Lesson Reports written by your Tutors can be checked by an Admin before they reach your Clients. When report approval is switched on, new Reports wait on the Approve Lesson Reports page until an admin approves them.
Note: To enable this, head to to System > Settings > People and Activity > Activity and enable "Approve lesson reports before sending".
Opening the page
Go to Activity > Reports and select Reports Approval. This opens the Approve Lesson Reports page, which lists every Report currently waiting for approval. This page is available to admins only.
How the page is laid out
The page is split into two panes:
Left: a list of Report cards, each with a status badge. Reports are paginated, with 20 per page.
Right: the full content of whichever Report is selected, loaded as you click through.
Filtering the list
Use the Filter button to narrow the list of Reports awaiting approval by Job, Student, Client, Client Manager, Report Author or date range.
Marking Reports for approval
When you are happy with a Report, mark it:
Click Mark for approval, or press M.
The card's badge changes to ✓ Marked, and the count on the approve button goes up.
To undo, click Unmark or press M again.
Marking a Report does not approve it on its own. Reports are only approved once you use the approve button.
Working across multiple pages
Your marks are remembered as you move between pages, so you can work through a large batch in one session:
A summary line shows how many Reports you have marked and how many of those are on other pages.
Marking the last Report on a page moves you to the next page automatically.
Marks are held for 2 hours. If you leave the page and come back within that time, your marks will still be there.
Change pages with the left and right arrow keys, or the pagination controls under the list.
Editing a Report before approving
To fix something before approving:
Press E (or open the Report) to open it for editing in a new browser tab.
Make your changes and save.
Return to the approval tab. The content pane refreshes automatically so you see the updated Report.
Approving the Reports you have marked
Once you have marked everything you want to approve, select Approve N reports (N is the number marked across all pages). All marked Reports, on every page, are approved together, and a confirmation message appears.
Sending the Reports to Clients as you approve
When you approve, you can also email the approved Reports to your Clients using the Send reports to clients checkbox:
If the A Report was created for a Lesson email definition is enabled, this box is ticked by default, so approving will also send the Reports to your Clients. Untick it if you want to approve without sending.
If that email definition is disabled, the box is greyed out and the Reports will not be emailed. A note tells you the definition is disabled, so no emails will be sent.
Note: To enable sending, go to System > Settings > Communication Settings > Email Definitions and turn on A Report was created for a Lesson.
Frequently Asked Questions
What if a Report was already approved by another Administrator?
If another Administrator approves one of your marked Reports before you submit, that Report is skipped rather than blocking the whole batch. The confirmation message tells you when this happens, for example: "3 reports approved; 1 skipped as already approved or no longer available."
What happens when there is nothing left to approve?
Once every Report has been approved, the page shows All lesson reports have been approved, with a link back.
What are the keyboard shortcuts?
Up / Down: move between Reports
Left / Right: change page
M: mark or unmark the selected Report
E: open the selected Report for editing in a new tab