Cycle management preserves historical records and prepares your system for a new round of applications.
Tip: For a video overview, see Cycle Management Process (with video).
Cycle management helps you:
Preserve historical information: Archives old applications to protect historical information from being accidentally changed
Award the right applicants:Make sure only current applicants are present in your system
Safely update opportunities: Make changes to opportunity questions, criteria, and more without affecting previous applications. For more information, see Update application questions.
Streamline your system: Help admins find information more quickly
You should perform cycle management at least once a year.
During cycle management, Blackbaud:
Saves a historical record of different parts of your system
Copies over applications, reviewer groups, opportunities, and post-acceptance questionnaires for a new round of applicants
Note: If you want to bulk archive and clone your opportunities without performing cycle management, contact Blackbaud Support.
Pre-cycle management checklist
Before requesting cycle management, set the End Date for apply-to opportunities and the Internal End Date for auto-match opportunities.
If you plan to leave opportunities open, consider the following limitations:
If a previous applicant submits a new application, they'll overwrite their previous application.
If you make major changes to your General or Conditional Applications, you may lose applicant data and break existing opportunity qualifications
Note: If you plan to leave opportunities open, see What is Cycle Management?
If you use a regret email, send it before performing cycle management.
For more on regret emails, see Send regret emails.
Before performing cycle management, go to Site, Communications, User Messages and send or delete all pending messages.
If you want applicants to be able to reuse references across cycles, review your reference settings before performing cycle management.
Go to Site, Settings, Content and make sure you've selected Do Not Expire References.
When you perform cycle management with CUUI, your system clears out previous General and Conditional Applications.
Initially, you'll see a decrease in qualified applicants. After your first successful import after cycle management, you'll see new General and Conditional Applications in your system.
Before cycle management, go to Opportunity, General Application, Details and set an End Date.
Otherwise, your applicants might accidentally submit applications to a closed cycle.
Before cycle management, make sure you don't have unfinished reviews of General or Conditional Applications.
Cycle management archives your General and Conditional applications, so your reviewers can no longer submit additional reviews.
Note: Ready for cycle management? See Request cycle management.