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Logbook Entries, Reports and the Activity Log

This guide covers the admin screens you use to see what students have logged: the Logbook Entries page, the reporting and export tools that Pro adds to it, and the Activity Log that records administrative actions. It is written for site administrators. Trainers do not use these screens; they work in the Trainer Workspace (see Trainer Workspace).

Logbook Entries

Where to find it: wp-admin → Clinical Training Logbook → Logbook Entries.

Who can see it: only users with the WordPress Manage options capability, which in a standard site means Administrators. Trainers and students cannot open this page.

There is one Logbook Entries page in each version. With only the free plugin active you get a simple read-only list. When Pro is active, the same menu item opens the full reporting screen instead, with filters, a progress view, CSV export and entry correction tools. You never see two copies of the page.

Free: the read-only list

The free page shows every logbook entry on the site, newest treatment date first, 30 entries per page, with page links at the bottom.

Column	What it shows
Date	Treatment date, in your site’s date format
Student	Display name, with the email address underneath
Level	The level the entry was logged against
Clinic Type	The clinic type chosen on the entry
Status	The entry’s status, for example Published or Void
Reflection	Yes when the student wrote a reflection, otherwise a dash
Actions	View opens the entry

Above the table a search box (“Search by student name or email…”) filters the list. The search also matches the client’s first name and the treatment number. Use Clear to remove the search. A line above the table shows the total, for example “142 entries total.”

Selecting View opens a read-only detail page with:

Student, Date, Level, Clinic Type, Client, Client age, the client sex field (using the label configured for your site), Treatment no. and Status.
Interventions: Techniques, Diagnostics, Advice and Case Details. If an item has since been deleted from your catalogue, it shows as “Deleted item (#id)” rather than disappearing.
Evidence: a View uploaded evidence button opens the file in a new tab through the plugin’s protected file link. If nothing was uploaded you see “No evidence file was uploaded for this entry.”
Reflection: the full reflection text.
Void this entry (or Restore this entry for a voided one). Voiding keeps the entry visible here and to the student, but it stops counting toward requirement progress. A confirmation page appears before anything changes. See Logging treatments for more on voiding.

On a new site with no entries, the page shows “No entries yet — students appear here once your program is set up and they start logging treatments.” It also shows an Open Logbook Configuration button.

The free page has no filters other than search, no export and no delete.

🔒 Pro feature — requires the Pro plugin.

Pro: the reporting screen

With Pro active, Logbook Entries becomes a filterable report. The page needs JavaScript for filtering and the entry drawer, and it warns you if JavaScript is turned off.

Column	What it shows
Student	The student’s name
Level	Level of the entry
Clinic	Clinic type
Client	Client first name
Treatment Date	Sortable (click the heading; ▲ / ▼ shows the direction)
Evidence	Only things that need attention: a missing required Treatment Notes or Reflection, plus any privacy or notes review that hasn’t passed yet (when evidence review is on). A dash means “Nothing outstanding”.
Updated	Date the entry was last changed. Also sortable.
Actions	View, plus a ⋮ menu with Move entry… and Delete

The results line reads, for example, “57 treatments found”. By default the list is sorted by Treatment Date, newest first.

Filtering and viewing entries

🔒 Pro feature — requires the Pro plugin.

Free users have only the search box described above. With Pro, the toolbar has these controls:

Filter	Options	Default
Student	Every user with one of your student roles, or All students	All students
Search	Matches student name, email, client first name or treatment number (“Search students or clients”)	Empty
Level	Each level, or All levels	All levels
Clinic	Each clinic type, or All clinics	All clinics
Evidence	All evidence states, Evidence complete, Treatment notes missing, Reflection missing, Reflection needs more detail. If evidence review is turned on you also get Privacy flagged, Notes incomplete and Review pending.	All evidence states
From date / To date	Treatment date range. Both ends are included, and you can leave either one empty. If you enter the dates the wrong way round, they are swapped for you.	Empty
Rows per page	25, 50, 100 or 200	25

Most filters refresh the table as soon as you change them. Apply filters submits the whole form, and Reset clears every filter. Your filters stay in the page address, so you can bookmark or share a filtered view. They also stay applied when you sort or change pages.

Reflection needs more detail finds entries where a reflection exists but is shorter than the minimum set for that clinic.

The entry drawer

Select View on a row to open the Entry details drawer without leaving the list. It shows:

Student
Context: Level, Clinic and Updated
Client: First name, Age and Sex
Evidence: status badges, plus a View treatment notes link that opens the file in a new tab
Interventions: Techniques, Diagnostics, Advice and Details (“None captured” if empty)
Reflection: the full text, or “No reflection submitted for this entry.”
Trainer Feedback: shown when reflection feedback is turned on. You can add feedback here (see Reflections, journal and feedback).
Review controls: shown when evidence review is turned on (see Evidence review).

If the drawer can’t load, use Open full page to see the same details on a page of their own. Back to entries returns you to the list.

The progress view

Choose a single student in the Student filter and a Progress snapshot panel appears above the table, titled “Viewing student name“. It starts collapsed:

Select Show program progress to show the cards.
Each level card shows the number of entries logged. Each clinic card shows “X of Y required logged” against your clinic minimums. Requirement cards appear under Requirement progress.
Select a card to filter the table to just those entries. Show all entries removes that card filter.
View allocations opens Student Allocations (see Student allocations).
Print / Save as PDF opens your browser’s print dialog with a printable “Progress Snapshot — student — date“. It has a clinic table (Clinic Type, Status, Current, Required, Evidence) and a requirement table (Requirement, Type, Clinic Scope, Status, Progress). Status values are Complete, In progress, Not started, Tracking and No target. To make a PDF, choose Save as PDF as the printer.

If the student has nothing to show for the current filters, you see “This student has no tracked progress for the current filters yet.”

Exporting reports

The free plugin has no export. If you need a file on Free, use WordPress’s own personal data export (see Evidence storage and privacy).

🔒 Pro feature — requires the Pro plugin.

Export CSV sits in the filter toolbar.

Scope: every entry that matches your current filters, across all pages. Rows per page and the page you are on make no difference. Voided and draft entries are included when they match, and the Entry Status column identifies them.
Size: there is no row limit. The export collects matching entries in batches of 200 until every one is included.
Filename: dclb-report- plus the student, level or clinic you filtered by (if any), then the date and time in UTC. For example: dclb-report-student-42-20261005-031500.csv.
Status messages: “Preparing CSV…”, then “CSV downloaded.” If nothing matches you see “No entries matched the current filters.” If it fails you see “Unable to export CSV. Please try again.”

CSV columns, in order:

Student Name
Student Email
Level
Clinic Type
Client Name (client first name only)
Treatment Date
Clinical Notes Status
Reflection Status
Entry Status (Published, Draft or Voided)
Privacy Review (Needs review, Checked or Flagged)
Notes Review (Needs review, Checked or Flagged incomplete)
Last Updated

Dates use your site’s date and time format. The file doesn’t include reflection text, intervention lists or evidence files. A cell that begins with =, +, - or @ is prefixed with an apostrophe so spreadsheet programs don’t run it as a formula.

PDF: there is no PDF export of the entries list. The only PDF route is printing a single student’s progress snapshot with Print / Save as PDF, as described above.

The CSV contains student emails and client first names. Store and share it according to your organisation’s privacy policy.

Reassigning an entry

🔒 Pro feature — requires the Pro plugin.

Pro lets you re-file an entry that was logged against the wrong logbook (level) or the wrong cohort (intake). It does not move an entry to a different student. The entry always stays with the student who logged it. If you need to merge two student accounts, delete the duplicate account in WordPress and attribute its content to the account you are keeping (see Evidence storage and privacy).

When a student changes cohort, their existing entries stay with the cohort the work was done under. This tool is how you correct a single entry that ended up in the wrong place. To move a student’s whole logbook to another cohort, use Move logbook… on Student Allocations instead (see Student allocations).

On Logbook Entries, open the row’s ⋮ menu and choose Move entry….
In the Move entry dialog (“Re-file this entry.”), choose the Logbook (level). Then choose the Cohort: one that belongs to that level, or No cohort.
Optionally fill in Why (recorded in the activity log). We recommend you always do.
Select Move entry, then confirm “Move this entry? Progress figures on both sides change immediately.”

Rules and messages:

If nothing changes, you see “Nothing to change — the entry is already there.”
You can’t put an entry into a cohort from a different level: “That cohort belongs to a different logbook. Move the entry to that logbook first, or pick a cohort in this one.”
Other possible errors are “That logbook entry no longer exists.”, “That logbook does not exist.” and “That cohort does not exist.”
Every successful move is written to the Activity Log as Reassigned treatment. The entry records who made the move, when, what changed and the reason you gave.
Choosing No cohort removes the entry from cohort-based progress. Cohort Progress and trainer views only count entries in the cohort.

Deleting an entry

The free plugin never deletes entries. To take an entry out of progress on Free, void it from its detail page instead.

🔒 Pro feature — requires the Pro plugin.

With Pro, administrators can permanently delete an entry:

Open the row’s ⋮ menu and choose Delete.
Confirm “Are you sure you want to permanently delete this entry? This action cannot be undone.”

What is removed: the entry, its interventions, its file records, the evidence file stored on your site, and any trainer feedback on it. If you use cloud storage, Pro also tracks the deleted file so it can be cleaned up (see Cloud storage). Nothing goes to a recycle bin. Once you delete an entry you can’t recover it from inside WordPress.

What is kept: an Activity Log row, Deleted logbook entry, listing the student and the treatment date (client details are deliberately left out). An internal treatment audit trail also records that the entry was deleted and by whom. That trail is not shown on any admin screen. It is kept for accountability, and a privacy erasure request notes that it was retained.

Delete or void? With Pro active, the Logbook Entries screen offers Move entry… and Delete, but not Void. If you want to keep a record of a wrong or duplicate entry, it’s often better to move it than to delete it.

Activity Log

Where to find it: wp-admin → Clinical Training Logbook → Activity Log. This page is in the free plugin and is visible only to administrators (Manage options).

The page describes itself as a “Durable record of deletions and other administrative actions.” It shows the 100 most recent events, newest first. Older events stay in the database but don’t appear on this page.

Column	Content
When	Date and time in your site’s time zone
Who	Display name of the person who did it
Action	For example “Deleted level” or “Reassigned treatment”
Object	The type of record and its number, for example “Level #3”
Details	Extra facts, such as the record’s name, the student, the date or the reason given

Events recorded in Free: creating, updating and deleting levels, clinic types, interventions, requirements and clinic minimums; voiding and restoring entries; and moving or deleting a student’s logbook data when their WordPress account is deleted.

🔒 Pro feature — requires the Pro plugin.

Additional events recorded with Pro: deleted logbook entries, reassigned (moved) entries, deleted trainer feedback, archived and deleted allocations, allocation lock changes, logbooks moved to another cohort, and archived, unarchived and deleted cohorts. Creating or editing an allocation, saving a cohort, refreshing a cohort snapshot and automatic locking do not appear here.

Retention: nothing is pruned automatically, and no one can edit or delete rows from the screen. The log is removed only if you uninstall the plugin with full data removal turned on. Details can include student display names, so bear the log in mind when you respond to privacy requests.

Limits and edge cases

The free list shows 30 entries per page. The Pro list shows 25 by default, up to 200.
On the Pro screen the student filter lists users with your configured student roles. Entries by someone who no longer has a student role still appear under All students.
The Activity Log page shows only the newest 100 events.
Changing a level, cohort or clinic minimum changes progress figures immediately. The CSV always reflects the data at the moment you export it.

Troubleshooting

Problem	Likely cause and fix
“No treatments match your filters yet.” (Pro)	A filter or date range is too narrow. Select Reset.
“Unable to export CSV. Please try again.” (Pro)	The session may have expired, or the request was blocked. Reload the page and export again. Try a narrower filter if the site times out.
“Select a student first.” / no progress panel (Pro)	The progress view needs one student chosen in the Student filter.
“Unable to delete entry. Please try again.” (Pro)	Reload and retry. If it keeps failing, check the site’s error log. The Activity Log only records successful deletions.
Activity Log says “No activity recorded yet.”	Nothing has been recorded yet. Routine actions such as students saving entries are never logged here.

Worked example

🔒 Pro feature — requires the Pro plugin.

At the end of Term 2, a college’s clinic coordinator needs evidence for an accreditation review of the 2026 Diploma intake:

She opens Logbook Entries, sets Level to “Level 2 — Supervised Clinic”, From date to 1 April and To date to 30 June, and selects Export CSV. All 412 matching entries download in one file, even though the screen shows 25 at a time.
She sets Evidence to Reflection needs more detail to find students whose reflections are too short, and passes the list to the clinic supervisors.
A student reports logging three treatments under Level 1 by mistake. For each one she chooses ⋮ → Move entry…, picks Level 2 and the student’s 2026 cohort, and types “Logged under wrong level — student request, 3 July” as the reason.
She chooses that student in the Student filter, opens Show program progress, and uses Print / Save as PDF to save a progress snapshot for the student file.
Before the review she opens Activity Log. The three Reassigned treatment rows show her name, the date and the reason she gave.

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