After a Lesson has been delivered, Tutors will be able to view the Lesson transcript and other information generated by Bobbin, and use this information to fill in a Lesson Report to be sent to any Student's linked Client.
Note: Coming from TutorCruncher?
This process replaces the stage in TutorCruncher in which Tutors fill in a Lesson Report. Instead, when they click 'Mark Complete' in TutorCruncher, they will be redirected to this page. When they finalize the Lesson Report in Bobbin, they will then be redirected back to TutorCruncher and the Lesson will be marked Complete. Any other workflows will then continue as normal (such as charging the Client).
It's worth noting that the Lesson Report inside TutorCruncher will contain a link back to the Lesson Report in Bobbin. TutorCruncher is also told when a Bobbin Lesson is waiting for its report, so you can see what's still outstanding from either side.
After a Lesson has finished, Bobbin will start generating the Lesson Report data. This can take up to 15 minutes to complete and when finished, an email will be sent to all Tutors on the Lesson asking them to complete the Lesson Report.
Tutors will be guided through the AI-generated Lesson data and have the opportunity to review and edit it, as well as provide feedback to the team. To make changes to any section, simply hover over the content and click Edit.
Tutors will also be prompted to complete the Tutor notes if the organization has marked them as required. Administrators can choose whether Tutor notes are required by navigating to Workspace > Settings > Lessons and using the Require tutor notes on lesson completion setting.
Once the report is finalized, an email is sent to each Student's linked Client using the email address on their profile with a short summary of the Lesson and a link to view the entire report.
The Client will also be able to view the Lesson recording and transcript using this link.
Note: Report emails for a Lesson with a large number of Students are prepared and sent in batches, so a big group Lesson goes out reliably rather than all at once.
Lessons without a usable recording
A Lesson doesn't need a recording to be reported on and closed out. If the recording is missing or didn't come through, the Lesson can still be completed and billed as normal - the Tutor simply writes the report themselves rather than starting from AI-generated insights.
A Tutor who was added to a Lesson that already existed in Bobbin can mark it complete in the same way as anyone else on it.
Reviewing and approving reports before sending
By default, a report is emailed to the Client as soon as the Lesson is marked complete. If you'd like an Administrator to check reports before Clients see them, you can turn on report approval.
Where you turn it on depends on how your organization is set up:
Connected to TutorCruncher? Report approval is managed in TutorCruncher, and only changes there. The setting still appears in Bobbin under Workspace > Settings > Lessons, showing your current TutorCruncher value, but it's read-only - Bobbin tells you it's managed in TutorCruncher and won't let you change it. Set it in TutorCruncher and it flows through to Bobbin on the next sync.
Using Bobbin on its own? Go to Workspace > Settings > Lessons and enable Require admin approval before sending reports.
Either way, approval is off by default, and turning it on only affects Lessons completed from that point onwards. Once it's on, you will see the Report approvals section appear on the side menu.
With report approval switched on, when a Lesson is completed by the Tutor, its reports are held rather than emailed, and the Lesson enters the Awaiting Approval stage.
Held reports appear on the Report approvals page, and the number awaiting approval is also shown on your Dashboard. Open a report to review it, make any edits, then approve it. Approving sends it to the Client - including any edits you made.
You can approve reports one at a time, or several at once. Once the last held report on a Lesson has been approved, the Lesson moves to Complete.
Progress Reports have their own separate approval setting, Require admin approval before showing progress reports, in the same place. See Progress Reports.
Downloading a Lesson Report as a PDF
Administrators can download a finalized Lesson Report as a PDF from the Lesson page by navigating to Reports > Export as PDF. If the Lesson has a single Student, this produces one PDF; if it has several Students, you'll get a zip file containing one PDF per Student.
Emailing a Lesson Report PDF to Clients
You can email Lesson Report PDFs straight to your Clients. Just open the Lesson, navigate to Reports > Email to clients, and choose which Students you'd like to send reports for. Any Clients who've turned off report notifications are skipped automatically.
Attaching the report PDF to the Client email
By default, the email sent to Clients contains a short summary of the Lesson and a link to view the full report online. If you'd like the report attached as a PDF as well, an Administrator can turn on Attach report PDF to lesson report emails under Workspace > Settings > Lessons.
When this is enabled, each Student's report is attached as a PDF to both the automatic email sent when a Lesson is completed and any manual send from the Lesson page. When it's disabled, the report email is still sent, just without the PDF attachment.
If marking a Lesson complete doesn't seem to work
Marking a Lesson complete is more forgiving than it used to be. If the connection to TutorCruncher is briefly unavailable at that moment, the Lesson still completes and reaches TutorCruncher once the connection recovers — nobody needs to redo anything. You also won't see an error message for a completion that actually succeeded.
If a Lesson does look stuck in Awaiting Report long after it finished, get in touch and we can take a look.