Configuring the student profile

The Profile page in TrackEd gives you an A4-printable view of each student, built from four data sections you choose yourself. Pick from hundreds of data slices covering results, attendance, NAPLAN, timetables, coaching notes, and more, then click through your students one at a time for data conversations, parent-teacher interviews, or goal-setting sessions.

Because each layout can be saved and shared across your school, the whole team can pull up the same view in seconds. You can also set year-level defaults so the right layout loads automatically when staff first open the Profile page.

In this article

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Quick Start Guide

1. Start on the Home page and select a cohort of students.
2. Go to the Profile page using the top navigation.
3. The left side of the page is the A4 printable view, showing the student’s name, photo, and four data sections.
4. Click the double-headed arrow on any green section to open the list of data slices for that section.
5. Choose a data slice from the dropdown (for example results, NAPLAN, or attendance).
6. Repeat for each of the four sections until you have the combination you want.
7. Click through individual students using the navigation bar at the top or bottom of the page.
8. When you have a layout you want to keep, click Save current display options.
9. Type a name for the combination (for example “Year 9 Coaching Session”) and press OK.
10. Your saved layout now appears in the orange list for quick recall later.

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Training Video

• 0:01 The Profile page layout: Selecting a cohort, the A4 printable page, and the four selectable data sections.
• 0:37 Choosing data with the green menu: Using the double-headed arrow to pick a combination for each section.
• 1:21 Saving layouts to the orange list: Naming a combination with Save current display options and sharing it across staff.
• 2:29 Common conversation layouts: Preset examples for attendance conversations, parent-teacher interviews, goal setting, and Markbook reviews.
• 3:32 Editing presets and SET Plan profiles: Seeing who made a layout, deleting unused ones, and the SET P profile with its QR code.
• 4:05 Senior schooling examples: Senior default with three IDs, the senior schooling grid, and the senior progress bar chart.
• 5:06 The two-page profile: Adding a second page of options for when one page isn’t enough.
• 6:05 Setting year-level defaults: Configuring the default layout per year group (P-2, 3-6, 7-9, 10-12) in Settings.

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Deep Dive

A closer look at the most popular data slices in each section of the profile, with a sense of when to reach for each one. It covers the ID area options, the upper, middle and lower section views in detail, paired views that work together across two sections, tracking templates, coaching tools, and the full range of page two layouts on the two-page profile.

• 0:01 Introduction and cross-references: Overview of the deep dive, with pointers to the Glossary, Import Deep Dive, and senior schooling videos for related detail.
• 1:45 ID area options: Absence and behaviour by day, compact grid, compact grid with band scales, parent/carer signature, senior IDs, temporary note with QR code, and traffic lights.
• 4:14 Upper section data slices: Achievement/effort/behaviour history, the attendance 0 to 100 graph, latest results with timetable, results A to E versus cohort, and subject results by year level.
• 7:15 Middle section data slices: Attendance graph, simple traffic lights, negative behaviour, custom fields, Markbooks, NAPLAN views, QISSS ATAR estimates, and senior schooling options.
• 9:37 SET Plan and paired views: SET P meets and doesn’t meet recommended, paired views (1-4 with 5-8), subject strategies, and achievement/effort/behaviour Years 7-10 (top and bottom).
• 11:11 Tracking templates and diagnostics: Showing up to five tracking templates on a profile, with single-template overtime and multi-template comparison views.
• 12:22 Lower section and coaching tools: Band scales, learning plan notes with customisable headings, quadrant coaching, SET P selected, and wellbeing monitoring.
• 14:00 Primary school example: Setting up a Year 6 parent-teacher interview profile with the tracking timeline and diagnostics.
• 15:25 Two-page profile options: Page two layouts including notes, timetable, surveys (short answer, double-spaced, overtime), personalised learning, pasted images, behaviour view, and attendance check.

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Detailed Guide

How the Profile page is laid out

The Profile page shows one student at a time on an A4 printable layout, which makes it the starting point for almost any one-on-one data conversation. At the top is the student’s name and photo. Below that sit four configurable sections (TrackEd calls them tab slices): an ID and header area, an upper section, a middle section, and a lower section.

Each section has a green header bar with a double-headed arrow that opens a dropdown of available data views. Pick a view and that section updates straight away. The options on offer change with the year level of the cohort you’re viewing, so a Year 6 cohort shows primary views like NAPLAN 3-5 and P-6 results, while a Year 12 cohort includes senior schooling data. You’ll often see the same view available in more than one section, which lets you combine data in different ways.

Use the navigation bar at the top or bottom of the page to click through students; the layout stays put as each student loads. If an abbreviation on the page isn’t clear, the Glossary of abbreviations explains the codes TrackEd uses.

Saving and managing layouts

Once you land on a combination that works for a particular conversation, you don’t want to rebuild it every time. Click Save current display options, give the layout a clear name (for example “Year 9 Parent-Teacher Interview” or “Attendance Coaching”), and press OK. The layout then appears in the orange list, which every staff member at your school shares.

TrackEd comes with several preset layouts already in that list, covering common jobs like attendance conversations, parent-teacher interviews, goal setting, and Markbook reviews. Click into the edit view to see when each was made and by whom, and delete any your school doesn’t use. Agreeing on a standard set of layouts as a team, with consistent names, keeps the same view meaning the same thing for everyone.

Results and achievement views

When you’re reviewing how a student is tracking academically, the subject results views are the place to start. They come in different year-level ranges: the P-6 view shows up to seven years of colour-coded results with trend arrows for movement between reporting periods, while the 11-12 view shows senior subject grades over terms. Effort and behaviour scores sit alongside the achievement data.

For the bigger picture, the Achievement, effort, behaviour, absence and attendance view packs three years of history into one section, showing semesters by default (or the latest term result until semester one is available). A year scroll bar lets you look further back, which helps when you’re checking a transition point like the move from primary into high school. The Results A to E versus cohort view plots a bell curve of a subject’s results across the cohort and marks where the student sits among their peers.

When a timetable is on the profile (through the Latest and timetable view), you can click the email icon next to a teacher’s name to open a new email with the profile attached, addressed to that timetable teacher. That’s a quick way to start a conversation straight from the page.

Attendance and behaviour views

For an attendance conversation, the preset Attendance Conversation layout brings together term-by-term attendance, a full-year graph, traffic light indicators, and the last couple of weeks of data in one view.

The Attendance 0 to 100 graph reads week numbers along the bottom and percentage up the side, and its colours carry specific meaning. Dark blue is time physically present (including non-penalty absences). Light blue is present plus approved absences (a penalty absence that has been explained). White space is unauthorised or unexplained absence.

For behaviour, add the Negative behaviour view for a scrollable log of incidents, or use the combined achievement, effort and behaviour view above. The Absence and behaviour by day option in the ID area breaks counts down by day of the week and highlights any day showing a strong pattern.

Coaching and interview tools

If you’re preparing for a parent-teacher interview or a coaching session, the Learning plan notes view gives you three printable text boxes with blue headings (Parent/Student Goals, Where Do We Want to Be, How Do We Get There). You can rename those headings on the Settings page to match your school’s language, and a second version (Learning plan notes 2) uses slightly different spacing that some schools prefer. The Quadrant coaching view offers four boxes for recording notes during a structured conversation.

The Temporary note and QR code option in the ID area lets you paste in a link (a survey or a student handbook, say) that TrackEd draws as a QR code on every profile, with a notes box to explain what it is for. It’s often used during SET Plan conversations or when profiles go home.

One coaching view behaves differently on purpose: when Wellbeing monitoring is showing, the buttons that email students and parents are hidden, since it is a case-management view meant for staff only.

Setting year-level defaults

To control what staff see the moment they open the Profile page, go to Settings > Default view options. You set defaults separately for four year-level groups (P-2, 3-6, 7-9, and 10-12), choosing the view for the top ID area, upper section, middle section, and lower section in each. These load before anyone picks from the orange list, so they give every year level a sensible starting point.

Senior schooling profiles

Year 11 and 12 students have layouts built for the senior phase. The Senior Default shows all three student IDs at once (EQID, LUI, and USI), OneSchool subject results for Years 11-12, and the timetable. The Senior schooling grid displays QCAA unit outcomes and IA scores, with percentages for General subjects and the VET QCE estimated and awarded figures shown together. The VET QCE estimated and awarded view lists each VET course and its point contributions from subjects, VET, and Other, where you can record an adjustment (such as a minus value for duplication) and the totals update automatically.

The Senior Progress view takes a more visual approach, with a bar chart of progress over time. There is also a quiz view for schools importing from a QISSS ATAR estimates tool, which can display T scores and scaling. For how the senior data gets into TrackEd, see Importing Senior School data.

Tracking templates and diagnostics

If your school runs diagnostic assessments like PM Benchmark, Probe, PAT-M, PAT-R, or DIBELs, you can bring that data onto the profile through Tracking Template views. You can show up to five tracking templates on a profile at once, choosing between a single-template view (up to eight imports over time for one template) and a multi-template comparison (more templates, fewer imports each). On a two page profile you can show up to ten.

The Tracking Timeline is especially useful in primary schools. It lines up to four diagnostic data sets beside semester results and NAPLAN scores from left to right, so a student’s whole academic journey reads across one page, with Year 3 and Year 5 NAPLAN sitting in line with the matching years. For setting up the imports that feed these views, see Building your own imports.

Paired views

Some data won’t fit in a single tab slice, so TrackEd offers paired views meant to sit together across two sections. You’ll spot them by their naming pattern: “1-4” and “5-8”, or “top” and “bottom”. Selecting Subject strategies 1-4 in the middle section and Subject strategies 5-8 in the lower section, for instance, gives you eight rows of strategy data across the profile.

Other pairs include Achievement, effort, behaviour Years 7-10 top with Years 7-10 bottom (up to four years of scores), and the SET P views, where meets recommended pairs with doesn’t meet recommended. When you see a numbered or top/bottom label in the dropdown, look for its match. The SET P profiles are tied to the SET Plan process, so if yours are blank, set them up first via SET Plan recommendations.

Two-page profiles

When one page isn’t enough for the conversation you’re preparing, switch to the two page profile using the option on the right hand side of the Profile page. Page one works exactly like the standard profile. Scroll down and page two has a pink View Options button with a dropdown that swaps the whole second page to a full-page view.

Page two options include internal notes, notes/goals/timetables, SET Plan advice notes, personalised learning, a pasted image (the same custom image for every student), a behaviour view, task assessment, SET P selected, survey results, goal setting, and an attendance check. The survey option has three forms: short answers (more questions fit), double-spaced answers (fewer questions, more room), and an overtime view showing up to seven survey imports. For setting up the surveys themselves, see Coaching: student surveys with Microsoft Forms.

Reference

Data slice quick reference

Each of the four sections offers its own list of data slices, and the same view often appears in more than one section. This table covers the most-used options by section, as a quick way to decide what to put where. The Deep Dive video walks through these and others in order.

Section	Data slice	What it shows	When to use
ID / header	Absence and behaviour by day	GPA, BPA, EPA and attendance as traffic lights, plus absence and behaviour counts by weekday	Spotting a day-of-week pattern
ID / header	Compact grid	Trimmed IDs with A to E result counts and latest NAPLAN	Fitting more result data into the header
ID / header	Senior IDs	Student ID, LUI, and USI together	Year 11-12 when you need all three IDs
ID / header	Temporary note and QR code	A custom QR code from your own link, with a notes box	Sending a survey or handbook home
Upper	Subject results (by year range)	Colour-coded results with trend arrows (P-6 shows seven years)	Reviewing achievement over time
Upper	Achievement, effort, behaviour, absence and attendance	Three years of history with a year scroll bar	A broad overview in one section
Upper	Attendance 0 to 100	Full-year attendance graph (dark blue, light blue, white)	Whole-year attendance at a glance
Upper	Latest and timetable	Latest result plus the timetable, with the email-teacher icon	Starting a conversation with a timetable teacher
Upper	Results A to E versus cohort	A bell curve of the subject across the cohort	Showing where a student sits among peers
Middle	Attendance simple traffic lights	Term-by-term colours with a year-to-date figure	A quick term-by-term attendance read
Middle	Negative behaviour	Scrollable log of negative incidents	Behaviour-focused conversations
Middle	NAPLAN views	Progress across NAPLAN (varies by year level)	Years 3-9 NAPLAN tracking
Middle	Markbook / Custom fields	Markbook task data, or your own custom fields	Schools using those imports
Lower	Learning plan notes (and v2)	Three renamable text boxes	Parent-teacher interviews and goal setting
Lower	Quadrant coaching	Four note boxes	Structured coaching conversations
Lower	Wellbeing monitoring	Case-management view (hides the email-home buttons)	Staff-only wellbeing tracking
Lower	SET P selected	What the student chose in Year 11, flagged against recommendations	After importing SET Plan selections

Printing and sharing profiles

Once you have a layout that works, you can save it as a PDF for a single student, generate a PDF Bundle for a whole cohort, or bulk email profiles directly from TrackEd. For more on saving and distributing profiles, see PDF saves. For full-page profile designs built for a specific use case (such as attendance check, enrolment, or early start), see Alternative profiles.

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Frequently Asked Questions

Q: Can other staff see the profile layouts I save?
A: Yes. The orange list of saved combinations is shared across your entire school, so any layout you save is available for every TrackEd user there. That’s what makes it useful for standardising views across teams.

Q: Can I delete a saved profile layout?
A: Yes. Click the edit option on the layout in the orange list, then use the delete option. Be aware this removes it for all staff at your school.

Q: How do I print a student profile?
A: The Profile page is designed as an A4 printable view. You can save individual PDFs or use a PDF Bundle to generate profiles for a whole cohort at once.

Q: What’s the difference between the configurable profile and alternative profiles?
A: The configurable profile (this article) uses four selectable data sections you mix and match. Alternative profiles are full-page designs built for a specific purpose, like attendance checks or enrolment forms.

Q: Why don’t I see certain data slices in the green menu?
A: The available slices depend on the year levels you’re viewing and what data has been imported. If data is missing, see Getting Data into TrackEd for guidance on imports.

Q: Can I set different default profiles for different year levels?
A: Yes. Go to Settings > Default view options and set the sections for each year-level group (P-2, 3-6, 7-9, 10-12) separately.

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