What it does

Engagement dashboards show how actively people use the platform: evaluations completed, schedules touched, resources opened, documents handled, procedures logged, and calendar activity. You can view them at program, institution, or organization scope. Administrators use them to monitor adoption, spot lagging workflows, drill into records, and request exports.

Who it's for

Program administrators and directors monitor their own program's engagement. Institution administrators compare programs and roles across the institution. Organization administrators see aggregated engagement across their institutions.

How it works

Scope and filters. Each portal has its own engagement page, scoped to the current program, institution, or organization, and defaulting to the last 30 days across all workflows. A filter bar lets you change the start date, end date, and workflow (population, evaluations, schedules, resources, documents, procedures, or calendar). Active filters appear as removable chips.

Metrics and trends. A KPI strip lists the engagement metrics available at your scope; selecting one drives the rest of the page. A timeline chart shows the trend over time. A heatmap breaks activity down by workflow or group. A ranking table orders programs, or other groupings, by the metric, so you can see leaders and laggards. Institution and organization views add a top-programs section; the institution view also includes a searchable people table.

Drilling down. Metrics that support drilldown open a side panel listing the individual records behind the number, with pagination, at program and institution scope.

Exports. The Export button queues a background job for the export-eligible metrics under your current filters. Every request records a reason, and you're notified when the job is queued. Jobs move through queued, running, and completed states; completed files eventually expire.

Data quality signals. Each value carries a freshness indicator: fresh, stale, recomputing, or failed. This tells you whether a number is current or being recalculated.

Before you start

You need admin access to the program, institution, or organization portal whose engagement you want to check.
Drilldown works at program and institution scope only. Organization dashboards show aggregate values.

Do this

Open the engagement page for your scope — /admin/engagement, /institution/engagement, or /organization/engagement — → you should see the KPI strip loaded with the last 30 days.
Adjust the Start date, End date, or Workflow field on the page → the change appears as a removable chip, and the timeline, heatmap, and ranking table update to match.
Select a metric card in the KPI strip → confirm the timeline, heatmap, and ranking table now show that metric.
On a ranking row or heatmap cell, select View details → the drilldown panel opens with the underlying records, if drilldown is available at your scope.
To export the current view, select the Export button on the page → you should see a toast confirming "Engagement export queued."

You're done when

✓ The timeline, heatmap, and ranking table all reflect the metric and date range you chose.
✓ The drilldown panel lists the records behind a metric, if you opened one.
✓ A queued export job shows in the confirmation toast, ready for background processing.

Boundaries and limits

Small groups are protected. Values below a metric's minimum group size display as "Suppressed" instead of the number, to prevent identifying individuals from small cells.
Drilldown is not available at organization scope; those dashboards show aggregate values only. Person-level fields in drilldowns are also restricted per metric.
Ranking and drilldown pages return up to 50 rows per page. Use the pagination cursor to fetch more.
Only metrics flagged as exportable are included in exports. An export request without a reason is rejected.
Filters are bounded by your scope. A program administrator cannot widen the view beyond their program.
Metric availability depends on scope. The catalog you see is the set defined for your portal and scope, not a fixed global list.

Common questions

Q: Why does a cell say "Suppressed" instead of a number? A: The group behind that value is smaller than the metric's minimum size, so it's hidden to protect privacy. Widen the date range or grouping to see aggregated numbers.

Q: Why can't I open a drilldown on the organization engagement page? A: Organization scope is aggregate-only by design. Use the institution or program page for row-level records.

Q: Where does my export go after I request it? A: It's queued as a background job with your reason recorded, then processed. Completed files are kept temporarily and then expire.

Q: A metric shows a "stale" indicator — is the number wrong? A: No, it reflects the last completed calculation. Stale means newer activity hasn't been folded in yet; recomputing means a refresh is in progress.

Engagement Dashboards