Step 4: Understanding program cycles#

This tutorial is for users who want to learn how program cycles organize benefit distribution.

What you'll learn#

Understand what program cycles are and how they organize benefit distribution into time periods. You'll learn how to create cycles and view their basic information.

Before you start#

  • You completed Step 3: Import and enroll beneficiaries

  • Your program has eligibility rules configured

  • You need Program Manager or System Administrator access

  • Allow 5-10 minutes to complete this step

The scenario#

Your Cash Transfer for Vulnerable Families program needs to distribute benefits on a regular schedule. Cycles organize this into manageable periods (for example, monthly distributions).

Understanding cycles#

A program cycle represents one period during which benefits are distributed. Think of it as one "round" of your program.

For example:

  • January 2025 cycle: Distribute benefits for January

  • February 2025 cycle: Distribute benefits for February

Each cycle has:

  • Start and end dates: The period covered

  • Status: Draft → To Approve → Approved → Distributed → Ended

  • Beneficiaries: Families enrolled in this cycle

  • Entitlements: Benefits generated for each family

Steps#

1. Open the Programs menu#

Click Programs in the sidebar to view all programs.

Programs list showing Cash Transfer Program

2. View your program#

Click on Cash transfer for vulnerable families to open your previously created program. You'll see the program Overview tab with a Recent Cycles section.

Program overview showing Recent Cycles section

3. Create a new cycle#

Click the New Cycle button at the top of the program form.

New Cycle button at top of program form

This instantly creates a new cycle listed in the Recent Cycles list with:

  • Auto-generated name (for example, Cycle 1)

  • Auto-calculated start and end dates

  • Draft status

New cycle appears in Recent Cycles with Draft status

4. Open the cycle details#

Click on the cycle name in the Recent Cycles list to open the cycle dialog. You'll see:

  • Program name

  • Cycle sequence number

  • Start and end dates

  • Financial summary (total amount, currency)

Cycle dialog showing Overview tab with cycle details

5. Prepare entitlements#

Click the button Prepare Entitlements.

Cycle overview with "Prepare Entitlements" button"

Note that this adds the amount under Financial Summary.

Cycle overview with amount

6. Submit entitlements for approval#

Click the button Submit for Approval.

Cycle overview with "Submit for Approval" button"

Note that this will verify that the available funds are sufficient for the cycle.

Cycle overview with amount

7. Understand cycle status progression#

Look at the status badges at the top of the cycle dialog. A cycle progresses through these statuses:

  1. Draft: Cycle is being set up

  2. To Approve: Cycle is ready for approval

  3. Approved: Cycle is approved and entitlements can be generated

  4. Distributed: Benefits have been distributed

  5. Ended: Cycle is complete

Status badges showing Draft → To Approve → Approved → Distributed → Ended

8. Approve the cycle#

Click Approve Cycle. Notice that the state of the cycle is now set to Approved

Approved cycle

What you accomplished#

You now understand program cycles:

  • Cycles organize distribution into time periods

  • New Cycle button creates cycles instantly with auto-generated names and dates

  • Beneficiaries tab shows which families are enrolled

  • Status progression tracks the cycle from Draft to Ended

What's next#

Cycles and entitlements work together:

  • Cycles define when benefits are distributed

  • Entitlements define what benefits each family receives

In the next step, you'll learn how to configure benefit amounts and generate entitlements.

Are you stuck?#

Can't find the New Cycle button? Make sure you're viewing the program form (not the programs list). The New Cycle button is at the top of the program form, next to Import Eligible and Enroll Eligible buttons.

New cycle has weird dates? Cycles use auto-calculated dates based on your program schedule. You can edit the cycle dates later if needed by opening the cycle and clicking Edit.

Don't see any beneficiaries in the Beneficiaries tab? This is normal for a new cycle. Beneficiaries are enrolled either:

  • Automatically when they meet eligibility criteria

  • Manually using the "Copy Beneficiaries" button

  • By importing from the registry

What's the difference between Draft and To Approve?

  • Draft: Cycle is still being set up, beneficiaries may still be added

  • To Approve: Cycle is ready for review and approval by a supervisor

Can I delete a cycle? Yes, you can delete Draft cycles. Once a cycle is Approved or has entitlements generated, it cannot be deleted (to preserve financial records).