Auto revoke in Avela

Overview

Auto revoke is a rule you can configure on forms. It adds an expiration date to future offers and automatically revokes the offer once the expiration window has passed. This is useful when offers have a defined acceptance window and you want expiration to happen consistently and on time.

This article walks you through how to set up Auto revoke and manage it over time.

Set up Auto revoke

The Auto revoke rule is configured on a form and can apply to one or many schools.

1. Open the form you want to configure.
2. Go to the Rules tab.
3. Click Add Rule, then select Auto revoke.
4. Give the rule a name and description.
5. Select the school(s) this rule applies to. If no schools are selected, it will apply to all schools.
   • Only one Auto revoke rule can be active per school. Schools that already have an Auto revoke rule will not appear as options.
6. Set the number of calendar days an offer should remain valid (min 1, max 365).
7. Set the time of day at which offers will expire. This is based on your organization's time zone.
   • All offers made on the same day expire at the same configured time, so you can communicate a consistent deadline to families.
   • For example, if your rule is set to 2 days at 5:00 PM, every offer sent on May 9 (morning or evening) will expire on May 11 at 5:00 PM.
8. Click Save.
9. The rule is default inactive. It needs to be toggled to active to start running.

How it works

Once the rule is active, you don't need to do anything. Avela handles the rest.

When an offer expires: At the configured day and time, Avela automatically changes the form’s sub-status from Offered to Revoked.

If the offer is accepted/declined before expiration: If a family accepts or declines the offer before the expiration date, the countdown stops and the offer will not be revoked.

Form history: Automatic status updates are logged in the form's history as "Avela admin API."

Family view

Families will see an "Offered, Xd left" sub-status tag on any offer that has an expiration date. They can also see the exact date and time their offer will expire.

Staff view

When making offers with Auto revoke turned on, Avela shows you the exact date and time those offers will be set to expire.

Staff see the same "Offered, Xd left" sub-status tag as families. Hovering over the tag shows the exact expiration date and time.

Filter for expiring offers

To help you stay on top of upcoming expirations, you can filter the form list view by offer expiration date.

1. Go to the applicant list for the relevant form.
2. Filter by Offered sub-status.
3. Check the box for Filter by offer expiration date.
4. Select a value from the dropdown, such as "Today" or "Next 7 days."
   • "Today" shows offers expiring today (0 days remaining).
   • “Next X days” shows offers expiring within the next X days.
   • You can also select to view a custom date range to see offers expiring in a specific time frame.

Manage Auto revoke

Toggle a rule inactive

You can toggle a rule inactive without deleting it. This stops Auto revoke from running on new offers while keeping your configuration saved.

1. Go to the Rules tab.
2. Find your Auto revoke rule.
3. Toggle the rule to Inactive.

To resume it, toggle it back to Active.

Important: Toggling a rule inactive or active does not affect existing offers. Offers that were already made under an active rule will keep their expiration dates. Toggling a rule active will not apply Auto revoke retroactively to existing offers.

Edit or delete a rule

From the Rules tab, click into any existing rule to edit it. To remove it entirely, click Delete.

Important: Editing or deleting a rule only affects future offers. Offers that were already made under the previous configuration will still expire based on the original settings.

Remove expiration dates on existing offers

If you need to remove expiration dates from existing offers, you can use the Cancel auto-revoke bulk action to clear them.

1. Go to the applicant list for the relevant form.
2. Filter by Offered sub-status and select the offers you want to update.
3. Open the bulk actions menu and select Cancel auto-revoke.

Offers retain their "Offered" sub-status but will no longer be auto-revoked.

Export offer expiration dates

You can include offer expiration dates when exporting from Avela.

• A column titled Offer Expiration Date is available in the custom export column selection, listed under the Form information section.
• When included, the column shows the timestamp of the offer's expiration date.

Frequently asked questions

What happens if a family tries to accept an offer that has already expired? Families won't be able to accept an offer once it's expired. The offer will appear as "Revoked" so families can clearly see it's no longer available.

What happens if an offer is manually revoked before Auto revoke fires? No problem, the offer simply stays revoked. Auto revoke won't run again on an offer that's already been revoked.

Can I set different expiration windows for different schools on the same form? Yes, you can create separate Auto revoke rules for different sets of schools, each with its own configuration for number of days and time of day. Just keep in mind that each school can only be covered by one Auto revoke rule at a time.