> For the complete documentation index, see [llms.txt](https://docs.linuxfoundation.org/lfx/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.linuxfoundation.org/lfx/mentorship/administrators/open-close-mentorship-applications.md).

# Open & Close Mentorship Applications

Mentorship applications are now controlled automatically by the term's **Application Start Date** and **Application End Date**. When today's date falls within that window, the **Apply** CTA on the program card is active. Outside of it, applications are closed.

There is no longer a manual **Open Applications** / **Close Applications** button on the program card — the schedule you set on each term is the single source of truth.

{% hint style="info" %}
**Application dates are whole calendar days in UTC.** The Apply CTA activates at `00:00:00 UTC` on the **Application Start Date** and stays active through `23:59:59 UTC` on the **Application End Date**, regardless of the viewer's local time zone. The exact time-of-day stored in each date is ignored — only the calendar day (in UTC) matters, so if your local date differs from UTC, pick the UTC date you actually want.
{% endhint %}

## Set application dates when creating a new term

1. [Sign in](/lfx/sso/sign-in.md) to the [Mentorship](https://mentorship.lfx.linuxfoundation.org) portal
2. Select the **My Mentorships** tab
3. In the section **Programs for which I am an Administrator**, open the program card and go to the **Terms** tab
4. Click **Add Term**
5. Fill in **Name**, **Start Month/Year**, and **End Month/Year**
6. Pick an **Application Start Date** and **Application End Date** using the calendar pickers (format `YYYY-MM-DD`)
7. Click **Add Term** to save

## Update application dates on an existing term

1. [Sign in](/lfx/sso/sign-in.md) to the [Mentorship](https://mentorship.lfx.linuxfoundation.org) portal
2. Select the **My Mentorships** tab
3. In the section **Programs for which I am an Administrator**, open the program card and go to the **Terms** tab
4. Click the edit icon on the term you want to update
5. Adjust the **Application Start Date** and/or **Application End Date**
6. Click **Save Changes**

To **open applications early**, set the **Application Start Date** to today's UTC calendar date — the Apply CTA then activates from `00:00:00 UTC` on that day. To **close applications as soon as possible**, set the **Application End Date** to today's UTC calendar date — the Apply CTA stays active through `23:59:59 UTC` on that day and then disables.

> **Tip:** If your local calendar date differs from UTC (for example, late evening in the Americas or early morning in Asia), pick the UTC date you actually want the window to open or close on — the platform always evaluates the window in UTC, not in your local time zone.

## Validation rules the form enforces

The **Add / Edit Term** dialog will block save until every rule below is met:

* Both dates are required and must be valid `YYYY-MM-DD` values
* **Application Start Date** cannot be before today
* **Application End Date** cannot be before today
* **Application End Date** must be on or after **Application Start Date**
* **Application Start Date** must be before the term's **Start Month**
* **Application End Date** must be on or before the last day of the term's **End Month**

**NOTE:** When editing an existing term whose application window has already opened in the past, the pre-existing past date is preserved as valid so you can update other fields without being forced to change the schedule. Any *new* date you type in must still satisfy the rules above.

## What mentees see on the program card

The card label and **Apply** CTA update automatically based on the current date. Because application dates cover the whole calendar day in UTC, the transitions below happen at `00:00:00 UTC` on the start day and `00:00:00 UTC` on the day *after* the end day.

| Current time (UTC) vs. window                                                                                                           | Card label                        | Apply CTA |
| --------------------------------------------------------------------------------------------------------------------------------------- | --------------------------------- | --------- |
| Before `00:00:00 UTC` on **Application Start Date**                                                                                     | `Applications open MMM D, YYYY`   | Disabled  |
| Between the start and end dates — inclusive of the whole start day (from `00:00:00 UTC`) and the whole end day (through `23:59:59 UTC`) | `Applications close MMM D, YYYY`  | Active    |
| After `23:59:59 UTC` on **Application End Date**                                                                                        | `Applications closed MMM D, YYYY` | Disabled  |

Once the window closes, existing applications keep their current status (`Pending`, `Accepted`, `Declined`, `Withdrawn`, `Graduated`) and continue to appear in the applicant's dashboard. Only *new* applications are blocked.

**NOTE:** Closing the applications doesn't prevent mentees who started the application process from completing their prerequisite tasks.


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