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Student Overview and Progress

The overview is each student’s home page in the logbook: every treatment they have logged, the evidence status of each one, and progress bars for every clinic minimum and requirement in their program. This guide explains what students see, how to find entries, and exactly how the progress numbers are worked out.

Adding the overview to your site

The overview is the [dclb_overview] shortcode. It is included in the free plugin.

Setting up the page (administrators)

Go to Clinical Training Logbook → Plugin Settings → Site Setup → Pages. The overview surface is listed as My Logbook; assign an existing page or let the plugin create one. See Plugin Settings and Pages.
If you build the page yourself, add:
```
[dclb_overview]
```
Assign the entry form page too. Each row’s View / edit button, and the Log a Treatment button in the page header, link to the assigned entry page.

Optional attribute. entry_page_url sends the edit and “log a treatment” links to a different address, for example [dclb_overview entry_page_url="https://example.edu.au/logbook/new-entry/"]. Leave it out to use the entry page assigned in Site Setup.

Optional: land students here after login. Site Setup → Student login destination (off by default) sends students to this page after they log in.

Who can see what

Logged-out visitors see “Please log in to view your logged treatments.” with a login link.
Any logged-in user sees their own entries and progress only. There is no way to view another student’s overview from this page.
Administrators and trainers review students elsewhere: Logbook Entries in the admin, and (with Pro) the Trainer Workspace. See Logbook Entries and Reports and Trainer Workspace.

🔒 Pro feature — requires the Pro plugin.

Allocations. Once allocations are in use on the site, the overview shows only the levels the student is currently allocated to — entries and progress for other levels are hidden from this page (they are not deleted). A student with no active allocation sees Awaiting logbook allocation — “Your progress board will unlock as soon as your next logbook allocation is applied.” See Student Allocations.

Navigation. When the reflections journal and usage pages are assigned in Site Setup, the page header also shows Review Reflections and My Usage buttons (both labels can be changed).

Browsing your entries

The page at a glance

Header — “My Logbook”, with a Log a Treatment button.
Status strip — a Program progress chip (open by default) and, if your administrator has written clinic notes, a Clinic requirements chip. Select a chip to expand or collapse its panel; your choice is remembered while the browser tab stays open.
Program progress panel — progress cards for each level (see the next section), plus a Client demographics summary.
Clinic requirements panel — one expandable item per level and clinic, showing the guidance your administrator entered in Clinic notes for students (Logbook Configuration → Clinic Minimums & Evidence).
Search and filters, then the entries table.

With 15 or more entries, jump links (Program progress, Filters & search) appear near the top.

A student with no entries sees “No treatments logged yet. Once you add entries they will appear here.” and a Log your first treatment button.

The entries table

Column	Shows
Level	The level the entry was logged under.
Clinic	The clinic type.
Client & status	The client name or alias, followed by status chips (below).
Treatment Date	In the site’s date format.
Actions	View / edit — opens the entry in the entry form.

Entries are listed newest treatment date first. Select the Level, Clinic, Client & status or Treatment Date heading to sort; selecting it again reverses the order, and a third time returns to the default order. Dates sort newest-first on the first click; the others sort A–Z.

Status chips on each row

Chip	Meaning
Treatment notes uploaded	A file is attached. Select the chip to open it.
Treatment notes missing	No file, and this clinic requires one.
Treatment notes encouraged	No file, and this clinic does not require one.
Reflection done / Reflection needs more detail / Reflection missing / Reflection encouraged	See Reflection status.
Voided — not counted	An administrator voided this entry. It stays visible but does not count. See Voiding an entry.

🔒 Pro feature — requires the Pro plugin.

Three more chips can appear:

Privacy flagged and Notes incomplete — a trainer flagged the entry in evidence review. Open the entry to read the reason in the banner at the top. See Evidence Review.
Trainer feedback — a trainer has left feedback on this reflection (only when reflection feedback is switched on). Open the entry to read it.

Search. The search box (“Search by clinic, level, or client”) matches level and clinic names, the client name, the treatment number and the reflection text.

Filters. Level and Clinic Type filter pills list only the levels and clinics you have entries for. Tick one or more; All levels / All clinic types clears that filter.

Filtering from the progress board. Select any progress card to show only the matching entries (that level and clinic, or the clinics a requirement covers). Select the card again to clear it. If a combination of search and filters hides every row you see “No entries match your filters yet.” with a Clear filters button.

Long logbooks. The table loads 50 entries at a time. A Load more entries (50 of 120 shown) button fetches the next batch. Search, filters and sorting work on the entries already loaded, so load everything first if you are looking for an old entry.

How progress is calculated

The progress board has two kinds of card for each level: clinic cards (from Clinic Minimums) and requirement cards (from Requirements). Above them, each level shows N treatments logged. All progress numbers are recalculated every time the page loads.

Which entries count

An entry counts toward progress only if:

it has not been voided, and
it belongs to the level the card is for.

Every other entry still appears in the table.

🔒 Pro feature — requires the Pro plugin.

When evidence review is switched on, an entry flagged Privacy flagged or Notes incomplete is also left out of every count until the flag is cleared. This is controlled by Plugin Settings → Notifications → Progress counting → Exclude flagged entries from requirement progress counts, which is on by default. If you turn it off, flagged entries count normally. See Evidence Review.

Clinic cards

There is one card for each clinic type at the level.

Current is the number of counted entries at that clinic. Every counted entry adds one, whether or not its notes and reflection are complete.
Required is the clinic’s Minimum Count.
Percentage is current ÷ required, rounded to the nearest whole number and capped at 100%.
Status:
- Not started — nothing logged yet.
- In progress — some logged, below the minimum.
- Complete — the minimum has been reached.
- Tracking — no minimum is set, but entries exist.
- Informational — no minimum is set and nothing has been logged.
Wording follows the status. Below the minimum it reads “3 of 5 required logged”; once the minimum is reached, “Requirement met — 6 logged (5 required)”; with no minimum set, “4 treatments tracked”.
Two evidence lines sit under the count. When the clinic requires notes they read “Notes uploaded — 4 of 6” and when it requires a reflection “Reflections complete — 5 of 6”. When evidence is optional they read “Treatment notes on file” / “Treatment notes encouraged” (and the reflection equivalents). A reflection only counts as complete if it meets the clinic’s minimum word count (see Reflection status).

Requirement cards

Each requirement names an intervention — a specific item such as Cupping, or a whole category shown as All Techniques, All Diagnostic, All Advice or All Case Details — and a minimum count. It may also be limited to certain clinic types and to a client age range (shown as a badge such as Ages 18–65, Ages 65+ or Ages ≤12).

An entry adds one to a requirement when:

it is counted (see above) and is at the requirement’s level,
it includes the named item — or, for an “All” requirement, at least one item from that category,
it was logged at one of the requirement’s clinic types (any clinic type if none are selected), and
for an age-limited requirement, the client’s age is inside the range. An entry with no age, or an age of 0, never counts toward an age-limited requirement.

An entry never counts more than once toward the same requirement, even when it includes several items from an “All” category.

How the target is applied depends on the clinic setting:

Count treatments regardless of clinic type ticked — one combined total. Entries from all the requirement’s clinic types add together, and the card is Complete when the total reaches the minimum. The card’s clinic line reads Across clinic types: … or All clinic types.
Not ticked — the minimum applies to each clinic type separately. With two clinic types and a minimum of 3, the student needs 3 at each (a target of 6). Extra entries at one clinic do not make up for a shortfall at another: each clinic contributes at most its minimum, so 5 at Clinic A and 1 at Clinic B shows 4 of 6, “Clinic A 3 of 3 | Clinic B 1 of 3”. The card is Complete only when every clinic has reached the minimum. If no clinic types are selected, this applies to every clinic type at the level.
A requirement with a minimum of 0 is informational: it shows a running count (“Tracking”) and never blocks completion.

Layered rules (grouped cards). When your program has more than one requirement for the same intervention — for example, “Cupping: 5 in total across clinics” and “Cupping: at least 3 in the Student Teaching Clinic” — the overview shows them as one card for the intervention, with a progress bar for each rule. The group reads:

Complete only when every rule with a minimum is complete,
In progress as soon as any rule has entries, and
Not started otherwise.

Rules with no minimum never hold a group back. See Program Catalogue for setting up layered rules.

Client demographics

The Client demographics block (“Totals across the clients you have treated.”) counts counted entries by Sex assigned at birth (Male, Female, Intersex, and Not specified if needed). If your administrator has defined age ranges in Site Setup → Demographics, it also counts entries per age range, with Outside defined ranges and Age not provided where they apply. Voided entries are not included.

Reflection status

Every row in the table carries one reflection chip. The chip compares the reflection with the rules for that entry’s clinic type, set in Logbook Configuration → Clinic Minimums & Evidence:

Chip	When it shows
Reflection done	A reflection has been written. If the clinic requires a reflection with a minimum word count, the reflection meets it.
Reflection needs more detail (min N words)	The clinic requires a reflection with a minimum word count, and the reflection is shorter.
Reflection missing	No reflection, and the clinic requires one.
Reflection encouraged	No reflection, and the clinic does not require one.

Points to note:

The word minimum only applies when Require written reflection is ticked for the clinic. Without it, any non-empty reflection is “done”.
Words are counted by splitting on spaces and line breaks — the same count the entry form’s word counter shows.
The same rule decides the Reflections complete — X of Y figure on clinic cards.
Enforcement mode (block the save, or — with Pro — allow it with a warning) does not change the chip. A reflection saved under the minimum shows needs more detail until it is extended.
Changing a clinic’s word minimum later re-labels existing entries immediately, because the status is worked out each time the page loads.

To fix a chip, select View / edit, extend the reflection, and select Update Treatment.

🔒 Pro feature — requires the Pro plugin.

Students can also browse all their reflections in one place with the reflections journal. See Reflections, Journal and Feedback.

Worked example

Liam is a myotherapy student in Year 2. His program sets:

Clinic minimum: Student Teaching Clinic — 10 treatments, notes required, reflection required with 150 words minimum.
Requirement A: Cupping — minimum 5, Count treatments regardless of clinic type ticked.
Requirement B: Cupping — minimum 3, Student Teaching Clinic only.

He has logged 7 Teaching Clinic entries (4 with cupping) and 2 Sports Clinic entries (both with cupping). One Teaching Clinic entry was a duplicate, which his administrator voided. One reflection is only 120 words long.

Teaching Clinic card: 6 counted entries (the voided one is excluded) → “6 of 10 required logged”, 60%, In progress. “Reflections complete — 5 of 6”, because the 120-word reflection shows Reflection needs more detail (min 150 words).
Cupping group card: Requirement A counts 3 Teaching Clinic entries (the voided duplicate also had cupping) plus 2 Sports Clinic entries = 5 of 5, Complete. Requirement B counts 3 of 3, Complete. The group shows Complete.

If a trainer then flags one Teaching Clinic cupping entry as Privacy flagged (Pro, with flagged entries excluded), Requirement B drops to 2 of 3 and the group returns to In progress until the flag is cleared.

Troubleshooting

A requirement stays at 0 even though I logged that intervention. Check the requirement’s clinic types and age range. An entry without a client age never counts toward an age-limited requirement. Also check that the entry isn’t voided or (with Pro) flagged.
“Notes uploaded — 6 of 6” but the clinic card isn’t complete. The clinic card counts entries against the minimum count; evidence is shown alongside it, not instead of it. Log more treatments.
The search doesn’t find an old entry. Select Load more entries until everything is loaded, then search again.
A requirement with no clinic types selected needs far more entries than expected. With Count treatments regardless of clinic type unticked, the minimum applies to every clinic type at the level. Ask your administrator to tick it if a single combined total was intended.
(Pro) Entries from my previous year have disappeared. With allocations in use, the overview only shows your currently allocated levels. The entries are still stored; ask your administrator.

See also Logging Treatments and Troubleshooting.

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