We've redesigned how programs are created, set up and launched in Academy. The new setup guides you through each step, shows you exactly what's still to do, and lets you build your program's content in draft before learners see anything.

This article summarises what's changed, and where to find each setting now. For the details of each area, follow the links to the full articles.

In short:

• Add Program now opens a step-by-step setup for new programs and copies.
• The Program Overview is now a checklist that shows what's left to do, and it's where you open enrolment and go live.
• Programs have a new Enrolling status, between Draft and Active. This status allows learners to enrol in a program, but they cannot access it until you change the program status to Active.
• Program settings have been reorganised into the Details & Settings tabs, plus a page for each feature you turn on.
• Pages, sections, sessions and activities each have their own Draft or Published status, so learners only see content you've published.

Creating and Copying Programs

Previously, creating a program asked for a title, a path and whether the program had a single page or multiple pages. Everything else was set up afterwards in the program settings.

Now, when you select Add Program in Program Admin, you choose the kind of program you're creating, and Academy walks you through setting it up:

• New Program - choose a program type, such as a Cohort Based Course or a Start Anytime Course, then work through the Details, About, Key Dates, Categories & Codes and Experience steps. Your program is created in Draft at the end of this process.
• Copy - copy an existing program or a program template. You can shift all the program's dates to fit a new start date, and you'll see a summary of what will be copied before the copy starts.

A few things to know when copying:

• Webinar links and the program team are cleared, so you'll need to add them to the new program.
• Purchase Plans and substitution settings can be toggled on or off when copying.
• Evaluations and scheduled posts are copied as drafts.

Read more about creating new programs, copies and templates here.

The Program Overview

The Program Overview used to be a summary of your program's settings. It's now the home page for setting up your program, and shows:

• your program and enrolment links;
• the Program lifecycle, showing where your program is in the ;
• Authoring progress, showing how much of your content is published;
• two checklists, Ready to open enrolment and Ready to go live, which list all the settings you still need to complete before you can change your program to either of these statuses.

Select an item's outstanding count on a checklist to see exactly what's missing, and go straight to where you complete it. To find the Program Overview, open your program and select Edit, then select Program Set Up under Program Overview in the left-hand menu.

Read more about the Program Overview here.

Program Status and the New Enrolling Stage

Previously, you changed a program's status using the Status setting on the Details tab. Programs were Draft, Active, Archived or Cancelled.

Now, you change your program's status from the Program Overview, and there's a new Enrolling stage:

• Draft - the program is being built and isn't visible to learners.
• Enrolling - learners can enrol, but can't access the program until you activate it.
• Active - the program is live, and learners can access it.
• Archived and Cancelled - as before.

To open enrolment, complete the Ready to open enrolment checklist, then select Start enrolling. To go live, complete both checklists, then select Activate. A program can go straight from Draft to Active once both checklists are complete.

If you still have content in draft, Academy checks it with you before changing the status:

• Start enrolling lists any draft sessions, so the ones learners see on the onboarding calendar or in their enrolment email are published. Sessions that are ready are ticked for you, and you can untick any you're not ready to publish.
• Activate lets you publish everything that's ready, choose what to publish, or activate without publishing anything. Anything you don't publish stays hidden from learners until you publish it.
   

Select Keep setting up to go back and finish your content first. Your selection is published and the status changes as soon as you confirm, so check it before you continue.

Some status changes can't be undone. Once a program is Enrolling, it can't go back to Draft, and once it's Active, it can't go back to Enrolling or Draft.

Program Settings

Program settings have been reorganised. The core settings are now on five tabs under Details & Settings, and each feature you turn on gets its own page under Program Set Up in the left-hand menu. Feature pages only appear when the feature is turned on, so you only see the settings your program uses.

A green dot next to a page means everything required on it is complete, and a half-filled dot means there's still something to do. The banner at the top of each page shows how many required items are complete.

Here's where each setting has moved:

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

Drafting and Publishing Content

Every page, section, session and activity in your program now has its own status, so you can build and review content in draft and publish each part when it's ready. Learners only see published content.

• A green dot means published, a blue dot means draft and ready to publish, and a half-filled dot means something required is missing.
• Publish an activity, section, session or page from the three dots next to its status. Publishing a section or session publishes its activities and lets you choose when learners can open it. Publishing a page publishes everything which is ready to publish on it. Any tasks or sessions which are not yet ready to publish will remain in draft.
• In the session and section editors, your changes are saved when you select Save as Draft or Save & Publish on the last step.
• Authoring progress on the Program Overview shows how much of your whole program is published.

Read more in Drafting and Publishing Pages, Sections & Activities.

What Happens to Existing Programs

Your existing programs move to the new setup automatically, and nothing changes for your learners.

• Program settings stay the same. All your settings carry across as they are. The only difference is that the Face-to-Face delivery mode is now called In Person.
• Active programs stay live. Everything in them, including pages, sections, sessions and activities, is set to Published. Locked content stays locked, and anything that wasn’t available to learners stays unavailable, so learners keep the same access they had before.
• Draft programs stay in Draft. Everything in them is set to Draft. Before this change, content didn’t have its own Draft or Published status. Because the program is still in Draft, learners can’t see it until you’re ready.

Common Questions

Where has the Status setting gone?
Program status is now changed from the Program Overview. Use Start enrolling or Activate to move your program forward, or the three dots next to the Program lifecycle to archive or cancel it.

Why can't I select Start enrolling or Activate?
There's still something outstanding on the checklist. Select the outstanding count next to each item to see what's missing.

Do I need to publish all my content before I start enrolling or activate?
No. When you select Start enrolling or Activate, you can choose what to publish at the same time. Anything you leave in draft stays hidden from learners until you publish it.

Where has the Configuration tab gone?
The feature toggles are now on the Experience tab, and the banner, thumbnail and description are on the About tab.

I can't see a settings page, such as Coaching or Payments & Pricing. Where is it?
Feature pages only appear when the feature is turned on. Turn on most features from the Experience tab. For Payments & Pricing, set Payment to Paid on the Details tab. For Catalogue, set List in the Catalogue to Yes, and for Application, set Application Program to Yes, both on the Details tab.

Do learners see content while it's in draft?
No. Learners only see published content, and they can't get into the program until it's Active.