I’m an Education Provider Admin Setting Up a New Year After Major Program Changes

    Overview

    This guide is designed for Education Provider (EP) Admins who are preparing for a new group of learners and evaluators after making significant changes to their program. It walks through the key setup steps-updating or creating a program, adding and assigning users, refreshing tags and cohorts, and inviting participants-in the recommended order to ensure a smooth launch. This article assumes you are already familiar with Craft's OJL Tracker and focuses on what to revisit and update when your program has meaningfully changed.

    Before You Begin

    Before adding or inviting users, confirm the following:

    • You understand what has changed in your program (competencies, activities, rubrics, structure, and/or timelines)
    • You know whether your existing program should be recreated
    • You are working with a fresh group of learners and evaluators for a new cycle

    Completing program setup first helps prevent rework and ensures users see the correct content when they log in.

    1. Create a New Program

    Because your program has undergone major changes, you should create a new program in Craft's OJL Tracker rather than editing an existing one. Creating a new program helps preserve historical data from prior cohorts and ensures your new group sees only relevant content.

    When creating your new program, be sure to:

    • Add or update competencies and learning outcomes
    • Build activities and requirements
    • Configure rubrics and target ratings
    • Set due dates and expectations
    • Configure optional features such as Time Tracking, Skills Observation Tracking, or Absence Tracking if needed.

    Take time to review the program carefully before moving forward, as this program will serve as the foundation for all learner and evaluator activity.

    Relevant Help Center Articles:

    2. Add New Users

    Once your new program is fully created, you can begin adding users to the OJL Tracker.

    At this stage, you are creating user accounts only - not inviting them yet.

    You may need to add:

    • Learners
    • Evaluators
    • Instructors (if applicable)
    • Facilitators
    • Additional admins

    Users must first be created before they can be assigned. Learners are assigned to Programs, Evaluators to Learners, Instructors to plans within a Program, and Facilitators to Cohorts.

    Relevant Help Center Articles:

    3. Assign Users

    After users have been added, complete all assignments before sending invitations.

    This includes:

    • Assigning learners to the new program
    • Assigning evaluators to learners
    • Assigning instructors to plans (if applicable)

    Completing assignments ahead of time ensures that users immediately see the correct information when they log in.

    Relevant Help Center Articles:

    4. Refresh Tags and Create New Cohorts

    For a new group of learners, you will likely need to refresh tags and create new cohorts.

    You may need to:

    • Create new tags for the current term
    • Apply existing tags to new users
    • Retire or stop using tags from the previous year
    • Create new cohorts for facilitators to monitor

    Refreshing tags and cohorts helps keep reporting clean and makes it easier to manage users across multiple program cycles.

    Relevant Help Center Articles:

    5. Invite Users

    Once your program is complete and all users have been assigned, you can invite learners, evaluators, and instructors to the OJL Tracker.

    Users are not automatically invited when added, so this step is required.

    Inviting users last ensures that:

    • Learners see the correct program immediately
    • Evaluators are already assigned
    • Tags and cohorts are applied correctly

    Relevant Help Center Articles:

    When to Contact Craft

    If you need help with technical issues or user access, please contact Craft Support:

    For guidance on program design, large-scale changes, or bulk setup, reach out to your Customer Success Manager.

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