# Log Observation

URL: https://guide.whitepenguin.co/docs/classrooms-activities/log-observation/

> Learn how to log a student observation in WhitePenguin to record and share meaningful notes about a child’s daily activities, behaviour, and development.



## Overview [#overview]

The **Log Observation** feature allows admins and staff to record written notes about a specific student’s behaviour, progress, mood, or any noteworthy moment during the school day. Observations are a valuable tool for tracking child development and keeping parents informed.

With Log Observation, you can:

* Write a detailed **observation note** for any student
* Optionally record the **time** the observation took place
* Choose to **notify the parent/guardian** so they can view it on their portal

<Callout tone="orange" icon="📍">
  **Where to find it.** Log Observation is available from the **Classrooms** section under the **Activities** tab, or from the **Activities** page in the sidebar.
</Callout>

## How to Access [#how-to-access]

### Admin Access [#admin-access]

1. Log in to the **WhitePenguin admin portal**.
2. In the left sidebar, click **Classrooms**.
3. Click the **Activities** tab at the top of the Classrooms page.
4. Look for the activity type buttons (e.g., Nap, Meal, Water) — locate and click the **Observation** activity button.
5. The **Log Observation** form will open as a modal.

### Staff Access [#staff-access]

1. Log in to the **WhitePenguin staff portal**.
2. Navigate to **Activities** in the sidebar.
3. Click the **Observation** activity button.
4. The **Log Observation** form will open.

<Callout tone="blue" icon="💡">
  You can also use the **All Activities**, **All Classroom**, and **This Week** filters at the top of the Activities page to view and manage previously logged observations.
</Callout>

## Roles & Access [#roles--access]

<Callout tone="blue" icon="🔑">
  **Access is based on custom roles.** Your **school admin** creates **custom roles** for all users and controls exactly which permissions each role has — **View**, **Edit**, **Create**, and **Delete** — for every section of the system, including Activities.
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Whether you can log an observation depends entirely on the **custom role** assigned to you:

* Roles with **Create** permission for Activities can log observations.
* Roles with **View** permission can see the Activities feed and observation history.
* Classroom and child visibility follows the role's permissions and the user's classroom assignments.

<Callout tone="orange" icon="⚙️">
  **Where to manage roles:** Go to **Settings → Roles & Permissions*&#x2A;, then click **+ Create Role** to build a new custom role, or select an existing role to toggle its permissions. **Super Admin** permissions are fixed and cannot be edited.
</Callout>

## How to Log an Observation [#how-to-log-an-observation]

When the **Log Observation** form opens, fill in the following fields:

1. **Classroom**

   * Select the classroom the student belongs to from the dropdown.
   * **Admins:** can choose from all available classrooms.
   * Other users see only the classrooms their custom role permits.

2. **Student**

   * Select the student this observation is for.
   * The student list only becomes available after selecting a classroom first.

3. **Example Daily Report*&#x2A; &#x2A;(expand for guidance)*

   * Click the **▶ Example daily report** toggle to expand a sample observation.
   * Use it as a reference to understand what a well-written observation looks like before writing your own.

4. **Observation*&#x2A; &#x2A;(required)*

   * Write your observation in the text area — this is the main content of the log.
   * The editor supports basic formatting: **Bold**, *Italic*, Underline, Bullet list, and Numbered list.
   * Maximum character limit: **2,000 characters** (a counter is shown below the field).
   * Be specific, objective, and professional in your writing.

5. **Time*&#x2A; &#x2A;(optional)*

   * Enter the time the observation took place using the time picker.
   * Recommended when logging multiple observations for the same student on the same day.

6. **Notify parent/guardian*&#x2A; &#x2A;(optional)*

   * Check this box if you want the parent/guardian to receive a notification on their portal.
   * If left unchecked, the observation is saved as an internal record only.

7. Click **Save** to submit the observation, or **Cancel** to discard it.

## Tips [#tips]

* **Be specific and descriptive.** Instead of “Had a good day,” write “Demonstrated excellent sharing skills during group activity and helped a classmate solve a puzzle.”
* **Use the Example daily report toggle.** It’s a great reference, especially for new staff members learning how to write professional observations.
* **Log observations promptly.** Write the observation as soon as possible after the event to ensure accuracy and detail.
* **Use the Time field.** Recording the time helps when multiple observations are logged for the same student on the same day and provides a clearer picture of the child’s day.
* **Notify parents for meaningful moments.** Use the Notify parent/guardian option to share positive milestones, achievements, or important behavioural notes with families.
* **Keep a professional tone.** Observations are visible to parents when shared — write clearly, positively, and constructively.
* **Check the correct student.** Always confirm you’ve selected the right classroom and student before saving.

## FAQs [#faqs]

<Accordions>
  <Accordion title="What is a Log Observation?">
    A Log Observation is a written note recorded by an admin or staff member about a specific student’s behaviour, development, mood, or any notable event during the school day. It helps track child progress and can be shared with parents via the portal.
  </Accordion>

  <Accordion title="Who can log an observation?">
    Any user whose **custom role** includes **Create** permission for Activities. Your school admin defines each role's permissions in **Settings → Roles & Permissions**.
  </Accordion>

  <Accordion title="Will the parent be notified automatically?">
    No — parent notification is **optional**. You must manually check the **Notify parent/guardian** checkbox if you want the parent to receive a notification. If left unchecked, the observation is saved as an internal record only.
  </Accordion>

  <Accordion title="Can I edit an observation after saving it?">
    Once an observation is saved, editing capabilities depend on your school’s settings and your access level. If you need to correct a saved observation, contact your school admin.
  </Accordion>

  <Accordion title="Is there a character limit for the observation?">
    Yes. The **Observation** field has a maximum limit of **2,000 characters**. A character counter (e.g., 0 / 2,000) is visible below the text area to help you track how much space you have used.
  </Accordion>

  <Accordion title="Is the Time field required?">
    No. The **Time** field is optional. However, recording the time is recommended when logging multiple observations for the same student on the same day for better accuracy.
  </Accordion>

  <Accordion title="What is the Example daily report?">
    The **Example daily report** is a collapsible guidance section at the top of the Log Observation form. Click the arrow (▶) to expand it and view a sample observation. It’s especially useful for new staff learning how to write professional and detailed observation notes.
  </Accordion>

  <Accordion title="How do I view previously logged observations?">
    Go to **Classrooms** in the admin sidebar and click the **Activities** tab. Use the **All Activities** dropdown to filter by observation type, and the **This Week** dropdown to adjust the time range. All saved observations for the selected period will appear in the **Recent Activities** section.
  </Accordion>
</Accordions>