Program Statuses
Automatic Transitions
The transition between In Design and Launch Ready is automatic. When your program has at least one component and enrolled participants, the status moves to Launch Ready. If you remove all components or participants, it moves back to In Design. All other transitions are manual - you decide when to launch, end, or archive.Preparing to Launch
When your program reaches Launch Ready status, the program dashboard shows a launch checklist:
1
Decide participants
Confirm that the right people are enrolled. The checklist shows whether participants have been added.Manage participants ->
2
Schedule launch emails
Optionally configure pre-launch communications. The recommendation is to send at least two emails from you or an influential leader before the automated enrollment email goes out. Mark this step as complete when ready.
3
Automated enrollment email
When the program launches, an automated email goes to all enrolled participants:
Subject: “Please read: You’re enrolled in [Program Name]” From: [email protected]The email is sent on the launch date you configured.
Launching a Program
You have two options for launching:Launch Now
Click Launch Now on the launch panel. A confirmation dialog appears:“All of your participants will be notified. This is not reversible.”Click Launch Now to confirm. The program immediately becomes Live.
Schedule for Later
If your target launch date is in the future, the program launches automatically when that date arrives. You can also click Edit Schedule to change the launch date and time.What Happens at Launch
When a program launches, several things happen automatically:- Status changes to Live
- Enrollment emails are sent to all participants
- Components set to auto-launch have their launch dates synced to the program’s launch date
- Roleplay scenario permissions are synced so participants can access assigned scenarios
- Program leads receive a “program is live” notification email
Managing a Live Program
While a program is live, you can:- Add new components: New activities can be added at any time
- Edit existing components: Update dates, content, participants, and settings
- Close components early: End a component before its scheduled close date. This finalizes participant statuses for that component.
- Grant deadline extensions: Give participants more time on specific components
- Send nudges: Remind participants to complete pending work
- Add participants: New participants can be enrolled into a live program. They gain access to all “all participants” components.
- Remove participants: Remove someone who should no longer be in the program
Ending a Program
When your program’s training period is over, end it to finalize results.1
Open the actions menu
From the program dashboard or the programs list, click the actions menu and select End Program.
2
Confirm
A confirmation dialog explains what will happen:
- All ongoing components are closed (participant statuses are finalized)
- All upcoming and in-design components are removed
- The program status changes to Complete
3
Review results
After the program ends:
- Program leads receive a completion email with pass/fail statistics
- Participants receive a status notification email
- If a certification is linked, certificates are automatically issued to participants who completed all required components
When a program ends, each participant’s final status is calculated based on their completion of required components. Participants who completed all required components are marked Complete. Those who did not are marked Did Not Pass. Optional components do not count toward this calculation.
You can still grant per-participant extensions on a completed program. Extending someone with Did Not Pass or Did Not Finish does not reopen the program - the participant continues on a personal extension, and their status (and any linked certificate) updates when they finish. See Extending Deadlines.
Archiving a Program
Archiving is for programs that were never launched. It removes the program from your active list and cancels any scheduled invitations.1
Open the actions menu
From the programs list, click the actions menu on the program you want to archive and select Archive.
2
Confirm
A confirmation dialog explains what will happen:
- Scheduled participant invitations are cancelled
- Reserved credits are restored to your workspace account
- The program moves to Archived status
Lifecycle Summary
- In Design and Launch Ready can be archived
- Live can only be ended (Complete)
- Complete is a final state
Program Notifications
Exec sends automatic email notifications at key points in the program lifecycle. All program emails are skipped for demo programs.Notification Reference
Component Launch Emails
When a component’s start date arrives and the program is live, Exec automatically sends a launch email to all participants. The email content varies by component type:- Surveys, Action Items, Articles, Videos - “Please take the [component name]” with a link to complete it
- Announcements - The announcement content is included directly in the email body
- 1:1 Coaching - “Find My Coach” prompt with a link to select a coach
Component launch emails are only sent once per participant per component. If you change a component’s start date after it was already sent, participants who already received the email won’t get a second one.