If your organization uses LeagueApps, this guide explains what to do in Ankored when a season, program, or registration ends, and how to get ready before your next registration opens.
When your season ends: set your programs to Inactive
Once your event, season, or registration is over, set the program, or all of your programs for that season, to Inactive in Ankored.
What Inactive means
Inactive is a temporary, reversible pause. Nothing is deleted.
Your views stay accurate. Inactive programs and their members drop out of your active compliance views, so your dashboard reflects who is actually participating right now.
Reminders stop. Inactive members do not receive compliance reminder emails, so you aren't contacting people who aren't participating.
History is kept. Completed requirements and history stay exactly as they were. Members don't need to redo anything that is still valid when they return.
It cascades. Setting a parent program inactive also sets its sub-programs and all of their members inactive, so you can close out a whole season in one step.
Program admins lose access while inactive. Staff in an inactive program no longer have admin access to that program until it is reactivated.
It's easy to undo. Reactivating a program restores everything exactly as it was.
How to set a program to Inactive
Go to Programs in the left-hand navigation.
Find the program, or the parent program, for the season that is ending.
Set it to Inactive.
Tip: use the Show active programs only toggle on your Dashboard to hide inactive programs from view. For more detail, see Setting Programs and Members Inactive: A Guide for Admins.
How requirement statuses carry over to your next season
Completed requirements don't reset at the end of a season. Each requirement stays valid until it expires, based on the expiration setting you chose for it.
Still valid: if a member's requirement hasn't expired yet, it keeps showing as complete when they come back for a new season or a new program. If all of their requirements are still valid, they show as Cleared and won't be asked to complete anything again until something expires.
Expiring soon: once a requirement is within 30 days of expiring, it shows as Expiring Soon, and the member can renew it early.
Expired: once a requirement's expiration date passes, it goes back to Incomplete, and the member is asked to complete it again.
For example, if your background check expires one year after completion, a coach who cleared it last spring stays Cleared for that requirement this fall, and won't need a new check until next spring.
This works as long as the member registers in LeagueApps with the same email address each season. A different email address creates a separate Ankored profile, and that profile will be asked to complete everything again. See Understanding Requirement Expiration Options.
Your LeagueApps integration stays live
Your integration between LeagueApps and Ankored stays connected between seasons. That means when you add a new program in LeagueApps with the Ankored Compliance tag, you can expect that program, and the members who register for it, to sync into Ankored automatically.
Because members sync in as soon as they register, it's important that your roles and requirements in Ankored are ready before registration opens. Otherwise, members may come into Ankored with the wrong requirements, or with none at all.
Before you open a new registration
When you're getting ready to open registration for a new season or new programs, email [email protected] and let us know:
Which programs you plan to sync into Ankored
Any changes to your roles, such as a new role or a renamed role
Any changes to your requirements, such as a new requirement or a requirement you no longer need
We'll help make sure everything is set up before your members start syncing in.
Making changes to roles and requirements
If you're making changes yourself, these articles walk you through it:
How to add a new role in Ankored. If you add a new role, also create the same role in LeagueApps so your members register under it, then assign the requirements that role needs in your Requirement Library in Ankored.
How to Edit a Requirement. Change a requirement's name, instructions, expiration, or assignments, or deactivate requirements you no longer use.
For more on how the integration works, see How the LeagueApps Integration Works: Admin Guide.
Need help?
Contact [email protected].