wiki_ghostguild/content/wiki/hub-user-guide/admin-guide/setting-up-a-cohort.md

title	collection	path	parentDocument	outlineId	createdBy
Setting Up a Cohort	Hub User Guide	Hub User Guide/Admin Guide/Setting Up a Cohort	Admin Guide	8411087d-c82f-41cb-bb1a-8c48df950248	Jennie R.F.

This page covers how to configure an existing cohort. Cohort creation is handled by system administrators -- once a cohort exists, you configure it from the cohort page.

Prerequisites

You need cohort admin, org admin, or super admin access.

Cohort Lifecycle

Every cohort moves through six stages. The current stage controls which tabs are visible and what actions are available.

• draft -- Setup mode. Reviewers do not see this cohort. Configure settings, stages, and the application form here.
• review -- Reviewers can score assigned applications. The Decisions tab is not yet visible.
• decide -- Review is considered complete. The Decisions tab appears so you can accept, waitlist, or decline applicants.
• onboard -- Decisions are finalized. The Onboarding tab appears for accepted participants.
• active -- The cohort program is running. All admin tabs remain accessible.
• closed -- The cohort is closed. Applications stop being accepted automatically. All data is preserved in read-only mode.

You can move forward, skip stages, or move backward. No data is lost when moving between stages -- earlier-stage tabs and features are simply hidden or shown.

Changing the Cohort Stage

1. Open the cohort page and click the Settings button (gear icon) in the top right.
2. In the Cohort Stage section on the left, click the target stage in the pipeline.
3. A confirmation modal shows what will happen. Review the implications and click Confirm.

:::warning Moving to closed automatically disables application intake. Moving backward hides tabs associated with later stages but preserves all data.

:::

Configuring Settings

Click Settings to open the full-screen settings modal. From here you can:

• Cohort Name -- Edit the display name.
• Cohort Slug -- Edit the URL slug. This is locked once the cohort leaves draft status.
• Application Opens / Closes -- Set the date range for the application window.
• Notification Emails -- View which org admins receive new-application alerts. Manage recipients from Team Settings.
• Survey -- Manage the survey version and scoring profile used for application questions.
• Organizations -- Select which organizations can access this cohort.

Click Save Configuration when done.

Accepting Applications

In the settings modal under Application Intake, toggle Accepting Applications on or off. This controls whether the public apply form accepts new submissions. The toggle is disabled when the cohort is in closed status.

Archiving a Cohort

In the settings modal under Danger Zone, click Archive Cohort. Archiving hides the cohort from the main list and stops accepting applications. All data is preserved. You can unarchive a cohort from the archived banner that appears at the top of its page.

:::info Archiving is reversible. Click Unarchive on the archived banner to restore the cohort.

:::