Alternative profile options

TrackEd includes over twenty alternative profile options, each designed for a specific purpose. Found in the purple menu on the Profile page, these A4 layouts cover attendance monitoring, behaviour tracking, student support documentation, certificates, senior schooling data, and more. They all work with your current found set, so you can target any group of students and generate, print, or email the profiles you need.

Unlike the configurable student profile where you choose what appears in each slice, alternative profiles are purpose-built with fixed layouts and, in some cases, their own configuration options. Most are one or two pages long and ready to use straight away.

In this article

Quick Start Guide

1. Start on the Home page and click on a cohort (e.g. your Year 9 group).
2. Go to the Profile page.
3. Look at the purple menu on the right-hand edge of the page. This lists all available alternative profiles.
4. Click on any profile name to load it (e.g. Attendance Check).
5. Use the navigation arrows to scroll through students in your found set.
6. If you need a specific group of students, go to the List page and sort or filter them first (e.g. sort by roll class, or use the Find panel to search for students with specific criteria).
7. Return to the Profile page. Your found set and sort order are preserved.
8. Select the alternative profile you want from the purple menu.
9. If the profile has configuration options (shown as buttons or dropdowns near the top), set them to match your needs.
10. Click PDF to save a single student’s profile, or PDF Bundle to save profiles for the entire found set.
11. To email profiles, click the email button and choose either a quick email (via Outlook) or bulk email (via SMTP) for the whole group.

Training Video

• 0:01 Introduction to alternative profiles: How the alternative profiles differ from the configurable student profile and two-page profile.
• 0:19 The purple menu: Where to find the alternative profiles and how to star favourites for quick access.
• 0:51 How profiles respect a found set: Sorting students on the List page and how that order carries through to the Profile page.
• 1:43 Using the Find panel with profiles: Pulling up a specific group of students (e.g. DDA students) before generating a targeted profile.
• 2:03 Personalised Learning example: Using the Find panel to locate DDA students and generating the personalised learning profile for that group.
• 2:44 Certificate example: Searching for students with no absences and generating certificates with custom backgrounds and fonts.
• 3:42 Attendance Check example: Finding students in the attendance red band and generating attendance check profiles for emailing home.
• 4:18 Most common profiles: Overview of the most popular options including certificate, attendance check, absences, yearly timeline, progress check, and personalised learning.

Deep Dive

A walkthrough of every alternative profile in the purple menu, covering configuration options, setup requirements, and specific use cases for each one. Includes profiles available for different year levels, from primary-specific options through to senior schooling views.

• 0:01 Introduction: Overview of the purple menu and how the available profiles change based on year level.
• 0:38 Certificate: Drag-and-drop background images, saving and recalling backgrounds, and font selection including Windows-only calligraphy fonts.
• 1:35 Internal Notes: Up to four pages of case management notes. Email buttons are hidden for privacy.
• 1:48 Attendance Check: Setting colour cutoff levels, customising page text, and the different view options (year to date, by term, selected week range).
• 2:37 Attendance Check extras: Suspension count, days absent, adding an image, and the personalised attendance target with differential calculations.
• 3:39 Attendance Check two-page version: Full absence list on page two with options for late/early, explained, unexplained/unauthorised, and the Open in OS button.
• 4:50 Engagement Check: Setting up five columns from the engagement list view with minimum and excellent standards for green/yellow/red cutoffs.
• 6:19 Engagement Check profile view: How the five selected columns display per student and potential use cases like rewards and formal eligibility.
• 6:48 Absences: Standalone absence list with options for late, early, explained, and unauthorised absences.
• 7:21 Behaviour: Positive and negative behaviour incidents with toggle options for showing one or both types, plus the Open in OneSchool button.
• 7:36 Contacts: Date, contact type, and initiated-by information imported from OneSchool.
• 7:51 Yearly Timeline: Colour-coded grid showing absences, suspensions, minor and major behaviours, and contacts across the full year by term, week, and day.
• 9:10 Progress Check: Five form options (Progress Check, Well-being Check, Success Check, Progress Check v2, and a behaviour variant) with a five-point scale for quick teacher feedback.
• 10:10 Progress Check email workflow: Emailing the form to all timetable teachers for a student, with tick-and-flick completion and email return.
• 10:58 At Risk: Two years of results history, concern checklists, strategy options, comments box, and action plan tracking with historical records by year and term.
• 12:14 Result Snapshot: Bell curve for a selected subject showing where the student sits within the cohort distribution.
• 12:48 Personalised Learning: Up to four years of results history, last six personalised learning entries, DDA information, and a two-page version with support provisions.
• 14:04 Differentiation: Support, extension, and differentiation strategies with a checkbox version for interactive PDF completion. Strategy lists are editable in Settings.
• 14:54 Enrolment Interview: Customisable interview form with diagnoses, national data collection, social interactions, and office use sections. Opens in a new window.
• 15:40 Form Surveys: Microsoft Forms survey results displayed per student with regular, short answer, double space, and over-time views. Two-page option available.
• 16:31 Events List: Shows which students attended which events over a period of time.
• 16:47 Barcoded Form: QR code or barcode at the top of the page (by ID number or name) with a notes box for pasting content. Useful for permission forms and event scanning.
• 17:17 Mark Book: Optional task-level data imported via a template format. Contact the TrackEd team for setup assistance.
• 17:46 Early Start (primary): Literacy, numeracy, or both views charting Prep entry/exit and Year 1-2 results. Available for primary cohorts only.
• 18:25 Task Assessment (senior): Criteria-level data across tasks for Year 11-12 subjects. Requires the Task Assessment QCAA import (one file per task per subject).
• 18:57 VET Competencies (senior): All VET competencies across qualifications with duplicate highlighting. Available for senior cohorts.
• 19:12 Senior Monitoring (senior): Up to four pages combining all senior schooling data including task assessment. A comprehensive senior profile option.

Detailed Guide

How alternative profiles work

All alternative profiles live in the purple menu on the right-hand side of the Profile page. They work with your current found set, which means the group of students you see in the profile will match whatever cohort, search result, or manual selection you have active. If you sort students on the List page (e.g. by roll class), that sort order carries through when you switch to the Profile page.

This found-set behaviour makes alternative profiles especially useful when paired with the Find panel. You can search for students matching specific criteria (DDA students, students in the attendance red band, students with no absences) and then generate a targeted profile for exactly that group. The profile, the PDF, and the email all respect the same found set and sort order.

The list of profiles in the purple menu changes depending on the year level of the cohort you are viewing. Primary cohorts include the Early Start option, while senior schooling cohorts add Task Assessment, VET Competencies, and Senior Monitoring. You can star profiles you use frequently so they appear at the top of the list.

Attendance monitoring profiles

If you need to communicate attendance information to students, parents, or staff, the attendance check is one of the most popular profiles in TrackEd. It shows each student’s attendance as a colour-coded percentage (green, yellow, or red) based on cutoff levels you set on the Settings page under colour codes. You can also customise all of the text on the page under Settings > Text Labels.

The attendance check has several view options: year to date, year to date including approved absences, by term, by term plus year to date, one week/three week/term/year to date average, and a selected week range where you pick the exact period. There are optional extras including suspension count, days absent, and an image you can drop onto the page. The attendance target feature lets you set a differential (e.g. improve by 10%) and a maximum (e.g. 90%), and TrackEd calculates a personalised target for each student.

The two-page version adds a full absence list on page two, pulled from the OneSchool official absence window. You can choose to show late and early arrivals (which are not penalty absences but still informative for parents), explained absences, or only unexplained/unauthorised absences. An Open in OS button links directly to absences in OneSchool for comparison. The standalone absences profile shows the same absence list without the attendance summary on page one.

The engagement check

Schools that want to track student eligibility for events, rewards, or formal attendance can use the engagement check. It displays five data columns per student with green, yellow, and red indicators based on thresholds you define. The setup requires a few steps but the result is a clear, at-a-glance view of how each student is tracking against your school’s expectations.

Configuration happens on the engagement list view, which has up to 50 columns covering behaviour, absences, and academics plus five custom columns. For each column, you set a minimum standard (below which is red) and an excellent standard (above which is green). You then choose five of these columns to display on the engagement check profile. Common selections include percentage present, specific behaviour types (e.g. refusal to participate, truancy), and suspension totals. If the setup feels complex, the TrackEd team can help. See the Deep Dive at 4:50 for a full walkthrough.

Behaviour, contacts, and the yearly timeline

The behaviour profile shows positive and negative behaviour incidents for each student. You can toggle between showing both types, only positive, or only negative. An Open in OneSchool button links to the behaviour record for that student. The contacts profile displays the date, contact type, and who initiated each contact. No other contact details are imported into TrackEd, so this is a summary view rather than a full record.

The yearly timeline is particularly useful for spotting patterns. It displays the full year as a colour-coded grid organised by term, week, and day of the week. Orange squares represent absences, yellow for suspensions, pink for minor behaviours, purple for major behaviours, and green for contacts. If a number appears on a coloured square, it means more than one event occurred that day. You can select different years to compare how a student’s patterns have changed over time, making it a helpful conversation piece for wellbeing meetings and case management discussions.

Progress checks and wellbeing forms

When you need quick feedback from classroom teachers about a specific student, the progress check profiles are designed for exactly that. These are printable or emailable forms with a five-point scale, designed for fast tick-and-flick completion. There are five versions: Progress Check (punctuality, behaviour, manner, application, homework), Well-being Check (attendance, behaviour, peer relationships, engagement, capacity to self-manage), Success Check (respectful, prepared, on time, behaviour, effort), and two additional variants that swap out individual criteria.

The typical workflow is to select a student, choose the form you want, click the email button, and send it to all timetable teachers for that student. Teachers fill in the form, add their name and class, and return it. These are paper or PDF forms rather than digital data entry, so they are not imported back into TrackEd. If your school has a different set of five criteria you would prefer, the TrackEd team can add a new button for you.

Student support profiles

For students on personalised learning plans or requiring additional support, the personalised learning profile pulls together up to four years of results history across all subjects, the last six personalised learning entries from OneSchool, and DDA information. The two-page version adds a list of support provisions imported from OneSchool, along with flags for DDA, ICP, custody order, out-of-home care, EALD, and Aboriginal and Torres Strait Islander status, plus GPA, behaviour, effort, and attendance traffic lights.

The at-risk profile takes a different approach, combining two years of results with checklists for concerns (work ethic, assessment non-completion, attendance, materials) and strategies (parental contact, detentions, classroom strategies, tutorials). It includes a small comments box and an action plan section that tracks history over time by year and term. The differentiation profile is designed for primary schools and lists support, extension, and differentiation strategies. A checkbox version makes the PDF interactive so teachers can tick strategies directly in the document. The strategy lists are editable in Settings under data collection headings.

The internal notes profile provides up to four pages of space for case management notes. When this profile is active, the email buttons for students and parents disappear, keeping the content private to staff.

Certificates and recognition

The certificate profile places student names in the centre of a customisable page. You can drag and drop your own background image, choose from a range of fonts (including calligraphy fonts on Windows), and save backgrounds for reuse. A common workflow is to use the Find panel to search for students meeting a specific criterion (e.g. no absences for the term, positive behaviour count above a threshold) and then generate certificates for that group. Certificates can be saved as PDFs or emailed directly to students with a blind CC to parents.

Senior schooling profiles

Three profiles are available when viewing Year 11 or 12 cohorts. The task assessment profile shows criteria-level data across individual assessment tasks for each subject. This requires the Task Assessment QCAA import, which is one file per task per subject, so it involves more importing than most schools choose to do. Several layout variations are available, including options with VET information, three-per-page layouts, and feedback boxes.

The VET competencies profile lists every competency imported via the Student VET QCAA import, showing qualification ID, competency code, completion percentage, and result status. If the same competency code appears in more than one qualification, it is highlighted in red for duplication review. The senior monitoring profile combines everything into a single view of up to four pages, including task assessment data. For more on senior data in TrackEd, see Visualising Senior School data and Importing Senior School data.

Other profiles

Several additional profiles cover specific use cases. The enrolment interview form opens in a new window with customisable questions covering diagnoses, national data collection, social interactions, and an office-use section. All questions can be edited in Settings before use. There is a separate video covering the enrolment interview in detail. The form surveys profile displays responses from Microsoft Forms surveys, with regular, short answer, double space, and over-time views. A two-page option is available.

The barcoded form adds a QR code or barcode at the top of the page (using student ID or name) with a notes box where you can paste content. This is useful for permission forms or event scanning. The events list shows which students attended which events over time. The mark book is an optional feature for schools that have set up a mark book import using TrackEd’s template format to bring in task-level information. The early start profile is available for primary cohorts only and charts literacy and numeracy data from Prep entry/exit through Year 1 and 2.

The result snapshot profile is a focused view for a single subject at a time. It shows the bell curve for the cohort based on the latest reporting data and highlights where the selected student sits within that distribution.

Printing, emailing, and sharing profiles

All alternative profiles can be saved as PDFs (single student or bundled for the group) and most can be emailed using TrackEd’s email functionality. The attendance check and certificate profiles are particularly popular for bulk emailing to parents, often on a termly or bi-termly basis. The progress check profiles are commonly emailed to timetable teachers for completion.

For more on saving and distributing profiles, see Saving PDFs and PDF Bundles and Email functionality. To learn more about the configurable student profile (the non-purple options), see Configuring the student profile.

Frequently Asked Questions

Q: Why can’t I see certain profiles in the purple menu?
A: The list of available profiles changes based on the year level of the cohort you are viewing. Early Start is only available for primary cohorts, and Task Assessment, VET Competencies, and Senior Monitoring are only available for Year 11 and 12 cohorts.

Q: Can I customise the text and labels on the attendance check?
A: Yes. Go to Settings > Text Labels to change any of the text that appears on the attendance check. The colour cutoff levels (green, yellow, red) are set under Settings > Colour Codes.

Q: How do I set up the engagement check?
A: The engagement check requires some initial setup on the engagement list view. You choose five columns, set minimum and excellent standards for each, and those selections flow through to the profile. See the Deep Dive at 4:50 or contact the TrackEd team for help.

Q: Can I email alternative profiles to parents?
A: Yes. Most alternative profiles support the email button. The attendance check and certificate profiles are commonly bulk emailed to parents. Some profiles (like Internal Notes) hide the email buttons to keep content private.

Q: Do the progress check forms get imported back into TrackEd?
A: No. The progress check is a paper or PDF form for teachers to fill in and return. The responses are not imported back into TrackEd.

Q: Can I request a new alternative profile or modify an existing one?
A: Yes. All profiles in the purple menu exist because a school asked for them. If you have a different set of criteria for the progress check, or an idea for a new profile type, contact the TrackEd team.

Legacy Content

The video below is the original 2021 recording covering the alternative profile options. The content above replaces this video with updated Quick Start, Training, and Deep Dive videos.