Every visit record keeps a list of the reports it still owes. These are the reports expected for that visit type that the visiting team has not filed on the visit yet. This article explains how Rhythm builds that list, how it keeps the list current, and when the list does not update on its own.
What Counts as Owed
A visit type can include one or more reporting requirements, which are the report types a visiting team is expected to file for that kind of visit. Rhythm compares those requirements with the reports already filed on the visit, then lists each requirement that does not have a matching report as still owed.
Two rules are easy to miss:
- Optional requirements still count as owed. A reporting requirement marked not required still appears on the visit's owed list until someone files a matching report. This applies everywhere the owed list is used, including the outstanding reports shown on the visit.
- Any filed report clears its requirement, whatever its status. Once the visit has a report of the required type, that requirement is no longer owed. The report's review outcome or current status does not change that.
When the List Is Worked Out
Rhythm does not recalculate a visit's owed reports continuously. It works out the owed list, along with the running count, at these specific moments:
- When the visit is first saved. Rhythm calculates a new visit's owed list when it creates the visit, so the visit shows what it owes as soon as it exists.
- Whenever one of the visit's reports is filed, changed, or deleted. This recalculation runs in the background, so the owed list catches up shortly after the report changes rather than at the same instant.
- When a report is moved from one visit to another. Rhythm recalculates the owed lists for both the visit the report left and the visit it now belongs to.
When Rhythm works out the owed list, it reads only the first page of the visit's reports. For most visits, that includes every report. If a visit has an unusually large number of reports, it could still show that it owes a report even though that report has already been filed.
Changing a Visit's Type Does Not Refresh the List
Accreditation does not recalculate a visit's owed reports just because you change the visit type. If you switch an existing visit to a different visit type, the visit keeps showing the owed reports calculated under the previous type until something else triggers a recalculation. Most often, that happens when one of the visit's reports is filed, changed, or deleted afterward.
Warning
If you change a visit's type and its owed reports still look like they belong to the old type, that is expected. The owed list updates when reports change, not automatically when the type changes. File, edit, or delete a report on the visit to trigger a fresh calculation under the new type.
Related
A school's own accreditation tracks owed reports the same way, but it uses its own separate rules. See How Report Requirements and Owed Reports Work for that side of report tracking. Activities logged on a visit are separate from owed reports; see Log and Manage Site Visit Activities for that separate log.