TrackEd is a data management platform for Australian schools, built on the Claris FileMaker platform. This article covers everything you need to get up and running, whether your school has just purchased TrackEd or you are joining a team that already has it installed.
In this article
Setting up after purchase
Joining an existing installation
The TrackEd_docs folder
User accounts and access levels
Running your first imports
Planning your rollout
Help and support resources
What you need
TrackEd has two components. The first is the TrackEd database itself, along with training materials like the help centre and support resources. These are maintained by the TrackEd team and covered by the per student component of your licensing.
The second component is the Claris platform, owned by Apple. This includes FileMaker Pro (installed on your PC or Mac), FileMaker Server (optional, for multi-user access across a network), and FileMaker Go (for iPad and iPhone access). These are required to run the TrackEd database and are covered by the per user licensing component.
You can run TrackEd using just FileMaker Pro on a single machine, but changes will not sync with other users. When your team has five or more users, you can install FileMaker Server on a school server to host TrackEd across your network and share changes live. FileMaker Go can also connect to a server for informal mobile access.
Setting up after purchase
After purchasing TrackEd, your school will receive an email with three main parts: FileMaker installation details (including your user count and renewal date), a link to download the TrackEd application, and links to support resources. To get started quickly, install FileMaker Pro on your machine first. You can add the server component later and move your database files across without losing any work.
The email includes a link to download the FileMaker Pro installer and a licence certificate. Download both, run the installer, and that step is done. For detailed installation instructions, see the Install FileMaker Pro guide, and the Install FileMaker Server guide if you need a server setup.
Once FileMaker Pro is installed, download the TrackEd application using the personalised link in your email. Right-click the downloaded file and extract its contents so you are working with an extracted folder, not the zip file itself. Inside you will find the TrackEd database file and an empty backups folder. To run it locally, double-click the TrackEd file to open the login page, then enter the username and password provided in your email. If you are the first person to open TrackEd at your school, you will see a licence agreement to accept before proceeding. To run it from a server, see the server installation information.
Joining an existing installation
If TrackEd is already running at your school, you need three things: FileMaker Pro on your computer, a connection to the server where TrackEd is hosted, and a user account.
To install FileMaker Pro, visit the support site at support.trackedapp.com.au and search for “Downloads” to find the FileMaker Downloads page. This page is password-protected. Your school technician should have access; if not, contact the TrackEd support team for help. Choose the installer for your operating system (PC or Mac) and follow the prompts.
Next, you need the TrackEd Opener file. Search for “Opener” on the support site, download the file, and open it. Go to Edit Server Address and enter your school’s server address (typically an EQ address or an IP address). Click Save and keep this file on your computer. It works like a bookmark: double click it any time to go straight to the TrackEd login page. If someone at your school already has the Opener configured, they can share their copy with you so you do not need to enter the server address yourself.
Finally, you need a user account. Someone at your school with existing access will need to create one for you on the Settings > Accounts page. See the Privilege Set Account Types article for details on access levels. Once your account is ready, double click the Opener, enter your credentials, and you are in.
The TrackEd_docs folder
Before you start using TrackEd, create a folder on your desktop called TrackEd_docs (spelled exactly like that, with an underscore). This is where TrackEd saves everything it generates: profiles, templates, reports, and other exports. The folder must exist and be named correctly for file saving to work.
User accounts and access levels
User accounts are managed on the Settings > Accounts page inside TrackEd. Any user with data entry access can add or edit accounts. There are four main access levels to choose from. Data Entry gives full access to all features, including importing. Data Entry no imports gives full access but blocks the import function, and is recommended for most users who do not need to run imports themselves.
Restricted accounts limit functionality and Read Only accounts allow viewing without editing. These last two are only recommended if you have a specific use case for them. For a full breakdown of all access levels, see Privilege Set Account Types. If a staff member needs a password reset, anyone with access to the Settings > Accounts page can change it. See Password Reset – User account for more detail.
Running your first imports
After logging in for the first time, TrackEd opens to the Import page. The left side lists all available import types, organised into four tabs: Frequent, Occasional, Senior Schooling, and Data Collection. Select an import type to see instructions for how to generate the file in OneSchool (or another source), including which options to choose and how to save it. You then drag and drop the saved file onto the TrackEd import area.
The two most important imports to start with are the Student Summary and the Dynamic Student List (DSL). Between them, these bring in all current students along with core details: English, Maths, and Science totals for three semesters, NAPLAN bands, attendance and behaviour totals (year to date and previous year), email addresses, enrolment dates, birth dates, and other fields from OneSchool. TrackEd will automatically add new students and archive any who have left.
For secondary schools, the Student Class and Timetable imports are strongly recommended as they unlock class-based reporting. Other useful imports include Absence List, Negative Behaviour, Record of Contacts, and Personalised Learning Summary. On the Occasional tab, you can import student photos by pointing TrackEd at your photographer’s photo folder. Academic results are imported separately for primary (P-6, by semester) and secondary (7-12, by term). If importing a history of results, start from the oldest and work forward to the newest.
For a full walkthrough of all import types and troubleshooting, see Getting Data into TrackEd and Import Troubleshooting.
Planning your rollout
No school uses every feature in TrackEd. From observing how schools adopt TrackEd over months and years, the most successful approach is to start small with the things that give you the best return for your effort, then add to your use over time. If you are coming from a training day or working through these videos, limit your initial goals to three key takeaways and implement those well before moving on.
A typical progression looks something like this. First, get your data imports running reliably and accurately. Second, use TrackEd to monitor student progress across academics, attendance, behaviour, and wellbeing. Third, generate student profiles and give them to classroom teachers at key times of the year. From there, many schools move into using profiles for parent-teacher interviews and mentoring discussions, creating datawalls for groups of students, generating ClassMat reports for teacher class planning at the start of each semester, and building ProgressTracker reports to track grade trends across cohorts and classes.
Help and support resources
On the TrackEd home page, the Training and Resource Links section gives you quick access to the most important resources. The Video training support site link opens the support site at support.trackedapp.com.au, where all training articles and videos are organised by topic and fully searchable. The topics follow the same progression used in training sessions, so you can work through them in order.
The See What’s New in TrackEd link opens the release notes, which lists everything that has been added, updated, or fixed in each release, often with screenshots and videos. It is worth checking this periodically, especially for important bug fixes. The Check Version link lets you compare your current version against the latest release.
The Request Support button opens an email with some version information embedded automatically. This is the best way to reach the support team. Remember to de-identify any student data before sending. The Join Mailing List link signs you up for emails sent two to three times per term, covering major releases and upcoming training opportunities.
TrackEd also runs training workshops across Queensland each term. Check the Upcoming Events page for confirmed sessions, and get in touch if nothing is listed in your area. For tailored training, you can book a 1:1 remote session through Microsoft Teams, specifically for your team.
Legacy Video Content
Step-by-step walkthrough of setting up TrackEd after purchase, including installing FileMaker Pro, downloading the TrackEd application, and running your first imports.
How to access TrackEd when it is already installed at your school, including the Opener file, server connection, and getting an account.
Overview of the two components that make up TrackEd (the database and the Claris platform), licensing, and user account access levels.
A tour of the help centre, version update site, support contact options, mailing list, and training opportunities.
Tips for planning a staged rollout at your school, from first imports through to datawalls and reports.
