TrackEd is built around five main pages: Home, Profile, List, Import, and Settings. Each page has a specific purpose, and once you know where things are, you can get to any feature in a couple of clicks. This article walks through all five pages so you can find your way around confidently.
The Home page is your starting point for selecting students. The Profile page shows an A4 printable view per student with configurable data. The List page displays students in table format across 50+ list views. The Import page brings in data from OneSchool, QCAA, and other systems. The Settings page controls configuration, accounts, and data management.
In this article
Quick Start Guide
A quick tour of the five main pages and what you can do on each one.
- Open TrackEd. You start on the Home page, which shows your cohorts (e.g. Year 6, Year 9, Year 12)
- For any cohort, click “Profile”, “List”, or “Datawall” to view that group of students
- Use the name search at the top to find a student across the whole school, or open the Find panel for more specific searches
- Choose a cohort and click “Profile” to go to the Profile page
- The Profile page shows an A4 printable student view. Click through students using the navigation arrows.
- Use the green options on the right to change what data appears in each section of the profile
- Click the “Open in OneSchool” button to jump straight to that student in OneSchool
- Use the PDF button to save a single profile, or PDF Bundle to save a group
- Click “List” in the navigation to go to the List page. The simple list loads first.
- Click any column heading to sort. Click it again to reverse the sort.
- Click the “List” button a second time to see the full list of 50+ list views for different purposes
- The Import page is where you bring data in from OneSchool and other systems. See the import videos for details.
- The Settings page has configuration options for your school, including import settings, colour codes, tags, accounts, and default views
Training Video
- 0:02 Overview of the Five Pages: Introduction to Home, Profile, List, Import, and Settings.
- 0:16 The Home Page: Selecting cohorts, name search, find panel, report quick links, and viewing latest imports.
- 1:00 The Profile Page: The A4 printable view, four configurable slices, pre-saved combinations, and alternative profiles.
- 1:55 OneSchool Links and PDFs: Opening students in OneSchool, saving PDFs, and creating PDF bundles.
- 2:39 The List Page: Sorting by headings, switching between 50+ list views, and exporting data to Excel.
- 3:58 The Import Page: Frequent, Occasional, and Senior Schooling import categories and recommended import frequency.
- 5:00 The Settings Page: Configuration options including import settings, colours, tags, labels, and account management.
Deep Dive
A closer look at features on each page that are easy to miss, including archived students, manual selections, notes, reports, and settings defaults.
- 0:01 Cohort List and Archived Students: Current cohorts, student counts, archived students, and including past cohorts.
- 0:47 Home Page Tools: Request support, training resources, version info, report quick links, and latest imports.
- 1:53 Profile Page Features: Find menu, de-identify mode, email options, and the reports menu.
- 3:17 Reports, Tags, and Custom Fields: Accessing reports by category, viewing tags, and using the 25 custom fields.
- 3:37 Notes and Internal Notes: Adding notes to students, internal notes with date stamps, and the OneSchool clipboard feature.
- 4:46 The Extras Tab: Enrolment dates, DDA categories, learning support, social interactions, parent emails, and delete student.
- 5:37 List Page Details: Manual selections, selection options, note indicators, and the utilities menu.
- 7:48 Settings Deep Dive: Recommended settings in bold, assignable colours, traffic light cutoffs, default views, and tracking templates.
Detailed Guide
The Profile Page
Configuring the Profile View
PDFs, Email, and OneSchool Links
Reports and Searches
Notes and Internal Notes
The Extras Tab
The List Page
Manual Selections and Exports
The Import Page
The Settings Page
The Home Page
The Home page is where you start every time you open TrackEd. It shows your current cohorts (e.g. 2026.12, 2026.9, 2026.6) with a count of how many students are in each one. For each cohort, you can click Profile, List, or Datawall to view that group.
Next to each cohort count, there is an archived count showing students who have left your school. Click it to view those students. You can also click “Include past cohorts” on the right to go back to cohorts from previous years.
The name search bar searches across the whole school, and the Find panel lets you pull up any group of students, even across cohorts. Below the cohort list, you’ll find the Request Support button (which attaches version and log info automatically), training resource links, a version info button, report quick links to popular reports, and a log of the latest imports that have been run.
The Profile Page
The Profile page shows an A4 printable view of one student at a time, with their photo and a configurable set of data. The page is divided into four slices, and you can change what information appears in each slice using the green options on the right-hand side.
Use the navigation arrows to click through students in your selected group. Pre-saved combinations (shown in orange) let you quickly switch between common data sets, such as “Attendance conversations” which brings up attendance-focused information. Alternative profiles (in purple) are purpose-built layouts for specific use cases. For more detail on profile options, see Configuring the student profile and Alternative profiles.
Configuring the Profile View
Each of the four profile slices can be set independently. Click a green option on the right to change what shows in that slice. Once you have a combination you like, you can save it as a preset combination for quick access later.
The available data depends on what has been imported. Common options include latest results, attendance summaries, behaviour data, NAPLAN scores, and tracking template data. Some options change based on the year level of the cohort you’re viewing, particularly for senior schooling profiles.
PDFs, Email, and OneSchool Links
The “Open in OneSchool” button at the top of the profile goes straight to the currently selected student in OneSchool (you need to be logged in already). The “Other Links” button opens different sub-tabs within OneSchool for that student.
The PDF button saves a single student profile as a PDF. The PDF Bundle button saves profiles for a group of students, sorted into files. For more on PDF options, see Saving PDFs and PDF Bundles.
The email button offers two options: “Send quick email” uses Outlook or Apple Mail, while the bulk email feature requires some additional setup and is covered in the Email functionality article.
Reports and Searches
The Reports menu on the profile page gives access to all reports in TrackEd, organised into categories: Curriculum, Wellbeing and Support, Senior Schooling, Diagnostics, and Other. You can also reach popular reports through the Report Quick Links button on the Home page.
The Find menu on the profile page has dedicated find options that change based on the year level you’re viewing. Year 12 cohorts, for example, will show senior schooling-specific searches. For more on searching, see Finding a group of students and Searching with more control.
Notes and Internal Notes
The profile page has a notes section with several types: Internal Notes, Notes, Links, Coaching Notes, SET Plan Notes, Q-Tank Notes, and Spare Notes. Each type has its own tab. Notes can be added to individual students or to a whole found group using the buttons at the bottom of the notes section.
Internal Notes are designed for case management. They capture the date, time, and account name automatically. When you click “Add internal note”, it saves the note in TrackEd, copies it to your clipboard, and opens the Contacts page for that student in OneSchool, all in one step. This makes it quick to record the same note in both systems. Regular Notes can be emailed to students, while Internal Notes hide the student and parent email buttons to keep them private.
On the List page, a small grey bar next to a student indicates they have a note. A pink bar means they have an internal note.
The Extras Tab
The Extras tab on the profile page holds additional information that doesn’t fit into the main profile slices. This includes enrolment dates, dates of birth, archived status, Academic Integrity Completion date, DDA categories and levels, a learning support section, the national data collection section, social interactions (keep apart/keep together), parent and carer email addresses, enrolment checkboxes, and engagement extra fields.
There is also a Tags tab showing any tags assigned to the student, and a Custom Fields section with 25 fields that you can name and use however you need. The delete student option is in the bottom-right corner of the Extras tab, deliberately tucked away. Only use it for duplicate students.
The List Page
The List page shows your selected group of students in a table view. The simple list loads first. Click any column heading to sort by that column, and click it again to reverse the sort order.
Click the “List” button a second time to see the full list of 50+ list views. Each one is designed for a different purpose. The Standard list shows colour-coded results with trends and counts of A’s, B’s, C’s, D’s, E’s and N’s. The Attendance list shows the last 10 weeks of attendance, term by term, year to date, and a selected period. Other list views cover behaviour trends, engagement, QCAA enrolment data, and more.
The Utilities button at the top of the list provides extra options like sorting into roll classes or specific class groups.
Manual Selections and Exports
On the List page, you can manually select specific students by clicking in the selection column (they turn green). At the top of that column, the “Selection options” button lets you show only selected students, hide selected students, clear selections, or show the whole cohort again.
Once you have a manual selection, you can switch to the Profile page and it will keep that same group. Selections are temporary and reset when you restart TrackEd or go back to the Home page and re-choose a cohort. If you want to keep the list, use the pink Exports button and choose “Student data” to save whatever you’re looking at to an Excel file in your TrackEd docs folder (usually on your desktop).
The Import Page
The Import page is where you bring data into TrackEd from OneSchool, QCAA, and other sources. Imports are organised into four categories: Frequent, Occasional, Senior Schooling, and Data Collection. The Frequent imports take around 10-15 minutes to process, and many schools run them weekly on a Monday or Tuesday.
Most users won’t need to use the Import page regularly. If your role involves importing data, see Getting Data into TrackEd for a full guide, and Import Troubleshooting if something goes wrong.
The Settings Page
The Settings page has a wide range of configuration options. Settings that TrackEd recommends are highlighted in bold, so you can quickly see the recommended setup. Key areas include:
Assignable colours: Six coloured dots that you can assign to students based on OneSchool data or tags. See Assignable colours and traffic light corners for details.
Colour code cutoffs: Set the green, yellow, and red thresholds for attendance, GPA, effort, and behaviour scores. You can also control where in TrackEd these traffic lights show or are hidden.
Tags: Add tags that can be assigned to groups of students. See Student tagging and custom fields.
Default views: Set which profile sections and which list view load by default for each year level range. This is worth setting up early so staff see the most relevant data when they first open a cohort.
Labels: Rename labels in different parts of the system to suit your school’s terminology. This includes ClassMat labels and data collection headings.
Other sections include import settings, senior schooling settings, the import log, user log (showing who has logged in and when), accounts and bulk email setup, utilities for data cleanup, and the tracking template section for building custom imports. For more detail, see Settings and configuration options.
Frequently Asked Questions
Q: How do I find a specific student?
A: Use the name search on the Home page to search across the whole school. On the Profile page, the name search only looks within the currently selected cohort. You can also use the Find panel on the Home page for more advanced searches.
Q: How do I switch between different list views?
A: Click the “List” button a second time to open the full list of 50+ views. Each one is built for a specific purpose, such as attendance tracking, behaviour trends, or engagement data.
Q: Can I change what appears on the student profile?
A: Yes. The profile is divided into four slices and each one can be set independently using the green options on the right. You can also use pre-saved combinations (orange) or alternative profiles (purple) for common setups.
Q: How do I view students who have left the school?
A: On the Home page, click the archived count next to any cohort. To see students from previous years, click “Include past cohorts” on the right-hand side.
Q: I selected some students manually on the List page. How do I get back to the full cohort?
A: Click the “Selection options” button at the top of the selection column and choose “Show all”. You can also go back to the Home page and re-choose the cohort. Manual selections are temporary and reset when you restart TrackEd.
Q: Where do I set the default list view for each year level?
A: Go to the Settings page and look for the “Default view options” section. You can set which profile sections and which list view load by default for each year level range (e.g. 7-9, 10-12).
Legacy Content
