Cohorts and Cohort Progress

🔒 Pro feature — requires the Pro plugin.

Cohorts group students by intake, for example “Diploma 2026”, and decide which trainers can see which students. This guide covers cohort profiles, requirement snapshots, the Cohort Progress matrix and how to deal with students who aren’t in any cohort. It is written for site administrators.

Free users: cohorts are a Pro feature. With only the free plugin you won’t see a Cohorts tab or a Cohort Progress page, and entries are not linked to any cohort. To see a student’s progress on Free, use the student’s own overview (see Student overview and progress).

Cohort profiles

Where to find it: wp-admin → Clinical Training Logbook → Logbook Configuration → Cohorts. Only administrators can manage cohorts. You need at least one level first. Until you have one, the tab shows “Add at least one level before creating cohort snapshots.”

A cohort belongs to exactly one level. Students join a cohort through their allocation (see Student allocations), not on this tab.

The cohort list

The tab is headed Cohorts: “Capture requirement expectations for each intake so future changes do not affect past cohorts.” The table columns are:

Column	Shows
Cohort	Name (select it to preview the snapshot), an Archived badge if archived, and any notes
Level	The cohort’s level
Intake	Intake year or term label
Requirements	Number of requirements in the cohort’s snapshot
Snapshot	When the snapshot was last captured, or “Not captured yet”
Actions	Edit, plus a ⋮ menu with Refresh snapshot, Archive / Unarchive and Delete…

Creating or editing a cohort

1. Select Create Cohort (or Edit on a row).
2. Fill in the fields:

Field	Notes	Default
Cohort Name	Required. “Internal label visible to admins.”	Empty
Level	Required	First level
Program Stream	Free text, for example “Short Course, Diploma”	Empty
Intake Year	“YYYY or term label”	Current year
Trainers	Tick the trainers for this cohort. The list shows users with your trainer role, administrators, and anyone with trainer access.	None
Dates (Start date to End date)	“Informational window for enrolment/planning only; students can continue logging treatments outside this range.”	Empty
Bridge Options	“Allow students from short courses to bridge into this cohort.” This is saved with the cohort, but at present it doesn’t change any behaviour.	Ticked
Notes	Shown under the cohort name in the list	Empty
Snapshot Settings	“Capture requirement snapshot immediately after saving”	Ticked when creating, unticked when editing

1. Select Save Cohort (or Update Cohort). You see “Cohort profile saved.” If the name or level is missing, you see “Could not save the cohort — please check all fields and try again.”

Trainers: a trainer sees a cohort’s students in the Trainer Workspace only if they are ticked on that cohort. The form says “Administrators bypass this list.” That applies to wp-admin, where administrators can see every student anyway. In the front-end Trainer Workspace, an administrator also sees only the cohorts they are ticked on.

Archive, unarchive and delete

• Archive (⋮ → Archive, confirm “Archive this cohort? It stops accepting new students. Nothing is deleted, no access changes, and you can unarchive it again later.”): the cohort keeps its allocations, trainers, entries and reports. The Edit Allocation dialog stops offering it. Note that the Create allocation form still lists it. Notice: “Cohort archived. Its students and trainer access are unchanged; it will not accept new students.”

• Unarchive reverses it: “Cohort unarchived — it can accept new students again.”

• Caution: saving an archived cohort through Edit currently clears its archived status. After editing, look for the Archived badge and archive the cohort again if it’s gone.

• Delete… opens a confirmation page, Delete this cohort?. If no allocations use the cohort, it says “No student allocations reference this cohort.” and Delete cohort removes it. If allocations exist, you must choose what happens to them first:

  • Move them to another cohort at this level (pick a destination cohort)
  • Keep them at this level with no cohort — trainers assigned to a cohort will no longer see these students
  • Archive this cohort instead — nothing is deleted, no access changes, and it stops accepting new students

  Then select Apply and delete cohort. Entries already filed under the deleted cohort follow the allocations: they move to the destination cohort or are left with no cohort. Trainer access that came from the cohort ends. Its requirement snapshot is deleted. Deleting can’t be undone, and the Activity Log records it.

Archive, unarchive and delete are recorded in the Activity Log. Saving a cohort and refreshing a snapshot are not.

Cohort requirement snapshots

A snapshot is a copy of the level’s Requirements at a moment in time: each requirement’s title, intervention, minimum count, clinic alignment and guidance. It records what this intake was told it had to achieve, even if you change the Requirements tab later.

• Capturing: tick “Capture requirement snapshot immediately after saving” when you save a cohort, or use ⋮ → Refresh snapshot at any time (“Cohort requirement snapshot refreshed.”).
• Refreshing replaces the snapshot with the level’s current requirements straight away. There is no preview step or undo, and the old snapshot isn’t kept. Before you refresh, select the cohort’s name to check what the snapshot holds now.
• Previewing: selecting a cohort name shows Cohort Snapshot — Requirement snapshot for name, with columns Technique, Requirement, Min Count (captured), Clinic Alignment and Guidance. If the cohort has no snapshot rows you see “No requirements captured in this snapshot.”

Important: the snapshot is a reference record. Student progress bars, the Cohort Progress matrix and automatic locking all use your current catalogue settings, not the snapshot. Changing a requirement or clinic minimum changes progress for every cohort at that level. Keep the snapshot as your evidence of what applied to each intake.

Students without a cohort

A student who isn’t in a cohort is invisible to every trainer. The Trainer Workspace shows a trainer only the students who have an Active allocation in a cohort that trainer is ticked on. Students with future start dates are included, but expired ones are not. The workspace never falls back to “all students at the same level”.

A student is therefore hidden from trainers if any of these apply:

• They have no allocation at all.
• Their allocation is set to No cohort.
• Their allocation’s cohort was deleted (the row shows Cohort #N (deleted)), or they were detached when a cohort was deleted.
• Their only allocation is Completed, Archived or past its Ends On date.
• Their cohort has no trainers ticked.

The same students are also missing from the Cohort Progress matrix, which lists cohort members only. Entries saved with no cohort don’t count toward any cohort’s totals. They still appear on Logbook Entries and in the student’s own overview.

Warnings you’ll see in the product

• Create allocation form: “If you leave this as “No cohort,” the student will not appear in any trainer’s workspace until you add them to one.”
• Allocations table: No cohort — this student is not visible in any trainer’s workspace until allocated to a cohort.
• Cohort delete page: the “Keep them at this level with no cohort” option warns that trainers will no longer see these students.
• Trainer Workspace (seen by the trainer): “No students are allocated to your cohorts yet. Your administrator assigns students under Student Allocations.” A trainer on no cohort at all sees “You need to be assigned to a cohort to view trainer dashboards.”

How to check for uncohorted students

1. Go to Student Allocations, set Status to Active and Per page to “All (max 200)”, then select Apply filters. Look down the Cohort column for the No cohort flag.
2. Set Cohort to Orphaned — cohort deleted and apply. Every row listed points at a deleted cohort.
3. For students with no allocation at all, compare your student list in Users (filtered by your student role) with the allocations table. While allocation gating is on, these students also can’t log entries (see Student allocations).
4. In Cohorts, open Edit on each cohort and confirm that at least one trainer is ticked.

How to fix them

• Allocation with No cohort or a deleted cohort: Edit the allocation, choose a Cohort at the same level, and select Update allocation. The student appears in that cohort’s trainer workspace straight away. Entries they logged before the change stay where they were. To bring those entries across too, use ⋮ → Move logbook… instead.
• No allocation: Add allocation, tick the students, choose the cohort and save.
• Entries already filed with no cohort: move them one at a time with Move entry… on Logbook Entries, or use Move logbook… on the allocation. Alternatively, turn on “Count treatments logged before cohort assignment” on Cohort Progress (see below).

Cohort Progress

Where to find it: wp-admin → Clinical Training Logbook → Cohort Progress (administrators only).

1. Pick a cohort from Cohort (“— Select cohort —”). The first cohort loads by default. Each cohort is listed with its intake year in brackets. Manage cohorts opens the Cohorts tab.
2. A line confirms “Showing progress for cohort.” If the cohort has no members yet, it says “No students are allocated to cohort yet.” with an Allocate students link.

The matrix

Part	Meaning
Rows	Each student with an Active allocation in this cohort (including future-dated ones), A–Z. Select a name to open Logbook Entries filtered to that student and level.
Columns	Every clinic type at the cohort’s level. If a clinic type has a minimum, its heading shows “(req: N)”.
Cells	count / required, marked as met or not yet met. Clinic types with no minimum show the count alone.
Total	The student’s total across all clinic types

What is counted: only Published entries that belong to this cohort. Voided and draft entries never count. When evidence review is turned on and set to leave flagged entries out of progress, privacy-flagged and notes-flagged entries are left out too. Minimums come from the current Clinic Minimums & Evidence settings (see Program catalogue).

Count treatments logged before cohort assignment

The toolbar has one checkbox, Count treatments logged before cohort assignment, with Apply filters. It is on by default and applies across the whole site, not just one cohort.

• On: a student’s entries that were saved with no cohort count toward this cohort’s totals, alongside entries filed in the cohort. Use this when students logged work before you put them in a cohort.
• Off: only entries filed in this cohort count. The page then says “Treatments logged before a student joined this cohort are not counted in these totals. Enable the option above to include them.”

Entries filed under a different cohort never count here, whichever way the box is set. This box doesn’t change any stored data. It only affects how the matrix counts.

Troubleshooting

Problem	Fix
A trainer says a student is missing	Follow “How to check for uncohorted students” above. Check that the allocation is Active, in date and in a cohort the trainer is ticked on.
Cohort Progress shows “No students are allocated to … yet.”	Allocate students to the cohort on Student Allocations. Students allocated to the level with “No cohort” don’t count as members.
Totals look low after you moved a student between cohorts	Editing the cohort leaves earlier entries behind. Use Move logbook…, or turn on “Count treatments logged before cohort assignment” if the entries have no cohort.
“Choose a valid destination cohort at the same level.”	When deleting, the destination cohort must be at the same level and can’t be the cohort you’re deleting.
“That cohort action could not be verified. Reload the page and try again.”	The page was out of date. Reload and repeat.

Worked example

A college runs two parallel Level 2 clinics for its 2026 intake, each with its own supervisor:

1. On Cohorts it creates “Diploma 2026 — Monday Clinic” and “Diploma 2026 — Thursday Clinic” at Level 2. It ticks one supervisor on each and leaves “Capture requirement snapshot immediately after saving” ticked. Both cohorts now show the date of their snapshot.
2. It allocates 14 students to each cohort. Three late enrolments were allocated with No cohort in a rush. The table flags them, and the Thursday supervisor reports she can’t see them.
3. The coordinator edits each of the three allocations to the Thursday cohort. Their two earlier entries each still have no cohort. Because “Count treatments logged before cohort assignment” is on, those entries count on Cohort Progress straight away.
4. In September the college raises the minimum for one requirement. It leaves the 2026 snapshots alone as the record of what that intake was given. It knows the live progress figures now use the new minimum, and it tells students.
5. At year end it archives both cohorts. Trainers keep their read access, and reports still work.