The Program Overview is the home page for your program's settings. It shows your program's login and enrolment links, where the program is in its lifecycle, how much of its content is ready, and what still needs to be done before you can open enrolment or go live. It also gives you a summary of your program's details and key dates.

Use the Program Overview as your checklist while you build a program. When everything is ready, you start enrolling or activate the program from here.

To open it, open your program and select Edit. Under Program Overview in the left-hand menu, select Program Set Up.

Program Links

At the top of the page you'll find your program's links:

• Program - the link learners use to log in to the program.
• Enrolment - the link learners use to enrol.

Select the copy icon next to either link to copy it. If your program has a program code, it's shown below the links.

Turn on Enable public enrolment from direct share link to let anyone with the enrolment link enrol, even if the program isn't in the public catalogue.

Select Favourite to add the program to your favourites tab in Program Admin.

Program Lifecycle

The Program lifecycle shows your program's current status, with a short description of what that status means. Each program moves through these stages:

• Draft - the program is being built and isn't visible to learners. Every new program and copy starts in Draft, so you can set it up and add content before anyone can enrol.
• Enrolling - learners can enrol, but they can't get into the program yet. The program opens to learners when you activate it. Use Enrolling to take enrolments while you finish getting the program ready.
• Active - the program is live, and learners can get into it. If you've locked the program until a specific date, learners can get in from that date, and the lifecycle shows when it unlocks.
• Archived - the program has finished and is held in the archive. Archiving a program also archives all its team enrolments. Learners can no longer see or access an archived program, if they received a badge for the program, the badge will remain in their achievements. Once a program is archived, you'll find it under Archived Programs in Program Admin.
• Cancelled - the program was cancelled before it started. You'll find it under Cancelled Programs in Program Admin. Learners who were enrolled see a message on the program saying it has been cancelled, and that someone from your team will be in touch to discuss their options.

To move a program to Enrolling or Active, use Start enrolling or Activate, described below. To change the status in any other way, such as archiving or cancelling the program, select the three dots next to the lifecycle, then choose the new status.

Some status changes can't be undone, so it's worth knowing how a program can move between them:

• A Draft program can move to Enrolling, or go straight to Active.
• Once a program is Enrolling, it can't return to Draft.
• Once a program is Active, it can't return to Enrolling or Draft.
• An Archived program can only return to Active, and only once every requirement is complete.
• A Cancelled program can only return to Draft.

Authoring Progress

Authoring progress shows how many items and pages your program has, and how many are Published, Draft, ready to publish or Draft, not ready. Learners only see published content. Content that's still in draft doesn't stop your program from moving to Enrolling or Active.

Getting Ready to Enrol and Go Live

Two checklists show what still needs to be done:

• Ready to open enrolment - the requirements to complete before you can select Start enrolling.
• Ready to go live - the extra requirements to complete before you can select Activate. To activate, every requirement on both checklists must be complete.

Each row shows a settings area and how many items are outstanding. The requirements depend on how your program is set up. For example, a paid program needs a purchase plan, and a program listed in the catalogue needs a catalogue listing. Select Show more to see every row.

Select a row's outstanding count to see exactly what's missing. From there, you can go straight to the screen where you complete it. For some features, you can also turn the feature off instead. Turning a feature off from this window saves immediately.

When a checklist is complete, select Start enrolling or Activate to change your program's status.

Starting Enrolment, Going Live and Publishing Your Content

When you select Start enrolling or Activate, Academy checks your program's content before the status changes. If anything learners need is still in draft, a window shows you what's unpublished and lets you publish it in the same step, so you don't have to go through each page first.

In either window, select Close to cancel without changing anything, or Keep setting up to go and finish the content that isn't ready.

Starting Enrolment

Once you start enrolling, learners can enrol straight away, but the classroom stays closed until you activate the program.

When you select Start enrolling, Academy checks your program's sessions. That's because, depending on how your program is set up, learners who enrol see your sessions in their onboarding calendar, or get calendar invites for them on their enrolment email. Only published sessions are included, and only once the page they're on is published too. If sessions are missing, learners won't have the full schedule and may miss sessions.

If some sessions aren't published, you'll see Some sessions aren't published, with every session in the program listed by page:

• Sessions that are ready to publish are selected for you. Untick any you don't want to publish yet, or use Clear selection and Select all ready.
• Sessions that aren't ready can't be selected. Each one shows what still needs to be done, such as Add a meeting link.
• If a session's page is also in draft, the page is published with it. The window tells you, for example “This also publishes 1 page.”

Then select Publish [number] sessions and start enrolling. If you clear every session, the button changes to Start enrolling without publishing, which opens enrolment and leaves your sessions in draft.

If your program calendar is on but your program has no sessions yet, you'll be told that learners won't see any sessions in their onboarding calendar or calendar invites. Add sessions to your program, or turn off Program calendar on the Experience tab if you don't need it. You can still select Start enrolling anyway.

If every session is already published, you'll simply be asked to confirm that you're ready to open the program for enrolments.

Your selected sessions are published, and the program moves to Enrolling straight away. There's no further step to confirm, so check your selection before you select the button.

Once your program is Enrolling:

• the Program lifecycle shows Enrolling, and Authoring progress includes anything you've just published;
• the Ready to open enrolment checklist is no longer shown, and only Ready to go live remains, with the Activate button;
• a Class Progress summary appears, showing how many learners are at each stage, from Not Started to Successful;
• a banner at the top of each page reminds you that you're editing a live program, so changes take effect straight away and may affect learners who have already enrolled.

Going Live

When you activate, the classroom opens and enrolled learners can get into the program straight away, and are sent the Program Open email. If the classroom is locked until a specific date, it opens on that date instead, and learners get the email then.

When you select Activate, Academy checks all your program's content, including pages, sections, sessions and activities. Anything still in draft stays hidden from learners once the program is live, which can leave gaps: learners may get confused, or finish the program without seeing everything.

If some content isn't published, you'll see Some content isn't published, with how many items are published, ready to publish and not ready yet. Choose what to publish:

• Just publish what's ready - publishes every item that's ready, and tells you how many pages, sections and activities that is. Anything not ready stays in draft. This option is selected for you.
• Select what to publish - choose the pages, sections and activities to publish yourself.
• Don't publish anything - activates the program now. Everything in draft stays hidden from learners.
   

Academy also tells you about anything that won't show the way you might expect. For example, an item stays hidden until the page it's on is published, or shows to learners as locked until you unlock it.

If you choose Select what to publish, you'll see your program's pages with their status. Select the arrow next to a page or section to see what's inside it, then tick the items you want to publish. Items that aren't ready can't be ticked, and show what still needs to be done.

Then select Publish [number] items and activate, or Activate without publishing if you chose not to publish anything.

If all your content is already published, you'll simply be asked to confirm that you're ready to make the program live.

If Something Doesn't Publish

Some items might not publish, for example if something inside them isn't ready any more. If so, you'll see which items didn't publish and why. Anything that did publish stays published. You can then choose whether to start enrolling or activate anyway, or go back and fix the items first. If nothing could be published, your program's status doesn't change.

You don't have to publish from here. You can publish your content at any time from each page, before or after you start enrolling or activate. Read more in Drafting and Publishing Pages, Sections & Activities.

Program Details and Key Dates

At the bottom of the page, Program details summarises your program's settings, such as its delivery mode, path, enrolment method, time zone, payment, org unit, seat limit, grading, groups and codes. Key dates shows a timeline of when enrolment closes, when the program starts and when it ends.

To change any of these, go to Details & Key Dates.

The Program Set Up Menu

Under Program Set Up in the left-hand menu, you'll find each area of your program's settings. Some only appear when you've turned on the feature they belong to:

• Details & Settings - your program's details, description, key dates, categories and codes, and the features it uses.
• Learning Objectives - shown when Learning objectives is turned on.
• Payments & Pricing - shown for paid programs.
• Catalogue - shown when the program is listed in the catalogue.
• Application - shown for application programs.
• Social Learning - shown when Social learning is turned on.
• Coaching - shown when Coaching is turned on.

A green dot next to a page means everything required on it is complete. A half-filled dot means there's still something to do.

Tip: Select the g icon on the right of the page to open the Guroo Help panel. It explains each setting on the page, based on how your program is currently set up.