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Reports

The Reports page provides administrators with comprehensive analytics and reporting tools to track student progress, evaluate program effectiveness, and generate detailed reports for various data types.

Overview

Reports help administrators make data-driven decisions, track key performance indicators, and demonstrate program outcomes. The system supports multiple report types with flexible filtering options and background report generation for large datasets.

Report Types

Students Reports

Available Report Formats:

  • Clinical Logs: Track student clinical log entries, hours, and submission status
  • Evaluations: View student evaluation scores and completion rates
  • Skills Checkoffs: Monitor skills checkoff submissions and final scores
  • CLR Report (JSON): Generate Competency Learning Record in JSON format
  • CLR Report (DOCX): Generate Competency Learning Record as Word document

Student Report Features:

  • Aggregate data by student
  • Total logs, evaluations, or checkoffs per student
  • Average scores and completion rates
  • Date range filtering
  • Multi-select classroom and location filtering

Preceptors Reports

Available Report Formats:

  • Evaluations: View evaluations of preceptors by students
  • Skills Checkoffs: Track skills checkoffs finalized by preceptors

Preceptor Report Features:

  • Aggregate evaluation scores
  • Total evaluations or checkoffs finalized
  • Average scores per preceptor
  • Date range filtering
  • Multi-select classroom filtering

Locations Reports

Available Report Formats:

  • Evaluations: View location evaluation scores
  • Skills Checkoffs: Track skills checkoffs by location

Location Report Features:

  • Aggregate evaluation scores by location
  • Total evaluations or checkoffs per location
  • Average scores per location
  • Date range filtering
  • Multi-select classroom and location filtering

Classroom Roster Report

Special Report Type:

  • Complete roster of all classrooms
  • Includes all members (students, preceptors, admins)
  • Schedule column includes per-segment clinical sites, units, and weekly hours
  • Displays each member's assigned schedule track and segment date ranges
  • Weekly hours use the advanced schedule (per-day time ranges in 12-hour format)
  • One row per member per classroom (multiple segments combined in each row)
  • No filtering required - generates for all active classrooms

Roster Data Includes:

  • Classroom name
  • Member name and role
  • Schedule track name (or Unassigned)
  • Segment start and end dates
  • Segment location and unit
  • Weekly schedule hours

Compliance Report

Special Report Type:

  • Institution-wide compliance status
  • User compliance details
  • Overall compliance status per user
  • Compliance items with status and expiration
  • No filtering required - generates for all users

Compliance Data Includes:

  • User name, role, and email
  • Overall compliance status (Compliant, Non-Compliant, Pending, No Data)
  • Total compliance items
  • Items due/expired count
  • Detailed compliance items with:
    • Requirement name
    • Status (COMPLIANT, PENDING_APPROVAL, REJECTED, EXPIRED, INCOMPLETE)
    • Document information
    • Upload and approval dates
    • Expiration dates
    • Approval/rejection reasons

Templates Report

Special Report Type:

  • Export template data for various template types
  • Available only for paid institutions (not Free Trial)
  • Multiple template subtypes supported

Template Subtypes:

  • Skills: Skills templates with skill details and curriculum objectives
  • Evaluations: Evaluation templates with questions and objectives
  • Course Objectives: Course objective templates with mapped curriculum objectives
  • Program Outcomes: Program outcome templates with mapped course objectives
  • Courses: Course templates
  • Assignments: Assignment templates

Template Data Includes:

  • Template name
  • Template-specific details (skills, questions, objectives, etc.)
  • Curriculum objective mappings
  • Archive status

Generating Reports

Standard Reports (Students, Preceptors, Locations)

Step-by-Step Process:

  1. Select Report Type:

    • Choose from Students, Preceptors, or Locations
    • Select the report format (Clinical Logs, Evaluations, Skills Checkoffs, or CLR)

  2. Apply Filters:

    • Classroom: Multi-select; empty means all classrooms (Students, Preceptors, and Location reports)
      • Search, select multiple, Reset to clear
      • Filter icon for archive status (Active, Archived, All)
    • Location: Multi-select where applicable (student clinical logs, Location evaluations, Classroom Roster)
      • Same search, multi-select, and archive controls as classroom
    • Date range: One control for start and end dates (optional)
      • Open the dropdown to set either or both dates
      • Reset clears the range

  3. View and Select Records:

    • Records are automatically loaded based on filters
    • Use search box to filter by name
    • Click column headers to sort
    • Select individual records using checkboxes
    • Use header checkbox to select all visible records

  4. Generate Report:

    • Click "Generate Report" button
    • Report generation starts in background
    • Progress indicator shows "Starting..."
    • Report downloads automatically when ready (typically 1-5 minutes)

Classroom Roster Report

Step-by-Step Process:

  1. Select Report Type:

    • Choose "Classroom Roster" from report type dropdown

  2. Apply Filters (optional):

    • Classrooms: Multi-select; empty means all classrooms
    • Locations: Multi-select; members with a schedule segment at any selected site
    • Archive status: Active, archived, or all classrooms (classroom and location lists)
    • Member role: All members, students only, or preceptors only

  3. View and export:

    • The roster table preview loads when you change filters
    • Click Download Report to export the preview as CSV

Default scope:

  • Active classrooms only
  • All member roles

Compliance Report

Step-by-Step Process:

  1. Select Report Type:

    • Choose "Compliance" from report type dropdown

  2. Generate Report:

    • Click "Generate Report" button
    • Report generates immediately
    • Preview appears in table format
    • CSV downloads automatically

No Filtering Required:

  • Includes all non-archived users
  • Shows complete compliance status
  • Includes detailed compliance item information

Templates Report

Step-by-Step Process:

  1. Select Report Type:

    • Choose "Templates" from report type dropdown
    • Note: Not available for Free Trial institutions

  2. Select Template Type:

    • Choose subtype: Skills, Evaluations, Course Objectives, Program Outcomes, Courses, or Assignments

  3. Filter Templates:

    • Status Filter: Active, All, or Archived
    • Use search box to find specific templates
    • Templates list updates based on subtype and filters

  4. Select Templates:

    • Select individual templates using checkboxes
    • Use header checkbox to select all visible templates
    • Selected count appears in generate button

  5. Generate Report:

    • Click "Generate Report (X)" button (X = number selected)
    • Report generation starts in background
    • Report downloads automatically when ready

Report Generation Process

Background Generation

How It Works:

  • Reports are generated asynchronously in the background
  • Large datasets are processed server-side
  • No browser timeout issues
  • Progress tracking via status updates

Generation Flow:

  1. Click "Generate Report"
  2. System creates report job
  3. Background processing begins
  4. Status shows "Starting..."
  5. System polls for completion
  6. Report downloads automatically when ready

Generation Time:

  • Small reports: 10-30 seconds
  • Medium reports: 1-3 minutes
  • Large reports: 3-5 minutes
  • Very large reports: May take up to 5 minutes

Report Download

Automatic Download:

  • Reports download automatically when generation completes
  • File opens in browser or downloads folder
  • File name includes report type and date

File Formats:

  • CSV: All standard reports (comma-separated values)
  • JSON: CLR reports in JSON format
  • DOCX: CLR reports as Word documents

File Naming:

  • Format: [report-type]-[date].csv or .json or .docx
  • Example: clinical-logs-2024-01-15.csv

Filtering and Selection

Classroom and Location Filters

Features:

  • Multi-select popover with search (empty selection = all)
  • Reset at the bottom clears selections and search
  • Blue border on the trigger when filters are active
  • Archive status via filter icon (Active, Archived, All)

Where they apply:

  • Classroom: Students, Preceptors, Location reports, and Classroom Roster
  • Location: Student clinical logs, Location evaluations, and Classroom Roster

Date Range Filter

Features:

  • Single Date range dropdown with start and end fields inside
  • Calendar icon opens the native date picker for each field
  • Reset clears both dates; optional — leave blank for all dates
  • Blue border when a range is active

Usage:

  • Click calendar icon or date input
  • Select start date
  • Select end date
  • Dates filter records within range
  • Clear dates to remove filter

Search Filter

Features:

  • Real-time search as you type
  • Searches by name (student, preceptor, or location)
  • Case-insensitive matching
  • Filters visible records in table

Usage:

  • Type in search box
  • Results filter immediately
  • Clear search to show all records

Sorting

Features:

  • Click column headers to sort
  • Toggle between ascending and descending
  • Sortable columns:
    • Name (student/preceptor/location)
    • Total (logs/evaluations/checkoffs)
    • Hours (for clinical logs)
    • Score (average score)
    • Date (last log/evaluation date)

Usage:

  • Click column header once for ascending
  • Click again for descending
  • Arrow icon indicates sort direction

Multi-Selection

Features:

  • Select individual records with checkboxes
  • Select all with header checkbox
  • Selected count shown in generate button
  • Selection persists during filtering

Usage:

  • Check individual records
  • Check header to select all visible
  • Uncheck to deselect
  • Selection clears when filters change

Report Data Details

Clinical Logs Report

Aggregated Data:

  • Student name
  • Total number of logs
  • Total hours logged
  • Last log date
  • Status summary

Individual Log Details (in CSV):

  • Log date
  • Hours
  • Start/end times
  • Status
  • Student name
  • Preceptor name
  • Classroom
  • Location
  • Notes

Evaluations Report

Aggregated Data:

  • Target name (student/preceptor/location)
  • Total evaluations
  • Average score
  • Last evaluation date

Individual Evaluation Details (in CSV):

  • Submission date
  • Score
  • Status
  • Template name
  • Evaluator name
  • Target name
  • Classroom
  • Responses

Skills Checkoffs Report

Aggregated Data:

  • Student/preceptor/location name
  • Total checkoffs
  • Average final score
  • Last submission date

Individual Checkoff Details (in CSV):

  • Submission date
  • Final score
  • Status
  • Template name
  • Student name
  • Finalizer name
  • Classroom
  • Location

Classroom Roster Report

Data Columns:

  • Classroom Name
  • Name (member name)
  • Role (classroom member role: student or preceptor)
  • Track (schedule track label)
  • Schedule (date range, clinical site, unit, and weekly hours per segment; segments separated by ||)

Row layout:

  • One row per member per classroom
  • Members without a track assignment show Track as "Unassigned"

Performance:

  • Background job calls database RPC get_classroom_roster_data (one query for the full institution or filtered classrooms)

Compliance Report

Data Columns:

  • Name
  • Role
  • Email
  • Overall Status (Compliant, Non-Compliant, Pending, No Data)
  • Items Due/Expired (count)
  • Total Items (count)
  • Compliance Items (detailed breakdown)

Compliance Items Format:

  • Requirement name
  • Status (COMPLIANT, PENDING_APPROVAL, REJECTED, EXPIRED, INCOMPLETE)
  • Expiration date
  • Document filename
  • Upload date
  • Approval date
  • Approval/rejection reason
  • Current document indicator

Status Indicators:

  • Compliant: All items approved and not expired
  • Non-Compliant: Has expired items or rejected documents
  • Pending: Has items awaiting approval
  • No Data: No compliance data available

Templates Report

Skills Templates:

  • Template Name
  • Skill Name
  • Required Count
  • Ability Level
  • Objectives (curriculum objective mappings)

Evaluation Templates:

  • Template Name
  • Target Type
  • Score Type
  • Question Order
  • Question Text
  • Objectives (curriculum objective mappings)

Course Objectives Templates:

  • Template Name
  • Course
  • CO Code
  • Description
  • Mapped Curriculum Objectives

Program Outcomes Templates:

  • Template Name
  • PO Code
  • Description
  • Mapped Course Objectives

Best Practices

Report Generation

  1. Select Specific Records: Don't select all records unless necessary - smaller selections generate faster
  2. Use Date Filters: Limit date ranges to reduce processing time
  3. Filter by Classroom: Use classroom filters to focus on specific groups
  4. Wait for Completion: Don't close browser during generation - download happens automatically

Data Management

  1. Regular Reports: Generate reports regularly to track progress
  2. Archive Old Data: Use archive filters to exclude old data when not needed
  3. Verify Data: Review preview tables before generating large reports
  4. Save Reports: Download and save important reports for records

Compliance Monitoring

  1. Regular Checks: Generate compliance reports regularly to identify issues
  2. Review Status: Check overall status column for quick overview
  3. Details Review: Review compliance items column for specific issues
  4. Expiration Tracking: Monitor expiration dates in detailed items

Templates Management

  1. Selective Export: Export only needed template types
  2. Archive Filter: Use archive filter to exclude archived templates
  3. Search First: Use search to find specific templates before selecting
  4. Verify Selection: Check selected count before generating

Troubleshooting

Report Generation Issues

Report Takes Too Long:

  • Large datasets take longer to process
  • Wait up to 5 minutes for completion
  • Check browser console for errors
  • Try generating smaller subsets

Report Fails to Generate:

  • Check internet connection
  • Verify you have proper permissions
  • Try selecting fewer records
  • Contact support if issue persists

Download Doesn't Start:

  • Check browser download settings
  • Ensure pop-up blocker isn't blocking download
  • Check browser console for errors
  • Try generating report again

Filtering Issues

No Records Appear:

  • Check date range filters
  • Verify classroom/location filters
  • Clear all filters and try again
  • Check archive status filters

Search Not Working:

  • Ensure you're typing in search box
  • Check for typos in search term
  • Clear search to see all records
  • Verify records exist for your filters

Selection Issues

Can't Select Records:

  • Ensure records are loaded (not loading state)
  • Check that you're clicking checkboxes
  • Verify you have proper permissions
  • Refresh page and try again

Selection Clears:

  • Selections clear when filters change
  • This is expected behavior
  • Re-select records after changing filters

Templates Report Issues

Templates Not Available:

  • Templates reports require paid subscription
  • Free Trial institutions cannot access
  • Upgrade to paid plan to use templates reports

No Templates Found:

  • Check template subtype selection
  • Verify archive status filter
  • Ensure templates exist for selected type
  • Check institution has templates created

Related Features

  • Classrooms: Filter reports by classroom, view classroom roster
  • Users: View user data in compliance and evaluation reports
  • Locations: Filter reports by location, view location performance
  • Templates: Export template data for various template types
  • Billing: Upgrade from Free Trial to access templates reports