Managing Observations

You can access and manage observations from multiple locations in the system depending on your role. The system organizes observations into different views to help you find what you need quickly.

Accessing Your Observations

My Observations

Navigate to My Observations to view observations where you were the observee (the person being observed). This includes only submitted observations — drafts that have not yet been submitted do not appear here.

Peer Observations

Navigate to Peer Observations to view observations you conducted as an observer. This shows:

• All observations you performed
• Both open and closed observations
• Observations across all organizations you have access to

You can also export your peer observations from this view using the Export button.

All Observations

Organization Administrators and System Administrators can access the main Observations page to view:

• All observations within their scope, including descendant organizations
• Advanced filtering and reporting options
• Bulk CSV export

Organization-Scoped Observations

When working within a specific organization, navigate to that organization and click Observations to view observation data scoped to that organization and its descendants. All filters and exports apply within that scope.

Understanding Observation Status

Observations move through a lifecycle with the following states:

• Open — In progress; can be edited and updated
• Awaiting Reflection — Submitted and awaiting observee reflection
• Awaiting Acknowledgment — Pending observee acknowledgment
• Awaiting Closure — Reflection complete; pending final closure
• Closed — Completed and finalized; available for reporting and review

When you sort observations by Status, the list orders them through this lifecycle sequence.

Viewing Observation Details

Click any observation to access the detailed view, which includes:

Summary Information

• Observee name and details
• Observer information
• Observation date and duration
• Form set used
• Overall scores and ratings

Form Responses

• All questions and selected answers
• Rubric ratings and scores
• Section-by-section breakdown
• Weighted scoring if configured

Comments and Feedback

• Observer comments on specific questions
• General observation notes
• Discussion threads between participants

Attachments

• Photos, videos, or documents added during observation
• Attachments organized by question
• Media files with preview capability

Downloading Observation PDFs

Generate a PDF report of an observation for record-keeping or sharing:

1. Open the observation you want to export.
2. Click the PDF button.
3. The system queues a background export job.
4. Download the file when processing is complete.

Filtering and Searching Observations

Use the filter options to find specific observations:

Date Range Filters

• Filter by observation date
• Set custom date ranges
• View observations from specific periods

Participant Filters

• Filter by observee name
• Filter by observer
• Search by participant roles

Organization Filters

• Limit to specific schools or departments
• View district-wide observations
• Filter by organizational hierarchy

Form and Content Filters

• Filter by form set used
• Search by content area
• Filter by grade level
• View specific evaluation types

Status Filters

• Show only open observations
• View completed observations only
• Filter by lifecycle state (open, awaiting reflection, awaiting acknowledgment, awaiting closure, closed)
• Filter by Closed or Open — a single control for the simpler question of whether an observation is finished, separate from the step-by-step lifecycle state
• Filter by formal vs. informal observations

Stale Observations

You can filter for stale open observations — observations that have been open with no activity for a specified number of days. This is useful for identifying observations that need follow-up.

Observation Comments and Discussions

Participate in observation discussions through the comments system:

Viewing Comments

• Comments appear linked to specific form questions
• General comments display in the main observation view
• Comment threads show all participants

Adding Comments

1. Navigate to the observation detail view.
2. Click Add Comment or the comment icon.
3. Enter your feedback or question.
4. Click Save to post the comment.

Comment Notifications

• Participants receive email notifications for new comments
• Comments create ongoing discussion threads
• All comments are preserved in the observation record

Exporting Observation Data

Reporters and Administrators can export observation data:

Individual PDF Export

Export a single observation as a PDF from the observation detail view.

Bulk CSV Export

1. Navigate to the observations list (or an organization’s observations view).
2. Apply desired filters.
3. Click Export.
4. The system processes the export as a background job.
5. Download the completed CSV file when ready.

The Peer Observations view also has its own export, which is scoped to observations you personally conducted.

Managing Observation Access

Your observation access depends on your assigned roles:

• Observees (observable role) — see submitted observations where they were observed
• Observers (observer role) — see observations they conducted via Peer Observations
• Organization Administrators — see all observations in their organization and its descendants
• System Administrators — have access to all tenant observations
• Reporters — can view and export observation data for analysis

The system automatically filters observations based on your permissions, ensuring you only see data you’re authorized to access.

Viewing an observation’s details

Open any observation from the list to see its full record: observer and observee, form responses and ratings, comments and feedback, attachments and evidence, and scoring summaries.

Formal performance reviews open the same way from Observe → Performance Reviews — select a completed review to see its linked observations and rating-scale results.