Approvals Guide for Coordinators

The Approvals page is your command center for reviewing and managing all form submissions from educators in your team. This guide explains how to use it effectively.

Accessing Approvals

Find "Approvals" in your main navigation menu. The badge next to it shows how many submissions are currently pending your review.

Badge Example: If you see "Approvals (3)", there are 3 submissions waiting for your action.

Understanding the Two Tabs

The Approvals interface is organized into two main tabs:

Pending Tab

Purpose: Shows all submissions currently awaiting your review

What You'll See:

• All forms with "Pending Approval" status
• Submissions from all educators in your team
• Sorted by submission date (oldest first by default)
• Count badge showing total pending items

What to Do: Review each submission, then approve or request changes

Key Insight: This is your to-do list. These submissions are blocking educators from finalizing their work.

History Tab

Purpose: Complete record of all reviewed submissions

What You'll See:

• Approved submissions
• Submissions where you requested changes
• Rejected submissions
• Sortable and filterable for easy searching
• Sorted by review date (most recent first by default)

What to Do: Reference past decisions, track patterns, generate reports

Key Insight: This is your archive and audit trail. Use it to review past decisions or check submission patterns.

The Approvals Table

Both tabs show a detailed table with key information:

Column Information

Educator Name

• Name of the person who submitted the form
• Helps you identify whose work you're reviewing

Form Type

• Type of submission (Educator Profile, RADAR Assessment, etc.)
• Helps prioritize based on form importance

Display Title

• For Educator Profiles: Educator's name
• For RADAR: "RADAR Assessment"
• Provides quick context

Status (History tab only)

• Shows final decision: Approved, Needs Changes, Rejected
• Color-coded badges for quick scanning

Version

• Version number of the submission
• Higher numbers indicate resubmissions after feedback

Submitted Date

• When the educator submitted for approval
• In Pending tab: helps prioritize (older items first)
• Shows how long submissions have been waiting

Reviewed Date (History tab only)

• When you took action on the submission
• Helps track your review timeline

Reviewed By (History tab only)

• Name of the coordinator who reviewed
• Useful in multi-coordinator teams

Actions

• Review: Opens the submission for detailed review
• View: See details without editing (in History)
• Download PDF: Generate PDF of approved submissions

Reviewing Submissions

When you click "Review" on a pending submission, you'll see:

Submission Details Panel

Header Information:

• Educator name
• Form type
• Submission date
• Version number

Form Content:

• Complete form data organized by sections
• All fields and responses visible
• Easy navigation for long forms

Action Buttons (bottom of review panel):

• Approve: Accept the submission as-is
• Request Changes: Send back for modifications
• Close: Return to approvals list without action

Making Your Decision

Ask yourself these questions:

Quality Check:

• ✓ Is all required information present and complete?
• ✓ Are descriptions detailed and specific?
• ✓ Do risk assessments adequately address hazards?
• ✓ Are security measures appropriate for the situation?

Compliance Check:

• ✓ Does it meet regulatory requirements?
• ✓ Are all certifications and qualifications current?
• ✓ Does it align with service policies?

Clarity Check:

• ✓ Is the information clear and understandable?
• ✓ Are there any ambiguities or confusing statements?
• ✓ Would this make sense to someone reviewing it later?

Approving Submissions

When everything looks good and meets requirements:

How to Approve

1. Click "Review" on the submission
2. Review all sections thoroughly
3. Click "Approve" button at the bottom
4. Confirm the approval in the dialog

What Happens After Approval

Automatic Actions:

• Status changes to "Approved"
• Your name and review date are recorded
• Submission moves to History tab
• Educator sees it in "Recently Approved"

Database Actions (technical):

• For Educator Profiles: Data is copied to the live profile table
• For RADAR: Submission is finalized and PDF-ready
• Entity linking is updated for proper record-keeping

Notification (future feature):

• Educators will eventually receive email notifications
• Currently, they see status update in "My Submissions"

Approval Best Practices

Be Thorough: Don't rush. Quality reviews maintain service standards.

Check Everything: Even if parts look good, review all sections. Issues often hide in details.

Consider Context: Some educators may need more guidance than others. What's acceptable depends on experience level and situation.

Document Reasons: If you're approving something that's borderline, make a note for your records about why you decided to approve.

Requesting Changes

When a submission needs improvements before approval:

How to Request Changes

1. Click "Review" on the submission
2. Identify all items that need improvement (review entire form, don't stop at first issue)
3. Click "Request Changes" button at the bottom
4. Write clear, helpful feedback in the dialog
5. Click "Submit Feedback"

Writing Effective Feedback

Be Specific:

• ❌ Bad: "Device section needs work"
• ✅ Good: "Please add security measures description for Device 2 (iPad). Include passcode type and screen lock timeout."

Be Complete:

• List all items that need attention, not just the first few
• Educators should be able to fix everything in one resubmission

Be Constructive:

• ❌ Bad: "This is wrong"
• ✅ Good: "The risk assessment needs more detail. Please describe specific prevention measures, such as 'Device locked with 6-digit passcode, auto-lock after 1 minute, photos deleted within 7 days.'"

Be Educational:

• Explain why something matters: "Security measures need more detail because this helps demonstrate compliance during inspections."

Use Examples:

• Show what good looks like: "For example, instead of 'normal precautions,' describe specific actions like 'password-protected device, 2FA enabled on email, photos stored in encrypted cloud service.'"

Example Feedback Messages

Example 1: RADAR Assessment

Great start on your RADAR assessment! Please address these items before resubmitting:

1. Device 2 (Work iPad) - Security Measures: Please add more detail about your security measures. Include passcode type (6-digit, alphanumeric, etc.), whether biometric unlock is enabled, and auto-lock timeout setting.

2. Risk Assessment #3 - Prevention Measures: The prevention measures are too general. Please provide specific actions. For example, instead of "be careful," describe concrete steps like "review all photos before sharing, use password-protected app, delete from device after 7 days."

3. Workflows - Photo Sharing: Please add information about how you ensure only enrolled families can access photos (e.g., "private album in Xplor with family verification required").

These changes will strengthen your compliance documentation and demonstrate thorough risk management. Let me know if you need examples or have questions!

Example 2: Educator Profile

Thank you for submitting your profile update. Please make these corrections:

1. First Aid Certification: The expiry date appears to be in the past (12/10/2024). Please update with your current certification or provide a copy of your renewal.

2. Emergency Contact: Phone number is missing the area code. Please provide complete 10-digit phone number.

3. Qualifications: You mentioned "childcare certificate" but didn't specify which one. Please include the full qualification name (e.g., "Certificate III in Early Childhood Education and Care").

Once these are updated, your profile will be ready for approval!

What Happens After Requesting Changes

Automatic Actions:

• Status changes to "Needs Changes"
• Your feedback is saved and displayed to educator
• Submission moves to History tab (with "Needs Changes" status)
• Educator sees it in "Action Needed" tab

Educator Actions:

• Reads your feedback
• Makes requested changes
• Resubmits (creates new version)
• New submission appears in your Pending tab

Version Management:

• Resubmission creates Version 2 (or next number)
• Old version is archived
• You review the new version fresh

Using Filters

The Approvals page includes powerful filtering options to find specific submissions:

Available Filters

Form Type

• Filter by: Educator Profile, RADAR Assessment, etc.
• Use when: You want to batch-review similar forms

Educator

• Filter by: Specific educator's name
• Use when: Reviewing submissions from one person or following up with specific educators

Status (History tab only)

• Filter by: Approved, Needs Changes, Rejected
• Use when: Generating reports or tracking specific outcomes

Reviewer (History tab only)

• Filter by: Which coordinator reviewed
• Use when: Tracking review assignments in multi-coordinator teams

Date Ranges

• Submitted Date: When educator submitted
• Reviewed Date: When you took action
• Use when: Generating reports for specific time periods

How to Apply Filters

1. Click the "Filters" button above the table
2. Select your filter criteria
3. Click "Apply Filters"
4. Table updates to show matching submissions only
5. Click "Clear Filters" to reset

Filter Combinations

You can combine multiple filters for precise searching:

Example 1: Show all RADAR assessments submitted in October that need changes

• Form Type: RADAR Assessment
• Status: Needs Changes
• Submitted Date From: 01/10/2024
• Submitted Date To: 31/10/2024

Example 2: Show all submissions you personally reviewed and approved last week

• Status: Approved
• Reviewer: [Your Name]
• Reviewed Date From: [Last Monday]
• Reviewed Date To: [Last Friday]

Sorting Options

Click column headers to sort the table:

Pending Tab Defaults:

• Oldest submissions first (so you address waiting items)
• Can sort by any column

History Tab Defaults:

• Most recently reviewed first (newest decisions on top)
• Can sort by any column

Useful Sorts:

• By Educator: Group submissions by person
• By Form Type: Batch-review similar forms
• By Version: Find resubmissions (higher versions)
• By Date: Prioritize based on wait time

Dashboard Widget

Your coordinator dashboard includes an "Approvals" widget showing:

• Pending Count: Number of submissions awaiting review (with red badge if items are waiting)
• Quick Access: One-click link to Approvals page
• Priority Indicator: Visual alert if submissions have been waiting more than 5 days

Tip: Check your dashboard daily to stay on top of pending approvals. This prevents bottlenecks and keeps educators moving forward.

Workflow Best Practices

Daily Review Routine

Morning Check (5-10 minutes):

1. Check dashboard for pending count
2. Open Approvals page
3. Sort by oldest first
4. Quick scan for priority items

Dedicated Review Time (30-60 minutes):

1. Block time in your calendar for reviews
2. Work through pending submissions systematically
3. Start with oldest submissions
4. Aim to review at least 5-10 per session

End of Day (5 minutes):

1. Check if any urgent submissions came in
2. Send quick acknowledgment to educators who submitted today
3. Note any items to follow up on tomorrow

Managing Volume

When You Have Many Pending:

1. Prioritize:

   • Urgent/time-sensitive forms first
   • Submissions waiting longest next
   • Batch similar form types together

2. Batch Review:

   • Use filters to group similar forms
   • Review all RADAR assessments at once
   • Develop a checklist for consistency

3. Set Goals:

   • Aim to keep pending under 10 items
   • Review within 3-5 days of submission
   • Clear oldest items first

4. Communicate:

   • If you're backlogged, let educators know
   • Set expectations for review timeline
   • Ask for help if overwhelmed

Maintaining Quality

Consistency:

• Use a review checklist for each form type
• Apply the same standards to all educators
• Document your decision criteria

Documentation:

• Keep notes on common issues
• Document why you approved borderline items
• Track patterns that need policy updates

Continuous Improvement:

• If you see the same issues repeatedly, provide training
• Update form instructions to prevent common errors
• Share good examples with your team

Common Coordinator Scenarios

Scenario 1: Rushed Submission with Minor Issues

Situation: Educator submitted a RADAR assessment, but one device is missing a security measures description. Everything else is perfect.

Decision Point: Do you approve with a note, or request changes?

Recommended Approach: Request changes

• Even minor gaps can create compliance issues
• Sets quality standards
• Only takes educator a few minutes to fix
• Feedback: "Excellent work overall! Just need security measures for Device 3, then this is ready for approval."

When to Consider Approving: If it's truly minor AND you document why (e.g., verbal discussion confirmed measures in place, time-sensitive situation).

Scenario 2: Multiple Resubmissions

Situation: Educator is on Version 4 of their RADAR assessment. Each time you request changes, they fix some items but miss others.

What This Indicates: Possible communication gap or educator needs more support

Recommended Approach:

1. Schedule a quick call or meeting
2. Go through the form together
3. Explain what you're looking for with examples
4. Offer to review a draft before official submission

For the Current Submission:

• Provide extra-detailed feedback
• Number each item clearly
• Offer specific examples for each point
• Include your contact info for questions

Scenario 3: Submission Meets Minimum But Could Be Better

Situation: Educator profile has all required information, but descriptions are brief and generic.

Decision Point: Does "meets minimum requirements" = approval?

Recommended Approach: Depends on context

• New Educator: Approve and provide encouragement. Suggest improvements for next time.
• Experienced Educator: Request changes with educational feedback about why detail matters.
• Time Pressure: Approve with notes for next annual review.

Best Practice: Be consistent within your team. If you approve minimal submissions for some, others will match that standard.

Scenario 4: You Notice Something Concerning

Situation: While reviewing a RADAR assessment, you notice an educator has mentioned using a personal phone without adequate security measures for service-related activities.

This Is Bigger Than Approval: This is a compliance and safety issue requiring follow-up.

Recommended Approach:

1. For the Submission: Request changes with specific security requirements
2. Separately: Contact educator to discuss device security policies
3. Document: Make notes about the conversation and agreed actions
4. Follow Up: Check that security measures are implemented
5. Consider: Whether this indicates a need for team-wide training

Feedback Example: "Thank you for this submission. I noticed Device 1 (personal phone) is used for service activities but has limited security measures. This is a concern for child safety and data protection. Please update with appropriate security including: 6+ digit passcode, biometric lock if available, auto-lock within 2 minutes, separate work folder with additional protection, and device encryption enabled. Let's schedule a quick call to discuss this—I want to ensure you have the right setup. Contact me at [phone/email]."

Scenario 5: Conflicting Information

Situation: Educator's RADAR assessment says all devices are password-protected, but the device details section shows one device has "no lock screen."

This Suggests: Possible error or misunderstanding

Recommended Approach:

1. Don't assume which is correct
2. Request clarification in feedback
3. Ask educator to review and correct

Feedback Example: "I noticed a discrepancy: Risk Assessment #2 states all devices have passwords, but Device 3 details show 'no lock screen.' Please review and update to ensure accuracy. If Device 3 does have a lock screen, please add those details. If it doesn't, please add security measures or explain how you protect service data on that device."

Advanced Features

Generating Reports

Use filters and sorting to create useful reports:

Monthly Approval Report:

1. Go to History tab
2. Filter by date range (e.g., last month)
3. Export or screenshot the table
4. Track: Total reviewed, approval rate, common issues

Educator Progress Tracking:

1. Filter by specific educator
2. View all their submissions over time
3. Track: Submission frequency, version numbers (resubmissions), improvement over time

Form Type Analysis:

1. Filter by form type
2. Track: Average time to approve, common revision requests, compliance rates

Bulk PDF Generation

For approved submissions:

1. Go to History tab
2. Filter for approved submissions
3. Click "Download PDF" for each needed submission
4. Use for: Compliance folders, inspection preparation, backup documentation

Team Coordination (Multi-Coordinator Teams)

If multiple coordinators review submissions:

Assign Reviews:

• Use informal system (first-come-first-served)
• Or assign specific educators to specific coordinators
• Track who reviewed what using "Reviewed By" filter

Maintain Consistency:

• Regular coordinator meetings to discuss standards
• Share examples of approved vs. needs-changes
• Document review criteria in shared location

Avoid Duplication:

• Check Pending tab before starting reviews
• Refresh page before clicking Review (someone else might have just completed it)
• Communicate with other coordinators about who's working on what

Troubleshooting

"I approved a submission but it's still showing as pending"

Possible Causes:

• Page needs refresh (click refresh button)
• System delay (wait 30 seconds and check again)
• Approval didn't complete (error may have occurred)

Solution: Refresh page. If still pending, try approving again.

"I clicked Request Changes but forgot to add important feedback"

Unfortunately: Once submitted, you cannot edit feedback

Workaround:

1. Wait for educator's resubmission
2. Include the additional feedback in next review
3. Or: Contact educator directly with the additional information

Prevention: Draft feedback in a text editor first, then copy/paste into the feedback box.

"A submission is missing from the Pending tab"

Check:

• Are filters applied that might hide it?
• Is it actually in History (maybe it was already reviewed)?
• Did educator withdraw or cancel it?

Solution: Clear all filters, check History tab, or ask educator.

"I need to 'un-approve' something"

This Is Not Possible: Once approved, it's finalized

Workaround: Contact educator and ask them to submit a corrected version. The new submission will go through approval again.

Prevention: Review thoroughly before approving. Take your time.

PDF Downloads for Approved Submissions

Some form types (like RADAR) generate professional PDFs:

When to Download

• Creating compliance folders
• Preparing for inspections
• Backup documentation
• Sharing with external auditors (with proper permissions)

How to Download

1. Find approved submission in History tab
2. Click "Download PDF" button
3. PDF generates and downloads
4. Save in organized folder structure

PDF Contents

• Complete form data
• Submission metadata (dates, version)
• Approval information (who, when)
• Professional formatting
• Service branding

Communication Tips

Setting Expectations with Educators

Be Clear About Timeline:

• Let educators know your typical review time (3-5 days)
• Communicate if you'll be away or backlogged
• Set expectations during busy periods (annual reviews)

Provide Context for Decisions:

• Explain why certain standards matter
• Share what regulators look for
• Help educators understand the "why" behind requirements

Celebrate Good Work:

• When approving excellent submissions, add a note of appreciation
• Recognize improvement in resubmissions
• Thank educators for thorough work

Example Approval Messages

While the system doesn't currently include approval messages, consider sending a quick note when approving:

For Excellent Work:

"Approved! Your RADAR assessment is thorough and well-documented. The detailed risk assessments are especially strong. Thank you for the excellent work!"

For Improvement from Previous Version:

"Approved! Great improvements from the last version. The additional security details really strengthen this assessment. Well done!"

For Meeting Standards:

"Approved! This meets all requirements. For your next annual review, consider adding even more detail to the security measures section—it will make your documentation even stronger."

Need Help?

If you're having questions about the Approvals system:

1. Check This Guide: Review relevant sections
2. Contact Other Coordinators: Share experiences and approaches
3. Technical Support: For system issues (errors, bugs, features not working)
4. Policy Questions: Consult your service policies or regulatory guidelines

Remember, your role as a reviewer is crucial for maintaining quality and compliance. Take the time needed to review thoroughly, provide helpful feedback, and support educators in meeting standards. The approval system is a partnership between you and educators to ensure excellence in Family Day Care services.