Skip to main content

Managing Observations

Learn how administrators create, manage, and finalize formal and informal observations with Lebra Ascend.

Maxwell Bass avatar
Written by Maxwell Bass
Updated over 2 weeks ago

Observations allow administrators to document performance, provide feedback, and support professional growth. Lebra Ascend supports both formal and informal observations, giving you flexibility to capture detailed evaluations or quick coaching notes in a structured, organized system.

Understanding Observation Types

Lebra offers two types of observations, each serving a different purpose:

  • Formal Observations:

    Used for structured evaluations tied to Growth Plans (PDPs). Formal observations align to domains and standards, require employee reflection and signature, and generate downloadable PDF reports.

  • Informal Observations:

    Used for quick notes, walkthrough feedback, or casual documentation. Informal observations are simple, flexible, and may optionally be shared with the employee.

Creating a Formal Observation

Formal observations provide comprehensive feedback aligned to professional standards and are a required part of many evaluation workflows.

Step 1: Start the Observation

  1. Navigate to the employee's profile.

  2. Go to the Observations section.

  3. Select + Add observation.

Step 2: Enter Observation Details

  1. Select the observation date.

    • This can only be changed while the observation is in Draft status.

  2. In the General Feedback section, describe what you observed.

    Focus on:

    • Instructional Practices

    • Strengths

    • Areas for growth

  3. (Optional) Use Generate based on Observation feedback to have AI expand your general notes into domain-level comments.

    • You may also use the domain dropdown menu to select which domains you'd like AI to generate notes for; by default, all domains are included.

    • AI helps structure feedback, but all content remains fully editable.

  4. Expand each domain to add comments and ratings for specific components or standards.

  5. In the Action Steps section, outline the next steps for growth and development.

Step 3: Review the Observation

  1. Select Continue to open the review screen.

  2. Confirm feedback is clear, accurate, and complete.

Step 4: Save or Request Signature

Choose one of the following:

  • Save as Draft - Keeps the observation private and editable.

  • Request employee reflection and signature - Sends the observation to the employee by email with a secure link.

Step 5: Complete Observation

Once a teacher has submitted their reflection and signature, you may review their submission and complete the finalized observation.

  1. Navigate to the signed evaluation you wish to complete.

  2. Select Complete observation from the action menu

Creating an Informal Observation

Informal Observations are ideal for capturing quick feedback, walkthrough notes, or brief interactions.

Step 1: Start the Observation

  1. Navigate to the employee's profile.

  2. In the Observations section, select + Add informal observation.

Step 2: Complete the Form

  1. Enter the date of the observation.

  2. Add Observation Notes (up to 1,000 characters).

  3. (Optional) Upload attachments such as images or documents.

    • Supported file types include PDFs, images, spreadsheets, and text files.

    • Each file must be under 10 MB.

  4. Toggle Share with the employee if you want the employee to see the observation.

Note: Attachments are only visible to administrators and are not shared with employees.

Step 3: Review and Submit

  1. Select Continue to review.

  2. Choose Save as Draft or Submit.

  3. If shared, the employee will receive an email notification.

Managing Observations

Viewing Observations

All observations appear in the Observations section of the employee profile:

  • Formal Observations show status badges (Draft, Requested, Signed, Completed).

  • Informal Observations display the five most recent entries, with a Show More option.

Understanding Statuses

  • Draft - Saved but not shared

  • Requested - Employee has been asked to review and sign

  • Signed - Employee has signed; ready for finalization

  • Completed - Finalized and locked

  • Shared (informal only) - Visible to employee

Editing an Observation

  • Draft observations can be fully edited.

  • Requested or Signed observations allow limited edits.

  • Completed observations cannot be edited.

To edit, open the observation and select Edit from the action menu.

Downloading an Observation

For completed formal observations:

  1. Select the action menu on the observation card.

  2. Select Download PDF to save a formatted copy.

Deleting an Observation

  1. Select the action menu on the observation card.

  2. Click Delete and confirm.

Note: Deleted observations cannot be recovered.

Frequently Asked Questions

Why can’t I add a formal observation?

Formal observations require the employee to have an active PDP/IPLP.

How long does the employee have to sign?

The secure link is valid for 60 days. You can resend the request if it expires.

Can employees see attachments on informal observations?

No. Attachments are visible only to administrators.

What happens after I finalize an observation?

The observation is locked, marked complete, and available for PDF download.

Can I add scores to observations?

If scoring is enabled, rating dropdowns appear for each component.

Need More Help?

Contact your organization administrator or reach out to the Lebra support team for assistance.

Did this answer your question?