Change your program's expectations without changing every student's record in the same way.

You can introduce a new Milestone or Requirement for future students, update selected entry-year cohorts, or apply a change across active students. Prograds keeps versions so different cohorts can follow different expectations.

💡 Program changes flow to students automatically according to the option you choose. You do not need to open each student's Progress Page and repeat the change.

Go to Admin Tools → Program Settings, select the Program, and open the Milestones or Requirements tabs.

The tables show the item's name and version, which entry cohorts use it, its attachments, ideal dates and deadlines, and dates/history for changes. The version marked Applies to Future Students is bold and appears first; it’s green when you’re showing older versions. Other versions are ordered by most recent edit.

Click Show All Versions under an item to expand its earlier versions. To expand everything, use Show All Versions of All Milestones or Show All Versions of All Requirements.

Click Add New Milestone or Add New Requirement. Enter the details, month values, and approval settings. You can attach files before creating the item.

Choose whether to create it for future students only or also apply it to existing students. Files added here are program materials: students receiving the item can access them from their version of it.

Ideal and Deadline month values are measured from each student's Program Entry Date. For example, a deadline of 24 months means two years after that student's program entry—not two years after you make this change.

The reason is required and appears in Change History. Updating the future-default version normally creates a new version, keeping the earlier one for reference.

💡 An entry cohort means the student's Program Entry Year—not the year their Prograds account was created. A student added today with entry year 2024 receives the version assigned to the 2024 cohort, if there is one.

For Selected entry cohorts, Also make this the future default makes the new version the general default as well. Leave it unchecked to change those cohorts without replacing the default for future students not in those selected cohorts.

For a version update, eligible students receive the revised program details and attachments. Their dates are recalculated from their own Program Entry Date, retaining leave extensions and individual date adjustments. Their notes and student-uploaded files remain with their student items.

Active students include students on leave. Graduated students and students who have left the Program are excluded from these bulk updates. Exempt items are excluded, and completed items are updated only if you choose to include them. Completion history and recorded completion dates are retained.

Reporting updates automatically after the student records change. Changes are processed in the background, so a large update and its reporting may take a little time to finish. Check the operation's status rather than applying the same change again while it is processing.

Several versions can be in use at once: one may apply to future students generally, while others apply to particular entry cohorts.

You can edit a cohort-specific version that is still assigned. That edit is in place: it retains the cohort assignment and updates eligible active students already using that version. It does not replace the general future default or other cohort versions. Earlier versions that are no longer assigned are read-only.

Use the cohort information to distinguish versions still assigned from versions marked Deprecated. Deprecated means no current cohort assignment; it does not mean the historical version has been deleted from students' records.

An in-place edit changes the existing version itself. It does not create a separate before-and-after version or an automatic undo point.

💡 Students already linked to that version may see changed titles, descriptions, or program attachments immediately—even if their completed or exempt student records are not directly updated. Use a new version when earlier expectations need to remain intact.

Keep the existing program attachments you still need, remove selections you do not want in the revised version, and add new files as necessary. A new version has its own attachment records; earlier versions keep their attachments. Student-uploaded files are separate and are not replaced by program attachment changes.

Open the History on the family's main row to review recorded changes and their reasons. Details shows the recorded before-and-after information. A new, unchanged item may have no History button yet.

You do this from the Edit milestone/requirement popups, using the buttons at the bottom of the popup.

There are two choices:

Program versions and change history remain available after removal. Removal retires the item; it does not erase its program history.

Questions about which option fits your program's policy? Contact support@prograds.com.