External Users - What's Changed in Version 8.7

Revision Log

Overview

MyProgress Version 8.7, brings some exciting changes for all users; this outlines some of those features and changes which may impact your use of MyProgress. (If enabled for your role)

When?

MyProgress Version 8.7 will be deployed over the 18-19th April 2026

Why?

A lot of the changes are to migrate underlying older code base; but this means we can make improvements to visuals and available data to all users - improving everyone's experience. 

What?

Note that some items may not be available for your role, it depends on what is enabled by the University.

Role Switcher

Timesheet Dashboards

Timesheet Comments

Creating Manual Adjustments

Provider Placement Dashboard

Students Homepage

"To Do" Dashboard 

Role Switcher

As users can now have multiple roles and support students in varying capacities - there is now the "role switcher".  

The option allows you to seamlessly switch between your supporting roles and better guide and advise your students.  

Video Guide -

Timesheet Dashboards

In the update there is the ability to be view a new feature called Timesheet Dashboards. This will provide an overview of the student's timesheet data with interactive charts, summary statistics, and a complete record of all of the student's entries. 

To view this, use the student search to find a student. Click on their name and the button Timesheet Dashboard should appear just above where you would see the students program instance.

Click on the button and this will take you to the new page.  

Here you'll find a variety of different elements:

Monthly Calendar Heatmap - A calendar view showing a heatmap of hours logged per day. Navigate between months using the previous and next buttons. Days with more hours appear darker, helping you identify patterns at a glance. The footer displays the total hours and the number of days on which hours were logged for the displayed month. 

Hours Over Time - A daily bar chart showing how many hours you logged each day over a configurable period. Use the day range toggle to switch between 7, 14, 30, or 90 day views. Days with no hours logged show as empty gaps, making it easy to identify periods of inactivity.

Category Breakdown - A bar chart showing total hours grouped by activity (e.g., Clinical Practice, Simulation, Teaching). This chart also supports the 7, 14, 30, or 90 day range toggle. A legend below the chart lists each activity name alongside its total hours.

Summary Panels

The right side of the dashboard shows summary panels that appear once you have timesheet data:

Timesheets by Type - Lists each timesheet type (e.g., NMC Practice Hours) with its entry count, total recorded hours, target hours, and a progress bar showing completion.

Programmes - Shows your programme enrolments with entry count, recorded hours, target hours, progress bar, and programme dates. The first three are displayed, with the option to expand to see all.

Placements - Shows your placement allocations with entry count, recorded hours, target hours, and the placement date range. The first three are displayed, with the option to expand to see all.

All Entries Table

Below the charts and summaries, the dashboard displays a sortable, paginated table of all the hour entries – including both weekly timesheet entries and manual adjustments.

The table displays the following columns:

Filtering Entries

 Use the filter toolbar above the table to narrow down displayed entries by:

• Entry Type – Weekly Timesheet or Manual Adjustment
• Timesheet Type – Filter by category of hours
• Entry Date – Filter by date range
• Programme Instance – Filter by programme enrolment
• Activity – Filter by specific activity

Click on any row to open a detail view showing the full information about that entry, including source references, assessor details, verification status, and audit information.

Timesheet Comments

Students are now able to add comments to timesheet entries; these can be viewed either when verifying unverified entries or via their Timesheet area.

Creating Manual Adjustments

Administrators (or any user with it enabled on their role) can create manual adjustments to add or correct hours (to reverse an entire timesheet entry - see Creating Reversals below).  Adjustments are hour entries that don't come from a weekly timesheet. They are created by users to:

• Record hours from before a student started using the system (prior hours)
• Correct errors in previously recorded hours
• Transfer hours between allocations
• Reverse an incorrect entry
• Make other authorised changes to hour records

All adjustments are recorded in the hour ledger with full traceability, including who made the adjustment, when, and why.

Why Use Adjustments?

Once a timesheet entry is verified or signed off, it cannot be directly edited (unless the entry does not require Approver sign off/verification, in which case the student can self-append). This protects the integrity of hour records. If a mistake was made or hours need to be added, adjustments provide a controlled way for administrators to make changes while maintaining a complete audit trail.

1. From the left hand side menu, navigate to Admin and Timesheet Ledger
2. Click the Add Adjustment button
3. Select the Student using the typeahead search (minimum 3 characters to begin searching)
4. Select the Timesheet Type for the hours
5. Select the Adjustment Type (options are filtered based on the selected timesheet type)
6. A rules panel is displayed showing the selected adjustment type's configuration (which fields are required, whether negative values are allowed, maximum hours, etc.)
7. Complete the required fields (which vary based on the adjustment type settings):
   • Minutes: The number of minutes to add (or subtract if negative adjustments are allowed)
   • Entry Date: The date the hours apply to (if required by the adjustment type)
   • Provider Allocation: Link to a specific placement (if required; options are loaded based on the selected student)
   • Reason: Explanation for the adjustment (if required by the adjustment type)
   • Source Reference: Optional external reference for traceability
8. Click Save to create the adjustment

Note - Cascading Dependencies - Changing the timesheet type resets the adjustment type selection.  Changing the student reloads the available provider allocations.  This ensures only valid combinations can be selected.

Note - Timesheet Adjustments and Reversals do not appear on the placement timesheet area; they only appear on the student timesheet dashboard and the Timesheet Ledger.

Corrections & Reversals

Once a timesheet entry has been verified or signed off, it cannot be edited directly. The hour ledger is append-only — entries are never modified or deleted. Instead, corrections are made by adding new adjustment entries that offset the original.

A default Correction adjustment type is provided for all organisations. This type is configured to require a reason, require a placement allocation, and allow negative values — making it suitable for reversing or correcting entries that were signed off or verified against a specific placement. Because it requires an allocation, the Correction type is available both from the Timesheet Ledger and directly from a student's placement card.

Manual Correction

 An administrator, or any other user with the feature enabled, creates a correction adjustment specifying the hours to add or subtract, along with a reason:

1. Navigate to the Timesheet Ledger (or the student's dashboard) and click Add Adjustment
2. Select the student, timesheet type, and the Correction adjustment type
3. Enter the hours to adjust (use a negative value to reduce the total)
4. Provide a reason explaining the correction
5. Click Save

Creating Reversals

To reverse an existing ledger entry; for example if the student entered the wrong date on an entry.

1. Search for the the entry you wish to reverse in the ledger table; this can be done by searching for the student name or using the filters.
2. Once located, click the 3 dots to right on the row and select Create Reversal

FAQ:

How do I delete or edit a timesheet entry?

Users need to make manual adjustments.  Individual timesheet entry edits are no longer possible.  This is to help create an audit trail of changes and track who edited what and why.

How do I add hours to a students Portfolio?

Hours are primarily added by the student, if however they cannot, you can add them via the Timesheet Ledger as an Adjustment.

Provider Placement Dashboard 

The Provider Placement Dashboard gives users a clear, provider-focused view of student placements. Note -  This is meant for user by External Users who manage oversight of all placements within a Trust/Group or providers and not for users managing singular students.

You can use it to:

• Quickly identify which students are currently on placement and filter by specific ward/department/provider area

• Review or manage staff linked to placements

• Review placement coverage and activity

Note - You do not have options to edit, create or remove student placements.

Click on the left hand side menu, Provider Placements

The placement list displays comprehensive information in a sortable, paginated table. Click any column header to sort by that column or use the Search and filters to filter through or find specific items.

Root Provider - The top-level provider (for example a Trust)

Provider - The specific allocation location (for example a Ward )

Program - The student's enrolled program

Part - The current Part / Year the student is allocated to (terminology may vary)

Section - The specific program section

Student - The student's name and ID (label is configurable, for example "Learner")

Start Date - When the placement begins/began

End Date - When the placement ended/ends

Practice Staff - Number of allocated Practice Staff currently related to the student

Created - Date when the placement was created

Custom Properties - Additional columns appear for custom properties marked as "default"

You can search for specific placements/students and other options, using the Search at the top of the page. The Search will provide live results and will search on all properties displayed in the table. 
 

Filters can be applied to redefine the results; selecting add filter next to the Search bar and choosing from the displayed options. There is no limit to the number of filters that can be used.

To view the students placement in detail, locate the student and their placement, click on the 3 dots far right and choose View provider placement.

Their full details will be displayed in a pop-up window.  This contains an Overview of all the details, including the provider name, Program Instance location, target hours etc.  In the second tab any allocated External Users will appear with their relationship to the student.  For example - External Users who have been linked/allocated to the student as Practice Educator, or Practice Assessor.

The 3rd tab shows the details of any Integrations, for example API, PEMS, InPlace or ARC, which created, updated or removed the students allocation.  You wont need to worry about this, this is more for the University team to monitor.

Practice Staff can be allocated within the window - if necessary.  This isnt usually required, but can be useful if managing sickness of an allocated Practice Staff member, who is supporting students.    If External Users have been pre-allocated to providers, they will display on the right - but can be selected and given a relationship to the student.

For example, the bottom External User was added to the provider allocated to the student, via the Provider area.  Click Add Practice Staff to manually allocate the user to the student, you can then provide a relationship role to the student - in this case "Practice Assessor" as shown at the top of the screenshot:

External Users, allocated to students, can also have their visibility restricted by date; by default "Use placement dates" is chosen when a relationship role is assigned.   But you can also choose to set specific dates by toggling to this option.

Figure 1:

Figure 2:

Students Homepage

Currently students Portfolio's have a "wheel" on the left, highlighting their total hours towards their specified Programme Hours.  For example:

From the update; there is the option to "group" types of hours, so you may see students Portfolio's changing - to show targets towards their Programme Hours and their total hours towards a second type, as per the example below.:

If using Timesheet Verification, hours could also show like this:

These changes do not affect the submission or verification, if used, of timesheets by students and / or yourselves.

"To Do" Dashboard 

Subject to final revisions, users can now have access to a "To Do Dashboard" from your left hand menu; which displays a list of forms, which need to be completed.  This is managed by the allocated relationship to the student, for example:

You simply review which student you wish to complete a form for and click on the form indicated by "Complete now" or "Overdue".  Note - "Overdue" does not stop completion of the form.

Clicking "View" allows you to review any responses.

We have an updated generic guide on the MyProgress Service Desk available to any user - EXTERNAL USER GUIDE this provides a day - to - day guidance on widely used features.  (Note - Not all features maybe available to your role and / or enabled by the students University)