End of Season in ActiveNow

The end of the season is one of the busiest times of the year — you're wrapping up courses, settling payments, and already thinking about what comes next. ActiveNow is designed to handle as much of this as possible automatically, so you can focus on what matters.

What happens to participants

When a participant is no longer attending any active course, the system automatically moves them to the inactive list.

You can find inactive participants in the Participants tab — click Active in the top-left corner and select Inactive from the dropdown menu.

Participant data stays in the system. Nothing disappears — course history, payments, notes, and all profile information is safely stored and accessible at any time.

Participants still have access to their panel. Even after their courses end, they can log in to the Client Panel to check their class history, grades, or payments.

When you open sign-ups for the new season, participants can log in to their existing account and sign up for new courses — no need to create a new account.

What happens to courses

When a course reaches its end date, it automatically moves to the completed courses view. You don't need to delete or archive it manually.

You can find completed courses in the Courses tab — click Active courses in the top-left corner and select Completed.

All course data — participant lists, attendance, lesson topics, grades — remains in the system and is accessible at any time.

Your data is safe during the break

If you're not running classes over the summer, there's no need to worry about your data — everything remains in the system, intact. When you come back after the break to organise the new season, you'll find everything exactly where you left it: participants, courses, payment history, and everything else.

What's worth doing before the season ends

Before the season wraps up, it's worth taking care of a few things — both on the financial side and the organisational one.

One of them is collecting expressions of interest from participants about whether they plan to continue in September. The earlier you do this, the better — you have time to plan your groups, and participants feel you're thinking about them.

Here are some reports that can also help:

List of Arrears — check who still has outstanding payments and reach out to them before the break. It's much easier to collect payments while the season is still running.

List of Clients — generate a list of everyone who attended classes during the season. It's useful for end-of-year communication and collecting expressions of interest — you'll have a ready-made mailing list with participant email addresses.

Participants Signed Out of Courses — see who left during the season. You can reach out to them with your new season offer — a good moment to remind them what you have coming up.