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Prepare and release a half-term round

Choose who needs a report, check who writes a summary, then release the reports to the team.

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.

This page is for managers and admins. Nothing reaches the team until you release the round.

Steps

  1. Open Half-term reports, then Prepare a round. If there is more than one half-term, choose it from the tabs.
  2. Read the line at the top. It says how many young people need a report and how many summaries are asked for.
  3. Untick anyone who does not need a report this time. They stay on the list, dimmed.
  4. Check the team under each name. Press Needs one or Not needed to change who writes a summary. Use the Add box under a name to add someone.
  5. Press the release button at the top right. A window shows the totals.
  6. Press Release to confirm, or Not yet to go back and keep editing.

If it goes wrong

  • If a list says nobody is on the diary yet, plan the sessions first. Young people appear once they have planned sessions in the half-term.
  • If a change does not save, refresh the page and try again. Nothing has been changed.
  • After release you can still untick someone or change who writes a summary.

Who is on the list

The list holds every young person with sessions planned in the half-term. Each row shows their reference code, their area and whether a report has been started. The page only offers half-terms that have not yet ended.

How the summaries are decided

A team member is asked to write a summary when they lead or co-deliver three or more sessions with the young person in the half-term. Shadowing and meet and greets do not count. Hover over a name to see how many sessions are scheduled. A name that a manager added or took off says so.

Taking someone off the round

Unticking a young person means no report is needed this time. If a draft report was already started, a Delete the draft report button appears. It asks you to confirm because everything written in the draft is lost for good. A report that has already gone for sign-off is never deleted here.

What release does

Until you release, the team sees nothing. After release, the reports appear on each person's Home page and to-do list from a set number of days before the deadline. That number is in Report settings. The page then shows when the round was released and by whom.

Doing this more than once

Each half-term has its own round and its own release. Releasing one does not release the others.

How it links together

What release sets goingPreparing the round decides what every other report screen shows.
  1. PrepareTick who needs one
  2. ReleaseTeam is told
  3. WritingReports appear on Home
  4. Sign-offFollow them up

The list is built from planned sessions, so it follows your Planner and Scheduling. Releasing the round puts the reports on each team member's Home page and to-do list. They appear from the number of days before the deadline set in Report settings. The counts on the Half-term reports page start from the ticks you set here.

Questions people ask

Can I untick someone after I have released the round?

Yes. Untick them and they no longer need a report. If a draft exists you can delete it from the same row.

Why is a young person missing from the list?

They only appear once they have sessions planned in the half-term. Plan the sessions and refresh.

Who writes a summary?

Anyone scheduled to lead or co-deliver three or more sessions with the young person that half-term. You can add or remove people.

When do the team see their reports?

After you release, from a set number of days before the deadline. The number is in Report settings.

Can I undo a release?

There is no undo button. You can still untick people and change who writes a summary, so most mistakes can be put right.

What does deleting a draft do?

It permanently removes everything written in that draft. It never deletes a report that has gone for sign-off.