What it does
Forms analytics and reports turn individual responses into program-level insight: completion rates, assignment status, answer aggregation, and score trends over time. Key report tables export for offline analysis or accreditation evidence, with generated summaries available as PDF or Excel where supported.
Who it's for
Program directors and administrators tracking evaluation completion in their program, plus institution and organization administrators reviewing form summaries within their scope.
How it works
Analytics workbench. The page opens as a canvas with saved views, scope context, and an Active analysis summary. Select Select data to analyze to open a side sheet, choose one or more forms of the same type, decide whether to include inactive forms, and pick how to group results.
Form scope. The form list follows your portal scope: a program sees that program's forms plus institution-owned forms for the same school (not other institutions); institution scope lists institution-owned forms; organization scope adds institution-owned forms under it. Each form shows its type, submission count, and an Inactive badge when included.
Grouping and search. You can currently group by form or question category; competency, curriculum-objective, and cohort comparison columns stay disabled until their backend is ready. A large search result shows the first set and asks you to narrow it instead of loading everything. Nothing reloads until you select Apply analysis.
Results and Trends. Headline metrics sit above two views. Those numbers count completed assignments — publishing a response only affects whether the trainee sees it on their personal portal, not whether it counts here. Results is the default matrix for per-question or per-category review, with rose-to-green score shading. You can also switch Results to Labels to group by question label instead — a question with more than one label appears under each matching label, and unlabeled questions appear under Unlabeled; headline metrics still count each answer once. Selecting a result opens a drill-down panel with score, response proof, privacy status, and an answer breakdown when available.
Trends and errors. Trends plots score over time using the same forms and privacy rules. On Trends you can choose whether each line represents a question, a category, or a label — independent of how Results is grouped. Narrow to appears only while Trends is showing individual questions, and lets you keep only questions carrying one label or category; a question with no label shows as Unlabeled. If the questions in a label or category mix rating scales, Trends explains that it can't plot one combined line rather than averaging across scales. Anonymous-form groups under the minimum-responses setting are suppressed rather than plotted. Regular evaluation forms show what's available without that floor. A failed report query shows a retryable error instead of an empty report.
Saved views. Select Save view to store your setup — forms, grouping, loaded view, and date range — as a chip above the workbench. Views sync to your account, not just this browser, and you can rename or remove ones you own. A saved view restores the date grouping on Trends, but not which lines (questions, categories, or labels) or Narrow to filter you last had showing. Sharing passes configuration only, so each person still sees data under their own permissions.
Reports. The reports page produces operational report types, including:
Form summary — generated summary and detail reporting for selected forms in your portal scope. Program scope includes program forms. Institution scope includes institution-created forms only. Organization scope adds institution-created forms under it. Program-created forms are left out of institution or organization reports.
Assignment status — who has completed, who is pending, who is overdue. Exportable to a spreadsheet.
Compliance — completion grouped by cohort or group, with rates. Exportable to a spreadsheet.
Competency reports and trends — evaluation results mapped to competency frameworks over time. Exportable to a spreadsheet.
Sub-competency peer averages (program scope) — pick a trainee, then compare their subcompetency averages to the program peer benchmark. Peer values stay hidden until a minimum peer count is met (5 by default). Group by individual, evaluator role, or core breakout. The CSV export includes peer columns and is capped at 200 rows; larger exports wait for the async program export path.
Answer aggregation — how answers distribute per question across responses. Generated summaries export as PDF or Excel; raw rows are available from Export data.
Academic-period gate. At program scope, the reports page waits for a specific academic period before opening any report — defaulting to today's period, or the most recent one that started if today falls between periods. Changing tabs doesn't start a report early. If periods fail to load, select Try again; if the program has none, the page points you to setup instead. This gate doesn't apply to institution- or organization-scope Form Summary.
Form-summary builder. You choose forms from a date range. The picker shows each form's type, active status, submissions in that range, and a warning for low or no submissions. Filter by form type first, or pick one form to lock the comparison to matching types.
Institution and organization scope. Opened from an institution or organization portal, the reports page shows a scope banner above the tabs. Institution scope includes institution-created forms only; organization scope adds institution-created forms under it. Assignment status, raw export data, and response compliance stay program-scope until broader exports are added.
Trends and health. Score trends over time live in the analytics workbench Trends view (month, quarter, or year buckets) after a report setup is loaded. Form-level health statistics such as average days to completion help spot forms that chronically lag. The former standalone trends page redirects to the workbench Trends view.
Before you start
You need at least one published form with responses; an empty or all-draft form set has nothing to analyze.
Know your scope: program, institution, or organization decides which forms you can select.
If you're at program scope, know which academic period you want — most reports wait for one before they open.
Do this
Open the analytics page (
/forms/analytics) → you should see the analytics canvas with an Active analysis summary.Select Select data to analyze → a side sheet opens with a form picker.
Choose one or more forms of the same form type, decide whether to include inactive forms, and pick how to group results → the sheet keeps your choices until you apply them.
Select Apply analysis on the sheet → the Results screen loads with headline metrics above it, and the Trends tab becomes available. Responses counts completed assignments, including unpublished responses.
Select a result cell to open the drill-down panel → you should see score, response proof, and privacy status for that cell.
Optional: open the Labels grouping on the Results tab → the same completed answers regroup by question label, with unlabeled questions under Unlabeled.
Optional: open the Trends tab, then switch to Labels or Categories to plot one line per group, or stay on Questions and use the Narrow to field → you should see one line per group you chose.
To keep this setup, select Save view on the toolbar, name it, and confirm in the dialog → the view appears as a chip above the workbench.
You're done when
Responses reflects completed assignments for the selected forms, whether or not those responses have been published to the personal portal.
The Results view shows data for the forms and grouping you chose, with Labels available as an alternate grouping.
A saved view reappears as a chip and reloads the same setup when selected (its date grouping, not the Trends line choice or Narrow to filter).
The Trends view plots score-over-time lines once a report is loaded, as questions, categories, or labels.
Boundaries and limits
You can't report above your own scope. A program administrator sees their program; institution and organization roles see owner-scoped summaries within their broader scope.
The academic-period wait applies to program-scoped reports only. Institution- and organization-level Form Summary does not wait for a program period.
On the reports page, institution and organization scope currently supports Form Summary only. Raw Export Data, Assignment Status, Response Compliance, and Sub-competency reports stay program-scope for now.
Institution-level Form Summary includes institution-created forms only. Organization-level Form Summary adds organization-created forms plus institution-created forms under it. Program-created forms are left out of both.
The data-selection sheet shows overall program results only. Cohort comparison columns (role, site, course or rotation, group, home institution) stay disabled until their data source and privacy rules are finished.
Competency and curriculum-objective grouping stay disabled until that framework mapping is finalized. Today you can group by form or question category, or switch Results to Labels — a question with more than one label appears under each matching label, and unlabeled questions land in Unlabeled. Headline metrics still count each answer once regardless of grouping.
On Trends, Questions, Categories, and Labels choose what each line represents, independent of how Results is grouped. Narrow to only appears while Trends shows questions. If a label or category mixes rating scales, Trends will not plot one combined average line for it.
The Trends view shows score-over-time lines only, not the heatmap or distribution views from the retired trends page. Per-question distributions still live in the Results drill-down panel.
Analytics counts completed responses whether or not they've been published to the trainee. Publishing only controls whether the trainee can see the response on their own portal.
Bulk assignment exports are capped at 5,000 rows.
Sub-competency peer CSV exports are capped at 200 rows in the browser; a larger selection is blocked with a message instead of silently cut short. Bigger exports use the async export job when that export type is enabled.
On the Sub-competency report, staff and CCC users must pick a trainee before loading results. Your own account is never used as the subject.
Generated form-summary comparisons only work within one form type — the picker locks multi-selection to matching forms so you can't combine different structures by accident.
Generated summary exports include only what's shown in that summary. Use the Export data option for raw assignment or response rows; broader institution and organization raw exports aren't available yet.
Report exports are browser downloads (Excel, CSV, or PDF, depending on the report). There's no scheduled or emailed delivery.
Confidential form protections carry into reporting — aggregations never expose an identity that hasn't met the form's reveal conditions.
Saved views store filter and tab state only, not a frozen snapshot — and not the Trends line grouping or Narrow to filter. Opening a shared view re-checks permissions at query time.
Narrow a large form list with search before selecting. The picker intentionally avoids loading every matching form at once.
Common questions
Q: Where do I get a list of everyone who hasn't completed an evaluation? A: Run the assignment status report, filter to pending and overdue, and export it if needed. You can send reminders to the same set from the assignments list.
Q: Can I see results per question rather than per person? A: Yes. The analytics Results view shows per-question aggregates, and the answer aggregation report shows how responses distribute across each question's options.
Q: Can I see results by question label? A: Yes. On Results, open Labels. Questions with more than one label appear under each label; unlabeled questions appear under Unlabeled. Headline metrics still count each answer once. On Trends, choose Labels to plot one line per label, or stay on Questions and use Narrow to to keep only those questions.
Q: Do I need to publish responses before they show up in analytics? A: No. Analytics counts completed assignments. Publishing a response only makes it visible to the trainee on their personal portal — it doesn't gate this page.
Q: Can leadership see across all programs? A: Organization administrators can see organization-created and child institution-created form summaries from the organization portal. Program-created forms are not included in this release, so broad program rollups still need program-level reporting.
Q: Can I save my filter setup and come back to it later? A: Yes. Save a named view from the analytics workbench header. Views follow your account across devices. You can share a view with colleagues; they open it with their own access level.
Q: What export formats are supported? A: Generated form-summary reports can be exported as PDF or Excel. Other report tables export as spreadsheet files depending on the report. Individual responses can be downloaded as PDFs from the response preview.
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