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Manage program lifecycle

Activate, update, or end a program deliberately. The program status and settings persist and the UI explains roster effects.

Status
Verified 2026-07-29 on build 40f78fa
Who can do this
Organization owners, Managers, Staff
Required access
members.change
Where in PositiveForm
/programs/:slug/settings
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Who this is for

This guide is for desk staff, managers, and owners deciding what a program is called, when it runs, whether it is currently offered, and which belt system it feeds.

The thing worth knowing before you change anything: an inactive program keeps its roster. Members can even be planned into one. Making a program inactive stops it being offered; it does not unenroll anybody.

You need the members.change permission.

Before you begin

  • Know the difference between ending a program and making it inactive. Ending is a date; inactive is a status. Neither removes members.
  • If you are changing the URL slug, know that it is what the program's address is built from, so existing links stop working.

Steps

  1. Open the program and click the Settings tab.
  2. Edit Program name.
  3. Check the URL slug. It is used in the friendly program URL and must be unique within your organization.
  4. Use Description (optional) for context staff need.
  5. Add Program tags (optional) from your reusable tag list, for example Summer Camp or Homeschool Group. The page says what they are for: they are staff labels and do not limit who can join the program.
  6. Set Status, for example Active.
  7. Set Starts on (optional) and Ends on (optional) if the program runs for a defined period.
  8. Choose an Advancement progression (optional) to link the belt or level system this program feeds. A progression can be reused by several programs, and rank changes stay auditable testing work rather than happening silently here.
  9. Save the settings.

Expected outcome

The settings persist and the program workspace header reflects them: the name, the status, the location, and the member and schedule counts.

Changing status changes what is offered, not who is enrolled. An inactive program keeps its roster and still appears in the programs list with its member count. Members can be planned into an inactive program, which is how you set up next term before it opens.

Setting a progression links the program to that belt system without promoting anybody. Rank changes remain testing work with their own record.

To see who is enrolled after a lifecycle change, use the enrollment queue; see Manage the enrollment queue.

Screenshots

Program settings, with the name, slug, tags, status, dates, and advancement progression
Program settings, with the name, slug, tags, status, dates, and advancement progression

Recovery

If the slug is refused, another program in this organization already uses it. Slugs are unique per organization; pick a different one.

If saving fails, PositiveForm shows the reason and your edits stay on screen.

If you changed the slug and links now break, change it back. The address is built from the slug, so an old bookmark or a link you sent a colleague points at the previous one.

If you made a program inactive expecting the roster to clear, it has not, and that is deliberate. Change the enrollments themselves in Manage the enrollment queue.

If tags are not narrowing who can enrol, they are not meant to. The page says so: tags are reusable staff labels.