Edit or Delete a Program in REKNOWN

Purpose#

Update a program's settings or remove it from active REKNOWN lists while preserving existing history.

Who Can Do It#

Organization admins can edit and delete programs. Editors can edit only programs where they have Editor access. Volunteers cannot edit or delete programs.

Prerequisites#

• Be logged in to the correct organization.
• Have an active 14-day trial or paid subscription.
• Have organization-admin access, or Editor access to the program you want to edit.
• Use an organization-admin account if you need to delete the program.

Edit a Program#

1. Select Programs in the workspace sidebar.
2. Find the active program and select View / Edit.
3. In Program settings, update Program name, Description, Color, Min grade, or Max grade as needed.
4. Select or clear Automatically add/remove students by grade range.
5. Select or clear Enable permanent groups for this program.
6. Review Built-in fields used by this program and select the fields the program uses.
7. Select Save program.
8. Confirm that REKNOWN displays Program updated.

Delete a Program#

1. Select Programs in the workspace sidebar.
2. Find the program and select Delete program.
3. Before continuing, confirm that students have any replacement program assignment they need. Remove volunteer and editor assignments yourself if access must end; deleting the program does not reliably revoke retained program access for those users.
4. Review the Delete program? confirmation. REKNOWN explains that the program will be removed from active lists while existing history is kept.
5. Select Delete program to confirm, or cancel the dialog to keep the program active.

Fields and Options#

• Program name: Required and unique within the organization.
• Description: Optional descriptive text.
• Color: Optional text value used as the program color.
• Min grade and Max grade: Optional boundaries from K through 12. The minimum cannot be above the maximum.
• Automatically add/remove students by grade range: Enables grade-based assignment changes.
• Enable permanent groups for this program: Shows or hides active permanent-group management for the program.
• Built-in fields used by this program: Controls whether Gender, Phone number, Email, School, Notes, and Photo apply to the program's student forms.

What Happens Afterward#

• Saving immediately updates the program in the current workspace.
• Changing the grade range causes REKNOWN to reconcile grade-based check-in assignments for the program.
• Clearing Enable permanent groups for this program hides the program's active groups from the current workspace; it does not provide a separate group-restoration screen.
• Deleting a program marks it inactive. It disappears from active program lists, but existing history is retained.
• For organization admins, events belonging to an inactive program are no longer available through the normal schedule and event-detail workflow, and students assigned only to that program can disappear from the normal student directory.
• Existing editor and volunteer assignments are retained. In the current version, those users may continue to see students or events from the inactive program and may retain related check-in access. Do not use program deletion as a substitute for removing user access.
• The current interface does not provide a restore action for a deleted program.

Troubleshooting and Important Notes#

• If A program with that name already exists appears, use a name not already assigned to another program in the organization.
• If Minimum grade must be less than or equal to maximum grade appears, correct the grade boundaries.
• If REKNOWN says You can only edit programs where you are an editor, ask an organization admin to grant Editor access for that program.
• If Delete program is missing, only an organization admin can perform the deletion.
• Delete program is a user-facing action. REKNOWN deactivates the program rather than erasing its historical records.
• Deletion has no restore control in the current interface. Confirm the organization and program carefully before selecting Delete program in the dialog.
• Before deletion, remove the program from volunteers and editors who should no longer have access. After deletion, there is no normal interface for reviewing or removing assignments to that inactive program.
• A deleted program's name remains reserved because the underlying record is retained. Creating another program with exactly the same name will report that the name already exists.
• Permanent groups are managed in the Groups area only while Enable permanent groups for this program is selected.