Follow half-term reports and sign them off

This page is for managers and admins. Anyone else is sent back to Home.

Steps

1. Open Half-term reports. Check the half-term at the top of the table, and the area if you only look after one.
2. Read the five counts: Not started, In progress, Completed, Waiting for you and Signed off. Press one to filter the table.
3. Press Open on a row to read the report. Use Send back if part of it needs more work, and say what is needed.
4. When a report is in good order, press Sign off. You go straight to the check page to send it.
5. Press Send signed-off reports → when you want to send several at once.
6. Use the Late reports card to see who is behind. You can download the list as a CSV.

If it goes wrong

• If the page says the reports could not be loaded, that is not the same as nothing to do. Reload it, and tell an admin if it keeps happening.
• If you signed off too soon, press Reopen to edit on the row. A report that has already been emailed cannot be reopened.
• If someone does not need a report this time, press No report needed on their row.

What the counts mean

• Not started: a young person with a delivered session this half-term and no report yet, or a report opened with nothing in it.
• In progress: a report the team has started that still has parts to finish.
• Completed: every part is done and every summary asked for is in, but it has not gone for sign-off.
• Waiting for you: sent in and ready for a manager to sign off.
• Signed off: ready to send. Press it to go to the sending lists.

Press the small rule under the table filters, headed Why these are counted, to see the exact rule for the filter you chose.

Filtering the table

Choose a term, an area and a Show option such as Everything, Not started, In progress, Waiting for me or Nobody writing them. Type a name in the search box and press Apply. Nobody writing them finds reports where the person who started it has left or nobody claimed it.

Sending a report back

Send back opens a window. Tick the parts that need work, such as Context, Summary or Strategies. Then write what needs doing, in a sentence or two, and press Send it back. The writers see your note and the report returns to them.

Late reports

A report past its deadline that is still open appears in the Late reports card. The card shows how late it is and who it is waiting for. Each person named also sees a red prompt on their Home. Reports are not locked when they are late. Download the list from the card as a CSV.

Late reports email

A second card lists who gets a weekday morning email of late reports. You can limit each person to some area choices, change them, or stop their emails. If nobody is listed, nobody is emailed.

Other tools on this page

The top buttons open the Theory of Change builder, Report settings and the round preparation page. Service aims, below the cards, are the outcomes that reports reflect against. See the guides on report settings and the Theory of Change.

How it links together

The numbers here come from the round you released and from what the team writes in each report. Signing off readies the report to send, and sending emails the referrer and parents. Late reports show red prompts on each person's Home and in a weekday email to the people you listed. The parent email carries the feedback link, which feeds Questionnaires. See the guide on report settings for deadlines.