Follow ups

The Follow ups page lists discussion threads linked to applications on services you administer. Use it to open follow-up conversations with Customer administrators, Mentors, and Professionals about progress on on-request, scheduled, or ongoing applications.

As a Service administrator, you can create follow ups on applications within your services, view follow ups others created on those same applications, and manage threads you created. You can also comment, pin comments, and mark comments as seen.

Follow ups appears under the SYSTEM section in the sidebar. You only see follow ups for applications that belong to services where you are assigned as service administrator.

Accessing Follow ups

Sign in with a Service administrator account.
In the left sidebar, open the SYSTEM section.
Click Follow ups.

The page title is Follow ups.

Page layout

Area	Description
Filters	SHOW FILTERS / HIDE FILTERS
Search	Dedicated search field with a dropdown overlay — does not filter the list below (see Search)
Create	CREATE button
List	Paginated follow up cards
Pagination	Up to 20 follow ups per page by default

Which follow ups you see

You see follow ups linked to applications on your services:

Application type	Included when
On request	The application’s service is one you administer
Scheduled	The course instance’s course belongs to one of your services
Ongoing	The course belongs to one of your services

When creating a follow up, only applications in this scope appear in the Application ID list.

Search and filters

How search differs from other pages

On most list pages (for example Applications), Search filters the table on the same page. On Follow ups, search opens a dropdown overlay of matches and navigates to the follow up detail page when you select a row. The paginated list underneath is not filtered by your search term — use SHOW FILTERS to narrow that list separately.

Search

Placeholder: Search follow ups, participants, attendees, comments…

Aspect	Behaviour
Minimum length	At least 2 characters before results appear
Scope	Only follow ups on applications for your services, and only among threads that match active advanced filters
List below	Unchanged while you search

Result groups

Matching follow ups are grouped in the overlay. Each group has a label and a count:

Group	What is searched	Examples
Follow up	Thread topic or related application ID	Topic contains progress; application ID starts with your search text
Participant	Creator, invited Customer admin, or invited Mentor — first name, last name, full name, or email	A mentor’s surname or a customer administrator’s email
Related attendee	Learners listed under Related attendees on that follow up only (see below)	An attendee’s first name, last name, or email
Comment	Plain text inside comments (rich-text formatting is ignored)	A word that appears in a posted comment

Within each group, rows are ordered by match quality and latest activity (the most recent comment or follow up update).

The Related attendee group does not search every learner on the application. It only searches attendees who were explicitly linked to that follow up when it was created or edited — the optional Related to field in the create/edit dialog (shown as Related attendees on the detail page).

Situation	Search behaviour
Attendee selected in Related to when the follow up was saved	Their name or email can match
Attendee on the application but not added to Related to	Does not match
Related to left empty	No Related attendee results for that follow up

Which names are searched depends on the application type:

Application type	Attendees in scope	Fields that can match
On request	Selected application attendees (platform user accounts)	First name, last name, full name (`First Last`), email
Scheduled	Selected course application attendees (platform user accounts)	Same as on request
Ongoing	Selected attendees from a course instance on the ongoing application	First name, last name, full name, email

Matching is case-insensitive. First name and last name usually match when your search text matches the beginning of that name. Email and full name can match when your text appears anywhere in the value.

In the overlay, the subtitle shows the matched attendee’s name (highlighted). Selecting the row opens the follow up detail page.

Selecting a result

Each row shows the follow up topic (highlighted), an optional subtitle with the matched name or comment excerpt, and latest activity on the right. Click a row or press Enter to open the follow up. Comment matches scroll to and highlight that comment. Use ↑ / ↓, Escape, or click outside to navigate or close the overlay. No matches shows No results.

Advanced filters

Filter	Description
Created by	Creator of the follow up
Application type	On request, Scheduled, or Ongoing
Related application	Application ID
Spoken language	Language of the related application
Subject	Subject of the related application

Filter options are limited to follow ups visible to you.

List entries

Element	What it shows
Topic	Title (opens detail page); lock icon when locked
Related application	Application ID
Spoken language	Language(s) of the application
Subject	Application subject
Created by	Creator name and avatar
Created at	Creation date and time
ACTIONS	Three-dot menu

Row actions

Action	When available
View	Always
Edit	You created the follow up and it is not locked
Delete	You created the follow up, it is not locked, and no other user has commented

If delete is unavailable because others have commented, a tooltip explains that the follow up contains comments from other users.

Create a follow up

Click CREATE.
Select Application type and Application ID (applications on your services only).
Under Who can participate?, optionally enable Customer admin and/or Mentors (select individual mentors when mentors are enabled).
Optionally choose Related attendees.
Enter Topic and click CREATE.

Users with higher system roles can see the content of created follow ups. Enable Customer admin or Mentors only when those participants should join the discussion.

Draft on-request and ongoing applications cannot be used.

Edit a follow up

Available only for follow ups you created and that are not locked. Change topic, participation settings, mentors, or related attendees from the Edit dialog.

Delete a follow up

Available only when you created the follow up, it is not locked, and no other user has commented. Confirm by typing delete. All comments are removed with the follow up.

View a follow up

Summary block

Shows creator, Topic, Related application, Related attendees, and Participants.

Comments

Add comments with the rich text editor; confirm with SUBMIT. You can pin or unpin comments, edit or delete your own comments, and mark as seen on others’ comments. Pinned comments appear under Pinned comments; the rest under All comments.

Locked follow ups

A follow up locks when the responsible Professional is no longer assigned to the related application.

When locked:

No new or changed comments
You cannot edit or delete the follow up (even if you created it)
The thread stays visible with a lock indicator

A System administrator can still delete locked follow ups, but not edit them.

Applications — on-request, scheduled, and ongoing applications for the services you administer
Services — services you administer
Notifications — alerts when follow-up comments are added or updated