# Manage Terms

## Overview

The **Terms Tab** is a management interface for program administrators and owners to manage mentorship program terms. It provides a centralized dashboard to create, view, edit, and manage the lifecycle of program terms within a mentorship program.

## Accessing the Terms Tab

1. Log in to Mentorship and click the **My Mentorships** tab.
2. Select the program for which you are an administrator and click the program card.
3. On the program details page, click the **Terms** tab to view the list of all terms.

> **Note:** You must be authenticated and have owner/administrator permissions to access this tab. Unauthorized users will be redirected to the program's public page.

![](https://3411187760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M2DCN9UgoRgMEkgnLyP-887967055%2Fuploads%2Fgit-blob-30237a3459ba325aad770d053e3c3092f505daf0%2Fmanage-terms.png?alt=media)

## Features

### Terms Overview Table

The Terms Tab displays a comprehensive table with the following columns:

| Column        | Description                                               |
| ------------- | --------------------------------------------------------- |
| **Term**      | The name of the mentorship term                           |
| **Status**    | Current status: `open` or `closed`                        |
| **Pending**   | Number of pending mentee applications                     |
| **Declined**  | Number of declined applications                           |
| **Accepted**  | Number of accepted mentees in the term                    |
| **Graduated** | Number of mentees who have graduated                      |
| **Dates**     | Start and end dates of the term (displayed as Month Year) |
| **Actions**   | Dropdown menu with available actions                      |

### Creating a New Term

1. Click the **+ Create Term** button at the top of the page
2. Fill in the required fields in the modal dialog:    - **Name**: A descriptive name for the term (max 50 characters)    - **Start Month**: Select the month the term begins    - **Start Year**: Enter the year the term begins (must be current year or later)    - **End Month**: Select the month the term ends    - **End Year**: Enter the year the term ends (must be >= start year)
3. Click **Add Term** to create the term

**Important Constraints:**

* You can have a maximum of **4 open terms** per mentorship program at any time
* The Create Term button will be disabled if you already have 4 open terms
* Start and end dates must be in the future (current month or later)
* End date must be after the start date

![](https://3411187760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M2DCN9UgoRgMEkgnLyP-887967055%2Fuploads%2Fgit-blob-28b219ebd2655df4b8aad5f26bd6075955998a3e%2Fcreate-term.png?alt=media)

### Term Actions

Each term row has an actions menu (accessible via the ellipsis icon) with the following options:

![](https://3411187760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M2DCN9UgoRgMEkgnLyP-887967055%2Fuploads%2Fgit-blob-52551f49d890c7297ce2cc6389d6cb1e48425272%2Fterm-actions.png?alt=media)

#### Edit Term

* Modify the term name and dates
* Opens the same modal used for creating terms, pre-populated with current values

![](https://3411187760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M2DCN9UgoRgMEkgnLyP-887967055%2Fuploads%2Fgit-blob-bd1e25cd5a793287cd68b5cfe4571ca6250d50d2%2Fedit-term.png?alt=media)

#### Close Term

* Available only for terms with `open` status
* Closes the term to new applications
* **Warning**: Closing a term will automatically decline all pending applications
* **Error**: If the term has accepted mentees, an error dialog will appear with the message: "This term cannot be closed until all accepted applicants are either graduated or declined. Please ensure there are zero accepted applicants before closing the term."

  ![](https://3411187760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M2DCN9UgoRgMEkgnLyP-887967055%2Fuploads%2Fgit-blob-85a507c06e7424606dc71aca1efe42024ec7e713%2Fclose-term-error.png?alt=media)
* A confirmation dialog will appear before the action is executed (if no accepted mentees exist)
* The process runs in the background; allow up to 5 minutes for updates to appear

  ![](https://3411187760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M2DCN9UgoRgMEkgnLyP-887967055%2Fuploads%2Fgit-blob-636c4d02d66d018c7f0e33439798078b1ba18f44%2Fclose-term-confirm.png?alt=media)

#### Re-Open Term

* Available only for `closed` terms whose end date has not yet passed
* Allows the term to accept new applications again
* Disabled if you already have 4 open terms
* A confirmation dialog will appear before the action is executed

#### Delete Term

* Permanently removes the term from the program
* Only available if the term has no applications
* A confirmation dialog will appear before the action is executed
* **Warning**: This action cannot be undone

![](https://3411187760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M2DCN9UgoRgMEkgnLyP-887967055%2Fuploads%2Fgit-blob-56a26b7d407db178eba363f230d90618e1bab0d7%2Fdelete-term-confirm.png?alt=media)

### Status Indicators

**Term Should Be Closed Warning**

If a term's end date has passed but it is still marked as `open`, a warning icon will appear next to the term name. Hover over this icon to display a message:

> "This term should be closed because it has ended. Please close it to prevent new applications."

![](https://3411187760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M2DCN9UgoRgMEkgnLyP-887967055%2Fuploads%2Fgit-blob-24a1dc4cc827a60275513fdb8deea1f23a68db3a%2Fclose-term-warning.png?alt=media)

**Term Cannot Be Closed Error**

If a term's end date has passed but it is still marked as `open` and still has accepted mentees, an error icon will appear next to the **Accepted** column. Hover over this icon to display a message:

> "This term cannot be closed until all accepted applicants are either graduated or declined. Please ensure there are zero accepted applicants before closing the term."

![](https://3411187760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M2DCN9UgoRgMEkgnLyP-887967055%2Fuploads%2Fgit-blob-ff05158abd48aa55d00eb79b53bebb5755101b11%2Fclose-term-error-icon.png?alt=media)

## Business Rules

### Term Limits

* Maximum of **4 open terms** per mentorship program
* No limit on total number of terms (including closed terms)

### Date Validation

* Start year must be the current year or a future year
* End year must be the current year or a future year
* End year must be greater than or equal to start year
* If start year equals current year, start month must be current month or later
* If end year equals current year, end month must be current month or later
* If start year equals end year, end month must be after start month

### Edit/Delete Restrictions

Terms can only be edited or deleted if they have no associated applications. This protects mentee data and application history.

## Best Practices

1. **Plan term dates carefully**: Once applications are received, you cannot modify the term dates
2. **Close terms promptly**: When a term ends, close it to prevent new applications and provide clarity to mentees
3. **Use descriptive names**: Term names should clearly indicate the cohort or time period (e.g., "Summer 2026", "Q3 Cohort")
4. **Monitor pending applications**: Regularly check the pending count and process applications in a timely manner
5. **Don't exceed 4 open terms**: Plan your program timeline to avoid hitting the term limit

## Troubleshooting

### Create Term button is disabled

* Verify you have fewer than 4 open terms
* Check that you are properly authenticated

### Cannot edit or delete a term

* The term has existing applications
* Consider closing the term instead of deleting it

### Term status not updating

* Status updates run in the background
* Wait up to 5 minutes for changes to appear
* Refresh the page if needed

### Redirected to program public page

* Your session may have expired; log in again
* Verify you have owner/administrator permissions for this program