The short version
Existing projects are not being forced into a new way of working overnight. You can keep working in them as they are and choose when to explore New schedules. The biggest change is how product information is organised: specify a product once, then use different schedules and views to work with that same information.
Why did you change Schedules?
To help your studio spend less time managing information and more time designing and delivering great projects.
In the old Schedules, the same product could appear in multiple schedules as separate copies. Every change meant updating each copy individually, creating unnecessary admin and more opportunities for mistakes.
New Schedules brings everything together. Specify a product once, then create different views for clients, suppliers, rooms or procurement, all using the same information. Make a change once and every view stays up to date.
Less double-handling, fewer errors and a faster, more connected way to manage projects from specification to delivery.
We've also introduced some of the most-requested improvements from studios:
Manage products across rooms: Use one product in multiple locations, with quantities calculated for each.
Make changes faster: Edit products in a spreadsheet-style Sheet view, with powerful bulk editing tools.
Capture every detail: Record specifications tailored to each product category.
Keep track of changes: Use Revisions to clearly identify what's changed between rounds.
Share with confidence: Save Issues to keep an exact record of what you've shared with clients and collaborators.
Getting your studio ready
Will my current projects automatically change to New schedules?
No. Your existing projects stay on the current Schedules experience unless you choose to migrate them. You do not need to change how your team works on a live project simply because the new experience becomes available.
Do I have to move every project at once?
No. Migration is a project-by-project choice. You can explore New schedules without moving every existing project in your studio at the same time.
How should I prepare my team?
Start with the change that matters most: your schedules become different ways of viewing the same project products, rather than separate copies to maintain.
A practical first session is to choose a low-stakes project, look at the same products in a couple of layouts, make one change and see where it appears. Agree which project and saved views your team will use before moving a live workflow. You can keep current projects in the existing experience while the team gets familiar with the new one.
What happens to new projects?
Once New schedules is enabled for your studio, brand-new projects use the new experience. Existing projects can continue using the old one. That is why you may see both experiences in the same studio.
Do I need to download or install anything?
No. New schedules is an update within Programa, not a separate download or installation. Once it is available to your studio, you can access it in the app and choose whether to migrate an existing project.
If I dismiss the introduction, can I come back later?
Yes. The migration flow has a return path in the project/files area through “Try it now”. You do not need to migrate the first time you see the prompt.
Moving an existing project
Does migration replace my original project?
No. The migration flow creates a separate New schedules project. Your original project remains in the existing experience.
The two projects are separate working records, not synchronised versions. Agree which one your team will work in after the move so changes do not end up split across both.
Can I undo a migration?
No. Migration creates a separate project in New Schedules and can't be reversed.
Your original project remains unchanged, with all its products, purchase orders and invoices. You can continue working in it if you're not ready to switch.
The two projects don't sync, so make sure your team agrees which one to work in to avoid splitting changes between them.
Will my clients still have access to a migrated project?
Yes. When you migrate a project, your existing clients are automatically added to the new project with the same access permissions.
However, the new project is initially unpublished, and your clients won't receive any notifications about the migration.
When you're ready to share the new project, you can choose to send an email notification to your clients with new links to their Client Dashboard.
This means you can explore New Schedules and check everything is ready before introducing the changes to your clients.
Where did my sections go?
When you migrate a project, your section headings become Labels. To see products organised under those headings again, group your schedule by Label.
If you used sections to organise products by room, try Locations instead. Locations let you assign one product to multiple rooms, with a quantity for each.
What happens to my existing schedules?
Each existing schedule becomes a saved view in the new project. Your products are brought into one project-wide collection, and the saved views give you familiar ways to find the selections from each schedule.
Do not assume repeated products have been combined into one shared product. Review them before deciding how to organise the migrated project.
Will my purchase orders and invoices move too?
No. Existing purchase orders and invoices are not included in the migration and remain with the original project. If your project has active purchasing or invoicing, factor that into which project you choose to move and when.
Where have Product details and Important information gone?
In the new experience, that existing text is brought into product Notes. If a familiar field is no longer where you expect it, check Notes before assuming the information has disappeared.
Why does a migrated product say “No status” when it was ordered or delivered?
Product review, procurement and payment are tracked separately. The main product badge may say “No status” while the procurement indicator still shows the ordering or delivery state. Check the relevant indicator rather than treating the main badge as the whole picture.
Working in New schedules
Why isn't shipping shown separately in my totals?
If shipping is set to be added to the client total, it's included in the total but isn't currently displayed as a separate line.
To see the full breakdown, open the product and go to the Financial tab, where you'll find the client price, shipping and tax listed separately.
If I change a product in one schedule, do I need to update it everywhere else?
Not when those schedules are views of the same product in the same project. They use the same underlying product record, so a change to that record appears wherever it is shown.
Separate product copies are still separate records. This does not synchronise products across different projects.
Can I keep working by room, supplier or trade?
Yes. Group and filter the project’s products to suit the job, then save that setup as a view. For example, you can keep a room view for reviewing selections and a supplier view for checking everything you need from one supplier, without creating another set of product records.
Am I locked into the first layout I choose?
No. You can switch between the schedule-style Classic layout, List, Card and the editable Sheet. Changing the layout changes how you see the products, not the products themselves.
How do I use one product in several rooms?
Assign the product to multiple Locations and set the quantity needed in each. The product keeps one set of shared specifications, while the location quantities contribute to its total.
For example, use the same fitting in the kitchen and laundry without maintaining a separate specification for each room.
Are category-specific specifications included in PDFs?
Yes. Category-specific specifications are supported in schedule PDFs, not only in individual product spec sheets. Preview a sample PDF before issuing it so you know which details the recipient will see.
Why am I seeing duplicate document-code warnings across schedules?
Document-code checks now run across the project’s products, rather than treating each old schedule as a separate set. Review the products sharing that code before changing it; the warning can reflect the wider project check rather than a new duplicate created by your team.