Program Catalogue (Logbook Configuration)

Logbook Configuration is where you describe your clinical training program: the levels students move through, the clinics they attend, the interventions they log, and the counts they must reach. Everything students see on the entry form and on their progress board comes from here. This guide is for site administrators.

Opening Logbook Configuration

Go to Clinical Training Logbook → Logbook Configuration in wp-admin. Only users who can manage site options (administrators) can open this page or change anything on it. Anyone else who tries sees “You do not have permission to view this page.”

The page has five tabs, in this order:

Tab	What it holds
Levels	The training stages of your program
Clinic Types	The clinics or placements where entries are logged, and which levels use each one
Interventions	The catalogue of techniques, diagnostics, advice items and case details
Requirements	How many times an intervention must be logged for a level
Clinic Minimums & Evidence	How many entries are needed at each clinic, and the notes/reflection rules for that clinic

🔒 Pro feature — requires the Pro plugin.

Pro adds a sixth tab, Cohorts, for grouping students, assigning trainers and freezing a snapshot of a level’s requirements. See Cohorts and cohort progress.

Every add, edit and delete is saved immediately when you submit the dialog, and a green confirmation appears at the top of the page (for example “Level saved — students can now be added to this level.”). Every change is also recorded in Clinical Training Logbook → Activity Log — see Logbook entries and reports.

Site-wide settings such as page assignments, student roles and allowed file types are on a separate page, Plugin Settings. See Plugin settings and pages.

Program setup wizard and checklist

Until your catalogue is complete, a Program setup checklist appears at the top of Logbook Configuration, with the intro “Complete these steps to get your logbook program ready for students.” The next unfinished step is highlighted with an arrow, and completed steps show a tick.

Step	Ticked when…	Opens tab
Add a Level	at least one level exists	Levels
Add a Clinic Type	at least one clinic type exists	Clinic Types
Add Interventions	at least one Technique exists (diagnostics, advice and case details alone do not tick it)	Interventions
Set Requirements	at least one requirement exists, at any level	Requirements
Set Clinic Minimums	every level has at least one clinic minimum. The step names up to three levels that still need one.	Clinic Minimums & Evidence

🔒 Pro feature — requires the Pro plugin.

With Pro active, three more steps are added: Publish the Reflective Journal page, Publish the Usage page and Publish the Trainer Workspace page. Each one is ticked when a published page is assigned to that surface, and links to Plugin Settings → Site Setup. Pro’s activation normally creates these pages for you, so they are usually ticked already.

The Program setup wizard is a step-by-step dialog with the same steps. Each unfinished step has a Go to … → button (for example Go to Clinic Minimums & Evidence →), and the footer shows progress such as “2 of 5 steps complete”.

• It opens automatically the first time each administrator visits the page while setup is incomplete.
• Closing it in any way — the ✕ button, the Esc key, clicking outside it, or Dismiss wizard — is remembered for that administrator on every browser and device. Other administrators still see it once.
• Click Open setup wizard on the checklist to bring it back at any time.

When every step is done, the checklist disappears and is replaced once per site by “Setup complete — your logbook is ready for students.”, with buttons Check who counts as a student (opens Site Setup) and Invite your students (opens Users → Add New User). After that, the wizard is no longer offered.

If you later add a new level without a clinic minimum, the checklist returns until that level has one.

Levels

A level is a training stage, such as Year 2 Clinic or Advanced Practice. Every logbook entry is recorded against a level, and requirements and clinic minimums are set per level.

To add a level: click Add Level (or Add your first Level on an empty tab), fill in the dialog and click Add Level.

Field	Required	What it does
Name	Yes	The level name students and trainers see.
Slug	No	A short URL-safe identifier. Leave it blank and it is made from the name. If the slug is already taken, -2, -3 and so on are added.
Description	No	Internal notes about the level.
Sort Order	No	Whole number, 0 or higher (default 0). Levels are listed from lowest to highest everywhere in the plugin.

The Levels table shows Level Name, Slug, Sort Order and Actions. Click Edit to change a level (the button becomes Update Level).

Deleting a level. Clicking Delete opens a confirmation screen, Delete this level?, that names the level and tells you how many clinic types reference it, for example:

2 clinic types reference this level and will lose it. Requirements, clinic minimums, and recorded treatments for this level will also lose their level association. This cannot be undone.

Click Delete level to go ahead, or Cancel to return. Deleting a level removes only the level itself. Entries, requirements and clinic minimums are not deleted, but they no longer belong to a level that exists. A clinic type whose only level was deleted shows All levels in the Applies To Levels column — edit it and choose a current level. Do not delete a level that students have logged against. Rename it instead.

Free and Pro both allow unlimited levels.

Clinic types

A clinic type is a venue or setting where students log entries, such as Student Teaching Clinic, External Placement or Community Outreach. Add at least one level first — until then the tab shows “Add at least one level to configure clinic types.” with a Go to Levels button.

To add a clinic type: click Add Clinic Type and complete the dialog.

Field	Required	What it does
Name	Yes	The clinic name shown on the entry form.
Slug	No	Generated from the name if blank, and made unique automatically.
Applies To Levels	Yes, at least one	The levels that can log entries at this clinic. Hold Cmd (Mac) or Ctrl (Windows) to select several; on touch screens, tap each level. If the Level Filter is set to a level, that level is pre-selected.
Sort Order	No	Whole number, 0 or higher. Lower numbers list first.

If you save without a level, you see “Please choose a level before saving a clinic type.” On success: “Clinic type saved — students will see it on their next entry.”

Use the Level Filter above the table to list the clinic types for one level, or All levels. The table shows Clinic Type, Slug, Applies To Levels and Actions.

Deleting a clinic type asks “Delete this clinic type?” and removes only the clinic type. Clinic minimums set for it remain and show Unknown clinic type on the Clinic Minimums & Evidence tab — delete them. A requirement that was scoped only to the deleted clinic then reads All clinic types in the Requirements table, but it still looks for entries at the deleted clinic, so students cannot complete it. Open each such requirement with Edit, tick the current clinics (or none), and click Update Requirement.

Interventions

Interventions are the items students select when logging a treatment. There are four categories:

Category	Typical use
Technique	Hands-on or clinical techniques, such as Dry needling or Herbal dispensing
Diagnostic	Assessments, such as Orthopaedic testing or Tongue and pulse diagnosis
Advice	Advice given, such as Dietary advice or Home stretching program
Case Details	Case features worth tracking, such as Paediatric client or Chronic presentation

To add an intervention: click Add Intervention and complete the dialog.

Field	Required	What it does
Label	Yes	The name students see. If you save without it: “An intervention label is required — please fill it in and try again.”
Slug	No	Generated from the label if blank.
Category	Yes (default Technique)	One of the four categories above. The category is fixed once the intervention is saved. Changing it when editing has no effect — to move an item to another category, add it again under the right category and delete the old one.
Description	No	Notes about the item.
Applies To Levels	No	Restrict the item to some levels. Leave empty to apply to all levels.
Clinic Types (optional)	No	Restrict the item to some clinic types. Leave empty to show it for all clinics.

Use Category Filter to show All items or a single category. Click the Label or Category column headings to sort ascending or descending. On success you see “Intervention saved — it will appear in the entry form immediately.”

Deleting an intervention asks “Delete this intervention?” and removes it from the catalogue and the entry form. Entries already logged are not changed. Any requirement that targeted that specific item stays in place, but the Requirements table then labels it All Technique (or the matching category). Delete or re-point those requirements before you delete the intervention.

Requirements

A requirement sets how many times an intervention must appear in a student’s entries at a level. Requirements drive the progress bars students see on My Logbook, and Pro’s reports. Add at least one level first.

Pick the level with the Level selector above the table. The table shows Intervention, Title, Minimum Count, Across Types?, Clinic Types, Guidance and Actions. Rules for the same intervention are grouped under one Intervention cell.

To add a requirement: click Add Requirement (or Add your first Requirement).

Field	What it does
Level	Required. If you save without one: “All requirement fields must be filled — check for any missing values and try again.”
Requirement Category	Technique, Advice, Diagnostic or Case Details. The Intervention list changes to match.
Intervention	A specific item, or All (any in this category) to count any entry that includes at least one item from the category.
Title	Optional label, for example Clinic Moxa Usage. Leave it blank and it uses the intervention’s name, or All Technique (and so on).
Minimum Count	Whole number, 0 or higher. A requirement with 0 is tracked and shown, but it never counts as incomplete.
Across Clinic Types — Count treatments regardless of clinic type	Ticked: entries are added up across the clinic types in scope toward one total. Unticked: the minimum applies to each clinic type in scope separately.
Clinic Types	The clinics in scope. Leave all unchecked to include every clinic type for the level. This list shows the clinic types of the level currently chosen in the page’s Level selector — switch the page selector first if you are adding a requirement for a different level.
Guidance → Guidance shown to students	Optional tips shown with the requirement when students log an entry.
Guidance → Client age range (optional)	Minimum and maximum client age, 0–150. Only entries whose client age is in range count. Leave both at 0 to count all ages. When a range is set, entries with no client age recorded do not count.

How counting works:

Across Clinic Types	Clinic Types ticked	Result for a minimum of 10
Ticked	none	10 in total, at any of the level’s clinic types
Ticked	A and B	10 in total, from A and B combined
Unticked	A and B	10 at A and 10 at B
Unticked	none	10 at each of the level’s clinic types

Only submitted entries count. Unsubmitted drafts and voided entries never count. With Pro, entries flagged in evidence review can also be excluded from progress if you turn that option on — see Evidence review.

Layered rules with Add rule. To express “5 in total across all clinics, and at least 3 at the teaching clinic”, create two requirements for the same intervention. The quickest way is the Add rule action on an existing row. It opens Add Requirement pre-filled with that row’s level, category and intervention, with Across Clinic Types unticked and no clinics selected, ready for you to set the second minimum. Students see both rules together on one progress card, and the card is complete only when every rule is met.

Editing and deleting. Edit reopens the dialog (button Update Requirement). Delete asks “Delete this requirement?” and removes the rule. It does not change any entries. Progress updates on each student’s next page load.

Clinic minimums and evidence

Clinic minimums set how many entries a student must complete at each clinic type for a level. They also hold the evidence rules for entries at that clinic. Choose the level with the Level selector, then click Set Clinic Minimum.

Field	What it does
Level	Shown, not editable — the level chosen on the page. “Use the level filter on this page to switch cohorts before setting minimums.”
Clinic Type	Required. Only clinic types that apply to this level are listed. If none do: “Add a clinic type for this level before setting minimums.” and the save button is disabled.
Minimum Count	Whole number, 0 or higher.
Require treatment notes to be uploaded	When ticked, entries at this clinic need a treatment-notes file.
Require written reflection	When ticked, entries at this clinic need a written reflection.
Reflection minimum words	Whole number. Only applies when Require written reflection is ticked — otherwise it is cleared on save.
Reflection prompt	Optional prompt shown to students when writing their reflection. Limited HTML such as links is allowed. Kept only when a reflection is required.
Clinic notes for students	Rich text shown on the student’s My Logbook page under program progress. Links and lists are allowed.

There is one clinic minimum per level and clinic type. Setting a minimum for a pair that already has one updates the existing row. If the level and clinic type don’t match, you see “A valid level and clinic type are both required — please check your selection.”

The Evidence Requirements column summarises the rules, for example Notes upload (required) and Reflection (required) — 150 words, or No extra requirements.

Enforcement. In the free plugin, required notes and reflections are hard requirements: the entry cannot be saved until they are provided.

🔒 Pro feature — requires the Pro plugin.

Pro adds an Enforcement selector next to each requirement:

• Hard — block save until provided
• Soft — allow save, show warning
• Reminder chain — allow save, escalating email reminders

Soft and reminder-chain rules appear in the Evidence Requirements column as required — complete later. See Evidence review and Reminder emails.

Which file types can be uploaded, and the helper text under the upload field, are site-wide settings on Plugin Settings → Evidence Defaults — see Evidence storage and privacy. The site-wide reflection prompt is on Plugin Settings → Reflection Settings — see Reflections, journal and feedback.

Deleting a clinic minimum asks “Delete this clinic minimum?” and removes it. The level’s checklist step becomes unticked again if it was the level’s only minimum.

Terminology

The plugin uses these terms throughout the student and admin screens: Treatment, Client, Technique, Diagnostic, Advice and Case Details, plus your own names for levels, clinic types and interventions.

Your own catalogue names are the main way to fit the logbook to your discipline. For example, a counselling program might add levels called Practicum 1 and Practicum 2, a clinic type called Supervised Sessions, and a Technique called Motivational interviewing.

There is currently no settings screen for renaming the built-in terms, in either the free plugin or Pro. If your program needs different wording for the fixed terms (for example “Session” instead of “Treatment”), use a standard WordPress translation tool to override those strings for your site language.

Worked example: a naturopathy college

A naturopathy college runs two clinical years:

1. Levels: Clinic Year 1 (sort order 1) and Clinic Year 2 (sort order 2).
2. Clinic types: Student Teaching Clinic (both levels), Community Health Outreach (Year 2 only).
3. Interventions:
   • Techniques: Herbal prescription, Nutritional prescription, Flower essence prescription.
   • Diagnostics: Iridology, Case-taking questionnaire.
   • Advice: Dietary advice.
   • Case Details: Paediatric client.
4. Requirements for Clinic Year 2:
   • Herbal prescription — 30, Count treatments regardless of clinic type ticked, no clinics ticked → 30 in total anywhere.
   • Add rule on that row — 10, unticked, Community Health Outreach ticked → at least 10 of the 30 must be at outreach.
   • Category Case Details, Intervention Paediatric client, minimum 5, Title Paediatric cases, age range 0 to 16 → five entries with clients aged 16 or under.
5. Clinic minimums for Clinic Year 2: Student Teaching Clinic 60 with treatment notes and a 200-word reflection required. Community Health Outreach 20 with a reflection required (no minimum words) and clinic notes reminding students to bring their outreach kit.

The checklist now shows all five steps ticked, and the “Setup complete” confirmation appears.

Troubleshooting

Problem	Fix
The Clinic Types, Requirements or Clinic Minimums tab only shows “Add at least one level to configure…”	Add a level on the Levels tab first.
Set Clinic Minimum is greyed out	No clinic type applies to the selected level. Edit a clinic type and add the level under Applies To Levels.
The Clinic Types checkboxes in Add Requirement are missing a clinic	The list follows the page’s Level selector. Close the dialog, switch the page to the right level, and try again.
Add Interventions is still unticked after adding diagnostics and advice	The step needs at least one Technique.
Set Clinic Minimums stays unticked	One or more levels has no minimum. The step description names them.
A requirement shows All Technique (or another category) when you set a specific item	The specific intervention was deleted. Edit the requirement and pick an existing item, or delete it.
You changed an intervention’s category, but it didn’t move	The category can’t be changed after creation. Add it again under the new category and delete the original.