Evidence review

Evidence review lets administrators and trainers check each logbook entry’s uploaded treatment notes and mark them as passed or flag a problem. Students are told what to fix, and flagged entries can be held back from progress counts. This guide also covers enforcement modes — whether missing notes or reflections block a student from saving — which every site has in a basic form.

The review workflow is part of Pro. The enforcement baseline (“Hard”) is in the free plugin.

🔒 Pro feature — requires the Pro plugin.

Who it is for

• Administrators turn review on, set standard flag reasons, edit the emails and banners, and can review any entry.
• Trainers review entries for students in their cohorts from the Trainer workspace.
• Students see flags on their overview and on the entry, and are emailed when a reviewer chooses to notify them.

Review tracks

There are two independent review tracks. Each entry has a separate status on each track, so an entry can pass one and be flagged on the other.

Track	What reviewers check	Statuses
Privacy	Whether the uploaded notes contain information that identifies the client (names, dates of birth, addresses, identifiable photos, contact details)	Privacy review: pending · Privacy review: passed · Privacy review: flagged
Notes Completeness	Whether the notes are legible, complete and the right file	Notes review: pending · Notes review: passed · Notes review: flagged

Every new entry starts as pending on both tracks.

Turning review on

Both tracks are off by default. To turn them on:

1. Go to Clinical Training Logbook → Plugin Settings → Notifications & Review.
2. In the Privacy & Notes Review section, under General Review Settings, tick either or both:
   • Enable privacy review — “Allow trainers to review entries for patient-identifiable information” (default off)
   • Enable notes completeness review — “Allow trainers to flag entries with insufficient treatment notes” (default off)
3. Click Save Review Settings. (Each section on this tab has its own save button.)

While a track is off, its badges, buttons, filters and banners are hidden everywhere, review requests for it are refused, and any existing flags on it are ignored. Turning it back on brings the stored statuses back.

Progress counting

Progress counting — “Exclude flagged entries from requirement progress counts” — is on by default. While it is on, an entry flagged on an enabled track does not count towards the student’s requirements or clinic minimums anywhere progress is shown: the student overview, the Trainer workspace, Cohort Progress and printable reports. When the flag is removed, the entry counts again straight away.

Turn it off if you want flags to be advisory only, so flagged entries still count.

Standard flag reasons

Standard Flag Reasons are quick-pick reasons offered when someone flags an entry. Enter one reason per line. Reviewers can always type their own reason instead.

Setting	Default reasons (used when the box is empty)
Privacy flag reasons	Client name or identifying details not redacted · Date of birth or address visible · Photo contains identifiable features · File contains client contact information
Notes incomplete reasons	Treatment notes are illegible · Treatment notes are incomplete or missing sections · Wrong file uploaded · File is corrupted or unreadable

Who can review

• Administrators can review any student’s entries.
• Trainers can review entries for students who have an active allocation in a cohort the trainer is assigned to. See Cohorts and cohort progress and Student allocations.

There is no separate “reviewer” role or per-student reviewer setting. Review access follows cohort trainer assignments. Anyone else who attempts a review action gets “You do not have permission to review this entry.”

Reviewing an entry

Reviewers act in one of two places:

• Administrators: Clinical Training Logbook → Logbook Entries. Click an entry to open its detail panel. To find work, use the Evidence filter: Review pending, Privacy flagged or Notes incomplete (each appears only when its track is enabled). See Logbook entries and reports.
• Trainers: the Trainer workspace. Open a student, then an entry. The entry window has an Evidence Review section.

Open the uploaded notes from the entry (PDFs and images preview inline), then use the buttons beside each enabled track:

Button	Shown when the track is…	Result
Mark Checked	pending or flagged	Status becomes passed
Flag Privacy / Flag Incomplete	pending or passed	Opens the flag form (below)
Reset	passed or flagged	Status returns to pending. Use it to clear a flag and re-review later

Flagging

1. Click Flag Privacy or Flag Incomplete.
2. Choose from — Select a standard reason —, or type in the Reason for flagging (or select above)… box. A reason is required (“A reason is required when flagging an entry.”).
3. Click Confirm Flag, or Cancel.

The reason, who flagged it and when are saved with the entry. Flagging, checking and resetting all update the entry’s Updated date in Logbook Entries.

Flagging does not email the student by itself. Once an entry has an active flag, two more buttons appear:

• Notify student of flagged issues — sends one email about this entry (see Review emails).
• Email summary of all outstanding issues — sends one email listing every flagged entry for this student.

This lets you flag both tracks, or several entries, and then send a single message.

What the student sees

On the student’s overview (see Student overview and progress), a flagged entry shows a Privacy flagged or Notes incomplete label next to its evidence status. When Progress counting is on, the entry does not count towards their progress while flagged.

When the student opens the entry with View / edit, a banner at the top of the entry form explains the problem. The default banners are:

• Privacy issue: reason. “Please upload a de-identified replacement file to resolve this issue. Your entry will not count toward your requirements while flagged.”
• Treatment notes incomplete: reason. “Please upload a complete and legible replacement file to resolve this issue. Your entry will not count toward your requirements while flagged incomplete.”

Administrators can change the banners with the Student banner setting for each track (HTML allowed; {flag_reason} inserts the reason).

How a student responds

1. Open the entry from the overview with View / edit, or use the Update your entry link in the email.
2. Replace the uploaded file with a corrected one (for example, a de-identified copy) and save.
3. The flag stays on the entry after the student saves. It is not cleared automatically. The reviewer then opens the entry again and clicks Mark Checked to pass it, or Reset to return it to pending. The entry counts towards progress again as soon as the flag is removed.

Reviewers can find entries waiting for re-review with the Privacy flagged and Notes incomplete filters. Students should tell their trainer when they have uploaded a replacement.

Review emails

Review emails are never sent automatically. They go only when a reviewer clicks one of the two buttons above. Emails are HTML and go to the email address on the student’s WordPress account.

Single-entry notification

Notify student of flagged issues sends one email for the open entry, based on which flags are active and whether that track’s email is enabled:

Situation	Subject (default)	Editable?
Only the privacy flag is sent	Action required: Privacy issue with your treatment notes	Yes — Privacy Flag section
Only the notes flag is sent	Action required: Your treatment notes are incomplete	Yes — Treatment Notes Incomplete section
Both flags are active and both emails enabled	Action required: Issues with your treatment entry	No — lists each issue and its reason

Outstanding-issues summary

Email summary of all outstanding issues sends one email with the subject “Action required: N treatment entries need your attention”, listing each flagged entry’s date, level, clinic type and issues, each with an update entry link. The wording is not editable. If the student has no outstanding flags, the reviewer sees “No outstanding review issues for this student.”

Email settings

On Notifications & Review, the Privacy Flag and Treatment Notes Incomplete sections each have:

Setting	Default	Notes
Enable email	On	When off, flags on this track are left out of both the single-entry email and the summary. If nothing is left to send, no email goes out
Email subject	The default subject above (leave blank to use it)	Plain text
Email body	Built-in template (leave blank to use it)	HTML allowed. Placeholders: {first_name}, {last_name}, {treatment_date}, {treatment_number}, {flag_reason}, {entry_url}, {site_name}
Student banner	Built-in banner	Shown on the entry form while flagged. {flag_reason} is supported

Links in emails point to your entry form page with the entry opened. Assign the entry form page on Plugin Settings → Site Setup, otherwise links go to your home page.

The weekly reminder digest (Reminder emails) is separate. It chases missing required notes and reflections, not review flags.

Limits and edge cases

• The default email and banner text, and the summary email, tell students a flagged entry “will not count toward your requirements”. If you turn Progress counting off, edit the per-track email bodies and banners to match. The summary email’s wording cannot be changed.
• Disabling a track hides its flags but does not delete them. Re-enabling it restores them, including their effect on progress.
• The summary email lists published entries only. Deleting an entry, or erasing a student’s data, removes its review status and flag reasons along with it.
• With Pro, the personal data export includes the flag reasons on each entry (see Evidence storage and privacy).

Enforcement modes

Enforcement decides what happens when a student saves an entry without a required treatment notes upload or reflection. It is set per clinic minimum on Clinical Training Logbook → Logbook Configuration → Clinic Minimums & Evidence, next to Require treatment notes to be uploaded and Require written reflection (see Program catalogue).

Hard (free plugin)

The free plugin has one mode, Hard — block save until provided. Because there is only one choice, no Enforcement menu is shown. Every requirement you tick is enforced this way. The entry cannot be saved until the requirement is met, and the student sees one of:

• “Treatment notes upload is required before saving.”
• “Reflection is required before saving.”
• “Reflection must be at least N words.” (when Reflection minimum words is set)

An entry that already has notes on file can be edited without uploading again.

🔒 Pro feature — requires the Pro plugin.

Soft and Reminder chain (Pro)

Pro adds an Enforcement menu beside each requirement with three choices:

Mode	At save time	Afterwards
Hard — block save until provided (default)	Save is blocked with the messages above	—
Soft — allow save, show warning	Entry saves. The student is warned, for example “Treatment notes have not been uploaded yet.”, “Reflection has not been completed yet.” or “Reflection needs at least N words (currently incomplete).”	The entry shows the evidence as missing until it is added
Reminder chain — allow save, escalating email reminders	Entry saves with no warning	The missing item is chased by the weekly reminder digest, if digests are turned on

In the Clinic Minimums list, Soft and Reminder chain requirements are labelled required — complete later.

Both Soft and Reminder chain entries appear in the weekly digest while required evidence is missing. Reminders are the standard weekly digest only — there is no separate escalating sequence. Configure it on Notifications & Review (see Reminder emails).

If Pro is deactivated: requirements set to Soft keep allowing saves with a warning. Requirements set to Reminder chain go back to Hard.

Worked example

🔒 Pro feature — requires the Pro plugin.

Northside College turns on both tracks and leaves Progress counting on.

1. Trainer Mei opens the Trainer workspace, selects student Alex, and opens Alex’s 14 March Student Clinic entry. The scanned notes show the client’s full name.
2. Mei clicks Flag Privacy, picks “Client name or identifying details not redacted”, clicks Confirm Flag, and then Mark Checked on the notes track, because the notes are otherwise complete.
3. Mei clicks Notify student of flagged issues. Alex receives “Action required: Privacy issue with your treatment notes” with the reason and an Update your entry link. The entry no longer counts towards Alex’s Student Clinic minimum.
4. Alex opens the link, sees the privacy banner, uploads a redacted scan and saves. The entry still shows Privacy flagged.
5. Mei filters for flagged entries, opens the entry, checks the new file and clicks Mark Checked. The entry counts towards Alex’s progress again.

Troubleshooting

🔒 Pro feature — requires the Pro plugin.

No review buttons appear. Neither track is enabled — tick them on Notifications & Review and save. Trainers also need an assignment to a cohort in which the student has an active allocation.

“This review track is not enabled.” The track was turned off after the page loaded. Reload the page.

“You do not have permission to review this entry.” The trainer is not assigned to any cohort the student is actively allocated to.

The student replaced the file but the entry is still flagged. This is expected. A reviewer must click Mark Checked or Reset.

Notify sent nothing. The email for that track is turned off (Enable email). If the student’s account has no email address, the reviewer sees “Student email not found.”