Most reports come through the guided submission that a school contact or visiting team member completes. If a report arrives another way, such as by email, you can create the report record yourself or correct a record that already exists.
When to Use This
Use this option when you need to record a report without the guided submission, correct an existing report, or set a report’s review outcome. If you want to complete the same guided flow a contact or team member would use, see Submit a Report on Someone's Behalf instead. A report created through that guided flow records a reporting process and can send a confirmation email; a report created here does neither.
Prerequisites
- You need a current program set.
- The school must have an accreditation in your current program before you can create a report record directly for it.
Create a Report
- Go to Accreditations › School Reports and select Manually Create a Report. You can also start from a school’s or visit’s Reports tab, which fills in the school or visit for you.
- Choose the School:.
- Choose the Contact: who submitted the report.
- Choose a Report Type:.
- Check or adjust the suggested Report Name:.
- Set the Date.
- Choose a Status: and, optionally, a Status Reason:.
- Optionally add a Report Summary, upload a file, add Internal Notes, and fill in any custom fields your account has defined for reports.
- Select Save Changes.
Result
Rhythm creates the report, assigns its number automatically, and opens the report record.
Tip
Rhythm suggests the report name from the school and report type you choose, then rewrites the name each time you change either field. This happens even after you type your own name, so choose the school and type first, then adjust the name last.
Correct an Existing Report
- Open the report's record (see Find and Open Reports in the Console) and select Edit Report.
- Change any fields you need to update.
- Select Save Changes.
Result
Rhythm saves your changes and returns you to the report's record.
Warning
You can edit a report after its review is complete, and you can change its status to any of the six values regardless of its previous status. There is no required sequence, so a report can move directly from pending review to complete.
Set the Report's Outcome
Use the same form to record the review decision for a report:
- Open the report and select Edit Report.
- Set Status: to the outcome — pending review, accepted with conditions, rejected, complete, accepted, or tabled. Use tabled for a report that is neither accepted nor denied at review time.
- Choose a Status Reason: if you want to explain why.
- Select Save Changes.
Result
The status appears on the report's record. Rhythm does not keep a history of earlier statuses beyond its general audit history, and it does not notify the school when the outcome changes. The school sees the new status only when it checks the report.
Attach the Report's File
Use the Report File Upload card to attach the report document. Uploading a new file replaces the file already attached, because a report keeps only one file at a time.
Internal Notes
Use Internal Notes for staff-only notes. Rhythm does not show this field to the school or the submitting contact anywhere it currently displays a report.
What Can Stop a Save
- A school, contact, type, name, date, or status is missing. These fields are required, and the form shows which ones need attention.
- The report's school and program don't agree with its accreditation. A report is always filed against one accreditation, so its school and program must match that accreditation’s school and program.
- A named record no longer exists. Rhythm refuses a report that refers to a school, contact, report type, or other record it cannot find.
When Rhythm refuses a save, it shows a message and keeps everything you entered so you can correct it and try again.
Tip
If a report record is already invalid because more than one required field or relationship is missing at once — for example, its school, its contact, and its status — correct all of them in the same save. Fixing just one at a time may not be enough to clear the invalid state.
Deleting a Report
Deleting a report from its record page permanently removes it from Rhythm’s report list. Only the general audit history keeps a copy of the last version. You can delete a report that is under review or already has a recorded outcome, so confirm you have the right report before you delete it.
Warning
A report links a school or visit, a contact, and a report type, so Rhythm cannot remove other records that a report still uses. If Rhythm refuses to delete a school, contact, or other record, check whether a report still points to it.
Related Reading
To find a report you need to correct, see Find and Open Reports in the Console. Custom fields come from your account’s custom field setup for reports.