Expirations are used to collect new information from returning participants or to prompt returning participants to reconfirm their existing information. Expirations only impact returning participants.
Expirations are dates set on steps and questions that are used to prompt returning participants to reconfirm their existing information (Review & Confirm - Step Expiration) or to collect new information from returning participants (Question Expiration). By default, information from your returning participants will carry over from year to year.
In Builder, you can use Expirations in the following ways:
- Creating steps and questions that require an expiration
- Filtering for steps and questions that have expiration dates
- Setting expirations in bulk
In this article:
Types of Expirations
Types of Expirations include Standard and Specialized Expirations:
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Standard Expirations:
- Review & Confirm (Step) Expirations
- Question Expirations
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Specialized Expirations: (*for upload fields only)
- Relative
- Interval
Standard Expirations
Expirations can be set on a particular field or they can be set at the top step level to prompt returning participants to re-confirm their information.
For an organization setting up Expirations for the first time (in year two), there are two options for setting up Standard Expirations:
Review & Confirm
The Review & Confirm option applies to a step within the Health Profile forms. With this option, the user is prompted to update their information and confirm that the answers on this step are still correct. The Review & Confirm option does not clear out previously answered data. We recommend setting each step to Review & Confirm.
Note: Typically, organizations do not set Review & Confirm expirations for Authorizations because they want every authorization form re-signed
The images below below gives an example of what the Review & Confirm prompt would look like in a participant’s health profile form.
Question Expirations
With this option, the answer to a specific question, or set of follow-up questions, will be cleared out completely, and the user must completely re-answer the question. We suggest expiring questions (i.e. have the user re-answer) that include the following:
- Authorizations/Waivers
- Information that changes from year to year (ie. Grade, Teacher, T-shirt size)
- Time sensitive information (ie. ‘recent’ or ‘within the past 12-months’)
- Questions that must be re-answered will be highlighted in a red box
The image below gives an example of questions organizations might want their participants to answer year to year as the information may change frequently:
Specialized Expirations
Specialized Expirations can be applied to upload fields. Upload fields are questions whose answers involve uploading a document, such as a physical exam form or certification.
There are two options for Specialized Expirations:
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Relative Expirations are used to confirm the date of an event tied to an upload field. These expirations are commonly used for a physical exam or date of certification. The date is requested along with the upload field so that the organization can make sure that the event was taken within a required timeframe.
- Example: If the relative expiration on the Healthcare Provider form is set to 01/01/2021, a participant’s exam date must be more recent than 01/01/2021 so the organization knows it is still relevant.
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Interval Expirations are used to reset information on a set interval (e.g. every 18 months). Once a User uploads their file, the timeline for the interval begins.
- Example: If a participant uploads their document on 01/01/2021, and the interval expiration is set to 12 months, the document will expire on 01/01/2022 and the participant will be prompted to upload an updated document.
When to Set Up Expirations
If you’re a returning organization, you’ll work with your Client Success Team to set up expiration dates in year two of using our application. If you’re past your two-year mark, you’ll need to reset your expirations.
If possible, expirations should be reset while your account is dormant so that no active participant’s health profiles are cleared out and become incomplete.
Note: Expiration dates in the past or in the future can be used to help minimize the effect on your current participants’ completion percentages.
How to Set Expirations
In this section:
- How to Set Expirations on Individual Steps or Questions
- How to Set Expirations in Bulk
How to Set Expirations on Individual Steps or Questions
To set expirations to new or existing steps or questions, follow the steps below:
- If setting expirations to an existing step or question, proceed to Step 2). If creating a new step or question, first click the + Create button and make your desired selections.
- Click the the edit icon (
to edit the step or question. Clicking this icon will activate the Question Metadata Field, and the editing options will appear.
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Click on the Expirations drop down list. Once this list is expanded, you will be able to see if there are current expiration dates set up.
Note: You can also see the current expiration date set up by hovering over the expirations icon (
) on the step or question label.
- (Optional) To remove the existing expiration, click the ‘x’ next to the date.
- Enter the expiration date by selecting the date on the calendar icon or manually typing the date.
- Click Save. The expirations icon (
How to Set Expirations in Bulk
- If desired, use the Filter List to narrow down your forms to a subset of questions, or select your desired questions in the right-side Questions Overview panel.
- Select the specific questions you want to expire, or click the Select All button to select all questions.
- Click Bulk Edits at the top of the Questions Overview panel.
- Select the Expirations option from the dropdown list.
- Enter the expiration date by selecting the date on the calendar icon or manually typing the date.
- Click Save. The expirations icon (
Best Practices
In this section:
- Year-round Programs
- Expiring Modules
Year-round Programs
If your organization operates year-round, you’ll need to be mindful about resetting expirations while there are live participants. We offer two different tracks for re-setting expirations for year-round organizations: Standard and Manual:
Standard
Pick a set date to expire your forms and notify your families in advance that they will be prompted to update their forms (e.g. January 1st or the start of the school year)
Manual
We recommend creating new fields where needed for the upcoming programs. Follow these tips below:
- For questions that need to be re-answered: copy the question and create a duplicate that is assigned to the new session(s) and labeled with the upcoming year. Assign the original question to the current programs, and the NEW field should be assigned to the new upcoming program(s).
- For pages/steps that need to be reconfirmed: add a prompt for the participant to reconfirm their information. This can be added as a select question, e.g. “I confirm the above information is up to date for 2025” where the only option is yes. Or, this can be added as an authorization if they need to collect a signature. When adding the prompt to reconfirm, assign to the new session(s) and label with the upcoming year.
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For authorizations: copy and duplicate the authorization and assign it to the new session(s) and label it with the upcoming year (for reporting and record retention purposes). Assign the original authorization to the current programs, and the NEW field should be assigned to the new upcoming program(s).
Expiring Modules
- Immunizations Module: The Immunization module itself cannot be expired and returning participant’s records will automatically carry over. If you need to expire the Immunizations, you can remove the module and set up a standard upload field in its place. Please note that this workaround would eliminate the manual entry option
- Dimensions Module: The Dimensions module itself cannot be expired. However, you may add a form header and set the expiration at the form header level in order to expire the height/weight fields
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Medications, OTC, Allergies Modules: These modules can be expired directly, or you can set a step-level expiration for the participant to review and confirm.
Important: The Medications, OTC, and Allergies modules should not be nested underneath a form header with an expiration because this can cause issues with completion status. Instead, set an expiration on the modules directly and any other fields that need to be expired under that form header.