When your mentoring program comes to an end for good, the Mentorloop team closes it. Closing a program winds down everything that would otherwise keep running in the background, such as meetings, reminders, digests, and calendar connections, so participants aren't contacted about a program that has finished.

This article explains what to do before your program closes, and what changes once it has.

What should I do before my program closes?

• Export your data. Export your program data from the program menu so you have a record of its impact. See Exporting Data: Use cases and Best Practice.
• Bench anyone you'd like back. If you might invite people into a future program or intake, bench them rather than removing them. See What is the Mentoring Bench?
• Let participants know. Tell participants when the program will close and that their upcoming meetings will be cancelled, so nobody turns up to a meeting that no longer exists.

What happens to meetings?

• Upcoming meetings are cancelled in every loop in the program, whatever the loop's status. Past meetings aren't changed.
• Repeating meetings stop. No new occurrences are created. Earlier occurrences stay in calendars.
• Meetings are removed from connected calendars. If the meeting's organiser has a connected calendar, the cancelled meeting is removed from it. With Calendar Connect, the organiser's calendar sends the cancellation to everyone invited.
• Meetings added from an emailed invitation stay put. If someone added a meeting to their calendar from Mentorloop's email invitation, rather than through a connected calendar, Mentorloop can't remove it. Ask participants to delete those meetings themselves.
• Meeting reminders stop. Mentorloop doesn't send reminders for meetings in a closed program.

What happens to calendar connections?

Each participant's own calendar connection is disconnected, unless they're still in another open program on Mentorloop, including as a benched participant. Disconnecting means Mentorloop no longer has access to their calendar. Anyone who's disconnected because the program closed isn't asked to reconnect.

If your organisation connected calendars for everyone (Calendar Connect for Organizations, or Enterprise Calendar Connect), the closed program is removed from that connection. If no other program uses the connection, Mentorloop removes its access too. If another program still uses it, it keeps working for that program.

What else stops?

• Message digest emails. Messages from a closed program are left out of digest emails, including messages that were waiting to be sent when it closed.
• Integrations. Single sign-on and SCIM no longer change people's profiles or roles in the closed program, except that SCIM deprovisioning still removes people. Zoom and calendar updates for the program's loops are ignored.

Can I still see a closed program's data?

If you have an Enterprise plan, yes. Closed programs stay in the Programs section of the Organisation Dashboard, and Organisation Insights includes their data. On the Mentoring Bench page, filter by the closed program's name to see everyone who was part of it.

Can I run the program again?

No. A closed program can't be reopened, so if you plan to run another intake, keep your program open rather than closing it, and turn off Allow new participants to join your program between intakes. If you're on the Enterprise plan and need a new program, ask your Customer Success Manager. You can invite past participants into it from the Mentoring Bench, with their profiles pre-filled. For planning a relaunch, see Our Guide to Relaunching A Mentoring Program.