Observable Users Totals Report

Overview

The Observable Users Totals report shows how many of each organization's currently observable users have been observed, and how many still need to be. It's a coverage snapshot, not a historical roll-up — see How counts are calculated for the full picture.

How to open it

From the Reports dashboard, click the Observable Users Totals card.

From Reports → Observation Reports, click the Observable Users Totals card.

You can also reach it from the Admin Dashboard: the Users Observed and Users Not Observed widgets on each organization's panel link directly into the relevant filter on this report.

What you see at the top

Four summary cards run across the top of the page. They update automatically when you change the date range, status, or organization filter.

Organizations — how many of your organizations have observation enabled and are accessible to you.

Users to Observe — the total pool: every currently observable user across those organizations.

Users Observed — how many of those users have at least one observation in the selected date range.

Users Not Observed — the remainder: observable users with no observation in the selected date range.

On first page load, the Users Observed and Users Not Observed cards display a placeholder dash. They fill in as soon as the table data loads.

Reading the table

Each row is one organization. The exact columns depend on the All / Users Observed / Users Not Observed selector:

All — Organization, Observable Users, Users Observed (green badge), Users Not Observed (gold badge).

Users Observed — Organization, Observable Users, Users Observed.

Users Not Observed — Organization, Observable Users, Users Not Observed.

Column meanings are the same in every view:

Observable Users — the current count of observable users who are members of that organization.

Users Observed — observable members of that organization with at least one observation in the date range, recorded at that organization.

Users Not Observed — the rest of that organization's observable members.

Click the › at the right of any row to expand a per-user breakdown for that organization. Organizations with no observable users show a muted "No observable users" indicator and are pushed to the bottom of the list.

How counts are calculated

Two things to know.

Date filter narrows the observation window. Choosing a smaller range (for example, this school year) only counts observations recorded inside that range. "All Time" counts every observation ever recorded.

Roster membership is always evaluated as of today. If a teacher was observed at School A two years ago and has since transferred to School B, that observation is not counted toward School A in this report — they're no longer on School A's roster. The observation also does not get reassigned to School B; observations stay tied to the organization where they were recorded. The teacher will simply appear in School B's "Not Observed" count until someone observes them at School B.

The historical observation at School A still exists — it's visible in observation lists and on the teacher's profile — but it doesn't roll up to either school in this coverage report. This is intentional. The report is designed to answer "who on each school's current staff still needs to be observed?", not "what was the historical observation activity at each school?".

Tip: if you need historical activity per organization regardless of current rostering, use the Organization Totals report instead.

Filtering

Date range — top left. Defaults to the current school year. Presets cover Last 30 Days, Last 90 Days, This Month, This Quarter, Last Year, This Year, and All Time, plus a custom Start Date / End Date entry.

All / Users Observed / Users Not Observed — narrows the view to one slice. This selector also swaps the table layout (see Reading the table) and decides which CSV the Export button produces.

Filter button — opens a Filters dialog where you can scope to one or more organizations. Selections persist across status switches.

The active filters are summarized just above the table. Click the small ✕ on the summary line to clear them all at once.

Exporting to CSV

Click Export CSV in the upper right. There is one button — it exports whichever slice is currently selected in the All / Users Observed / Users Not Observed selector:

All selected — exports the combined list of every observable user with their observation count.

Users Observed selected — exports only observable users with at least one observation in the date range.

Users Not Observed selected — exports only observable users with zero observations in the date range.

Switch the selector before clicking Export CSV to change the output. Exports honor whatever date range and organization filters you have applied. Each export is generated as a background job; you'll get a notification when it's ready to download.

Common questions

Why does my org show fewer "Users Observed" than I expected?

A user is only counted toward an organization if they're a current member of that organization. If they transferred away, their past observations follow them to their new organization.

Can a single user be counted toward more than one organization?

Yes — if they're a current member of multiple organizations and have observations in each, they'll show in each org's count. The summary card "Users Observed" counts each user once across the whole pool; per-organization rows can therefore sum to more than the card.

The summary card and the column totals don't match my mental math.

The summary cards count distinct users across the whole pool. The per-org rows count distinct users within each org. A user in two orgs counts once in the summary but appears in both orgs' rows.

I selected "Users Observed" and now only one count column is showing.

That's expected. The All / Users Observed / Users Not Observed selector swaps the table layout — All shows both count columns, the other two views collapse to the single column you asked about. Switch back to All to see both counts side by side.

Where do I see which specific users are missing observations?

Click the › chevron on any organization row to expand the per-user list, or set the selector to Users Not Observed and click Export CSV for a flat list.

Related reports

Organization Totals — observation activity by organization, grade level, and content area (historical, not roster-scoped).

Observation Status Report — observation-level detail with observer, staff member, location, form set, and status.

Observation Summary Report — question-level results across observations.

What changed in this revision:

• "Exporting to CSV" rewritten — Export CSV is one button whose output is decided by the Status selector, not a three-way dropdown.

• "Reading the table" expanded to call out that columns change with the Status selector (the original copy described only the All view).

• Date-range preset corrected to "All Time" (the on-page label).

• Removed the duplicated markdown table under "What you see at the top" (Chatwoot tables render unreliably; the bullet list was already there).

• Added an FAQ about the column-swap behavior, since that's the most likely user surprise.

• Added a sentence about the dash placeholder on the Observed / Not Observed cards on first load.

• Added a note that "no observable users" rows are pushed to the bottom of the table.