Every requirement in Ankored has an expiration setting. It controls how long a member's completion stays valid before they need to complete the requirement again. There are three options.
1. Expires N Days After Completion
This setting creates a personalized expiration timeline that starts counting from each individual's completion date. When you set a 365-day expiration period:
If Sarah completes her requirement on January 1st, 2025, it remains valid until December 31st, 2025
If Mike completes the same requirement on February 15th, 2025, his will be valid until February 14th, 2026
2. Expires on a Certain Date
With this setting, the requirement expires on the same month and day for everyone, regardless of when they completed it. You can also choose the cadence, such as every 1, 2, or 3 years. For example, if you select January 1st every year:
A requirement completed on January 15th, 2025, expires January 1st, 2026
The same requirement completed on December 1st, 2025, also expires January 1st, 2026
3. Does Not Expire
Choose this option when a requirement needs to be completed just once with no future renewals needed. After completion, it remains permanently valid in the system.
Choosing the right setting
Which expiration setting to use is your organization's decision, and it can be different for each requirement. It often depends on your organization's policies, your governing body, and your state's laws. The Ankored team can help you set up your expiration settings, but your organization chooses them.
Will members have to redo a requirement if they participate again?
A very common question is: "Our coaches only need a background check once a year. If they coach again in the winter or spring, will they be asked to do it again?"
No. Ankored keeps track of every completed requirement. Once a member completes a requirement, it stays valid until it expires based on the setting you chose. This applies to every requirement, not just background checks.
Across seasons: if a coach completes an annual background check in the fall and coaches again in the winter or spring, they will not be asked to complete it again until it expires.
Across programs and roles: if a member is added to more than one program, or has more than one role, and those roles share the same requirement, they only need to complete it once. They will not be prompted to complete it again for each program or role.
The key: use the same email address
Ankored identifies each member by their email address. A member's completed requirements carry over across programs and roles only when they use the same email address each time.
If a member is added or registers with a different email address, Ankored treats them as a separate person with a separate profile, and they will be asked to complete their requirements again. To avoid this, make sure members use the same email address every season and for every program. If a member already has two profiles, see How to Transfer a User from One Email Profile to Another.
Need help?
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