Settings Page Reference

The Settings page in TrackEd controls how the software behaves at your school. It contains over 20 individual settings pages and hundreds of options covering general behaviour, colour rules, custom labels, default views, user accounts, cleanup utilities, and template configuration.

Most settings are universal, meaning a change you make affects every staff member at your school. Access to the Settings page is also restricted by privilege set, so not every account type can open it. This article is mainly a reference, walking through each settings page and what the options do.

In this article

Detailed Guide

This article is a reference. The orientation section below explains how the Settings page works as a whole. The Reference section gives an option-by-option walkthrough of each individual settings page in the order they appear in the left-hand list.

How the Settings page works

The Settings page is universal by default. When you change a setting, the change applies to every staff member at your school, not just your account. Treat it as a school-wide configuration tool, not a personal preferences page.

Access is restricted by privilege set. Data Entry accounts have full access. Read Only and SmartWall accounts cannot open it. If you cannot find the Settings option in TrackEd, your account does not have the access level required. See Privilege Set Account Types for the full breakdown.

The settings list is long. Use the search bar at the top of this page to jump directly to any option by name.

Settings page layout

The major settings pages are listed down the left-hand edge of the Settings screen. They group roughly into four areas:

• Configuration: General Settings, Assignable Colours, Colour Codes, Tags, Text Labels, ClassMat Labels, Data Collection Headings, Default View Options, Default Fields.
• Reference data: Coach Lists, Task Assessment Criteria, ATAR Subjects List, VET Qualifications, SET Plan, Tracking Progress.
• Logs and accounts: Import Log, User Log, Accounts and Bulk Email.
• Tools: Utilities, Tracking Template Settings.

Each page is detailed in the Reference below.

Settings most schools should review

If you’re configuring TrackEd at the start of a year or for the first time, the following are the highest-impact options to check:

• Use preferred names on profile and Datawall (General Settings, system-wide). Recommended on.
• Date of local show holiday (General Settings, attendance). Update once per year.
• Rollover month for absence and behaviour total from Student Summary (General Settings, attendance). 1 February is the recommended setting.
• Send imports to server when possible (General Settings, imports). Recommended on.
• Assignable Colours setup. Configure the six coloured dots to fields or tags meaningful to your school.
• Colour Codes traffic light cutoffs. Adjust if your school uses different thresholds for green, yellow, and red.
• Bulk email setup (Accounts and Bulk Email). SMTP server, send-as address, signature.

Other settings can be left at their defaults until you have a specific reason to change them.

Reference

This section covers each major settings page in the order they appear in the left-hand list. Headings match the labels in TrackEd.

General Settings

The General Settings page covers the largest set of options in TrackEd. It is split into five sub-areas: system-wide, senior schooling, attendance, imports, and other general settings.

System-wide settings

• Show archived this session only: When checked, archived students are included in cohort selections and Find panel searches for the current session. Resets next time TrackEd starts.
• Use preferred names on profile and Datawall: Recommended. Uses preferred names on parts of TrackEd shown to students (profile and Datawall). Other pages still use legal names.
• Show ID barcodes on profile: Adds a Code 128 barcode of the student’s EQID along the top of the profile. Niche use case.
• Use year level instead of Roll class on labels: Substitutes year level in place of Roll class on certain reports.
• At-Risk Exports, At-Risk Subjects Only: Legacy setting tied to the old at-risk profile. Exports only subjects with a D, E, or N grade.
• Hide staff ID on behaviour displays: Hides the staff ID column on the behaviour profile page.
• Hide house on the profile: Hides the house field on the student profile.
• Hide GPA on the student profile: Hides the GPA field on the student profile.
• Subtract positive behaviour from total incidents: Generally recommended off.
• Go straight to the profile data, skip landing page: Generally recommended off.
• When adding notes always use OS contacts: Opens the OneSchool contacts page whenever an internal note is added.
• Exclude N from ProgressTracker engagement list fail count: When enabled, the ProgressTracker and engagement list views do not count an N grade as a fail.
• Use one way positive social interactions: Affects the social interactions list view. By default new social interactions are added in both directions; with this setting on they are added one-way only.

Senior schooling settings

• Hide QCE estimate: Removes the QCE estimate from profiles and Datawalls.
• Hide QCE for QCIA students: Hides QCE totals for any students on a QCIA pathway.
• Apply QCE changes to all students in a set: When manually editing QCE data on the profile, applies the change to every student in the current set rather than only the one student.
• Show QCE contribution from VET: Recommended on. Shows QCE points for VET courses on the profile and Datawalls.
• Show estimated VET QCE contribution: Recommended on. Shows estimated VET QCE points before competencies are formally awarded.
• Hide projected percentage for task assessment: Hides the forward projection that would otherwise show on senior schooling profile views.
• Show QISSS ATAR estimate on senior schooling tabs: Shows imported ATAR estimates from third-party tools (Dennis Bridger, ATAR Active, QISSS) on the profile.
• Change ATAR estimate label to Interim ATAR on profiles: Label change only.
• Show competency progress on VET displays: Recommended on. Shows a count of completed competencies out of the total instead of just the enrolment date.
• Student VET QCAA Import: only apply awarded points for a qualification status of awarded: Recommended off unless you have a specific use case. Awarded points in TrackEd are normally calculated during a VET import; this setting would apply no points until a course is fully completed.
• Hide unit monitor and reset flags on the profile: Hides the M (monitor) and R (reset) tags on the senior schooling profile grid.
• Label for the fourth column on Unit 1 and 2 tab of the student profile: Toggles between points and percentage.

Attendance settings

• Hide approved absences from graphs: Shows only unapproved absences on attendance graphs.
• Absence list use alt calculation method: Recommended on. Calculates attendance percentage one week at a time rather than one cohort at a time. Works better on laptops with less memory.
• Absence list prior weeks to recalculate, minimum 5: Default 5 is fine. Controls how many weeks of attendance percentage data are deleted and replaced during an absence list import. Can be increased during an import or set to “selected period whole year” to replace the entire year.
• Date of local show holiday: Update once per year with your local show holiday date.
• IDAttend user: Hidden by default. If your school uses the IDAttend weekly attendance import, this option appears and prevents the absence list import from overwriting IDAttend data. Disable before switching from IDAttend back to the absence list import.
• Rollover month for absence and behaviour total from Student Summary: Recommended 1 February. At the start of a new year, Student Summary imports continue using last year’s attendance and behaviour numbers until this date, after which new imports refresh to current-year numbers. Useful so Datawall, profile, and ClassMat data shows something meaningful early in the year.
• Use attendance targets, attendance differential, attendance maximum: Used by the attendance check profile. With targets on, each student is given an individual target based on their current attendance. The differential is how much improvement to ask for; the maximum is the attendance level above which students just need to maintain. For example, with maximum 95% and differential 10%, a student at 75% would get a target of 85%, a student at 92% would get 95%, and a student at 99% would get 99%.
• Attendance image: An image that appears on the attendance check page if used.
• Attendance package percentage import format: Options are None, IDAttend, or Daymap (Compass may be added in future). When set, an extra import becomes available to bring in year-to-date or term percentages from your attendance package and overwrite what is in TrackEd.

Import settings

• Send imports to server when possible: Recommended on. Hands off imports to the server when the import queue is processed, letting you disconnect your computer while imports run. Support may occasionally ask you to disable this for diagnostic purposes.
• Use timetable import for primary students: For schools running a detailed timetable for their primary school (often P-12 colleges). Most schools should leave this off.
• Allow DSL import to manage the student list: Off by default. New students are normally added through the Student Summary import. Turning this on lets the Dynamic Student List import also add new students and archive students who have left.
• Allow PLS import to update ATSI, DDA, ICP, EALD, and OOHC: Lets the Personalised Learning Summary import update those fields. If you have allowed DSL import to manage the student list, this is also recommended on so the extra detail still flows in.
• Absence list import to update Abs total: Updates the total absences field on absence list import. Normally this field is only updated during a Student Summary import.
• Negative behaviour import to update behaviour total: Updates the total behaviour field on the negative behaviour import.
• Import preferred names in place of legal with DSL: Imports preferred names as legal names through the Dynamic Student List import. Only recommended for specific use cases, as it can make matching or finding students harder.
• Timetable import subject ignore list: List of subject codes that should not appear on the student profile (tutes, studies, Roll classes). One subject code per line, usually a three-digit ID.
• GPA ignore list: Subjects to ignore when calculating GPA during a results import. Instrumental music is a common entry.
• QCE ignore list: Subjects to ignore when computing QCE points. Usually not needed.
• Roll class omit list: Roll classes to omit from search results. An optional Exclude students from import tickbox at the bottom of the panel will also block students in those Roll classes from being imported at all. Useful for multi-campus schools or externally enrolled students.

Other general settings

• Path defaults: Three options. Set generic file names as default uses generic file names when saving staff folder PDF Bundles, replacing files of the same name each time (default off, which produces timestamped files and keeps a history). Student SharePoint path sets the file path to the staff folder. Remote notes survey URL is for a niche feature; can be left blank.
• Interactive ClassMat settings: For interactive ClassMat saves only. Sets a default email address, subject line, message text, and pause length (default 0.2 seconds). If interactive ClassMats fail to save, try a longer pause length.
• Default tag filter list: Lets you select tags with a “find this tag” or “omit this tag” rule. The rules apply any time a cohort is selected from the home screen. Only use if you have a specific use case, as the rules apply to every staff member.
• JCE setting: Used only if your school uses the Junior Certificate of Exit feature in TrackEd. See the JCE section of the support site for details.

Assignable Colours

The Assignable Colours page sets the six coloured dots that appear over student photos throughout TrackEd. The six colours are green, yellow, red, blue, orange, and purple. Six is the cap because of the limited space over each student photo.

For each colour you set what it represents across four year-level ranges: P to 2, 3 to 6, 7 to 9, and 10 to 12. The available options are:

• OneSchool fields: ATSI, AIMS, ICP, custody order, OOHC, EALD, DDA. These appear automatically as soon as a student is imported.
• Calculated in TrackEd: ATAR Eligible (based on timetable import and VET tab data) and Tag (which then asks you to pick a specific tag).
• Retired: Specific Ed Requirement, Medical Condition, and Independent Status are no longer in active use.

The Tag option is the most flexible. If selected, the dot shows for any student carrying the chosen tag. Common uses include at-risk levels (at-risk, monitor) so staff can spot flagged students quickly. Standardise the colour assignments across your school so staff learn the meanings consistently. See Tagging groups of students for tag management.

The right-hand edge of the Assignable Colours page controls visibility per page. A green button means the dots show on that page; a pink button means they are hidden. Most schools have the dots visible on the list view, Datawall, photo wall, ProgressTracker, ClassMat, and SmartWall pages, and hidden on the profile and photo wall.

The save and recall template buttons at the bottom let you snapshot a configuration. Use only if you have a specific reason to.

Colour Codes

The Colour Codes page controls the traffic light scoring used across TrackEd, the Wellbeing Index, list view colour schemes, SET Plan colours, and SmartWall search defaults.

Traffic light cutoffs (top left): Set the green, yellow, and red thresholds for attendance, GPA, effort, behaviour, and QCE scores. The cutoff between yellow and green is the minimum value to qualify as green. The cutoff between yellow and red is the minimum to qualify as yellow. Attendance values are entered as decimals (94% = 0.94). GPA, effort, behaviour, and QCE are whole numbers.

Percentage present, or percentage present plus approved absences: Often-overlooked setting. The default uses percent present (treats approved absences as a penalty). The alternative includes approved absences in the present figure.

Visibility buttons: Four buttons control where traffic light colours show in TrackEd. Default is visible on Datawalls, hidden on ProgressTracker, ClassMat, and SmartWall. Some schools prefer them visible everywhere; others find them busy.

Wellbeing Index setup: The Wellbeing Index is a five-point scale shown on some list pages and Datawalls. You choose what to include from five inputs: GPA, effort point average, behaviour point average, attendance percentage, and behaviour incidents. The first three are already on a five-point scale, so you only choose to include or exclude them. For attendance percentage and behaviour incidents you set the band cutoffs (band 5 down to band 1). Most schools include EPA, BPA, and attendance percentage with bands set.

List view colours: Sets the attendance and behaviour colour schemes used on certain list pages.

SET Plan colours: Four colour schemes available for general, applied, and VET subjects on the SET Plan feature.

SmartWall search cutoff defaults: Sets the default behaviour and absence numbers used when running a SmartWall search.

Tags

The Tags page is where you add, rename, and delete tags. Tags should be set up here before they are applied to students.

To add a tag, enter a tag name and a memo, choose which year levels it applies to, and press Continue. Keep tag names short. Many schools include a year and semester in the name (for example, “At-Risk 2026 S1”) to keep historical tags identifiable.

For tags already in the list, the Re-label button changes the name, the year-level selectors change which years it applies to, and the delete button removes it. Deletion is permanent and asks you to confirm. See Tagging groups of students for how tags are applied and used.

Text Labels

The Text Labels page customises the headings and labels used across profiles, alternative profiles, and list and import headers. Three sections.

Profile labels: Flag field label, spare notes label, learning plan notes headings, subject strategy headers, wellbeing monitoring headers, SET Plan labels (defaults are “meets recommendations” and “doesn’t meet recommendations”), and result term headings for Year 11 and 12 (default Term 1 to 4, can be changed to align with Unit 1, 2, 3, and 4).

Alternative profile labels: Heading, header, green, yellow, red, and footer text for the attendance check profile. Heading and footer for the engagement extras profile. Three heading options for the ProgressTracker portrait A3 profile. Heading, header, and footer for the results snapshot profile.

List and import headers: 25 custom field headings, four class list headers (column 1 to 5), and engagement list extras headers (the five custom columns in the middle of the engagement list, which can be set to any data brought in via the engagement list extras template).

ClassMat Labels

The ClassMat Labels page sets the text shown in the centre of ClassMats for the various centre layout options. Defaults are provided; click any field to edit.

Editable label sets cover Marker Student, Stories and Progress, Data Reflection, Class Analysis, Data Analysis, Data Conversations, Class Overview, and Stories and Strategies layouts. Some labels are short; others are longer paragraphs of strategies (for example, the Class Analysis differentiation strategy lists run across multiple pages). The text box expands to fit longer content, so you can paste in extended copy.

The Differentiation Planner layout is intentionally not editable here.

Data Collection Headings

The Data Collection Headings page sets starting lists and heading labels for the extension and support, differentiation, NCCD, and enrolment interview features.

Click into the relevant subheading area and edit the labels to match your school’s terminology. Review and update these settings before using the related feature in any given year. See Data Collection: Differentiation and Enrolment and transition: Enrolment Interviews for the features themselves.

Default View Options

The Default View Options page sets which list and profile views load by default for each year-level range (P to 2, 3 to 6, 7 to 9, 10 to 12).

The most commonly changed options are profile top ID, profile upper section, profile middle section, and profile lower section. When a user opens the profile page, those choices load for that year-level range.

Default Fields

The Default Fields page sets default headings on specific list views. Four sections.

• Selectable subject list view: Up to 13 subject codes loaded as columns.
• Default tags in the selected tags list: Up to 10 column defaults across the four year-level ranges (P to 2, 3 to 6, 7 to 9, 10 to 12).
• Custom field defaults: Up to 5 columns for List View 12, List View AY, profile, and Datawall pages.
• Default tag headers: Three default column options.

Coach Lists

The Coach Lists page sets the default academic coaches and attendance coaches that appear in the dropdown lists. Most schools fill in coaches directly on the list pages rather than using the dropdown per student.

Task Assessment Criteria

The Task Assessment Criteria page is for senior schooling. It sets the criteria scores across tasks 1, 2, 3, and 4 for each subject and unit pair (Unit 1 and 2 or Unit 3 and 4).

Enter a subject code and a unit pair, and the current criteria options appear. Year 12 criteria are pre-set. Year 11 criteria can be edited where FIAs are used.

ATAR Subjects List

The ATAR Subjects List is pre-filled with short courses, general courses, and applied courses. The syllabus name is used to match QCAA imports where an ID is not available.

Two situations need attention. QCAA sometimes uses the word “and” and the ampersand “&” interchangeably. If your QCAA import file does not match, edit the syllabus name on this page to match the file. QCAA also occasionally uses two different names for the same subject in Year 11 and Year 12. In that case, add a row for both so either matches.

VET Qualifications

The VET Qualifications page is pre-filled during a VET qualifications import. Each row stores a qualification ID and qualification name. You then need to set the category, max points, and (for some courses) the total competencies.

See Importing Senior School Data for the import workflow. Contact support if you’d like an example setup from another school.

SET Plan

The SET Plan page configures the SET Plan feature. The workflow is: set your Year 11 subject offerings, choose a cohort, set prerequisite rules, and apply those rules with step 4 (Update Now). See SET Plan recommendations for the full feature walkthrough.

Tracking Progress

The Tracking Progress page sets default Tracking Templates by year-level range for the band scales and tracking progress list views.

Import Log

The Import Log shows what imports were run, by whom, when, and at what TrackEd version. The pink “Save an Excel file of log for support” button generates a more detailed log to attach to support requests about imports.

User Log

The User Log shows who has logged in, when, with what TrackEd version, and on what platform. Useful for working out which staff are actively using TrackEd.

Accounts and Bulk Email

The Accounts and Bulk Email page handles user accounts, password resets, usage tracking, and SMTP setup for bulk email.

Adding a user account: Set a username and password, then click the row for the privilege set you want, which turns blue. The seven privilege levels (in order) are Data Entry, Data Entry No Imports, Restricted Tier 1, Restricted Tier 2, Restricted Tier 3, Read Only, and SmartWall. The first four are the recommended levels. The last three are for specific use cases. The page shows what access each privilege set has across imports, exports, settings, results, internal notes, and other notes. See Privilege Set Account Types for full detail.

Changing privilege: Privilege sets cannot be edited on an existing account. Delete the account and re-add it with the new privilege set.

Resetting a password: The double-headed green arrow next to each user lets any settings-access account reset another user’s password. See Password Reset: User account. If no one has access please send an email to support.

View Usage: Shows logins for a particular user account.

Bulk email setup: Sets the full name, email address, send-as address, reply-to address, and email signature used when sending bulk email from TrackEd. See Email functionality for the email workflow.

SMTP settings: The SMTP server address is set globally for your school and the expected values are also shown on the page itself.

Utilities

The Utilities page is for support-style cleanup work after a bad import or to keep TrackEd’s file size manageable. Each option includes an on-screen description.

Utility	What it does
Reset import queue	Clears a stuck import queue.
Revise import headers	Updates a heading where the wording has changed but the column order has not.
Update school name or logo	Drops in a new logo file. Contact support to receive the prepared file.
Repair global record	Use only if directed by support.
System cleanup	Removes past cohorts, archived students, or results forward from a chosen year and term. Keeps file size small and TrackEd running quickly.
Subject cleanup	Removes duplicate subjects, or subjects with no results entered against them.
Results cleanup	Removes results imported into the wrong year and term. See Remove Results Import.
Markbook cleanup	Removes specific Markbook data.
Archive former students	Archives students not in a cohort with the current year level.
Attendance cleanup	Deletes attendance data from specific years, dates, and times. See Remove Attendance Import.
Tag cleanup	Deletes tags no longer linked to students.
Photos cleanup	Deletes all photos, or photos older than a chosen date.
Class Builder cleanup	Removes Class Builder allocations prior to a chosen year.
Duplicate student cleanup	Locates and removes students that exist in the system more than once.
Extracurricular cleanup	Removes extracurricular imports prior to a chosen date.
Move photos to internal	Legacy utility from when the photos database was removed. Should not be needed any more.
Repair Tracking Template IDs	For Tracking Template issues.
Repair differentiation	For differentiation data issues.
Update weekly behaviour data	Refreshes weekly behaviour figures.
Prep for one-way positive social	One-time preparation when switching to one-way positive social interactions.
Create primary timetable	Builds a primary timetable structure where needed.
VET cleanup	Cleans VET data.
Task assessment	Resets task assessment data.
Unit 3 and 4 estimated in calc	Toggles Unit 3 and 4 estimated points in QCE calculation.
Task progress bars reset	Resets task progress bars.
Tracking Template import removal	See Remove Tracking Template Import.

Alternate TrackEd docs path: Bottom right of the Utilities page. Changes where files and exported lists are saved from TrackEd. The default is the desktop, but it can be set to Documents or D drive. The path applies to every staff member at your school.

For a video walkthrough of the most common utilities, see Utility and cleanup options.

Tracking Template Settings

The Tracking Template Settings page is where you build your own custom imports and remove imports added by mistake. See Building your own imports for the build workflow and Remove Tracking Template Import for the removal steps.

After changing settings

Most settings take effect immediately. For changes to defaults (Default View Options, Default Fields, Tracking Progress), close and reopen the affected page in TrackEd to see the new defaults applied.

If a setting change affects an import, the next import you run will pick up the new behaviour. Settings changes do not retroactively update data already imported.

If you make a mistake or accidentally import data after a misconfigured setting, the Utility and cleanup options on the Utilities page can usually undo it. For import-related issues, see Import Troubleshooting.

Frequently Asked Questions

Q: I can’t access the Settings page in TrackEd. Where is it?
A: Access to the Settings page is restricted by privilege set. Read Only and SmartWall accounts cannot open it. Ask another staff member with Data Entry access to make the change, or contact support if no one at your school has the required access.

Q: I changed a setting and now everyone at my school is affected. Can I make the change just for my account?
A: Most settings are universal and cannot be set per-user. For profile and view defaults, use the saved configurations on the profile page (orange section) instead of changing the default in Settings. See Configuring the student profile.

Q: How do I find a specific setting quickly?
A: Use the search bar at the top of this article. Type any part of the setting name to jump to that section.

Q: How do I change a privilege set level?
A: Privilege sets cannot be edited on an existing account. Delete the account and re-add it with the new privilege set.

Q: My import queue is stuck. What do I do?
A: Go to Settings, Utilities, and use the Reset Import Queue option. If the issue persists, see Import Troubleshooting.