What we’ve measured so far
In the 2025–26 school year, one special-education team used FPK-X to document the school day for one student. We measured what that took, using the platform’s own timestamps. It is an early, single-site result, not a controlled study, and we publish it with its limits.
Headline figures
- 2:36median minutes to complete a daily classroom check-in
- 13:58median minutes for a full therapy session note with goal data
- 1:44median minutes for a quick observation note
- 293 entriesfrom 12 people in 7 roles: one shared record combining 3 previously separate sources
One school team, one student, one school year. Not a controlled study. Times are shown as minutes:seconds.
How long documentation took
Every Smart Log entry records when it was opened and when it was saved. These are the median times for entries completed in one sitting, from 13 April to 10 June 2026.
Median minutes from opening to saving an entry
By entry type. Therapy and incident samples are small.
| Entry type | Timed entries | Median time |
|---|---|---|
| Quick observation | 15 | 1:44 |
| Daily check-in | 48 | 2:36 |
| Classroom session | 4 | 4:21 |
| Incident report | 2 | 12:14 |
| Therapy session note with goal data | 8 | 13:58 |
By role: educational assistants took a median of 2:36 (62 entries); therapists, including speech-language pathologists, speech-language pathology assistants and occupational therapists, 12:46 (9); administrator observations, 2:06 (6).
Seven check-ins a day, one per class period, come to roughly 18 minutes spread across the day.
Staff got more thorough as they became fluent
From April to June 2026, as the team became fluent with the platform, the share of check-ins with a written note rose from 47% to 100%. Over the same months the median time per check-in rose only from 2:28 to 3:36. Nobody used voice entry, so these are typed times.
Daily check-ins by month
Share with a written note, and median minutes to complete.
Show chart data as a table
| Month (2026) | With a written note | Median time |
|---|---|---|
| April | 47% | 2:28 |
| May | 82% | 2:39 |
| June | 100% | 3:36 |
More of the school day became visible
School-day coverage is the share of class periods with a record. It rose from about 7% between September 2025 and February 2026, when the team used a shared spreadsheet, to 39% between 27 February and 10 June 2026, when the team logged directly in FPK-X.
Coverage is measured against a full-day benchmark (one record per class period, seven a day), not a legal requirement. IEP teams decide what must be documented.
Share of class periods with a record, by month
One record per class period, seven a day, on days the student attended.
Show chart data as a table
| Month | How the team recorded | Class periods with a record |
|---|---|---|
| September 2025 | Shared spreadsheet | 10% |
| October 2025 | Shared spreadsheet | 8% |
| November 2025 | Shared spreadsheet | 9% |
| December 2025 | Shared spreadsheet | 7% |
| January 2026 | Shared spreadsheet | 11% |
| February 2026 | Shared spreadsheet | 2% |
| March 2026 | FPK-X | 32% |
| April 2026 | FPK-X | 43% |
| May 2026 | FPK-X | 39% |
| June 2026 | FPK-X | 41% |
One record from three sources
The team’s record combines three sources that were previously kept separately:
| Source | Entries |
|---|---|
| Logged directly in FPK-X | 201 |
| Provider notes imported from a shared service-log document | 51 |
| Classroom entries imported from a goal-tracking spreadsheet | 41 |
| One shared record, duplicate imports removed | 293 |
The team was 12 people in 7 roles: classroom assistants, a special-education teacher, speech and occupational therapy, specialist consultants, and an administrator who logged directly on a few occasions.
The reports this team received were generated from that record. See the de-identified sample reports, shared with the family’s permission.
How we measured, and what we don’t claim
- Start and end times are recorded automatically on every Smart Log entry. 102 entries had timing data; 77 were completed in one sitting and counted.
- 25 entries held open through a class or session (over 10 minutes for classroom entries, 20 for incidents, 35 for therapy) were set aside, because they measure class length, not documentation effort.
- This is one school team, one student and one school year. It is not a controlled study, and the therapy and incident samples are small.
- The rise in coverage coincided with training and team focus as well as the move to FPK-X.
- We measured the time documentation takes in FPK-X, not time saved against the previous method.
- We have not yet measured documentation against each IEP’s own data-collection schedule. That is next; see what a pilot measures.
For the published research on why documentation time and structured data matter, see the research behind FPK.
Measure it with your own team
Every pilot starts by agreeing what to measure. We report from the platform’s own records, with the same limits stated.
Discuss an evaluation