Workshop log
Read-only reviewDD

A single record of every workshop delivered.

From the brief

"Details of each workshop (participants, organisation, location, facilitator…) once complete feed into another board which tracks all workshops we have done."

What exists today

Completed workshops are recorded in three places, each with slightly different columns:

  • Impact Reports (34 rows): the item name holds the population category, several rows are "Unnamed" / "Item 4", and many dates and participant counts are missing. Spellings vary ("Tucson" / "tuscan").
  • מעקב סדנאות מנחים: the facilitator's report, with the richest detail (format, duration, feedback sent, app link sent, quotes, challenges). Several columns appear twice, once as text and once as long text.
  • The Workshops group on each program board, which uses the same columns as Impact Reports.
Impact Reports board
Impact Reports: the item name holds a category (Community, Education…) rather than the workshop. Some rows are "Unnamed", and No. of Sessions and Population Impact are mostly empty.
Facilitator workshop tracking board
מעקב סדנאות מנחים: the facilitators' own reports. It has the richest detail (format, location, duration, feedback, quotes) but only 3 rows, and none of them link to the workshop they describe.

What I'd build

Make Workshops / Sessions the one place each workshop lives, from booking to report. Its status moves Scheduled → Confirmed → Delivered → Report complete (or Cancelled).

Columns

Program (connect) · Organization (connect) · Date & time · End time · Location / Zoom · Facilitator(s) · Participants · Participant profile · Population category · Session number · Feedback sent ✓ · App link sent ✓ · Facilitator notes · Quotes · Challenges

The "board that tracks everything we've done" is then the same board, filtered to Delivered, plus a dashboard showing participants per month, per organisation, per facilitator and per population. Nobody has to copy data across, so the two can't drift out of sync.

When the workshop date passes
Set status to Delivered and email the facilitator the report form.
When the report is complete
Notify the program owner.
If they want a separate board

"When status changes to Report complete → create an item in Impact Reports and link it", with mirror columns bringing the figures across. It works, but it's a second copy to keep in sync. I'd only do it if people outside the team need access to the log but not to the planning board.

Facilitators who aren't monday members can keep using a form. They'd need to select their workshop in the form so their report links to the right row. Whether that's possible depends on what monday's form builder supports, so it needs testing before promising it.