> ## Documentation Index
> Fetch the complete documentation index at: https://docs.1club.ai/llms.txt
> Use this file to discover all available pages before exploring further.
# Assessments
> Score each member's training against your own criteria - create assessment templates, assess attendees from the class roster or a private lesson, send the result to the member and their parents, and review a member's history in the admin and the member portal.
An assessment is one instructor's score card for one member after one training: a score on each criterion of an assessment template, on that template's scale, plus an optional note. Saving it can send the card straight to the member and, for a child, to the parents on their household, so an academy tells every family how each session went without anyone copying scores into a message.
You define what gets scored under **Settings > CRM > Assessments**. Instructors score from the class roster or the booking page. Staff review a member's history on their profile, and members read theirs under **My account > Assessments** in the member portal.
Assessments sit below [progression tracks](/settings/progression). A
progression level says where a member stands (a blue belt, swim level 3); an
assessment says how a session went between two promotions. Use both: the level
moves rarely, the assessments arrive after every training.
## Overview
* **Templates** - A named set of criteria and a scale, for example "Tennis juniors: Technique, Serve, Speed, Focus, 1 to 5". A class type can name one as its default.
* **Assess from the roster** - After a class or a private lesson starts, the instructor opens the roster and taps **Assess** next to an attendee: one row of buttons per criterion and a note.
* **Sent to the member and their parents** - With **Send it to the member and their parents** on, the card goes out by email and as an in-app notification. A dependent's card also reaches the adults on their household.
* **One card per member per session** - A class booking is filed under its class, so a member cannot collect two cards for one training. Edits correct the card in place and are never re-sent.
* **History on the member profile** - The **Progress** tile shows the member's overall average; opening it lists every card with its scores, note, instructor and template, and lets club-wide staff add a card for a training the system never recorded.
* **Members and parents see everything** - The member portal shows one summary per person in the household, with an average per criterion, and the full list behind **See all**.
* **History is never rewritten** - A template's scale is fixed once a card exists, a scored criterion is archived rather than deleted, and a template with cards behind it is switched off instead of deleted.
## Assessment templates
A template belongs to your organization and holds:
* **Template name** - what instructors pick and what members see on their card, for example "Tennis juniors" or "Swim school".
* **Scale** - the range every criterion is scored on: **1 to 3**, **1 to 4**, **1 to 5** or **1 to 10**.
* **Criteria** - between 1 and 20 named rows, for example Technique, Serve, Speed, Focus. Their order is the order on the score card and in the member portal.
* **Use this template** - the switch that makes the template available to instructors. A switched-off template cannot be picked for a new card; cards already scored on it stay readable and editable.
### Create a template
1. Go to **Settings > CRM > Assessments**.
2. Click **Create template**.
3. Enter the **Template name** and pick the **Scale**.
4. Add your **Criteria**. Click **Add criterion** for each row, and drag the handle to reorder them.
5. Save. The template is active straight away.
Each template shows as a card listing its criteria, with a chip for the scale and a chip for how many assessments have been scored on it. The switch on the card turns it on or off; the card's actions edit or delete it.
### Set a default per class type
Open a class type under **Operations > Class types** and pick a **Default assessment template**. A card scored on a class of that type starts on that template, so an instructor with several templates does not have to choose one at the court side. Only active templates are offered. See [Class types](/operations/class-types).
Where an organization has a single active template, the picker is hidden altogether and every card uses it.
### Change a template that already has cards
A template with assessments behind it protects the meaning of the scores already given:
* **The scale is locked.** A 4 on a 1 to 5 scale is not a 4 on a 1 to 10 scale, so the scale selector is disabled and the editor says so. To score on a different scale, create a new template and switch the old one off.
* **Renaming a criterion** renames it everywhere, on old cards too. Rename only to fix wording, not to change what is being measured.
* **Removing a scored criterion** archives it. New cards no longer offer it; every card already scored keeps it, with its score.
* **Removing an unscored criterion** deletes it outright.
* **Deleting the template** switches it off instead of deleting it, and you see "This template already has assessments, so it was switched off instead of deleted." A template nobody was ever scored on is deleted for real.
## Assessing a member
An assessment is scored after a **session**: a class occurrence or a 1:1 booking such as a private lesson. It is offered from three places, and all three behave the same way:
* **Dashboard > Today**, in the class roster drawer.
* **Operations > Classes**, on the class page's attendance grid.
* **Operations > Bookings**, on a booking's page, for a private lesson or any other 1:1 booking with a member on it.
The **Assess** action appears next to an attendee once:
* your organization has at least one active template,
* the session has started (a card cannot be written before the training happened),
* the attendee is on the session: booked on the class, a participant of the booking, or checked in to the class as a walk-in,
* and you may assess this session (see [Who can do what](#who-can-do-what)).
From **Today** open the class roster, or open the class page or the booking
page. Attendees who already have a card show **Edit assessment** instead of
**Assess**.
The card starts on the class type's default template, or on your only active
template. When more than one template is active, a **Template** picker lets
you switch.
Each criterion is one row of buttons from 1 up to the template's scale.
Every criterion needs a score; the dialog refuses to save with "Give every
criterion a score." There is no partial card.
The **Note** is optional and up to 2,000 characters. The member and their
parents read it exactly as written, so it is feedback for them, not a staff
remark. Anything the member must not see belongs in the member's
[notes](/members/member-profiles#notes) instead.
**Send it to the member and their parents** is on by default. Leave it on to
notify them (see [What the member and their parents
receive](#what-the-member-and-their-parents-receive)); switch it off to file
the card quietly. Save. You see "Assessment saved."
### Editing a card
Open the same roster action, now labelled **Edit assessment**, or use the edit action on the member's assessment list. You can change the scores and the note. You cannot change the template: the card is edited on the criteria and scale it was scored on, whatever the template has become since. Saving an edit updates the card the member already sees and does **not** send another notification.
Who may edit is about authorship, not the session. Anyone can correct a card they wrote themselves; correcting somebody else's card needs the club-wide edit permission (see [Who can do what](#who-can-do-what)).
### One card per session
A member holds at most one card per session. A second **Assess** on the same attendee opens their existing card instead, and an attempt to create a duplicate is refused with "This member already has an assessment for this session." A class booking always files under its class, so a member booked on a class gets one card for that training, never one for the booking and one for the class.
If the class or booking is later deleted, the card survives as a session-less card carrying the training's date.
### A card without a session
Sometimes a training was never in 1club: a trial before the member signed up, a camp run on paper, a lesson taught away from the gym. Club-wide staff can add such a card from the member's profile:
1. Open the member's profile.
2. Use the plus icon on the **Progress** tile and choose **Add assessment**, or open the assessment list and click **Add assessment**.
3. Pick the **Template** and the **Date** the training happened. The date cannot be in the future.
4. Score, add a note and save. **Send it to the member and their parents** works the same way.
A session-less card has no session for an instructor to "own", so it needs the club-wide create permission. By default that is a manager or the front desk, not an instructor.
## What the member and their parents receive
Saving a card with **Send it to the member and their parents** on notifies:
* **the member**, when they have a login: an in-app notification in the member portal plus an email, following their own notification settings;
* **the member by email only**, when they have no login, governed by your member notification policy;
* **the parents**, when the member is a **dependent** on a household account: the household's owner and every adult on it, each in their own language.
A household adult is never told about another adult's card, and a company account's administrator never receives an employee's. Read [Accounts](/members/accounts) for how households and dependents are set up.
The message lists each criterion with its score, the instructor's note, the session (the class name, or "Private lesson") and its date, and links to **My account > Assessments** in the portal. Its wording is fixed and is not editable under [Messaging templates](/messaging/templates); it appears there as **Assessment** for reference only.
Two details worth knowing:
* **It rides the progression category.** A card is the same kind of news as a promotion, so a member or parent who turned progression notifications off does not receive assessments either. See [Notifications](/settings/notifications).
* **It goes out about a minute after you save.** A card deleted within that minute is not sent. A score corrected within it goes out corrected. Later edits are never re-sent.
## Reviewing a member's assessments
On the member profile, the **Progress** tile (the **Level** tile when progression tracks are also on) shows the member's overall average across every card, for example "Tennis juniors: 3.5/5", or "No assessments yet". The tile appears only when your organization has at least one template and you hold the club-wide view permission.
Click the tile to open **Assessments: {name}**, a list of every card for the member, newest first:
* **Date** - when the session happened, or the date entered on a session-less card.
* **Session** - the class name, "Private lesson" for a 1:1 booking, or empty for a session-less card.
* **Scores** - each criterion with its score.
* **Note** - the instructor's note.
* **Instructor** - who wrote the card.
* **Template** - which template it was scored on.
From the list you can **edit** a card you may edit, **delete** a card (club-wide delete permission), and **Add assessment** for a card without a session. Deleting asks you to confirm: "Delete this assessment? The member will no longer see it."
## The member portal
Members read their assessments under **My account > Assessments**. The tab appears only once your organization has an active template, so a gym that does not score sessions never shows an empty page.
The page shows one summary card per person: the member themselves, and each dependent on their household. Each card shows how many assessments the person has and when the latest was, then one line per criterion with the **average** score and the **latest** score, grouped by template. **See all** opens the full history: every card with its date, session, instructor, scores and note.
A parent with two children sees three summary cards: their own and one per child. Members cannot edit or delete a card; corrections come from you.
## Who can do what
Assessments have their own module in **Settings > Permissions**. Its scopes carry two specific meanings:
* **Own** for viewing and creating means **a session this user teaches**: their own class, or a booking assigned to them.
* **Own** for editing means **a card this user wrote**, on any session. So the desk, which scores club-wide, can still fix its own typo, and an instructor can correct their own card.
| Role | Default | In practice |
| -------------- | ---------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Admin** | Full access, organization | Everything, everywhere. |
| **Manager** | View, Create, Edit, Delete at club | Scores any session, edits and deletes any card, adds session-less cards. |
| **Front Desk** | View and Create at club, Edit own | Scores any session and adds session-less cards, but edits only the cards it wrote and never deletes. |
| **Instructor** | View, Create and Edit at own | Scores and reviews the sessions they teach, corrects the cards they wrote. Cannot delete, cannot score a session they did not teach, cannot add a session-less card. |
Three consequences follow for an instructor on the defaults:
* The **Assess** action shows on their own classes and bookings only.
* The **Progress** tile and the assessment list on a member's profile need the club-wide view permission, so an instructor reviews cards on the roster and the booking page, not on the contact page.
* Deleting a card the member already received is a desk or manager decision.
Templates are organization configuration, not part of this module: creating, editing and deleting them needs the Settings permission, while any assessor can read them, since they need the criteria to fill a card. Full detail is in [Roles and permissions](/reference/roles-permissions#assessments).
## Worked examples
### Junior tennis programme, parents in the loop
An academy creates the template "Tennis juniors" with **Technique, Serve, Speed, Focus** on a **1 to 5** scale and sets it as the default on the "Junior group" class type. Each child is a dependent on a parent's household account. After Tuesday's class the coach opens **Today**, taps **Assess** beside each child, scores the four rows, adds "Great serve today, keep the toss higher" and saves. Both parents receive the card by email within a minute; the child's next portal visit shows it under **Assessments** with the running averages.
### Padel private lesson
A padel gym uses the template "Padel technique" with **Bandeja, Volley, Positioning, Footwork** on **1 to 10**. A member books an hour with a coach. When the booking has started, the coach opens the booking page and finds **Assess** in its actions; the card is filed against the booking and shows as **Private lesson** on the member's history. The member reads the note the same evening.
### Swim school with two templates
A swim school runs "Learn to swim" for beginners and "Squad" for competitive swimmers, both active. On a "Beginners" class the roster's **Assess** opens on "Learn to swim" because the class type names it as default; on a "Squad" class it opens on "Squad". A coach covering a class of the other type simply switches the **Template** picker.
### Backfilling paper cards
A martial arts gym scored gradings on paper before switching on assessments. The manager opens each student's profile, uses **Add assessment** on the **Progress** tile, picks the grading date and enters the scores, with **Send it to the member and their parents** switched off so nobody receives a card for a training they attended months ago. The history is complete and the portal averages are right from day one.
## Tips & best practices
* **Keep criteria few and observable.** Four to six criteria a coach can judge in a minute at the court side beat fifteen they will not fill in. The dialog demands a score on every criterion.
* **Pick the scale for the audience.** A 1 to 3 or 1 to 5 scale reads well for children and parents; 1 to 10 suits competitive squads. You cannot change it later, so decide before the first card.
* **Set a default per class type.** It removes the template picker from the instructor's flow, which is what makes scoring a whole roster fast.
* **Write the note for the member.** The member and their parents read it verbatim. Praise, one thing to work on, and nothing about payments, behaviour of other members, or staffing.
* **Switch off, do not delete.** When a programme ends, turn its template off. Scores stay readable and averages stay true.
* **Turn notifications off for backfills.** A card for an old training should not wake up a parent's inbox.
* **Pair with progression tracks.** Promote on the track when a member reaches the next level; assess after each session in between. Members see both in the portal.
## Troubleshooting
| Symptom | Cause | Fix |
| ---------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | ------------------------------------------------------------------------------------------------------- |
| No **Assess** action on the roster | The session has not started yet, or your organization has no active template | Wait for the start time; create a template under **Settings > CRM > Assessments** or switch one on |
| "Create an assessment template in Settings first." in the dialog | Every template is switched off | Switch one on, or create a new one |
| An instructor sees **Assess** on some classes and not others | Their permissions are Own-scoped, so only sessions they teach qualify | Expected. Grant the Instructor role View and Create at club scope to let them score any session |
| An instructor cannot open **Edit assessment** on a card | The card was written by someone else and the instructor holds Edit at own scope | Ask the author to correct it, or a manager, or grant Edit at club scope |
| "This member already has an assessment for this session" | One card per member per session; another instructor or the desk already scored them | Open the existing card and edit it |
| "This member is not on the class" or "is not on the booking" | The contact is not booked, not a participant, and not checked in | Book or check the member in first, or add a session-less card from their profile |
| The **Scale** selector is disabled | The template already has assessments | Create a new template with the wanted scale and switch the old one off |
| Deleting a template only switched it off | It has assessments behind it | Expected; the cards keep their criteria. It disappears from every picker |
| A criterion I removed still shows on old cards | It had scores, so it was archived rather than deleted | Expected; new cards no longer offer it |
| The member did not receive the card | **Send it to the member and their parents** was off, the member has turned progression notifications off, the member has no email and no login, or the card was edited (edits are never re-sent) | Check the member's notification settings and email; the card is always visible in the portal regardless |
| A parent did not receive their child's card | The child is not a dependent on the parent's household, or the parent is not the household owner or an adult on it | Fix the household under **Accounts** on the member's profile |
| The **Progress** tile is missing on a member's profile | Your organization has no template, or you lack the club-wide view permission | Create a template; ask for View at club scope |
| The **Assessments** tab is missing in the member portal | No active template in the organization | Switch a template on |
| A session-less card's date cannot be changed on an edited card | Only cards without a session carry an editable date; a session's card takes the session's date | Expected |
## Related
* [Progression tracks](/settings/progression) - the level ladder that assessments sit below.
* [Class types](/operations/class-types) - where a default assessment template is set.
* [Classes](/operations/classes) and [Bookings](/operations/bookings) - the sessions a card belongs to.
* [Member profiles](/members/member-profiles) - the **Progress** tile and the assessment list.
* [Accounts](/members/accounts) - households, dependents and the parents who receive a child's card.
* [Notifications](/settings/notifications) - the progression category that assessment notices follow.
* [Roles and permissions](/reference/roles-permissions#assessments) - the Assessments module in full.