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Admin: View Assessments and Plans

Access Level

Viewer, Reviewer, or Owner access required

Overview

View assessments and plans for members in your group. What you see and can do depends on your role:

  • Viewers see all assessment types (diary, match day, season, media, custom, peer reviews), can create assessments on other users, but cannot reassign entries, change reviewers or review diary entries
  • Reviewers see diary entries only and can reassign entries and change assigned reviewers
  • Users with both Viewer and Reviewer roles see all assessment types, can review/create all assessment types and can reassign and change reviewers
  • Owners have full access including viewing all types, reassigning, changing reviewers, declining reviews, deleting entries, and using bulk actions

This page shows match assessments, diary entries, seasonal reviews, and goal setting plans. You can search by member name and view assessment details including ratings and comments. See Access Control by Role for full details.

How to Access

From the sidebar, click Assessments to expand the menu, then:

  • View assessments or View plans to see all entries
  • Diary entries or Plan entries to review items awaiting your feedback (Reviewer role required)
  • Match day, Media, Season, or Custom to create new assessments on other users (Viewer role required)

Assessment Types

The system supports different assessment types based on templates set up in your group settings. Each type may show different sections, ratings, and feedback fields.

Type Purpose
Diary Observational entry with ratings and comments about a single event or day.
Match Day Review Standardised single‑match template for focussed match feedback and ratings.
Season Review End‑of‑season summary capturing trends, overall ratings, and recommendations.
Media Review Assessment centred on media (video/audio) analysis and timestamped commentary.
Custom Review Group‑configured template(s); sections and fields defined by the group — only relevant sections appear when viewing.
Peer Review Feedback provided by colleagues/peers, typically reciprocal and discussion‑oriented.
Diary DRAFT Diary entry in draft status. Reviewers can provide feedback as a draft review without publishing it. The creator remains able to edit.

When you view an assessment, only the sections relevant to that type appear.

Assessment States

Draft

Confidential

  • Entry created but not yet sent to a reviewer
  • Only the person who created it.
  • You can reassign it to another user
  • You can change the reviewer
  • You can delete it

Awaiting Review

Awaiting Review

  • Sent to a reviewer
  • The assigned reviewer has not yet completed it
  • You can still change the reviewer
  • You can decline the review (sends it back to Draft/Confidential)
  • You can reassign to a different user

Reviewed

Reviewed

  • The reviewer has completed the assessment
  • The subject can see it
  • You can click to open and view all reviewer feedback, ratings, and comments
  • You can reassign to a different user
  • You can change the reviewer if needed
  • You cannot decline (already completed)

Assessment Replied

Feedback

  • The user or peer recipient has submitted feedback in response to a reviewed assessment
  • This indicates the user or peer has replied to reviewer feedback
  • For assessments: The assessment feedback appears in a highlighted section when you view the assessment
  • For peer reviews: The recipient's feedback response appears in a highlighted section
  • You can view the feedback/response but cannot edit or delete it
  • The reply is read-only

View-Only Assessments

View Only

  • These are shared for viewing only
  • The reviewer cannot add new ratings or feedback
  • Subject can read the entry but reviewers cannot edit it

How to Find Assessments and Plans

View All Assessments

  1. Click Admin then View assessments and plans
  2. The page shows all assessment and diary entries for your group
  3. Entries are listed in a table with member name, match details, and status

View All Plans

  1. Click Admin then View assessments and plans
  2. Click the Plans tab
  3. Plans appear in a table with member name, plan type, assigned reviewer, and status

What You See in the Table

Each row shows:

  • Member name: The person who created or was assigned the entry
  • Match or plan details: For assessments, the teams/venue; for plans, the plan type
  • Reviewer: Who is assigned to review it
  • Status: What stage the entry is in (Draft, Awaiting Review, Reviewed, etc.)
  • Date: When the entry was created

Entries are sorted newest first.

Search for a Specific Member

  1. Enter the member's name in the search box at the top of the page
  2. Click Search
  3. Result: Only entries for that member appear

View All Members' Entries

  1. Click All Users
  2. Result: All entries for all members in your group appear

Assessment State Diagrams

For detailed state flow diagrams showing how assessments and plans move through different states, see Assessments and Reviews - States & Flows section in the user documentation.

One-Way Feedback Assessment States

Some assessment types use one-way feedback where reviewers provide feedback without the subject being able to edit or respond:

Match Day Review

Hold "Alt" / "Option" to enable pan & zoom 
stateDiagram-v2
  state "Assigned" as MD_Assigned
  state "Reviewed" as MD_Reviewed
  state "Replied" as MD_Replied
  state "Deleted" as MD_Archived

  [*] --> MD_Assigned: Admin creates and assigns
  MD_Assigned --> MD_Reviewed: Reviewer completes
  MD_Reviewed --> MD_Replied: User submits feedback
  MD_Reviewed --> MD_Archived: Admin deletes
  MD_Replied --> MD_Archived: Admin deletes

  note right of MD_Reviewed: Subject views only, cannot edit or respond
  note right of MD_Replied: User has submitted feedback

Season Review

Hold "Alt" / "Option" to enable pan & zoom 
stateDiagram-v2
  state "Assigned" as SR_Assigned
  state "Reviewed" as SR_Reviewed
  state "Replied" as SR_Replied
  state "Deleted" as SR_Archived

  [*] --> SR_Assigned: Admin creates and assigns
  SR_Assigned --> SR_Reviewed: Reviewer completes
  SR_Reviewed --> SR_Replied: User submits feedback
  SR_Reviewed --> SR_Archived: Admin deletes
  SR_Replied --> SR_Archived: Admin deletes

  note right of SR_Reviewed: Subject views only, cannot edit or respond
  note right of SR_Replied: User has submitted feedback

Peer Review

Hold "Alt" / "Option" to enable pan & zoom 
stateDiagram-v2
  state "Draft" as PR_Draft
  state "Published" as PR_Published
  state "Replied" as PR_Replied
  state "Deleted" as PR_Archived

  [*] --> PR_Draft: User creates peer review
  PR_Draft --> PR_Published: Admin publishes
  PR_Published --> PR_Replied: Recipient submits feedback
  PR_Published --> PR_Archived: Admin deletes
  PR_Replied --> PR_Archived: Admin deletes

  note right of PR_Published: Recipient can view and respond with feedback
  note right of PR_Replied: Recipient has submitted feedback response

Custom Review

Hold "Alt" / "Option" to enable pan & zoom 
stateDiagram-v2
  state "Assigned" as CR_Assigned
  state "Reviewed" as CR_Reviewed
  state "Replied" as CR_Replied
  state "Deleted" as CR_Archived

  [*] --> CR_Assigned: Admin creates and assigns
  CR_Assigned --> CR_Reviewed: Reviewer completes
  CR_Reviewed --> CR_Replied: User submits feedback
  CR_Reviewed --> CR_Archived: Admin deletes
  CR_Replied --> CR_Archived: Admin deletes

  note right of CR_Reviewed: Subject views only, cannot edit or respond
  note right of CR_Replied: User has submitted feedback

Plan States

Plans have similar states:

  • Draft: Private, not yet sent for review
  • View Only: Shared for viewing; reviewer cannot make changes
  • Awaiting Review: Sent for feedback
  • Reviewed: Completed and visible to the subject

Bulk Actions

At the bottom of each table, you can select multiple entries and apply actions to them all at once.

For Assessments

  1. Check the boxes next to entries you want to action
  2. From the dropdown, select:
    • Decline: Move back to Draft (only works for Awaiting Review entries)
    • Delete: Remove the entry (type 1 entries go back to Awaiting Review; others are deleted)
  3. Click Apply Bulk Action
  4. Result: Message shows how many were updated and how many were skipped

For Plans

  1. Check the boxes next to plans you want to action
  2. From the dropdown, select:
    • Decline: Move back to Draft (only works for Awaiting Review entries)
    • Delete: Remove the plan
  3. Click Apply Bulk Action
  4. Result: Message shows how many were updated and how many were skipped

Common Tasks

Open and View an Assessment

  1. Find the entry in the table
  2. Click the member name or click View
  3. The assessment opens showing:
    • Match or assignment details (teams, date, venue, grade)
    • Original observations and ratings from the person who created it
    • Reviewer feedback, ratings, and comments (if reviewed)
    • General reviewer comment
    • Any media attached (files, videos, documents)
    • User feedback (if submitted) — see below
  4. Click Close to go back to the table

Viewing User Feedback on an Assessment

When a user submits feedback on a completed assessment (if this feature is enabled for your group), you can view it when you open the assessment:

  • Scroll to the User Feedback section near the bottom of the assessment
  • The feedback appears in a highlighted box
  • The submission date is shown
  • Feedback is read-only and cannot be edited or deleted

If no feedback appears: - The user has not submitted feedback yet - Assessment feedback may not be enabled for your group - The assessment is not in a completed state

Using Autocomplete When Editing Teams or Venues

When viewing or editing an assessment that has team or venue fields, autocomplete suggestions appear automatically:

  • Start typing in a Team A, Team B, or Venue field
  • After 3 characters, matching suggestions appear
  • Click a suggestion to fill in the field automatically
  • This helps ensure consistent team and venue names across assessments

Open and View a Plan

  1. Find the plan in the table
  2. Click the member name or click View
  3. The plan opens showing:
    • Plan type and date
    • Member's original comments and entries
    • Reviewer feedback and responses (if reviewed)
    • General reviewer response
  4. Click Close to go back

Reassign an Assessment to a Different Member

Note

Some assessment types cannot be reassigned. Only Match Day, Season, Media, and Custom reviews can be reassigned. Diary entries, Diary (Draft) entries, Peer reviews, and Plans cannot be reassigned.

Use this when an entry was created by the wrong person or needs to be moved.

  1. Find the entry in the table
  2. Click Reassign
  3. A popup appears with a dropdown list of members
  4. Select the new member
  5. Click Reassign entry
  6. Result: The entry now belongs to the selected member; they will see it in their list

Cannot be reassigned: - Diary entries - Diary (Draft) entries

Change the Assigned Reviewer

Use this to assign a different person to review an entry that has already been reviewed.

  1. Find the entry in the table (must be in Reviewed status)
  2. Click Change Reviewer
  3. A popup appears with a dropdown list of reviewers
  4. Select the new reviewer
  5. Click Change reviewer
  6. Result: The new reviewer is now assigned; the old reviewer is removed

Who can do this:

  • Requires Reviewer or Owner role
  • Only available for entries in Reviewed status (not Draft or Awaiting Review)
  • Only available for certain assessment types (Match Day and others, not Diary entries)
  • If the member belongs to a subgroup, only reviewers in that same subgroup appear in the list
  • The new reviewer must have the Reviewer role in the group

Decline a Review

Use this to return an entry that is awaiting review back to draft status.

  1. Find the entry (must be in Awaiting Review status)
  2. Click Decline
  3. Result: Entry goes back to Draft; reviewer is removed; it is marked as unviewed

Delete an Assessment

Use this to remove an entry completely.

  1. Find the entry in the table
  2. Click Delete (from the row menu or bulk actions)
  3. Result:
    • Type 1 entries (Diary): Return to Awaiting Review status (soft delete)
    • Other types: Permanently deleted
  4. The entry no longer appears in your list

Delete a Plan

Use this to remove a plan completely.

  1. Find the plan in the table
  2. Click Delete (from bulk actions)
  3. Result: Plan is permanently deleted; no longer appears in your list

Understanding Media in Assessments

Assessments can include media attachments. When viewing an assessment, media appears in this order:

  • MOS upload: A folder or file you can download from the Match Official System
  • YouTube: An embedded video player (plays directly in the page)
  • Dropbox: A link that opens your Dropbox in a new window
  • OneDrive: A link that opens your OneDrive in a new window

Media is included by the person who created the assessment or the reviewer, depending on the assessment type.

Special Workflows: Diary (Draft) Assessment

Members can create a diary entry and request review. The review process allows reviewers to work in draft status:

What Happens

  1. User creates a diary entry and requests review
  2. Reviewer receives the request and opens the diary to review it
  3. Reviewer enters feedback and ratings, then saves as draft review
  4. Draft review is not yet sent to the user
  5. Reviewer can reopen and continue editing their draft review at any time
  6. When ready, reviewer submits the review (changes to final status)
  7. User sees the completed review

Who Can Do This

  • Users with the Reviewer role can review Diary (Draft) entries
  • While a reviewer is working on their review, the diary creator cannot edit the original entry
  • Draft reviews are visible only to the reviewer until submitted
  • Once submitted, the review becomes final and visible to the diary creator

Key Points

  • A diary can have only one review in progress
  • Draft reviews are temporary and do not count as completed until submitted
  • Reviewers can save their work as a draft without sending it to the member

Access Control by Role

Your ability to manage assessments depends on your role in the group. Each role has different visibility and capabilities on this page.

Viewer Role

Viewer

Viewers can see all assessment types and create assessments on other users.

Can see:

  • All assessment types: diary, match day, season, media, custom, peer reviews

Can do:

  • View the list of all assessments and plans in the group
  • Search for entries by member name
  • Open and view assessment details, ratings, and comments
  • View reviewer feedback on completed assessments
  • View user feedback responses on assessments
  • Create assessments on other users (match day, media, season, custom) via the Create menu

Cannot do:

  • Reassign entries to different members
  • Change assigned reviewers
  • Decline review requests
  • Delete entries
  • Use bulk actions
  • Review diary entries (review capability requires Reviewer role)

Reviewer Role

Reviewer

Reviewers can see diary entries and perform review-related actions.

Can see:

  • Diary entries only (not match day, season, media, custom, or peer reviews)

Can do:

  • View diary entries in the group
  • Search for entries by member name
  • Review diary entries that are awaiting review
  • Provide ratings, comments, and feedback on diary entries
  • Save draft reviews and submit completed reviews
  • Reassign entries to different members
  • Change the assigned reviewer on reviewed entries

Cannot do:

  • See non-diary assessment types (unless also has Viewer role)
  • Decline review requests
  • Delete entries
  • Use bulk actions

Viewer + Reviewer Role

Viewer Reviewer

Users with both Viewer and Reviewer roles have combined capabilities.

Can see:

  • All assessment types: diary, match day, season, media, custom, peer reviews

Can do:

  • Everything Viewers can do (see all types)
  • Everything Reviewers can do (review, reassign, change reviewer)

Owner Role

Owner

Owners have full administrative control over assessments and plans.

Can see:

  • All assessment types

Can do:

  • Everything Viewers and Reviewers can do
  • Decline review requests (returns entry to confidential/draft)
  • Delete entries (diary entries soft delete; other types permanently delete)
  • Use bulk actions to decline or delete multiple entries at once
  • Access all management functions

Quick Reference Table

Capability Viewer Reviewer Viewer + Reviewer Owner
See all assessment types Yes No Yes Yes
See diary entries Yes Yes Yes Yes
Create assessments on others Yes No Yes Yes
Search members Yes Yes Yes Yes
View feedback Yes Yes Yes Yes
Review diary entries No Yes Yes Yes
Reassign entries No Yes Yes Yes
Change reviewer No Yes Yes Yes
Decline review No No No Yes
Delete entries No No No Yes
Bulk actions No No No Yes

Bulk action buttons only appear if you have Owner access.

Tracking Who Has Viewed Assessments

The system tracks whether a member has viewed a reviewed assessment. When they view it and click Mark as read, it's marked as Seen. This helps you know who has viewed their assessment.

For View Only assessments, the system automatically marks them as Seen when an admin opens them to review.

Troubleshooting

Can't Find an Entry

  • Check you are on the correct view (Assessments vs Plans)
  • Try searching by member name
  • Click All Users to see every entry in your group
  • Check the user's subgroup - you can only see entries if you have admin access to that subgroup

Search Returns No Results

  • Check the spelling of the member's name
  • The search looks in member name and reviewer name
  • If searching by name, ensure at least part of the name is spelled correctly
  • Try a broader search (first name only, or last name only)

Can't Change Reviewer or Reassign

  • Ensure you have Owner access to the group
  • Check that the dropdown list isn't empty - you must have at least one reviewer available
  • For reassign: you can only reassign to users in your group
  • For change reviewer: the new reviewer must have the Reviewer role

Entry Still Shows Old Reviewer After Change

  • Refresh the page (press F5 or Ctrl+R)
  • The change takes effect immediately in the database, but the page cache may show the old value until refreshed

Bulk Actions Show "Skipped"

  • Entries may be skipped if they are in a state that doesn't allow the action
  • Decline only works on Awaiting Review entries
  • Delete works on all entries (some soft delete, some hard delete)
  • Check the status column to see which entries can be actioned

Tips

  • Use search before applying bulk actions to focus on the right entries
  • Check entry status before trying to decline (only works for Awaiting Review)
  • When reassigning, ensure the new user is in the correct subgroup
  • If changing reviewers frequently, consider using the All Users view to see the full picture
  • Reviewer assignments persist until you change them again