Getting Data into TrackEd

TrackEd imports data from other systems through files. This is the primary way to bring information in from OneSchool, the QCAA Student Management Portal, and other sources. You can also import diagnostic data (such as PAT results) using Tracking Templates, or build custom imports for any spreadsheet-based data set.

Imports are organised into four categories on the Import page: Frequent, Occasional, Senior Schooling, and Data Collection. Most schools will primarily use the Frequent imports on a regular basis, with Occasional imports run once a term or once a year as needed. Starting with a reliable import process gives confidence in the data and supports many other features in TrackEd, so only import the data that you need.

In this article

Quick Start Guide

A quick walkthrough to import your first Student Summary file. This is the most important and most common import in TrackEd. For a full explanation of all import types and settings, see the Training Video and Available Imports Walkthrough below.

1. Go to the Import page
2. Stay on the “Frequent” list (selected by default)
3. Select “Student Summary”
4. Click the “Open OS Report” button to launch the report in OneSchool (you need to be logged in to OneSchool already)
5. Follow the on-screen instructions for the Student Summary import
6. Save the file from OneSchool. Do not open it in Excel first
7. Drag and drop the file straight from your browser’s download bar onto the pink “Drop here” box
8. TrackEd will check the file is in the correct format and add it to the import queue
9. The file format can be CSV or Excel, and the accepted format is listed in the on-screen instructions for each import
10. Repeat for additional cohort files. Student Summary requires one file per cohort (e.g. Year 6, Year 9, Year 12), but most other imports use one file for the whole school
11. When all files are queued, press “Process Import Queue”

Training Video

• 0:01 Overview of the Import System: How the import page is organised across the four categories, with the most common imports labelled at the top of each page.
• 0:35 How to Run an Import: The basic workflow for every import: select the import type, click the button to open the corresponding OneSchool report, follow the on-screen instructions, save the file, then drag and drop it directly onto the pink “Drop here” box in TrackEd.
• 1:43 Queuing and Processing Multiple Files: Each validated file turns blue in the import queue. You can queue as many files as needed across different import types, then press “Process Import Queue” to run them all at once.
• 1:59 Student Summary and Validation: Demonstrates importing Student Summary files for Year 6, Year 9, and Year 12. A separate “P to 2” button handles Prep, Year 1, and Year 2 files which use a different OneSchool format. If the wrong file is dropped on an import, TrackEd displays a validation error. You can exit and try again, or send the log to support. For more on resolving errors, see Import Troubleshooting.
• 3:11 Import Types at a Glance: A high-level overview of available imports across all categories. The most frequent imports include Student Class and Timetable (particularly useful for high school) and the Personalised Learning Summary. Occasional imports include Photos (once a year), Primary and Secondary Results, and NAPLAN. Senior Schooling imports are covered in a dedicated video.
• 4:30 Import Settings: Covers key settings on the Settings page that affect how imports run. “Perform imports on server” is recommended for server-hosted installations. Also covers the Timetable Import Ignore List, GPA Ignore List, and Roll Class Omit List.

Deep Dive – Available Imports Walkthrough

A detailed walkthrough of every import type available in TrackEd, explaining what each one does, what data it brings in, and which ones are most important for your school.

• 0:01 Student Summary Import: The most critical import in TrackEd. It adds new students, archives those who have left, updates absence and behaviour totals, and brings in three semesters of English, Maths, and Science results plus NAPLAN proficiency levels. Separate buttons exist for Year 3 to 12 and Prep to Year 2 due to different OneSchool export formats. The file must not be opened in Excel before importing.
• 1:12 Dynamic Student List and Absence List: The Dynamic Student List adds preferred names, student email addresses, and enrolment dates. It must be imported alongside the Absence List (indicated by a link icon between them) and is also required for QCAA imports. The Absence List contains detailed absence codes in half-day increments with penalty and non-penalty types. Run this on a Monday or Tuesday so the previous week’s attendance is fully up to date in OneSchool. For a full explanation of how attendance data works across imports, see Attendance Data Imports Explained.
• 2:52 Behaviour, Timetable and Other Frequent Imports: Negative Behaviour and Positive Behaviour can both be imported. If importing Positive Behaviour, include it in the queue with the Negative Behaviour file. Student Class and Timetable imports are mainly used for Year 7 to 12 and must also be queued together. The Personalised Learning Summary imports DDA levels and types.
• 4:06 Parent List: Brings in parent and carer email addresses for bulk emailing from TrackEd. Only the email addresses are imported. This import respects the “receives correspondence” field from OneSchool, so contacts who have opted out will not have their email address imported.
• 4:45 Occasional Imports: Photos and Results: Student Photos are matched by EQID from a network folder. Primary Results (Prep to Year 6, imported by semester) and Secondary Results (Year 7 to 12, imported by term) bring in all subject codes plus behaviour and effort scores. When importing historical results, start from the oldest year and work forward. Always process the latest import file last.
• 7:51 NAPLAN and Specialist Imports: The NAPLAN Summary from OneSchool is the recommended source. Below the main list, the Results Template allows importing interim results. Tracking Templates and Custom Tracking Templates handle diagnostics like PAT, PROBE, and DIBELS. Microsoft Forms Survey imports student survey responses.
• 9:48 Senior Schooling and Data Collection: Senior Schooling imports are covered in a separate dedicated video. Data Collection imports are optional Excel-based templates for collecting additional information. Most schools will not need any of the Data Collection imports.

Detailed Guide

How Imports Work

The Import page organises all imports into four categories: Frequent, Occasional, Senior Schooling, and Data Collection. The most common imports are labelled at the top of each category page. For every import, the workflow is the same: select the import type, click the button to open the corresponding report in OneSchool (if you’re logged in, it takes you straight to the right report), follow the on-screen instructions, save the file, and drag and drop it onto the pink “Drop here” box.

TrackEd checks that the file matches the expected format and adds it to the import queue. Each validated file turns blue. You can queue files across multiple import types before pressing “Process Import Queue” to run them all at once. The file format is usually CSV or Excel, and the accepted format is listed in the on-screen instructions for each import type.

Student Summary

The Student Summary is the most important import in TrackEd. It adds new students, archives students who have left, updates absence and behaviour totals, and brings in three semesters of English, Maths, and Science results plus NAPLAN proficiency levels. It is also the main import needed for a start-of-year rollover.

There are separate buttons for Year 3 to 12 and Prep to Year 2, because OneSchool uses different export formats for those year levels. Student Summary requires one file per cohort (e.g. Year 6, Year 9, Year 12). Do not open the file in Excel before importing. Download it from OneSchool and drag it directly into TrackEd, or the file will fail validation.

To import Year 7 future students, save a Year 7 Student Summary file from OneSchool with both “futures and active” selected. You need both futures and active students in the same file. On import, TrackEd will move any students with no roll class into a YYYY.F6 cohort (e.g. 2027.F6). The same approach works for future Prep students.

Dynamic Student List and Absence List

The Dynamic Student List adds preferred names, student email addresses, and enrolment dates. It must be imported alongside the Absence List (they need to be in the queue at the same time) so that enrolment dates are set before absence data is processed. This prevents new students from being backdated with 100% attendance before they were enrolled. The Dynamic Student List is also required for QCAA senior schooling imports.

The Absence List contains detailed absence codes in half-day increments, with penalty and non-penalty types. It uses the official OneSchool absence download, so it matches OneSchool and QParents. Run this weekly, ideally on a Monday or Tuesday, so the previous week’s attendance is fully up to date in OneSchool before you import it.

The Student Summary provides the absence totals, while the Absence List provides the detail, including weekly, termly, and year-to-date percentage attendance. For a full explanation of how attendance data works across these imports, see Attendance Data Imports Explained.

Behaviour and Timetable

Negative Behaviour and Positive Behaviour can both be imported from the Frequent list. If you are importing Positive Behaviour, include it in the queue with the Negative Behaviour file.

Student Class and Timetable imports are mainly used in high school (Year 7 to 12) where a full timetable exists. These must also be queued together before processing. The Record of Contact import is optional and not commonly used. It brings in only the who, where, and when of contacts without any detail. The Personalised Learning Summary brings in DDA levels (substantial, extensive, quality differentiated) and types (cognitive, social, emotional). Student Support Provisions is used in one place in TrackEd and is often skipped.

Parent List

The Parent List brings in parent and carer email addresses for bulk emailing from TrackEd. Only the email addresses are imported, and all other data in the file is ignored. This import respects the “receives correspondence” field from OneSchool, so contacts who have opted out will not have their email address imported. Only needed if you are emailing parents from TrackEd.

Photos and Results

Student Photos are on the Occasional list and are usually imported once a year. Photos are matched by EQID from a network folder, so you need to know where photos are stored on your school’s network. Individual photos can also be added during the year by dragging and dropping a photo onto the profile page where the photo would appear.

Primary Results (Prep to Year 6, imported by semester) and Secondary Results (Year 7 to 12, imported by term) bring in all subject codes plus behaviour and effort scores. The Student Summary only covers English, Maths, and Science, so these imports are needed for the full set of results. For P to 12 colleges, primary and secondary results must be separated.

When importing historical results (e.g. going back three years), start from the oldest year and work forward, selecting only the year levels still enrolled at your school for each year. Always process the latest import file last so that current data takes priority.

NAPLAN and Specialist Imports

The NAPLAN Summary from OneSchool is the recommended source for NAPLAN data. A QCAA import is also available but may only be accessible for a limited time after results are released. Below the main list, the Results Template allows importing interim results (e.g. Term 1, Term 3 in high school) that didn’t go through OneSchool. Tracking Templates and Custom Tracking Templates handle diagnostics like PAT, PROBE, and DIBELS. The Microsoft Forms Survey import brings student survey responses into TrackEd. Band Scales and SET Plan subject details are also available for schools using those features.

Senior Schooling and Data Collection

Senior Schooling imports bring QCAA data into TrackEd for Year 11 and 12 students. These are covered in a separate article and video: Importing Senior School data.

Data Collection imports are optional Excel-based templates for collecting additional information: coaching notes, personalised learning, wellbeing monitoring, custom fields, enrolment interviews, learning support, engagement extras, and enrolment surveys. Most schools will not need any of the Data Collection imports.

Import Settings

The Settings page has a section called “Import Settings” in the bottom-left corner. If your school runs TrackEd on a server, tick “Send imports to server when possible”. This sends the import queue to the server for processing so you don’t need to wait at your PC.

Several ignore lists let you exclude specific data during imports. The Timetable Import Subject Ignore List filters out subject codes (like form classes and tutorial periods) so they don’t appear on student profiles. The GPA Ignore List excludes codes like instrumental music from GPA calculations. The Roll Class Omit List lets you exclude entire roll classes, which is useful if a campus or section of the school doesn’t need to be imported into TrackEd. Set these before running your imports.

Less common settings include “Allow DSL import to manage students” (uses the Dynamic Student List to update enrolments instead of relying on Student Summary alone) and preferred name options. The recommended setup is to leave these off and run Student Summary regularly. For more detail on these settings, see Import Troubleshooting.

When Something Goes Wrong

If an import fails, TrackEd shows a coloured “More Info” button next to the failed import in the queue. An orange button indicates a warning, while a pink button indicates a header validation error or error code. The most common fix is checking that the correct file was used, the correct import type was selected, and the file wasn’t opened in Excel before importing.

For a full guide on resolving import errors, using the Import Helper for diagnostic logs, resetting a stuck import queue, and cleaning up incorrect data, see Import Troubleshooting.

Frequently Asked Questions

Q: What is the most important import to run?
A: The Student Summary. It adds new students, archives those who have left, updates absence and behaviour totals, and brings in three semesters of English, Maths, and Science results. It is also the main import needed for a start-of-year rollover.

Q: Can I open the import file in Excel before importing?
A: Not for the Student Summary. Opening it in Excel first will cause a header validation error. Drag and drop the file directly from your browser download into TrackEd. Some other imports (e.g. certain QCAA files) do require opening in Excel first, so follow the on-screen instructions for each import type.

Q: What does the link icon between two imports mean?
A: It means those imports must be queued together before processing. For example, the Absence List requires the Dynamic Student List in the queue at the same time, so that enrolment dates are set before absence data is processed. Student Class and Timetable must also be queued together.

Q: What happens if I drop the wrong file on an import?
A: TrackEd validates the file format and column headings. If they don’t match, it displays a validation error. You can exit and try again with the correct file, or send the error log to the TrackEd support team. For a full guide on resolving import errors, see Import Troubleshooting.

Q: How often should I run the Absence List import?
A: Weekly, ideally on a Monday or Tuesday. This gives OneSchool time to fully update the previous week’s attendance data before you import it. For more detail on how attendance data works across different imports, see Attendance Data Imports Explained.

Q: Can I exclude certain subject codes from the timetable or GPA?
A: Yes. On the Settings page there is a Timetable Import Ignore List (for excluding form classes and similar codes), a GPA Ignore List (for excluding codes like instrumental music), and a Roll Class Omit List (for excluding entire roll classes). Set these before running your imports.

Q: How do I import Year 7 or Prep future students?
A: Save a Student Summary file from OneSchool with both “futures and active” selected. You need both futures and active students in the same file. On import, TrackEd will move any students with no roll class into a YYYY.F6 cohort (e.g. 2027.F6). The same approach works for future Prep students.

Q: Can I add student photos one at a time instead of doing a bulk import?
A: Yes. You can drag and drop a photo directly onto the profile page where the photo would appear. This is useful for adding individual photos during the year without running a full photo import.

Q: Where can I find information about Senior Schooling imports?
A: Senior Schooling imports are covered in a separate article and video: Importing Senior School data.

Q: My import failed or got stuck. Where do I start?
A: See Import Troubleshooting for a step-by-step guide on resolving validation errors, using the Import Helper for diagnostic logs, resetting a stuck import queue, and cleaning up incorrect data.

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