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Creating programs

Four ways to build an event program — choose the method that fits your workflow.

On this page

Choosing a method

  1. From the Dashboard, click + New Program.
  2. The Create screen appears. Stay on the Create Event tab.
  3. Pick a method from the two groups:
    • Manual — From Scratch: create an event workspace and build the program yourself item by item.
    • Build with AI — three AI-assisted methods: From Brief, Import from PDF/DOCX, and Digitise from Photo.

From Scratch

Best for: when you know exactly what content you need and want full control from the start.

  1. Click From Scratch.
  2. The event workspace opens in a new browser tab with a blank program.
  3. Enter the Program Title (required) and an optional description.
  4. Optionally set a Venue — start typing a venue name and select from the autocomplete suggestions. Programleaf looks up the location automatically so guests can tap through to Google Maps for directions. You can also leave the field blank or type a venue name without selecting a suggestion (directions will not be available).
  5. Click + Add Section to create your first section heading.
  6. Click + Add Item inside the section to add your first item.
  7. Fill in the item's Heading and optional Content field.
  8. Repeat steps 4–6 until your program is complete.
  9. Click Save in the toolbar.
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Tip

You can add items directly without creating sections first — sections are optional organizers.

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Note

Set your event start and end time accurately. Programleaf uses these times to determine when your full guest capacity is available for Live Control. Without a correct event time, your session will run in Test mode (5-viewer cap) even during the actual event. Add at least 30 minutes of buffer on each end to cover early arrivals and overruns.

From Brief

Best for: quickly generating a full program when you have an event brief and want a head start.

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Plan requirement

The Free plan includes 3 AI creates, a lifetime allowance that never resets. The Standard plan includes 20 AI creates per month.

Step 1 — Choose your event type

  1. Click From Brief from the Create screen.
  2. Select your event type from the pill options: Wedding, Church Service, Birthday, Conference, Meeting, Funeral, Graduation, Concert/Performance, Dinner/Gala, or Other.
  3. Selecting a type auto-advances to the next question.

Step 2 — Answer the AI questions

  1. Enter the event title (e.g., "Sarah & James Wedding").
  2. Enter the event date and start time — the time picker collects both date and time together.
  3. Write a program brief: describe key moments, participants, or special requirements (up to 800 characters). The more detail you provide, the better the output.
  4. Select a tone: Formal, Semi-formal, or Casual.
  5. Optionally indicate an item count estimate (how many agenda items you expect).
  6. Select your color preferences for the program design.

Step 3 — Review and generate

  1. A review page shows a summary of your inputs. Check the details and make any changes before proceeding.
  2. Click Generate Program. The AI will build the program (usually 10–20 seconds).
  3. Review the generated program. You can edit the content directly on the page.
  4. Once happy, click Save to create the program and open it in the event workspace.
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Tip

Include names, timings, and specific moments in the brief — AI generates much richer output when the brief has concrete details. Example: "Ceremony at 2pm: processional, readings by John & Mary, vows exchange, ring ceremony, recessional. Reception from 4pm: cocktail hour, dinner, 3 speeches, first dance."

Import from PDF/DOCX

Best for: when you already have a printed or digital program saved as a PDF or Word document.

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Plan requirement

Document import uses one AI create credit, available on both Free (3 lifetime) and Standard (20/month).

  1. Click Import from PDF/DOCX from the Create screen.
  2. Click Upload file and select a PDF or DOCX file from your device. Maximum file size: 10 MB.
  3. The system extracts the text (up to 10,000 words) and sends it to AI for structuring.
  4. A generated program is displayed. Review the content — AI will have organized the extracted text into sections and items.
  5. Edit directly on the page if needed (AI extraction is not always perfect, especially for complex layouts), then click Save.
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Important

Heavily formatted documents (multi-column PDFs, tables) may not extract cleanly. For best results, use simple, single-column documents. Always review the output before saving.

Digitise from Photo

Best for: when you have a physical printed program and want to digitize it by taking a photo.

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Plan requirement

Photo import uses one AI create credit, available on both Free (3 lifetime) and Standard (20/month).

  1. Click Digitise from Photo from the Create screen.
  2. Click Upload image and select a JPG or PNG file. Maximum file size: 10 MB.
  3. The image is processed using AI vision to read and structure the text content.
  4. Review the generated program. Edit directly on the page to correct any errors (AI may misread handwriting or stylized fonts), then click Save.
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Tip

For best results: photograph in good lighting, lay the program flat, keep the camera directly overhead, and ensure the text is sharp and in focus. Avoid glare and shadows.

Creation limits by plan

Each plan sets a monthly limit on how many new programs you can create:

PlanPrograms / monthAI createsAI tweaks / monthItems / program
Free23 (lifetime)—18
Standard2020 / month5050
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Note

AI tweaks are used by the AI Assist panel inside the workspace (reorder, optimize, brainstorm suggestions). They are separate from creation credits.

Related guides

Editing programsDesigning programsPlans & pricing