Record a session that did not happen

For the mentor. If a session did not go ahead, you still write a short note. It tells the next reader why and whether the young person is safe and well.

Steps

1. On the day, the quickest way is Not delivered on Home, on the Planner pop-up or on the phone check-in page. It asks the same questions.
2. To do it inside the write-up, open Attendance & outcome and choose the Outcome: cancelled, No show, Refused or Service constraint.
3. Where chips appear under Category, pick the one that fits, such as Illness, Holiday, Parent cancelled, Approved leave or Refusing to attend.
4. Write why it did not go ahead in the box that follows. It is required.
5. Answer the safe and well question: Yes, I saw them or No.
6. Answer the welfare card. Choose Something to raise if anything worried you.
7. Press Submit for sign-off. You do not need ratings or the other boxes.

If it goes wrong

• Cannot send? The message lists what is missing. For a missed session it is usually the category, the reason or the safe and well answer.
• Chose the wrong outcome? Change it. The category clears, so choose it again.
• Pressed the wrong button on Home? There is no undo there. Tell your manager straight away.

Why a note is written even when nothing happened

A cancelled session that leaves no note hides what happened to the young person. Recording the reason keeps the history honest and lets managers spot patterns, such as repeated illness or refusal.

Choosing the outcome

• Cancelled by the young person or their family: illness, holiday, an appointment, or the family cancelled.
• Cancelled by the mentor or the service: your illness, approved leave, or another reason on our side.
• No show: nobody came.
• Refused: they declined to take part. This is counted separately from a cancellation.
• Service constraint: the service could not run it.

Safe and well

You say whether you saw the young person that day. Yes, I saw them counts as a safe and well check and starts the count of missed sessions again from zero. No counts as a missed session.

Answer from what you actually know. Do not guess a reassuring answer. If you are worried, follow your safeguarding procedure and speak to the DSL.

Which route to use

The quick Not delivered route and the write-up route record the same thing. The quick route is for the day. Use the write-up route if you are catching up later.

Correcting it afterwards

If a signed-off write-up has the wrong outcome, a manager can correct the delivery without reopening the whole account. They give a reason, and attendance updates to match.

How it links together

The outcome and category feed attendance reports. The safe and well answer resets or adds to the count of missed sessions, which can raise an alert. On the day, the same answer can email the young person's contacts. See the phone check-in guide and the attendance guide.