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Approve the week plans

Read each week sent in for sign-off, then approve it or send it back with a reason.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

For managers and admins. A mentor sends in their planned week, the DSL signs it off, and then it comes to you.

Steps

  1. Open Week plans from the menu. The page is headed Awaiting your approval.
  2. Look at the Approval queue. Each card names the mentor and the week.
  3. Read the list of sessions on the card. Each shows the date, the young person and the focus.
  4. Check the estimated expenses total if there is one.
  5. Press Approve if the week is right. The plan is locked.
  6. To send it back, type a short reason in Reject reason and press Reject.
  7. Check that the card has left the queue.

If it goes wrong

  • If Reject says the reason is too short, write at least four characters that say what to change.
  • If you see no buttons, you can look but not decide. Ask a manager or an admin.
  • If a card has gone, someone else decided it. Reload to see the queue as it is now.

How it links together

A mentor plans the week in their Planner and sends it in. The DSL approves it first, then it reaches your queue. Approving locks the week on Scheduling.

How a week plan is approvedThree people, in order.
  1. PlannedBy the mentor
  2. Safety leadApproves first
  3. You decideApprove or reject
  4. LockedScheduling is frozen

How a week gets here

The mentor plans their sessions and sends the week in. The DSL looks at it first. Only weeks the DSL has already approved reach your queue.

If the DSL sends a week back, it goes straight to the mentor to change. It does not come to you.

What the card shows

  • The mentor's name and email, and the week start date.
  • How many sessions are planned that week.
  • Each session's date, the young person, and the focus you set when you booked it.
  • The mentor's own preparation note on each session, if they wrote one.
  • An estimated expense for each, and a total, where the mentor gave estimates.

Approving

Approve signs the week off and locks the plan. What you approve is what the card showed when it was sent in.

You can also approve several weeks together from Scheduling. The same queue appears above the grid. Tick the weeks, or choose Select all, then approve the selected ones.

Rejecting

Write the reason in Reject reason, between four and 400 characters, then press Reject. The mentor can see why, so make it clear and kind.

A rejected week is no longer locked as submitted. The mentor changes it and sends it in again.

Who can see this page

Managers and admins can decide. Other people who have been given the page see the queue but have no buttons.

Questions people ask

Why is the queue empty when a mentor says they sent their week?

It probably still needs the DSL's approval first. Only weeks the DSL has approved reach this queue.

What happens when I approve a week?

The plan is locked and the week is signed off. The card leaves the queue.

Can I reject without a reason?

No. A reason of at least four characters is needed, and the mentor sees it.

Where do I approve many weeks quickly?

On Scheduling, where the same queue shows above the grid. Tick the weeks or choose Select all, then approve.

Why can't I change sessions in a week that is waiting?

A week sent for approval is frozen. Approve it, or reject it back to the mentor, then change it.

What does the expense total mean?

It adds up the estimates the mentor gave for that week. It is an estimate, not a payment.