Managing Observations

Who Can Manage Observations

The Observations page in the main navigation is available to principals (Organization Manager role), assistant principals (Observation Manager role), and account owners (Owner role). These roles can view and manage all observations across their school or schools.

Coaches (Observer role) can manage their own observations from the Home page and the individual observation page, but do not have access to the Observations list page.

The Observations List

The Observations page displays a table with all observations. The table includes the following columns:

Column	Description
Teacher	The name of the observee
Form	The observation form used
Observed By	The name of the observer
Observed Date	When the observation took place (MM/DD/YYYY)
Status	A clickable dropdown showing Open (red) or Closed (green)
Actions	PDF download and delete buttons

The table supports sorting by clicking any column header. Click a column header once to sort ascending, again to sort descending.

Filtering Observations

A filter panel on the right side of the page lets you narrow the observations list. Available filters are organized as collapsible accordion sections:

• School — Filter by school. Appears only if you belong to multiple schools. Your current school is pre-selected by default. Click Clear to remove the selection.
• Teacher — Search and select one or more teachers (observees)
• Observer — Search and select one or more observers
• Form — Search and select one or more observation forms
• Category — Filter by category items assigned to observations
• Tags — Filter by tags

Date Range and Search

Above the table, you will find two additional controls:

• Date Range Picker — Select a custom date range or choose from preset options:

  • This Month
  • Year to Date
  • Fall Semester (for the current school year)
  • Spring Semester (for the current school year)
  • Current Academic Year
  • Previous Academic Year

  Click Clear in the date picker to remove the date filter.

• Search — Type in the search field (placeholder: “Search here…”) to filter observations by keyword. The search is debounced to avoid excessive requests as you type.

Viewing an Observation

Click on any row in the observations table to open the observation in a sliding detail panel on the right side of the page. The panel shows:

• The form name as the panel title
• Observation metadata: status, ID, observed user, observed by, observed on (date and time), and school
• Click Show more to expand and see category selections
• The completed form with all responses displayed in read-only format

Detail Panel Actions

At the bottom of the detail panel, you will find three buttons:

• Export — Download the observation as a PDF
• Delete — Remove the observation (with confirmation)
• View or Edit — Navigate to the full observation page. The button text changes based on status: it shows “View” for closed observations and “Edit” for open ones.

Changing Observation Status

You can change an observation’s status directly from the table without opening it:

1. Click the status dropdown on the observation row (the colored badge showing “Open” or “Closed”)
2. Select Mark as Open or Mark as Closed
3. A confirmation dialog appears: “Are you sure you want to mark this observation as Open/Closed?”
4. Click Yes to confirm or No to cancel

Reopening a closed observation makes it editable again — the observer (or anyone with edit permissions) can modify responses, categories, tags, and notes. Closing an open observation marks it as complete and switches it to read-only mode.

Deleting Observations

To delete an observation from the table:

1. Click the trash icon in the Actions column of the observation row
2. A confirmation dialog appears: “Are you sure you want to delete this observation? This action cannot be undone.”
3. Click Yes to confirm the deletion

You can also delete an observation from the sliding detail panel by clicking the Delete button.

Deletion is permanent. The observation and all associated responses, categorizations, and tags are removed.