Support
Quick Help for Common Workflows
Find practical guides, FAQs, and direct support channels.
User Guides
Short walkthroughs for high-frequency tasks.
Getting Started
Essential first steps for new users.
Creating Your Account
Sign up, verify your email, and complete your profile.
Read guideNavigating the Dashboard
Understand the dashboard layout, charts, and quick actions.
Read guideUnderstanding User Roles
Learn about supervisee, supervisor, and administrator roles.
Read guideLogging
Recording CPD activities, practice hours, and supervision sessions.
CPD Logging
Track learning activities, attach evidence, and keep totals up to date.
Read guidePractice Hour Logging
Record practice hours by category, choose detailed or summary mode.
Read guideSupervision Logging
Capture sessions, supervisor details, types, and outcomes.
Read guideCompetency Tagging
Tag entries against general or endorsement-area competencies.
Read guideEditing, Deleting & Restoring Entries
Modify existing entries, understand soft-delete, and restore from trash.
Read guideProgrammes
Setting up and managing professional development programmes.
Joining a Programme
Enrol in a programme and start tracking requirements.
Read guideCreating a Programme Template
Design reusable programme structures with hour and activity requirements.
Read guideProgramme Progress & Reminders
Track milestones, receive automatic reminders, and review snapshots.
Read guideSupervisor & Organisation Invitations
Invite supervisors and organisations to oversee your programme.
Read guideCollaboration
Sharing logs, supervisor reviews, and organisations.
Sharing Logs for Sign-off
Send entries to a supervisor for review, approval, or feedback.
Read guideManaging Sign-off Status
Track pending, approved, declined, and expired sign-off requests.
Read guideOrganisations
Set up team workspaces, invite members, and manage supervision.
Read guideDirect Supervision (No Organisation)
Link a supervisor and supervisee without an organisation.
Read guideUniversities & Organisations
Admins, seats, linking student programmes, and the two kinds of supervisor.
Using Thothly with a university
How a university sets up its higher degree students, staff and placement supervisors, step by step.
Read guideOrganisation admins and ownership
Add more admins, and hand the organisation to someone else when a coordinator moves on.
Read guideOrganisation and programme supervisors
The two kinds of supervisor, and which one a placement supervisor should be.
Read guideReports & Exports
Dashboards, PDF reports, and CSV exports.
Dashboard Charts & Analytics
Understand the visual summaries on your dashboard.
Read guideExporting to CSV
Download your log entries as a CSV spreadsheet.
Read guidePDF Reports
Generate professional PDF summaries of your progress.
Read guideXLSX & Bulk JSON Export
Enterprise-only: full spreadsheets and API-based bulk data access.
Read guideAccount & Security
Profile settings, multi-factor authentication, and email preferences.
Multi-Factor Authentication (MFA)
Add a second layer of security with authenticator apps or hardware keys.
Read guideEmail Preferences
Control which email notifications you receive.
Read guideManaging Your Profile
Update your name, email, and password.
Read guideBilling & Plans
Subscription tiers, plan limits, and payment management.
FAQs
Common questions answered quickly.
Getting Started
How do I create an account? +
Click Sign Up on the home page and enter your email and a password. You can also sign up with Google or Microsoft. A verification email will be sent — click the link to activate your account.
I didn't receive a verification email. What should I do? +
Check your spam or junk folder first. If it's not there, go to the sign-in page and click Resend verification. Make sure you entered the correct email address. Verification links are valid for 24 hours.
What is the onboarding checklist? +
When you first sign in, a short checklist guides you through key steps: setting up your profile, joining a programme, creating your first log entry, and inviting a supervisor. You can dismiss the checklist at any time from Dashboard Settings.
Can I use Thothly on my phone? +
Yes. Thothly is fully responsive and works in any modern mobile browser. There is no native app at this time, but you can add it to your home screen for quick access.
Logging Hours
What types of log entries can I create? +
Thothly supports three entry types: CPD (continuing professional development), Practice hours (direct client contact, client-related, and general practice), and Supervision (formal or peer sessions).
What is the difference between detailed and summary practice logs? +
Detailed mode records one session per entry with a specific date and duration. Summary mode lets you enter a date range and total hours for a period (e.g. a week). The mode is determined by your programme's practice-tracking setting.
Can I edit or delete a log entry? +
Yes. Open the entry and click Edit to make changes, or Delete to remove it. Deleted entries are soft-deleted and can be restored within 30 days. After 30 days they are permanently purged.
What are competency tags? +
Competency tags let you link an entry to specific professional competencies from the general registration framework or your endorsement area. Tagging helps you and your supervisor see which competency domains are well-covered.
Is there a limit on how many entries I can create? +
Free accounts are limited to 100 entries per programme. Solo Pro and above have unlimited entries. If you reach the limit, upgrade your plan or delete old unneeded entries.
Do supervision hours count toward my practice hour total? +
It depends on your programme's settings. Some programme templates include supervision hours in the overall practice total; others keep them separate. Check the programme detail page for your specific configuration.
Programmes
How do I join a programme? +
Go to Programmes > Join and search the catalogue. Click Join Programme, review the requirements, set your start date, and confirm. Your dashboard will start tracking progress immediately.
Can I be in more than one programme at a time? +
Free accounts allow one active personal programme. Solo Pro, Organisation, and Enterprise plans support unlimited concurrent programmes.
What do the programme statuses mean? +
Draft — setup in progress, not yet active. Active — in progress, entries are counted. Paused — temporarily suspended, no entries counted. Completed — all requirements met.
How do I invite a supervisor to my programme? +
Open the programme detail page and click Invite Supervisor. Enter their email address. They will receive an invitation link to accept and be linked to your programme.
What are programme reminders? +
Thothly can send you email reminders at milestones (25%, 50%, 75%, 90% of target hours), before deadlines (30, 14, 7 days), and when you are behind schedule. You can configure reminder preferences per programme or use your default settings.
Sharing & Sign-off
How do I share a log entry for sign-off? +
Open the entry (or select multiple from the programme page), click Share, and enter your reviewer's name and email. Thothly generates a unique, secure link and emails it to the reviewer. Links expire after 7 days.
What is one-time code verification? +
For extra security you can require reviewers to enter a six-digit code emailed to them before viewing shared entries. Codes expire after 10 minutes. This can be set per share or mandated at the organisation level.
What happens when an entry is declined? +
The reviewer may leave a comment explaining what needs to change. Edit the entry to address the feedback, then create a new share link to resubmit. The new version links to the original as a resubmission for audit purposes.
Can I revoke a share link? +
Yes. Go to the Sharing page, find the active link, and click Revoke. The reviewer will no longer be able to access the shared entry.
My share link expired. What now? +
Simply create a new share from the same entry. Expired links cannot be reactivated.
Do my supervisors need to pay for Thothly? +
No. Supervising is free. Your supervisor can sign straight from the email links with no account, or set up a free supervisor account from their invitation to see everything you send in one place. A free supervisor account can't log its own CPD unless they upgrade.
Reports & Exports
How do I export my data to CSV? +
From the dashboard click Export > CSV. You can filter by programme, date range, and log type. The CSV contains one row per entry. Row limits vary by plan: Free (1,000), Solo Pro (5,000), Organisation (10,000), Enterprise (50,000).
Can I generate a PDF report? +
PDF export is available on paid plans (Solo Pro and above). Free accounts can generate PDFs only if their programme is linked to an organisation with a paid plan. Go to Export > PDF from the dashboard.
What is included in an organisation summary report? +
Organisation and Enterprise admins can generate a summary PDF showing active programme counts, aggregate progress, per-programme breakdowns, and at-risk flags for members below 25% completion.
Account & Security
How do I enable multi-factor authentication (MFA)? +
Go to Settings > Security and click Enable MFA. You can use an authenticator app (Google Authenticator, Authy, 1Password) or a hardware key (YubiKey, Touch ID, Windows Hello). Save your recovery codes in a secure place.
How do I change my email address? +
Go to Settings > Email Addresses, add the new address, and verify it via the confirmation link. Once verified, set it as your primary email.
How do I reset my password? +
Click Forgot password? on the sign-in page and enter your email. A reset link will be sent within a few minutes. If you are already signed in, go to Settings > Security > Change Password.
What email notifications can I control? +
Under Settings > Email Preferences you can toggle workflow (invitations, sign-off outcomes) and reports & reminders (milestones, summaries) on or off. Account emails (verification, one-time codes) are always sent.
Can I sign in with Google or Microsoft? +
Yes. On the sign-in page click the Google or Microsoft button. If you already have an account with the same email, the social account is linked automatically. You can also link additional social accounts under Settings > Social Accounts.
Billing & Plans
What plans are available? +
Thothly offers four tiers: Free (1 programme, 100 entries), Solo Pro (unlimited programmes and entries, PDF export), Organisation (multi-member workspaces, org reports, seat-based billing), and Enterprise (XLSX/bulk export, custom integrations).
How do I upgrade my plan? +
Go to Settings > Billing and click Change Plan. Select the new tier, complete checkout, and the upgrade takes effect immediately. You pay only the prorated difference for the remainder of the billing period.
Can I downgrade or cancel? +
Yes. Downgrade or cancel from Settings > Billing. Your current plan stays active until the end of the billing period. After cancellation your data is retained for 90 days.
How is organisation billing handled? +
Organisation plans are billed per seat with a minimum of 5 seats. Every active member uses a seat: admins, supervisors and students. The plan sits on the organisation owner’s account, and only the owner can change it or the seat count. Admins manage members under Manage Seats.
Universities & Organisations
How does Thothly work for a university or higher degree course? +
The university buys the Organisation plan and invites its students and staff. Each student creates their Masters or Doctoral programme and picks the university as its primary organisation, which links it straight away and unlocks unlimited entries, PDF exports, signed reports and adding supervisors. Students then add their placement supervisors to the programme for free. See the step-by-step guide, Using Thothly with a university.
Can an organisation have more than one admin? +
Yes. Any member can be made an admin under Manage Seats. Admins invite and remove members, accept and unlink programmes, and see the Supervision view and reports. One admin is the owner: the plan is billed to them, and only they can add or remove admins or hand ownership on.
Our coordinator is leaving. How do we hand the organisation over? +
The current owner makes the new coordinator an admin, then uses Manage Seats > Hand ownership on. The plan, card and invoices move to the new owner without cancelling anything, so students keep their access. The new owner can then remove the old coordinator. If the owner has already left, contact support.
What's the difference between an organisation supervisor and a programme supervisor? +
An organisation supervisor is invited by an admin, uses a paid seat, and sees the students linked to them; they can only sign entries if the student allows it. A programme supervisor is added by the student to one programme as principal or secondary, is free, signs entries and co-signs reports. Use programme supervisors for placement supervisors. Compare them in full.
Why is a student's programme still on Free limits? +
Their programme probably isn't linked to the university. On the programme page, Attached organisation should list the university. If it doesn't, the student can edit the programme and pick the university as primary organisation, or send a link request. Also check their seat is active and the university's plan hasn't ended.
What happens to students if the university's plan ends? +
Nothing is deleted. Students keep paid features until the end of the period the university paid for. After that their linked programmes go back to Free limits: they can still see and export their entries as CSV. Renewing the plan restores everything.
Do placement supervisors use one of our seats? +
No. Supervisors a student adds to their programme are free and don't use a seat. Only members of the organisation (admins, staff supervisors and students) do.
Contact Us
Need help? Send a message and we will follow up promptly.
Have a question or need support? Get in touch and we'll get back to you as soon as we can.
Contact Us