External User Guide

This article provides a comprehensive overview for External Users linked to students Portfolio's; it covers a variety of options available to External Users; some of which may or may not have been enabled by the University where the student is studying.  

If you believe you should have visibility of a feature, please speak to the students University support team in the first instance, to verify.

Logging In and Accessing MyProgress

Homepage and Student Dashboard

Navigation

Form Status Indicators

Form Count Status

To - Do Dashboard (Version 8.7)

Reviewing the students Portfolio

The "Part" or "Year" Page:

Completing a From

Timesheets (if used)

Reviewing Timesheets

Amending Timesheets

Adding a Timesheet

Timesheet Verification 

How to Verify Timesheets 

Creating Manual Adjustments (if enabled)

Creating & Reversals (if enabled)

Timesheet Dashboard (Version 8.7 )

Provider Placement Dashboard (Version 8.7)

Progress / Competency "Wheels" 

Apprenticeship and OTJ 

MyFiles

Reviewing Multiple Portfolios

Troubleshooting Issues

Logging In and Accessing MyProgress

How do I setup an account?

External User accounts, are usually created automatically when a student submits a new Allocation Form from their Portfolio. The student should ask you to oversee the completion of this via their device when starting a new placement.  If you have previously had an account, you can log in using your email address (as the username) and previous password.  

If you haven't signed into MyProgress before, you will receive an email with a Verification link, to setup a password and sign in.  If you don’t receive the email to verify your address and setup your account, you can activate your account on the student organisations website.   

Note - You only need to do this once, the first time you are setup with an account.  

If you are an External User, not linked via the Allocation form, for example a PEF/CPF, your account will need to be created by the University.  Please speak to them for support in creating this correctly.  Once you have had your account created, see below instructions to activate/verify your account.

To verify/activate your account:

1.  Ask the student for the MyProgress URL and navigate to the address;

2. On that welcome page will be the text: "Require account activation?  Activate your account".  Click on the text "Activate your account" and they will be directed to add in their email address.

3.  Enter the email address and click “Activate account”;  

4. You will receive an email with a verification link, click that link to verify and setup a password;

5. Enter your password in “New Password” and repeat in “Confirm New Password” ;

6. Click “Create”;

7. The screen will refresh and they will be directed to their MyProgress homepage.

Video Guide:

Note - If you do not receive the email with the link, check your junk mail box and speak to your IT team.  The email should come direct from Microsoft B2C.  If you continue to have problems receiving the email, speak to the University's support team who will direct queries to the MyProgress team to setup the account.

Resetting your Password:

1)  Navigate to the log in page and click "Sign In"

2) Click “Forgot your password?”;

3) Enter the email address;

4) Click “Send verification code” 

5) You will receive an email with a code:

6) Enter the code into the “Verification code” box;

7) Click “Verify code”;  (Note - If you miss this step it will error and say "Claim not verified", so please ensure the "verify code" is pressed)

8) The email will be verified, click “Continue”;

9) Enter your new password in the "new password" box and repeat in "confirm new password" and click “Continue”;

10) You will then be re-directed to their My Progress homepage automatically.

Note: If after entering the code and pressing continue, it says the USERID is unknown, this is because the email address doesn't exist within MyProgress.  You will need to speak to the University to verify the existence of the account.

Homepage and Student Dashboard

The most important feature of your home page is the dashboard, which contains a progress summary for each student you are linked to. The dashboard highlights progress against key forms and assessments for the student through the current Year/Placement/Rotation, as well as their timesheets (if used).

The dashboard has a filter option to locate students by their cohort group - click here to display the drop down of all available groups:

The page is by default filtered, but this can be removed, by clicking on the "remove filter" option, top right.

It is useful to understand the features of the dashboard (see the screenshot below):

There is a row for each student you are linked to. You will be able to see the student’s Portfolio for the duration of their placement and any grace period set by the University.

Click on the student’s name to access their Portfolio; if an exclamation mark appears next to their name it indicates they are on an Action Plan (or similar)
 

Timesheet hours recorded to date for the placement and the Year are displayed with the target hours for both. (If used)

Key forms are represented by squares, shown in the same order as in the student’s Portfolio. 

• Clicking on the form square takes you to that form’s location in the student’s Portfolio for you to review (or complete). Hover over the form square with your pointer to see the full form name and status. 

• The proficiencies progress bar (If relevant and setup for the programme) indicates how many have been assessed as ‘Achieved’ (in green) or ‘Not achieved’ (in red). 

Navigation

Profile Picture:  Once logged in, you are able to add a picture to your profile, by clicking top left and on the round initials. 

Multi Lingual: On the right, you can also toggle between multi-lingual sites, in the example above you're viewing "English" but we also offer other language options in limited areas (where suitable and requested by the University)

Signing Out:  The far right is the "sign out" option.

Settings: The cog icon allows you to change your password, if not using the University SSO/credentials.   If your details look incorrect, please advise the University Admin team.

Product Switcher: The switcher allows any user with access to MyShowcase to switch seamlessly between the products.

Messages: An envelope icon may appear, this is not working so can be ignored.

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 -

Form Status Indicators

The dashboard uses colour coding on the form squares to indicate the status of forms. These are as follows:

• Light Grey - Form not submitted 
• Amber - A threshold value set against the form has not been met 
• Green - Form has been submitted 
• Red - Form has not been submitted and as past the deadline

The form submission status key (see below) is displayed at the bottom of the home page.

Form Count Status

The dashboard also shows the count of submitted forms.

To - Do Dashboard (Version 8.7)

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.

Note - The dashboard displays forms available for your role to complete; it will show as complete when you have provided a response, not if another user has completed one.  

Note - Mapping on the response, is not currently available when accessing the form through the dashboard.

Reviewing the students Portfolio

The Portfolio contains all the forms, organised by Year/Placement/Rotation (depending on Programme setup). To review a student’s Portfolio, select their name from the list of students in your dashboard.  This opens the student’s Portfolio home page, containing an overview for that student.  Scroll down the home page to see everything that is available.

The key features are explained in the following screenshot (Programmes vary depending on course):

The "Part" or "Year" Page:

The "Part" page collects together the student’s progress through the Part/Year. In the Part page you can see and access to any of the Placement sections, any Sections that cover the duration of the Programme, access to timesheets (if used) and other key information for example their Practice Staff allocations and Tutor/Academic staff information.

Example of Part page below:

Completing a Form

You can complete some forms via the student’s account when they are with you, or by signing into your own account.  Note - Some forms maybe limited to your account only, so allocation of your account is required by the student via their log in - to allow access to MyProgress.

How to create a draft response, edit it, save and submit:

How to create a response and submit it:

Note: It is currently not possible to see the contents of other users drafts; responses have to be submitted for other users to see the response contents.

Timesheets (if used)

Students are responsible for adding their timesheets to their Portfolio. Students have been advised to get their timesheets signed off daily (where possible). Timesheets can generally be signed off by any professional member of staff in the placement area who can verify the student’s presence.

Work through the following steps to approve the student’s timesheets: 
1. The student will present their timesheets for approval either in their app or using the website form. 
2. Check the hours you are being asked to approve, including the activity type. 
3. Approve the hours using your full name and work email address. 
4. Each Monday morning you will receive an email confirming all the timesheet hours that you approved for students in the previous week. If you receive this email and don’t remember approving the hours, then contact the student’s University support team. Their contact email address is in the email you receive.

Reviewing Timesheets

Your dashboard shows the student’s progress against timesheet hours targets for the current part of their Programme.

Work through the following steps to view the student’s timesheet page, where you can see 
the detail of every timesheet record including absence and sick hours: 

1. Sign in to the MyProgress website using your own account. 
2. Click on the student’s name in your dashboard to go to their home page. 
3. Click on ‘View timesheets’ in the left-hand panel of their home page.

The timesheet page is displayed. This provides a listing of the timesheets that the student has logged for each placement, including the name and email address of the person who approved each hours record, for verification purposes. The key features are explained in the following screenshot.

Amending Timesheets

To amend a timesheet entry; depending on the site settings - initially speak to the student to edit/delete.  If they dont have the ability, speak to the University Administration team who will resolve the issue.

Note - From Version 8.7, students will be unable to delete verified timesheets, so all adjustments need to be made by the University Administration team.

Adding a Timesheet

From your account, you can add a timesheet record for the current placement for students that they are linked to. This should only be necessary if for some reason the student cannot access their own account. When logging practice hours you will select the time completed in hours and minutes. Once the hours are logged you will see in both the total hours wheels and tables for placement hours noted as a decimal.

Work through the following steps to add a timesheet for a student: 
1. Sign in to the MyProgress website using your own account. 
2. Click on the student’s name in your dashboard to go to their home page. 
3. Click on ‘View timesheet’ in the left-hand panel of their home page to display the timesheet page. 
4. Click on the" Add timesheet" button that is on the right-hand side of the page. This opens the Add timesheet window. 
5. Complete the fields on the form as needed. 
6. Approve the hours using your full name and work email address. 
7. Click on the "Add timesheet" button. The window closes and the timesheet page is refreshed with the new hours record and amended totals. 
8. The added timesheet record will be included in your timesheet weekly email.

Timesheet Verification

The students organisation may have enabled the ability for timesheets to be verified (approved) before being added to the students Portfolio.  Practice staff can use this feature to review and verify submitted timesheets to allow an additional layer of oversight. 

Dashboard View of Verification Status 

Unverified hours will be visible from the Dashboard:

Term verified – The number of unverified hours in the term. 

Part unverified – The number of unverified hours in the current placement.

Program unverified – The total number of unverified hours in the program. 

Note: Depending on the set up of the Portfolio, the dashboard view may differ.

How to Verify Timesheets 

Note - Only External Users (supervisors/assessors/educators) that have been allocated/linked to a student’s Portfolio can verify timesheets.  This is done by the student, completing an Allocation form, that is setup within their Portfolio.   Anyone who has signed off a student’s timesheet and does not have an account with MyProgress will not be able to verify timesheets. 

1. Unverified Practice Hours is a menu option, on the main left hand side menu.  Navigate here to view all unverified hours you have been asked to review.

Example View of Unverified Hours:

2. Select the timesheet you wish to verify.

3. Click Bulk actions and select Verify Practice Hours.

4. Click OK to proceed.  Note - You can select more than one timesheet entry to verify in bulk.

Each time a timesheet is logged by the student, you will receive an email notification containing a link to verify the timesheets. (This may vary, as some Universities have removed this and only the weekly email is sent). This email is sent every time a timesheet is signed off and is in addition to the weekly summary email listing all timesheets signed off in the previous week. 

To verify a timesheet, via the email, you can click the link provided in the email notification. This will take you to Unverified Practice Hours  dashboard and you will then be able to review and verify all unverified timesheets submitted by students allocated to you.

Note - From Version 8.7; Students can now add comments to their timesheets, and this will be displayed in the comments column, on the Unverified Timesheets page.

Managing Cases Where Timesheets Cannot be Verified.

In certain instances, timesheets may be unverifiable due to potentially fraudulent or misleading submissions. In such cases, it is recommended to first consult with the student to clarify any discrepancies. If further action is required, please contact the University for additional support. If timesheets contains any accidental errors, these can be edited.

Creating Manual Adjustments (if enabled)

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):

1. To adjust an existing timesheet entry; for example if the student entered the wrong number of hours on an entry.
2. Navigate to the students Portfolio; from the left hand menu select "Timesheet" (terminology may vary)
3. Locate the placement / rotation you wish to edit.
4. Locate the Add Adjustment button next to the entry you wish to amend (highlighted with arrow below)

1. Select the Adjustment Type (options are filtered based on the selected timesheet type)
2. A rules panel is displayed showing the selected adjustment type's configuration (which fields are required, whether negative values are allowed, maximum hours, etc.)
3. Complete the required fields (which vary based on the adjustment type settings):
   • Hours: The number of hours to add (or subtract if negative adjustments are allowed), entered in hh:mm format (e.g., "1:30" for one hour and thirty minutes)
   • 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
4. 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.

Note - Timesheet Adjustments override hard daily and weekly limits on hours

Creating Reversals (if enabled)

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

1. Navigate to the students Portfolio; from the left hand menu select "Timesheet" (terminology may vary)
2. Locate the placement / rotation you wish to edit.
3. Locate the Reversal button next to the entry you wish to amend (highlighted with arrow below)

FAQ:

How do I delete or edit a timesheet entry?

Administrators 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, or you can add via the bulk Import on the Program Instance.

The students placement total is wrong, but the overall programme totals are right - why is this?

This will be because the adjustment type has not been ticked to "require provider allocation" - this needs updating to adjust the placement specific hours and not the overall programme hours.

Can I bulk import reversals?

No - you can only import in bulk adjustments.  

Provider Placement Dashboard (if enabled)

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:

Progress / Competency "Wheels"

Please note that some options within this section may not be being utilised/enabled by the Programme and may not be relevant to your role requirements whilst supporting the student - it is best to check with the University to confirm the setup.  This guide offers an insight into all options.

What are Progress Views?

Progress Views are a way for Universities to show a list of competencies/proficiencies/standards in a visual format.  Students "map" or link responses to the list when completing a response. 

There are 3 levels of Progress Views, basic evidence attachment to a competency/proficiency framework with no action required, evidence attachment with "accept" / "reject" only option and finally evidence attachment with grading (marking of evidence) with a bespoke grading scheme. (The last option can also be auto-graded depending on the setup of the Progress View)

What does the Progress View "wheel" show?

Depending on the setup of the Progress view, the students homepage "wheel" will show different options.

With Grading

The competencies/proficiencies are shown as a "wheel", each section represents 1 competency/proficiency item that is to be achieved.  With grading the University sets options which specific Users can use to grade or "mark" each piece of evidence against the Progress "wheel".  Over the year/s the colours should fill the wheel giving a visualisation of the students progression at achieving the competencies/proficiencies.

Note that with grading, either Users grade/mark the evidences manually as described below, or the responses can be set to be "auto-graded" to specific items on the framework.  This option requires no manual intervention to grade.

Example below

Basic evidence attachment and "Accept"/"Reject"

With the basic option, students "map" or link responses to the competency/proficiency. list when completing a response - those are indicated by a grey colour on the wheel.  No marking/grading colours are visible.

With "accept"/"reject", students "map" or link responses to the competency/proficiency list when completing a response - those are indicated by a grey colour on the wheel.  Users can mark the evidence as "accept" or "rejected" as evidence of the item being achieved, but this does not change the colours on the wheel.  If rejected though, the evidence is removed from the wheel and the dark grey is removed.

Example below

Filtering Evidence:

Users can view the Programme's competency/proficiency list/framework, using the Progress View "wheel" located in the students Portfolio:  

1. Log into your profile on MyProgress;

2. Locate the student on the dashboard and click on their name;

3. Their Progress View "wheel" is usually located on their homepage (this can vary depending on customer setup);

4. Click on the "wheel";

5. There are various filters and views to allow viewing of evidence (responses), detailed below:

"Expand All" - This option expands the view of each competency/proficiency item, to show the evidences/responses, any user comments or internal comments (Note that "Comments" are visible to all users, wher as "internal comments" are visible to all non-student users):

Before:

After:

"Filter Evidence" - This option allows additional filtering to only show:

          "All" - Show all framework/competency items

          "Not graded" - Only show evidences that have not been graded

          "Accepted" - Only show evidences that have been accepted as evidence

          "Rejected" - Only show evidences that have been rejected as evidence

          "Archived" - Only show evidences that have been archived

"Flat" - Provides a simple list view of the Competency/Proficiency Framework and attached evidences/comments.  It is displayed with "section" headers and all sub-items listed below by default

Example:

"Accordion" - Provides a "top level" view of the Framework, with just "section" headers listed.  Then to view each sub-item of the framework, you click on the "section" header title.

Example:  Section title is visible, with number of sub-items numbered

"Outcomes" - Provides a list of the Framework items, excluding the "section" headers, with expanded information showing evidences, comments and internal comments.  

Additional option that appears is "Sort by" - This allows users to additionally filter by:

          "Framework" - Displays all items in the Framework in "default" order;

          "Name" - Displays the items in the Framework in alphabetical order;

          "Evidence last added" - Lists the items, with most recent evidence at the top.

Example:

"Evidences" - This lists all responses/items within the students Portfolio; which can (if not already) be linked to the framework.   

Example:

Additional filtering is also available with this option including:

          "Search evidences" - User can search for specific evidence (response) names;

          "Outcome" - User can filter to a specific item on the competency/proficiency framework list;

          "Type" - User can filter the types of evidences attached, eg. response;

          "Sort By" - "Name" or "Last mapped" - User can filter again, by name of evidence or the time when

           it was last mapped (added as evidence by the student);

          "Asc" and "Desc" - Sort by ascending or descending date order.

Viewing Evidence:

Users  can view student responses, which are being used as evidence towards the Programme's competency/proficiency list/framework.  

1. Log into your profile on MyProgress;

2. Locate the student on the dashboard and click on their name;

3. Their Progress View "wheel" is usually located on their homepage (this can vary depending on customer setup);

4. Click on the "wheel";

5. Filter the view as described above, once you're happy and have chosen the preferred viewing option, you will see items marked with "evidence" like the below example:

Anything with evidence (a response) attached, can be clicked on and viewed.

See Video Guide:

Adding Comments to Evidence:

Users can view student responses and add comments :

1. Log into your profile on MyProgress;

2. Locate the student on the dashboard and click on their name;

3. Their Progress View "wheel" is usually located on their homepage (this can vary depending on customer setup);

4. Click on the "wheel";

5. Filter the view as described above, once you're happy and have chosen the preferred viewing option, you will see the items from the Framework listed, when they are expanded they offer "Comments" and "Internal Comments" as below.

6. Click on the "Comments" or "Internal Comments" title and add comments by typing in the box that appears.

          "Comments" - Shared comments, visible to all users;

          "Internal Comments" - Comments, visible to non-student users only.

You can also see comments, numbered top right of the item record, again you can click this to view.

How to "Accept" or "Reject" evidence (if applicable to your role)

Users can "mark" individual pieces of evidence as being "Accepted" or "Rejected".  This can either then be marked as achieving the competency/framework item if grading is enabled.

1. Log into your profile on MyProgress;

2. Locate the student on the dashboard and click on their name;

3. Their Progress View "wheel" is usually located on their homepage (this can vary depending on customer setup);

4. Click on the "wheel";

5. Filter the view as described above, once you're happy and have chosen the preferred viewing option, you can begin grading.  

6. Once you have the list of evidences to review, click on the evidence, review using the "eye" icon, then scroll to the bottom.

7. Under "grade" click on "Accepted" or "Rejected" - the evidence is then updated.

See Video Guide:

How to grade evidence (if applicable to your role)

1. Log into your profile on MyProgress;

2. Locate the student on the dashboard and click on their name;

3. Their Progress View "wheel" is usually located on their homepage (this can vary depending on customer setup);

4. Click on the "wheel";

5. Filter the view as described above, once you're happy and have chosen the preferred viewing option, you can begin grading.  

TOP TIP - We recommend if you are grading to use this filtering option, this enables easier identifying of evidences that need grading.

6. Once filtered, the "pencil" icon appears, click this icon:

7. The drop down appears with available grading options, example below.  Click on the desired option; this will grade that evidence to the required level.  From this drop down you can also "View history" which displays the history of what / who has graded the evidence up to this point.

8.  If the grade needs changing, click the "pencil" icon and choose the new grade. this saves automatically.

See Video Guide:

How to "speed grade" evidence (if applicable to your role)

1. Log into your profile on MyProgress;

2. Locate the student on the dashboard and click on their name;

3. Their Progress View "wheel" is usually located on their homepage (this can vary depending on customer setup);

4. Click on the "wheel";

5. Filter the view as described above, once you're happy and have chosen the preferred viewing option, you can begin grading.  

TOP TIP - We recommend if you are grading to use this filtering option, this enables easier identifying of evidences that need grading.

6. Within the filtering options choose "speed grade"; this removes the "pencil" option to grade individual evidences, but it enables the availability of the grading options within each item as per the example below.  The user can then scroll down the page of items, clicking on the desired grade.

Once graded, a history appears below the selected grade:

Exporting Progress Views

Depending on the role options, Progress Views can be exported, this will give 4 options of visibility for users.

1. Zip Package - Generates a zip file of all content against the progress view, giving an option to view this interactively in two views, competency and evidence focused.
2. PDF - Generates a PDF of all responses against the progress view starting with a cover page that includes user details such as name, email, external identifier and progress view description, with the overall deployment grade (if applied). Will also feature a table of all the users placement allocations ordered by start date.
3. PDF Competency View - Same as above but a table is added to the cover page consisting of where the responses are mapped within the framework.
4. PDF Evidence View - Same as above but focused on evidence first for the table view.

Note -  Exports can only be triggered once the Progress View is marked as complete.

To export:

1. Navigate to the students Portfolio;

2. Click on their Progress View wheel/widget;

3. Top right, the 3 dots, use this to mark the View as "complete"; this allows the export to be available.  This also means no changes can be made by any users.

4.  Once marked as complete, click on the 3 dots again.  An additional option of "generate exportable file" is available:

5. Click on the option and you'll be presented with "export options":

There are 4 "export types":

Zip Package - Generates a zip file of all content against the progress view, giving an option to view this interactively in two views, competency and evidence focused.

PDF - Generates a PDF of all responses against the progress view starting with a cover page that includes user details such as name, email, external identifier and progress view description, with the overall deployment grade (if applied). Will also feature a table of all the users placement allocations ordered by start date.

PDF Competency View - Same as above but a table is added to the cover page consisting of where the responses are mapped within the framework.

PDF Evidence View - Same as above but focused on evidence first for the table view.

Two additional options are available:

Filter Responses - This is an optional filter that allows you to filter the evidence included in the export by ones marked with chosen marks.

Apply Watermark to PDF's - will apply the systems logo to each page of the PDF's generated.

Once triggered the user will be presented with a message stating that the export process is in progress, this will automatically update when done or you can return later.

Once exported you will have the option to download either the generated PDF or the zip package depending on what export type was selected.

6. Locate the download within your "Downloads" file folder.

Note - If the Progress View is completed, an additional download option is available via the widget on the Students Portfolio.

Apprenticeship and OTJ 

This guide outlines a variety of the Apprenticeship and OTJ options available to the students programme.  Setup will vary if used.

Navigation

Apprenticeship Portfolio

Off the Job (OTJ) - Creating a record

Editing an OTJ Record

Deleting an OTJ Record

Navigation

To view the students Apprentice and / or Program Portfolio, you can locate them through the dashboard (orange arrow) or the "search" option (blue arrow) .

Once you've located the student through the search or dashboard, you can toggle between their Portfolio's by clicking top left.  Usually students will have a Program specific Portfolio and a separate Apprentice one.

Apprenticeship Portfolio

For the Apprenticeship Portfolio, responses are completed the same as any Portfolio - the only differences are:

The homepage - as indicated by the orange arrow, this shows the students "Apprenticeship" details - including "Contact" and "Course" details.  

Underneath is the main section, indicated by the blue arrow, click here to view all the Apprenticeship forms, including Progress Reviews and Training Plans.  Note the name of the section and/or forms may vary depending on your Universities setup.

Off The Job (OTJ)

When enabled, within the "Apprenticeship" side menu bar, you are also able to view "OTJ Reporting":

TOP SECTION

At the top marked with orange arrow is the list of available groups, you can select different groups to monitor their OTJ tracking.

Additional filtering is available, by employer, standard, locations, cohort and courses, indicated by the blue arrow.

Next we have a visual representation of the groups status, across all apprentices and how they're tracking backed on their target hours.  This is indicated by the pink arrow.

The 4 visualisations represent (left to right):

Exceeding - Student above their current target OTJ hours

On Track - Students meeting their current target OTJ hours

Missing - Students at risk of missing their current target OTJ hours, by approx. 10%

Off Track - Students off track by 20% or more, from their current target OTJ hours

The black arrow indicates an additional option, which offers different views:

Current Position - Summary based on the apprentices current position versus their target OTJ hours

Week  - Displays the current weeks summary of hours, versus their target OTJ hours

Month - Displays the current months summary of hours, versus their target OTJ hours

Year - Displays the current years summary of hours, versus their target OTJ hours

Exportable reports are also available on the dashboard page:

Export Summary to Excel - Exports the current dashboard summary information to Excel

Export breakdown to Excel - Exports the current "Apprentice breakdown" to Excel

BOTTOM SECTION

This area provides a more detailed view of each apprentices OTJ hour, within the group selected.

The orange arrow indicates the filter box for filtering/searching for individual apprentices.  The blue arrow allows filtering alphabetically, furthest from target hours and total number of hours.  Finally,  the green arrow gives the individual apprentice summary of OTJ hours.  

Users can click on the student name to view their OTJ hours and Portfolio. 

Creating a new OTJ Record

Depending on the Role within MyProgress, users may have the ability to add, edit and/or delete OTJ records.  

To create a new OTJ record, locate the student within the "OTJ Reporting" menu option.  

Click on their name.

Click on "Create new OTJ record";

Choose one of the pre-set "Activity" options;

Enter the "Activity date";

Enter the "Duration" hours and minutes;

Enter "comments" as required, to indicate what you did during the timeframe entered.

Once complete click "Create new OTJ record".

Upon saving, you can see the entry on your OTJ homepage, as indicated by the blue arrow.  The green arrow displays the new total hours recorded.

Editing an OTJ Record

Click on the "Recording OTJ" menu item as indicated by the blue arrow:

Locate the student and click on their name.

Click on he OTJ record, from the list at the bottom of the page.

Once located, click on the 3 dos far right, example below:

Click on "Edit"; this presents you with the details of the record.

Edit as required, then click "update OTJ record" to save.

The totals, if edited are revised instantly.

Deleting an OTJ Record

If you wish to delete a record; locate the record, click on the 3 dots as indicated below and then press "delete". Note that deleted records cannot be recovered.

My Files Overview

When a student logs in, their side bar menu has the addition of "My Files"; click on to "My Files" to access the File area.

The "Recent Files and Folders" area, will populate with recently edited/added items, click on them from the homepage to access them quickly.  The bottom half of the page will also refresh to the location of the file/folder that has been selected.

Students can create Folders, by clicking "Create Folder" and/or add files to the folders or general upload area by clicking on "Upload Files".

To Search for files, click on the "search file" box, enter the name and the screen will automatically refresh to the list of items:

Any files that are within folders, the folder pathway will display (example above), to aid in locating the file.

Folders

To create a folder, click "Create Folder".  When creating a folder, you are presented with a box to add the name.  Simply enter a name, then click "OK":

Folders an be deleted in 2 ways, by pressing the 3 dots to the right of the folder details and selecting "Delete":

Files and Folders can be recovered if deleted, see restoring deletions.

Folders can be re-named by hovering over the folder name, until a cursor appears.  Click and the name is editable.  Click away when ready to save.

To add files to folders, click into the folder and then click "upload files":

You can return back to the homepage by clicking on the "home" icon (as noted above).

Files

To add a file click on "Upload Files":

A drop box appears, click to select items from your device or drag and drop files in:

Once uploaded, where possible a thumbnail will be created for the file.

Files can be re-named by hovering over the file name, until a cursor appears.  Click and the name is editable.  Click away when ready to save.

Files an be deleted in 2 ways, by pressing the 3 dots to the right of the file details and pressing "Delete":

Files and Folders can be recovered if deleted, see restoring deletions.

Files can be moved to a folder in 2 ways, by pressing the 3 dots to the right of the file details and selecting "Move to folder":

One pressed, simply choose your folder from the drop down option.

Files can have notes added, in 2 ways, by pressing the 3 dots to the right of the file details and selecting "Add notes":

Any notes added will appear alongside the name of the file on the homepage:

Recovering Deleted Files / Folders

To view any deleted files / folders, click on "Deleted files" on the homepage:

Within the "Deleted Files" area, you can view all deleted items.  To recover the item, click on the 3 dots far right and select "Restore".  The file / folder will be restored to its original location.

Using Evidence in your Portfolio

Depending on the setup of your Portfolio, how the Evidence can be used in your Portfolio may vary.  This example is based on forms being used, with various options.  Any specific queries, please talk to your University representative.

Within the Portfolio below, the "Evidence" area is named as such, with forms available to use:

To add evidence, click "Add new", against the form:

The form opens, with options, in this example - "Title", "Description" and "Reflections".  These are all standard text boxes, complete those as necessary.  Again, this will vary depending upon your Universities requirements.  

The Evidence area, is either an upload option where you can upload a new file item.  This file will, when uploaded be added to your File area described above.  The upload will automatically create folders based on your Portfolio structure and existing file name.  But these can be edited by going back into the "My Files" area.

Click on "Upload a new file" and drop in or navigate to a file on your device to add.

If you have already uploaded the file, into your File area, click on the "All Files & Folders" option.  This will display any files and/or folders you've already setup.  

Choose the file item you want to attach.  It will display with a thumbnail where available.  You can remove it by pressing the "x" next to the name:

If you remove it, you are taken back to the original file selection area.

Once your upload is completed, select "Submit" to add to your Portfolio or "Save& close draft" to review at a later date.  If you no longer want to use the draft, click "delete" bottom left.

If submitted, the Evidence will be shown as a thumbnail where possible, example below:

To view the evidence, click on the thumbnail.

Another option for adding Evidence, via a response, is through a URL / Link to a website.  

If you have been given this option, click on the "Embed a link" box and enter / copy in the URL. Once entered, click "Add link".

The link will generate a thumbnail, based on the URL, example below:

 You can remove/change the link, by pressing the "x" next to the name.

Once your response is completed, select "Submit" to add to your Portfolio or "Save & close draft" to review at a later date.  If you no longer want to use the draft, click "delete" bottom left.

If submitted, the Evidence will be shown as a thumbnail where possible, example below:

If you wish to review the URL link, click on the thumbnail and press "Read this article on xxx":

Adding Comments and Printing Evidence

If available, you can add further comments via the thumbnail and also print the evidence.  

To print the evidence, click on the thumbnail, scroll to the bottom and click "Print this evidence".

To add a comment, click on the thumbnail, add text to the comments box and click "Add comment".

Reviewing Multiple Portfolios

Often students have multiple Portfolio's attached to their profile, you can toggle between those, if necessary. Upon searching or clicking on the student through a dashboard, you can toggle from the drop down option top left; to select which Program instance is shown.  The default is where the students last placement/rotation or current placement/rotation is available.

Troubleshooting

Logging In for the First Time / Activating Your Account

When a student allocates (links you to their Portfolio) you in MyProgress or an Administrator sets up an account for you, you will receive an account activation email. This section walks you through what to expect and what to do if something goes wrong.

Step-by-step: Activating your account

1. Check your email inbox for a message from MyProgress / MyKnowledgeMap. The subject line will refer to account activation or an invitation to MyProgress.
2. Click the Activate your account link in the email.
3. You will be taken to a page where you set your password. Choose a password you will remember — there is no strict complexity requirement, but it must be at least 8 characters.
4. Once your password is set, you will be logged in automatically. You should see your student's name on your dashboard.
5. Bookmark the login page for future visits, use that link each time, not a generic search result.

Activation email has not arrived

This is the most common activation issue.  (Especially for UK NHS email addresses. NHS mail systems frequently filter automated emails from cloud services.)

• Check your junk/spam folder. The email is sent from a Microsoft-based system and is commonly filtered by NHS email accounts.
• Search your inbox for the sender domain @myknowledgemap.com or the words "activate" or "MyProgress"

If that fails, go to the MyProgress sign in page for the University;

Click on "click here to activate your account" underneath the Sign In button, for example:

You'll be asked for your email, the email will come from Microsoft - click on the link within the email to setup the password.

"User already exists" error during activation

If you see a "user already exists" message when trying to activate your account, this means a MyProgress account linked to your email address already exists — most likely created when a student who allocated you in the past.

1. Try logging in using your existing credentials at the MyProgress login page. 
2. If you cannot remember your previous password, use the Forgotten password link on the login page to reset it.

3. If that does not resolve the issue, ask the university administrator to raise a support ticket to us.

    

I Cannot Log In / My Password Is Not Working

Note - This is for non-SSO users only, 

1. Go to the MyProgress login page.
2. Click Forgotten password (or "Forgot your password?") below the login fields.
3. Enter the email address linked to your account and submit.
4. Check your inbox — including your junk/spam folder — for a password reset email. (As with the activation email, UK NHS mail accounts frequently filter these messages.)
5. Click the link in the email and follow the steps to set a new password.
6. Once your new password is set, return to the login page and sign in.

I see a blank or white screen after logging in

This is a known issue, particularly for UK NHS users. It usually has one of three causes: a browser cache problem, a VPN conflict. Work through these steps in order:

1. Clear your browser cache and cookies. In most browsers: press Ctrl + Shift + Delete (or Cmd + Shift + Delete on Mac), select "All time" as the time range, tick Cached images and files and Cookies, then clear. Close and reopen the browser.
2. Try an incognito / private window. Open a new private browsing window (Ctrl + Shift + N in Chrome/Edge, Ctrl + Shift + P in Firefox) and attempt to log in from there.
3. Try a different browser. If you normally use Internet Explorer or an older browser, switch to Google Chrome or Microsoft Edge.
4. Try on a different network. If you are on your NHS Trust network or VPN, try disconnecting from the VPN and using a personal WiFi connection or mobile data instead. Some NHS Trust networks and split-tunnel VPNs block access to cloud-hosted platforms.
5. If none of the above resolve the blank screen, raise a support ticket via your internal IT team, including: the MyProgress URL, browser you are using, whether you are on VPN, and whether the blank screen appears immediately or after a short loading period.

Note - If you see an error -  "You do not have a role or relationship within the system. Please contact your administrator."  This means you need to refer your query to the university support team to update your role visibility.

I get an error message when I try to log in

1. Take a screenshot of the error message — this will help identify the problem quickly.

2. Note the exact wording of the error. Common messages and their causes:

    

   • "Account could not be found" — your email address may not match the one used when your account was created or it has not been activated. Check whether you have another email address you may have used previously and/or activate your account (see guidance above)

      

   • "Invalid credentials" — the password entered is incorrect. Use the Forgotten password link to reset it.

      

3. If the error is not listed above or persists after following the relevant step, raise a support ticket via the university administrator with a screenshot of the error.

I Can Log In But I Cannot See My Student

This is the most common issue reported by users. You can log in successfully but your student does not appear on your dashboard, or their Portfolio is not accessible. Work through the checks below in order.

Check 1 — Has the student completed the allocation?

1. The student must link you via their Portfolio allocation form,  within MyProgress before you can see them. Receiving the activation email does not automatically link you to a specific student.
2. Contact your student and ask them to confirm they have completed the allocation step in their Portfolio — there will be a section where they search for and add their assessor by name or email address.
3. If the student has submitted the allocation and you are still not visible, ask the university administrator to check the allocation and Portfolio setup.

Check 2 — Dashboard filters

1. Check whether a filter is active on your dashboard. Filters can hide students even if the allocation is correct.
2. Look for a filter icon or dropdown near the student list and clear any active filters.
3. Refresh the page after clearing filters.

Check 3 — Placement dates and grace period

Students and their associated forms are only visible to external users during the active placement period, plus a grace period after the placement ends. If the placement has ended and the grace period has also expired, the student will disappear from your dashboard.

1. Check with your student when their placement block officially ended according to the university system (not just when they finished physically attending).
2. If the placement block end date has passed, a grace period extension is required. You cannot extend this yourself — this needs to be done by the university administrator.
3. Ask the university administrator to check both the placement block grace period
4. Once the administrator has extended the grace period, log out and back in to refresh your dashboard.

Check 4 — The student recently changed their allocated assessor

1. If a student removes you as their Practice Assessor and reallocates to someone else, you will immediately lose visibility of their Portfolio.
2. Check with the student whether they have changed their allocation recently — even accidentally.
3. If you should still have access, the student needs to re-add you through the allocation step in their Portfolio. Once re-added, you will regain visibility.

I Can See the Student But I Cannot Access or Submit Forms

Forms are not showing or are greyed out/unavailable

1. Check that you are viewing the correct placement block. Students may have multiple placement blocks visible — make sure you have selected the one that corresponds to the current placement.
2. Check whether the placement block dates are still active, if the form says "unavailable" and if the block end date has passed, forms may become read-only. A grace period extension (see above) may be required.
3. If the form says "Available to other roles", this means the form is not available to your allocated role.  You'll need to check if you should have access to the form and if so, speak to the students University support team to review.
4. "Red Circle" - If trying to complete a form, but a red circle appears (as below), you are trying to complete the form preview.  Navigate to the form name, move to the right and click on the "complete new" button.

I submitted a form but the student says they cannot see it

1. Confirm the form status in your own view — does it show as "Submitted" or "Completed"? If it is still showing as "Draft", it has not been submitted yet.
2. If the form shows as submitted on your side, ask the student to refresh their browser and check their Portfolio again — there can occasionally be a short delay.
3. If the form is confirmed as submitted but still not visible to the student after 24 hours, raise a support ticket via the university administrator.

I can see the student's forms but my actions are being recorded incorrectly

1. This can occur if the student accidentally added you in the wrong role during the allocation process 
2. Ask the student to check how you appear in their allocation settings within the Portfolio.
3. If you are listed in the wrong role, the student should remove the allocation and re-add you in the correct role. If this is not possible, contact the university administrator.

Account Management

Changing your email address

Your MyProgress account is permanently linked to the email address you used when you first activated it. You cannot update your email address yourself.

1. If your email address has changed — for example, because you have changed its email domain — ask the university administrator to update it.
2. Include the following in the ticket: your full name, your old email address, and your new email address.
3. You will need to re-activate//verify your account's new address.   See guide above on activating your email address, via the Sign In page.

Requesting extended access after a placement has ended

1. If you need continued access to a student's Portfolio after their placement block has ended — for example, to complete outstanding documentation — ask the student's university administrator to extend the grace period.
2. Let the administrator know your name, your student's name, and the specific form or reason you need access for.

When to Contact the University Support Team

As an External User, you should always contact your student's university administrator first. They can resolve the majority of issues; should they need to they will escalate to MyKnowledgeMap.

Your university administrator can help with:

• Resending your activation email
• Confirming your allocation is set up correctly
• Extending a placement block grace period
• Checking which organisation your account is linked to
• Confirming whether form templates have been assigned to your student's placement

Q&A

The student cannot enter a timesheet entry, on the same day as a reversal was done, what can I do?

The reversal needs to be amended, as students can only enter one timesheet on a day when a reversal has been made.

If they need to enter 2 timesheet entries, due to differing timesheet activity types being used, the entry which has been reversed, needs to have the reversal reversed/cancelled/removed and a manual adjustment made to the entry.  This then allows a second timesheet entry for the day.  

The students weekly timesheet entry area, doesnt reflect the adjustments or reversals made, why?

If the timesheet entry area doesnt show these, it will be because the Adjustment Type hasnt been setup to be linked to an allocation.  

Speak to the University Administration team to resolve.

For Reversals, these currently do not change/remove the timesheet entry - it is on the backlog as a feature request.  The other areas, such as the Timesheet Ledger and Student Dashboard and Reporting, all reflect the Reversal and any reduction in hours.

The Timesheet Entry on the students placement is verified, but the approvers name/email is missing.  Why?

For the name and email to appear, on the students Portfolio, the Timesheet Activity type option "Require Sign Off"  must be enabled.   Please speak to the University Admin team to enable.