Overview
Launching is an exciting milestone - but it doesn’t mean everything must stay exactly as it was on Day 1. Most programs evolve over time: organizations shift, user assignments need updating, and program content may need refinement.
Learners, evaluators, and district partners depend on accurate information. Knowing which changes are safe to make and which require extra care helps you maintain program stability while still improving your learners’ experience.
This guide walks you through:
- Changes you can safely make at any time
- Adjustments that require extra consideration
- Situations where you should contact Craft for support
Changes You Can Make Anytime
These updates do not disrupt learner progress and can be made confidently by Sponsor Admins at any point.
Updating Organizations
You can safely update organizational data without affecting any learner’s program state.
You may:
- Fix a misspelled organization name
- Add missing Education Providers or Employers
- Add or update organization admins
These updates ensure your hierarchy stays clean and searchable while keeping role access accurate.
Relevant Articles:
Editing User Information
Basic user information can be updated at any time and will not impact their existing submissions or progress.
You can safely update:
- User names (e.g., corrections or preferred name updates)
- Evaluator assignments
Evaluator changes update who receives submissions going forward. No learner work is lost or reassigned automatically.
Relevant Articles:
- Sponsor Admin: How to Add and Invite People
- Manage Users
- Admin: Assign Learners and Evaluators to Programs
Updating Tags and Cohorts
Tags and cohorts help you segment learners and manage reporting. These are fully safe to adjust.
You can:
- Add or remove people tags
- Create new cohorts
- Archive cohorts that are no longer in use
These updates only impact grouping and visibility — they do not alter a learner’s progress or program state.
Relevant Articles:
Adjusting Program Content
Programs may need revisions after launch. Minor adjustments are generally ok to complete, particularly if the relevant level has not yet been unlocked by learners.
You can safely update:
- Titles
- Descriptions
- Attached Resources
- Rubric labels and descriptions
- Please note, you cannot add additional criterion, change scoring numbers, add ratings or remove ratings on published rubrics.
- Activity requirements
These changes help you improve clarity, fix typos, or refine expectations.
However, before editing content in a level that learners have already unlocked, review the potential impact on:
- Submitted work
- Pending evaluations
- Instructions learners may already have acted on
Relevant Articles:
Changes That Require Help from Craft
Some updates are more complex and can significantly impact reporting, auditing, compliance, or learner experience. These should be handled by Craft support to avoid accidental data inconsistencies.
Contact Craft if you need help with:
Account or System-Level Changes
- Updating email addresses (affects login)
- Merging duplicate learner or evaluator accounts
- Learner assigned to the wrong Education Provider or Employer
These require backend updates to preserve data integrity.
Need Help?
If you're unsure whether a change is safe, especially if it affects current learners, reach out to us at support@crafteducation.com. We’re here to help ensure smooth program management without disrupting learner progress.