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Change what the write-up form asks for

Make the write-up fit how your organisation works: reword any card, hide what you do not need, add your own questions and scores, and put it all in order.

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 write-up from one organisation to the next can be quite different, so almost nothing on the form is fixed in our words. This sets what the write-up asks for across your whole organisation. Until you save a change, the form is exactly as it has always been.

Steps

  1. Open Write-up form in the manager section. Under Where to start, keep Use our standard form or try Start from a blank form.
  2. Under The form, top to bottom, each card has Shown and a firmness: Mandatory, Ask once or Optional. Press Reword for your own heading and help.
  3. Use the arrows to put the cards in order. Under Boxes inside a card, hide a small box on its own.
  4. Press + Add your own question to ask something we do not.
  5. Check the Preview. It shows your unsaved choices, in your words.
  6. Press Save. Your team sees the new form straight away.

If it goes wrong

  • Changed your mind? Press Use our standard form, then Save. Your own questions are kept.
  • A save failed? The message says why. Reload and try once more.
  • Cannot hide a card? Attendance and welfare always stay, because they carry the safeguarding.
  • Words on a different form? Use Form wording.

The three levels of firmness

  • Mandatory: the write-up cannot be sent until it is done.
  • Ask once: the form asks once, then lets the person send it without. The phone has no ask-once step, so there it behaves as optional.
  • Optional: never asked for.

Your own questions

There are eight kinds: Short answer, Long answer, Yes / No, Choose one, Choose several, Number, Score and Date. A score can run from 1 to any length from 2 to 10. It can have words at each end, such as Not at all and Completely. The kind and the length cannot change once saved, because answers already recorded would no longer fit. Archive the question and add a new one. An archived question keeps its answers.

Rewording a card

A card keeps what it does and takes your words. The three built-in ratings keep their 1 to 4 length because reports count on them, but they can be renamed. If you want to measure something on a different scale, hide that card and add your own Score.

What cannot be changed

Attendance and welfare are fixed. They show Always shown. The finish time, and the place a delivered session happened, are also always required. These carry the safeguarding and the record, so no organisation can switch them off. A question of your own is never a way to raise a worry. Something to raise in the welfare card is how that reaches the right person.

Who it affects, and when

A change shows for everyone in your organisation the moment you save. The phone app follows these settings from release 1.0.187 on; a phone without that release may still show the old form. Write-ups already sent are not changed, and they read back in the words they were written in.

From setting to formWhat you save here is what everyone's form asks for next.
  1. You chooseWords, order, questions
  2. PreviewCheck it
  3. SavedYour team sees it
  4. Write-upsUse the new form

How it links together

The settings change the form on the website and the phone for your organisation, and the submit checks follow them. Write-ups already sent are untouched, and countersigning reads whatever was filled in. Answers to your own questions appear on the session's detail and in its PDF. The words on other forms are changed separately under Form wording. See the guide to times and ratings.

Questions people ask

Can I stop mentors having to write pupil voice?

Yes. Choose Optional for that card, or untick Shown. You can also reword it to suit you.

Can I start with a completely empty form?

Yes. Press Start from a blank form. Everything that can be hidden is hidden. Attendance and welfare stay, because they carry the safeguarding. Then add your own questions.

Can I add a score out of 10?

Yes. Press + Add your own question, choose Score, and set how long it runs, from 2 to 10, with words at each end.

Does my change apply to the phone app?

Yes, from release 1.0.187. Until a phone has that release it may still show the old form.

Can I hide the welfare question?

No. Attendance and welfare are always shown and always required. You can reword them.

What is the difference between Mandatory and Ask once?

Mandatory stops the write-up being sent until it is done. Ask once asks, and then lets the person send without.

How do I go back to how it was?

Press Use our standard form, then Save. Your own questions are kept.

Does this change write-ups already sent?

No. It changes the form from now on, and old write-ups read back in the words they were written in.