Frequently asked questions

Clock out as soon as you notice. Your shift stays open until you do, and you cannot start a new one while it is open.

When you clock out, type in the Shift notes box when you actually left — for example, "Left at 3:30 pm, forgot to clock out." Then tell your clinical instructor.

You cannot change a shift's times yourself. That is on purpose: attendance is part of your program's accreditation record, so a person at your program makes the correction. Forgot to clock in? Same thing — tell your clinical instructor.

Remove it and log it again.

• If you logged it today, press ✕ next to it on Today.
• If it was an earlier day, open Exam log and press Remove next to it.

Removing an exam log does not touch any competency you already submitted for sign-off. If you submitted the wrong competency, you can withdraw it from your tracker while it is still pending.

If your Clinvero term is past due, the Exam log page is read-only, so you can only remove today's exams (from Today). For an older one, ask your clinical instructor to fix it.

Off-schedule means what you recorded did not match your rotation schedule. Clinvero compares every clock-in, exam and competency against it and flags one when:

• it was at a different site from the one you were scheduled at,
• it was on a day you were not rostered, or
• you clocked in well before or after your shift start. Your program sets how far is too far — usually an hour.

Nothing is blocked and nothing is deleted. The banner on Today just asks you to pick a reason, like a make-up day or a site change, so your program can review it. If the schedule itself is wrong, tell your clinical coordinator.

Add them. Anyone in your program can.

1. Open Sites & techs.
2. Under Add a technologist, choose the site and type their name.
3. Add their ARRT email if you know it. It is optional.
4. Press Add technologist.

They are now in the list for every student in your program, on clock-in and on the exam log. Do the same with Add a clinical site if the site is missing.

No. Marking a repeat on your exam log never changes a grade. If your program grades competencies, the score comes from the evaluator who watched your comp, on your program's rubric — nothing is added or taken away for what you log. Repeats are tracked because every repeat is extra radiation dose for a patient, so programs watch the rate for patient safety.

Your program can see repeat rates by student and by site as part of its quality records. How it uses them is your program's policy — if you are unsure, ask. An honest repeat rate is more useful to your program than a clean one, so always mark a repeat when it happens.

If your program is student-paid, you pay once for a term that covers your whole enrollment. The amount and the due date are on Profile → Billing. If your program pays, there is nothing for you to do and you never see a payment banner.

• When: right after you create your account you can pay, or choose Pay later. There is a grace period — the banner on Today shows the due date and turns red in the last three days.
• If you do not pay in time: you can always still clock in and log exams. Most programs change nothing else. Some pause your tracker, history and sign-off requests until it is paid — the banner says which.
• If you repeat a semester or a year and your term runs out while you are still enrolled, you buy one more term. If you finish on time, you are never asked again.
• If paying is a problem, talk to your program. They can waive it, or record a payment made another way, like financial aid.

You joined with an email that isn't on your school's list — a personal Gmail or Outlook address, for example. Students on the school's email domain are let in straight away; everyone else waits for one click from an instructor.

There is nothing to do but wait. You get an email when you are approved, and the next time you sign in you go straight in. While you wait you can't see anything in the program — that is on purpose.

Waiting a long time? Ask your instructor to look at People in Clinvero. If your request was declined, the screen says so; contact your program.

The link has expired, been turned off, or reached its limit — the page doesn't say which. Ask your instructor for a new one.

Already have a Clinvero account? You don't need the link again. Sign in with your email and password.

If your program grades competencies, the evaluator scores your program's rubric when they pass a comp. If your program shows grades to students, you see the score under the date of each passed procedure on your Tracker. Tap the procedure and scroll to Competency sign-off for the score on each criterion, any notes, and the evaluator's comments.

A pass marked Below the passing score is still a pass. Your program sees it flagged so they can help with what was weak. No grade (before grading enabled) means the comp was signed before your program started grading — it is not a zero, and it does not count in any average.

If you think a grade is wrong, ask your clinical instructor. Only program staff can correct a grade, they have to give a reason, and the original stays on record.

No. You can read the technologist guide without one, and nothing in Clinvero needs you to sign in to supervise a student.

Students submit competencies from their phones. If your program wants you to record sign-offs in Clinvero yourself, they add you as a clinical instructor and you sign in with your work email — no password. Otherwise the program's clinical instructor or coordinator records your decision.

• Direct supervision: a qualified technologist is in the room while the student does the exam.
• Indirect supervision: a qualified technologist is available and nearby, but not in the room.

Students record which one it was on every exam they log. Your program decides which exams a student may do under indirect supervision. Clinvero just records what happened, so please make sure it is accurate.

No. Nothing is blocked. Clinvero saves the student's work, marks it as off-schedule, and asks the student or the program to note why — a swapped day, a pulled shift, a schedule change.

You do not need to do anything. Never turn a student away from clinical work because of what a system says. If something about it worries you, contact the program.

Only if the program grades competencies. Some do, some do not.

When they do, a pass comes with a short rubric — the program's own evaluation form, usually a handful of criteria such as patient identification, positioning, technical factors and radiation protection. Each one is a single tap (for example 1 to 4, or Met / Not met), with room for a note. The total shows as you go.

Score what you saw, not what you hope the student will do next time. If the total falls below the program's passing score, you are told before anything is saved: depending on the program, you either confirm the pass (it is flagged for the program to follow up) or record a fail instead. Some criteria are marked critical — scored at the bottom, they cannot be a pass.

If you do not have an account, the program's clinical instructor enters your scores for you and notes that the evaluation was yours.

With a cohort join link — one link or QR code for the whole class. There is no public sign-up.

1. Open People, then the cohort under Student join links.
2. Press Make a join link, then Print slide or Copy link.
3. Students scan it, create an account and confirm their email.

Students whose email is on your student email domains (Program page) are in straight away. Anyone else waits on People → Waiting for approval for one click. Rather invite by name? Invite by list on the cohort page sends each student a personal invitation instead.

Once a block has started, an assignment is never edited in place — that is what keeps the record honest. You change it by replacing it from a date:

1. Open Rotations and the block.
2. In the student's row, change the site, area, days, shift or preceptor.
3. Set the date next to Save to the first day the change applies.
4. Press Save.

Clinvero ends the current assignment and starts a new one from that date. Both show in the student's history. End today stops an assignment without a replacement. A block that has not started yet can still be edited directly, and deleted.

Only directors and coordinators can change assignments.

1. Open People and scroll to Members.
2. Find the student, pick the new cohort in their row, and press Set.

From then on the student appears in the new cohort's rotation blocks, outcome reporting and pace comparisons. Their past records — hours, exams, sign-offs and past rotation assignments — stay exactly as they were. If they are repeating, check on Billing whether their Clinvero term covers the new graduation date.

Only directors and coordinators can do this.

Yes. Open Import (directors and coordinators). It takes CSV or XLSX exports of your roster, competency list, sign-offs, hours and exam logs.

1. Upload the file.
2. Check the column mapping. Clinvero guesses from the headers; treat it as a guess.
3. Read the preview: what will be added, what will be skipped, and why. Nothing is saved yet.
4. Commit. You can undo a commit for 24 hours.

Imported rows are marked Imported everywhere they appear, and the accreditation report says how many records came from where. If you would rather not do it yourself, email your exports to imports@clinvero.app.

Three things, all under Accreditation:

1. The report. Pick the cohort and dates, then press Print / save as PDF. It covers competency status, hours, capacity, repeat rates, outcomes and the evidence index, each tagged with its JRCERT Standard.
2. The rows behind any number. Click a figure to drill down, then Download CSV.
3. The evidence binder. Evidence library, then Export e-binder (.zip) downloads every document, sorted by Standard.

Clear the review queue first. An empty queue shows every off-schedule record was looked at.

• Students see only their own record. They can see classmates' names in shared lists, but not their hours, exams or competencies.
• Clinical instructors see every student in the program: records, rotations, sign-offs and the review queue. Not billing, outcomes, imports or the evidence library.
• Directors and clinical coordinators see everything in the program.
• Students waiting for approval see nothing in the program until someone approves them.
• Technologists without an account see nothing in Clinvero.

This is enforced in the database, not only hidden on screen, so it holds even if someone goes looking. Nobody in one program can see another program's data. Card details are handled by Stripe and never reach Clinvero.

Directors and clinical coordinators set it up under Competencies → Grading rubric. Until a rubric is turned on, grading is off and Pass works exactly as before, with no score.

1. Press Start from a starter rubric (a generic radiography form: eight criteria scored 1–4, passing 85%) or Start blank.
2. Change the criteria to match your program's evaluation form: label, what the evaluator looks for, the scale (points or met / not met), weight, and whether each one is required or critical. A critical criterion scored not met or at its lowest score can never be a Pass.
3. Set the passing score and choose whether a Pass below it is allowed (the evaluator confirms and it is flagged) or refused (they record a fail instead). Choose whether students see their grades.
4. Press Preview as evaluator to see it as it appears after Pass, then Save rubric and Use as program rubric.

Clinical instructors cannot edit the rubric, but they can change which criteria are critical: open the Grading rubric tab, tick or untick under Critical criteria, and press Save critical criteria.

Nothing is applied for you. Once a rubric has been used, changing its criteria or passing score saves a new version, and earlier grades keep the version they were scored on. Turn grading off goes back to Pass without a score at any time.

Grades are never edited once they are submitted. To fix one, open it — from Grades, click the cell, or from the student's page, click the score — and press Correct this grade.

Rescore it on the same rubric version it was graded on, update the comments if needed, and give a reason (required). Saving makes the correction the current grade. The original stays on the page, marked as replaced, and the change is written to the program's audit log with who made it, the old and new score, and your reason. Averages and the accreditation report use the corrected grade.

Any clinical instructor, coordinator or director can correct a grade. A correction changes the score, not the decision — it does not turn a pass into a fail or the other way round.