Your client will only see the RRP and Client price, not your trade pricing, profit, or mark-up percentage.
How can I highlight changes/revisions in my Schedule?
We offer a 'Flags' feature to highlight significant updates or revisions in your products. Adding a flag will create an orange highlight with a custom note below the item in your shared and exported Schedules. Learn more about it here.
Why aren't some products showing in my Quote Request emails?
If certain products aren’t appearing in your quote request emails, they may have a status that’s excluded from quote requests. This status is usually applied after issuing quotes to prevent duplication.
To include these products in a new quote request, simply change their status to Draft, In Review, or Selected. This adjustment will ensure you can proceed smoothly.
Can I add images from my Schedule to my Pinboard presentation?
Yes, you can easily add images from a Schedule to a Pinboard using your Product Library.
To do this, select the items in your Schedule using the checkboxes, then click Action > Add to Product Library to save them. Next, open your Pinboard, click + New, and choose Import from Product Library to add those images to your presentation.
What should I do if the Add from URL feature is not working as expected?
If the Add from URL feature isn’t importing your product details as expected, we recommend trying the Web Clipper as an alternative.
Some websites may block these tools, so testing both can help confirm whether the issue is site-specific. It’s also helpful to try a few different websites to see if the issue is isolated or more widespread.
If you’re still experiencing issues, please try the following:
Make sure you’re copying the URL directly from the browser’s address bar (not a share link)
Clear your browser cache and cookies
Try a different browser, such as Chrome or Edge
Check your internet connection
If the issue persists:
Restart your browser completely
Ensure your browser and operating system are up to date
Can my clients access the product website link to view or purchase the item themselves?
Yes, your clients can access product website links when you share schedules through the client dashboard.
When you publish a schedule to the client dashboard, clients can click on product link icon and open the website links included in the product specifications. Just make sure this option is enabled when sharing your schedule!
Could you share examples or templates of schedules set up by category?
Of course! Here are some Programa schedules for you:
Can I export my schedule as individual files?
At the moment, when you export your schedule as a PDF, your main schedule view will be exported as a single file with all product lines listed.
You can also choose to include the spec sheet files in the export if needed - just enable the toggle “Export with detailed product spec sheets” when exporting your file. You can learn more about this here: How to export your Schedule & Spec sheets as PDF
Pricing & Quoting
What information do I need to enter into the Financial view?
Direct Input Fields:
RRP (Recommended Retail Price) | Enter the retail price your client would pay if buying directly from the supplier. |
Trade Price | Enter the price you, as a designer or retailer, pay to purchase the product. |
Trade Discount | This field can automatically calculate the discount based on the RRP and Trade Price. You can also manually enter a specific discount percentage |
Quantity | Enter the number of units required. This is essential for accurate cost calculations. |
Markup (optional) | Enter the percentage you add on top of the cost to charge your client. This can be input directly or calculated from other fields. |
Learn more about Product pricing calculations in Schedules here.
Are the prices on my Schedule shown inclusive or exclusive of tax?
With our tax functionality, you can set your tax preferences in each project to display pricing either inclusive or exclusive of tax.
At the Studio level, you can define your local tax rates and preferences, and then apply them to individual projects.
Once your project tax preference (inclusive or exclusive) is set, the system will automatically calculate tax rates based on your Client Price.
Please note: in Programa, tax categories refer to the following definitions:
Non-taxable: No tax is applied to the product.
Tax exclusive: Tax is added on top of the product price - so the total increases.
Tax inclusive: Tax is already included in the product price. You'll still see the tax amount, but it won't increase the total.
How do I exclude markup from tax calculations?
If you want the tax to be calculated without the markup, disable the 'Add markup' button under your Financial tab.
Note that your markup cannot be excluded from tax calculations while also showing markup and tax totals separately. The tax will always be based on the total client price, which includes markup if it is enabled.
For more information on setting up your tax rates and preferences, see our comprehensive Tax Settings at Studio, Project, and Schedule level guide.
Why can't I add a product to my Quote Request?
Products marked with the below statuses are excluded from bulk requests, to save items being quoted multiple times:
Quoting
Closed
Rejected
Ordered
Payment Due
In Production
In Transit
Installed
Need more help with Schedules, pricing, or quoting? Check out our Pricing & Quoting in your Schedule collection or reach out to our friendly support team on the live chat below.