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Editing a draft activity

You can edit any activity with a Draft status — only you and your administrator can see drafts.
1

Find the activity

Go to Activities in the sidebar. Drafts appear in your activity list with a “Draft” badge.
2

Open and edit

Click the activity to open it. Make your changes — you can update any field.
3

Save or submit

Save the draft again, or click Submit for Approval when you’re ready.

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Approving activities (managers only)

Administrators and Owners can approve activities in the Pending queue.
1

Go to Activities → Pending

The Pending view shows all activities across your organisation waiting for approval.
2

Review the activity

Click an activity to open the full record. Check the participant, support item, date, duration, and case note.Key things to check before approving:
  • The support item matches the participant’s plan budget categories
  • The date falls within the participant’s current plan period
  • The case note is specific enough to serve as an audit record (see What makes a good case note?)
  • The duration is reasonable for the activity type
3

Approve or reject

  • Approve — activity moves to Approved status and becomes available for invoicing
  • Reject — activity returns to the coordinator with a note explaining what needs to be corrected

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Bulk approving activities

At end-of-month, there may be a large queue of activities to approve before invoicing can proceed. Use bulk approval to process them efficiently:
1

Go to Activities → Pending

The Pending view shows all pending activities.
2

Filter to the period you're approving

Use the date range filter to narrow to the activities you want to batch-approve (e.g. all activities from the past month).
3

Select activities

Tick the checkbox on each row you want to approve, or use Select All to select the entire filtered view.
4

Click Bulk Approve

Click Bulk Approve in the toolbar. CoordHub approves all selected activities at once.
Bulk approval approves every selected activity without opening each one for review. Use it only when you’ve already reviewed the queue and are confident the activities are correct. If you approve an activity that needs correction, an administrator will need to return it to Draft — there’s no undo.

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Sending an activity back for correction

If an activity has errors (wrong support item, incorrect duration, insufficient case note), reject it with an explanatory note:
  1. Open the activity from the Pending queue
  2. Click Reject
  3. In the rejection note field, describe specifically what needs to be corrected (e.g. “Case note is too brief — please expand to describe what was discussed and what the next steps are”)
  4. Click Confirm Rejection
The coordinator receives a notification and the activity returns to Draft status. They can then edit and resubmit.

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After approval

Once an activity is approved:
  • It cannot be edited by the coordinator
  • It appears in the invoice creation flow under the correct support item
  • Budget utilisation for the participant updates to include the approved amount
  • An administrator can return it to Draft if a correction is needed
If an approved activity needs to be corrected after the fact, go to the activity record and click Return to Draft (Administrators only). The activity disappears from the invoice queue until it’s corrected and re-approved.