Getting Data into TrackEd

TrackEd imports data from other systems through files. This is the primary way to bring information in from OneSchool, the QCAA Student Management Portal, and other sources. You can also import diagnostic data (such as PAT results) using Tracking Templates, or build custom imports for any spreadsheet-based data set.

Imports are organised into four categories on the Import page: Frequent, Occasional, Senior Schooling, and Data Collection. Most schools will primarily use the Frequent imports on a regular basis, with Occasional imports run once a term or once a year as needed. Starting with a reliable import process gives confidence in the data and supports many other features in TrackEd, so only import the data that you need.

In this article

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Quick Start Guide

A quick walkthrough to import your first Student Summary file. This is the most important and most common import in TrackEd. For a full explanation of all import types and settings, see the Training Video and Available Imports Walkthrough below.

1. Go to the Import page
2. Stay on the “Frequent” list (selected by default)
3. Select “Student Summary”
4. Click the “Open OS Report” button to launch the report in OneSchool (you need to be logged in to OneSchool already)
5. Follow the on-screen instructions for the Student Summary import
6. Save the file from OneSchool. Do not open it in Excel first
7. Drag and drop the file straight from your browser’s download bar onto the pink “Drop here” box
8. TrackEd will check the file is in the correct format and add it to the import queue
9. The file format can be CSV or Excel, and the accepted format is listed in the on-screen instructions for each import
10. Repeat for additional cohort files. Student Summary requires one file per cohort (e.g. Year 6, Year 9, Year 12), but most other imports use one file for the whole school
11. When all files are queued, press “Process Import Queue”

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Training Video

• 0:01 Overview of the Import System: How the import page is organised across the four categories, with the most common imports labelled at the top of each page.
• 0:35 How to Run an Import: The basic workflow for every import: select the import type, click the button to open the corresponding OneSchool report, follow the on-screen instructions, save the file, then drag and drop it directly onto the pink “Drop here” box in TrackEd.
• 1:43 Queuing and Processing Multiple Files: Each validated file turns blue in the import queue. You can queue as many files as needed across different import types, then press “Process Import Queue” to run them all at once.
• 1:59 Student Summary and Validation: Demonstrates importing Student Summary files for Year 6, Year 9, and Year 12. A separate “Student Summary P-2” button handles Prep, Year 1, and Year 2 files which use a different OneSchool format. If the wrong file is dropped on an import, TrackEd displays a validation error. You can exit and try again, or send the log to support. For more on resolving errors, see Import Troubleshooting.
• 3:11 Import Types at a Glance: A high-level overview of available imports across all categories. The most frequent imports include Student Class and Timetable (particularly useful for high school) and the Personalised Learning Summary. Occasional imports include Photos (once a year), Primary and Secondary Results, and NAPLAN. Senior Schooling imports are covered in a dedicated video.
• 4:30 Import Settings: Covers key settings on the Settings page that affect how imports run. “Send imports to server when possible” is recommended for server-hosted installations. Also covers the Timetable Import Ignore List, GPA Ignore List, and Roll Class Omit List.

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Deep Dive – Available Imports Walkthrough

A detailed walkthrough of every import type available in TrackEd, explaining what each one does, what data it brings in, and which ones are most important for your school.

• 0:01 Student Summary Import: The most critical import in TrackEd. It adds new students, archives those who have left, updates absence and behaviour totals, and brings in three semesters of English, Maths, and Science results plus NAPLAN proficiency levels. Separate buttons exist for Year 3 to 12 and Prep to Year 2 due to different OneSchool export formats. The file must not be opened in Excel before importing.
• 1:12 Dynamic Student List and Absence List: The Dynamic Student List adds preferred names, student email addresses, and enrolment dates. It must be imported alongside the Absence List (indicated by a link icon between them) and is also required for QCAA imports. The Absence List contains detailed absence codes in half-day increments with penalty and non-penalty types. Run this on a Monday or Tuesday so the previous week’s attendance is fully up to date in OneSchool. For a full explanation of how attendance data works across imports, see Attendance Data Imports Explained.
• 2:52 Behaviour, Timetable and Other Frequent Imports: Negative Behaviour and Positive Behaviour can both be imported. If importing Positive Behaviour, include it in the queue with the Negative Behaviour file. Student Class and Timetable imports are mainly used for Year 7 to 12 and must also be queued together. The Personalised Learning Summary imports DDA levels and types.
• 4:06 Parent List: Brings in parent and carer email addresses for bulk emailing from TrackEd. Only the email addresses are imported. This import respects the “receives correspondence” field from OneSchool, so contacts who have opted out will not have their email address imported.
• 4:45 Occasional Imports: Photos and Results: Student Photos are matched by EQID from a network folder. Primary Results (Prep to Year 6, imported by semester) and Secondary Results (Year 7 to 12, imported by term) bring in all subject codes plus behaviour and effort scores. When importing historical results, start from the oldest year and work forward. Always process the latest import file last.
• 7:51 NAPLAN and Specialist Imports: The NAPLAN Summary from OneSchool is the recommended source. Below the main list, the Results Template allows importing interim results. Tracking Templates and Custom Tracking Templates handle diagnostics like PAT, PROBE, and DIBELs. Microsoft Forms Survey imports student survey responses.
• 9:48 Senior Schooling and Data Collection: Senior Schooling imports are covered in a separate dedicated video. Data Collection imports are optional Excel-based templates for collecting additional information. Most schools will not need any of the Data Collection imports.

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Detailed Guide

How Imports Work

The Import page organises all imports into four categories: Frequent, Occasional, Senior Schooling, and Data Collection. The most common imports are labelled at the top of each category page. For every import, the workflow is the same: select the import type, click the button to open the corresponding report in OneSchool (if you’re logged in, it takes you straight to the right report), follow the on-screen instructions, save the file, and drag and drop it onto the pink “Drop here” box.

TrackEd checks that the file matches the expected format and adds it to the import queue. Each validated file turns blue. You can queue files across multiple import types before pressing “Process Import Queue” to run them all at once. The file format is usually CSV or Excel, and the accepted format is listed in the on-screen instructions for each import type.

Student Summary

The Student Summary is the most important import in TrackEd. It adds new students, archives students who have left, updates absence and behaviour totals, and brings in three semesters of English, Maths, and Science results plus NAPLAN proficiency levels. It is also the main import needed for a start-of-year rollover.

There are separate buttons for Year 3 to 12 and a “Student Summary P-2” button for Prep to Year 2, because OneSchool uses different export formats for those year levels. Student Summary requires one file per cohort (e.g. Year 6, Year 9, Year 12). Do not open the file in Excel before importing. Download it from OneSchool and drag it directly into TrackEd, or the file will fail validation. To bring incoming students into TrackEd before they start, see Importing Year 7 and Prep Future Students below.

Dynamic Student List and Absence List

The Dynamic Student List adds preferred names, student email addresses, and enrolment dates. It must be imported alongside the Absence List (they need to be in the queue at the same time) so that enrolment dates are set before absence data is processed. This prevents new students from being backdated with 100% attendance before they were enrolled. The Dynamic Student List is also required for QCAA senior schooling imports.

The Absence List contains detailed absence codes in half-day increments, with penalty and non-penalty types. It uses the official OneSchool absence download, so it matches OneSchool and QParents. The import works in whole-week chunks, so run it weekly, ideally on a Monday or Tuesday, when the previous week’s attendance is fully up to date in OneSchool.

The Student Summary provides the absence totals, while the Absence List provides the detail, including weekly, termly, and year-to-date percentage attendance. For a full explanation of how attendance data works across these imports, see Attendance Data Imports Explained.

Results Imports

If you want the full picture of student achievement, the results imports on the Occasional list are the ones to run each reporting cycle. Primary Results (Prep to Year 6, imported by semester) and Secondary Results (Year 7 to 12, imported by term) bring in all subject codes plus behaviour and effort scores. The Student Summary only covers English, Maths, and Science, so these imports are needed for the full set of results.

For P to 12 colleges, primary and secondary results must be separated: make sure you select by term for Year 7 to 12 and by semester for the primary years. NAPLAN results come in through the NAPLAN Summary import, with the OneSchool version the recommended source (see the Reference table below for the full list of occasional and specialist imports). If you want to load several years of past results, see Importing Historical Results below.

Student Photos

Photos make students recognisable across profiles, Datawalls, and ClassMats, and most schools import them once a year from the Occasional list. To bulk-import, you need the photo files in a single folder on your school’s network (usually organised by year), with each file named using the student’s ID (the EQID). Select the Photos import, point TrackEd at that folder, and it pulls the photos in and matches them to students by file name. To find students without a photo, run the missing-photo search, which works one cohort at a time.

For individual updates through the year, such as new enrolments, drag and drop an image file directly onto the student’s profile page where the photo normally displays. There is no direct photo import from OneSchool, so if you only have a photo on screen, save a screenshot as a picture file and drag that onto the profile instead.

Senior Schooling and Data Collection

Senior Schooling imports bring QCAA data into TrackEd for Year 11 and 12 students. These are covered in a separate article and video: Importing Senior School data.

Data Collection imports are optional Excel-based templates for collecting additional information: coaching notes, personalised learning, wellbeing monitoring, custom fields, enrolment interviews, learning support, engagement extras, and enrolment surveys. Most schools will not need any of the Data Collection imports.

Import Settings

The Settings page has a section called “Import Settings” in the bottom-left corner. If your school runs TrackEd on a server, tick “Send imports to server when possible”. This sends the import queue to the server for processing so you don’t need to wait at your PC.

Several ignore lists let you exclude specific data during imports. The Timetable Import Subject Ignore List filters out subject codes (like form classes and tutorial periods) so they don’t appear on student profiles. The GPA Ignore List excludes codes like instrumental music from GPA calculations. The Roll Class Omit List lets you exclude entire roll classes, which is useful if a campus or section of the school doesn’t need to be imported into TrackEd. Set these before running your imports.

Less common settings include “Allow DSL import to manage students” (uses the Dynamic Student List to update enrolments instead of relying on Student Summary alone) and preferred name options. The recommended setup is to leave these off and run Student Summary regularly. For more detail on these settings, see Import Troubleshooting.

When Something Goes Wrong

If an import fails, TrackEd shows a coloured “More Info” button next to the failed import in the queue. An orange button indicates a warning, while a pink button indicates a header validation error or error code. The most common fix is checking that the correct file was used, the correct import type was selected, and the file wasn’t opened in Excel before importing.

A header error on a OneSchool import usually means OneSchool has changed the format of its export file, not that you did something wrong. TrackEd releases a corrected version shortly after each change, so update to the latest release, export a fresh file from OneSchool, and run the import again. If errors persist, use the blue “Import Helper” button on the error page to send a de-identified diagnostic log to support. For a full guide on resolving import errors, resetting a stuck import queue, and cleaning up incorrect data, see Import Troubleshooting.

Importing Year 7 and Prep Future Students

Incoming students can be brought into TrackEd before they start, using the regular Student Summary import with one extra step. When saving the Year 7 (or Prep) Student Summary file from OneSchool, select both “futures and active” so current and incoming students are in the same file. On import, students who already have a roll class are updated as normal, while students with no roll class are placed into a future cohort (e.g. 2027.F6 for Year 7 futures, or the FP equivalent for Prep), leaving your existing cohorts untouched.

Importing Historical Results

If you are just starting out and want some history in the system, you can import past results (going back three years or so) with the Primary and Secondary Results imports. The “Further Info” button on the import page includes a table to help you save the right files from OneSchool, because for past years you should only select the year levels still enrolled at your school. For example, when importing last year’s files, leave out the cohort that has since graduated.

Work from the oldest year forward (e.g. 2023 Semester 1 and 2, then 2024, then 2025), finishing with the current year across all year levels. Always process the latest import file last so that current data takes priority.

Parent List

The Parent List brings in parent and carer email addresses for bulk emailing from TrackEd. Only the email addresses are imported, and all other data in the file is ignored. This import respects the “receives correspondence” field from OneSchool, so contacts who have opted out will not have their email address imported. Only needed if you are emailing parents from TrackEd, but worth keeping up to date if you are.

Reference

Import Reference

A lookup table for the Frequent and Occasional imports: what each one brings in and when to run it. Senior Schooling imports are covered in Importing Senior School data, and Data Collection imports are optional templates most schools won’t use.

Import	What it brings in	When to run it
Student Summary (Year 3-12, and Student Summary P-2)	New students, archives leavers, absence and behaviour totals, three semesters of English, Maths and Science, NAPLAN proficiency levels	Regularly, and first at the start of each year. One file per cohort
Dynamic Student List	Preferred names, student email addresses, enrolment dates	Queue it with every Absence List import. Also required for QCAA imports
Absence List	Detailed absence codes in half-day increments, converted to weekly, termly and year-to-date percentages	Weekly, on a Monday or Tuesday, together with the Dynamic Student List
Negative and Positive Behaviour	Behaviour incident records	As needed. If importing Positive Behaviour, queue it with the Negative file
Student Class and Timetable	Class lists and the full timetable	Mainly high schools (Year 7 to 12). Queue the two together
Record of Contact	The who, where and when of contacts (no detail)	Optional. Used in only two places, so most schools skip it
Personalised Learning Summary	DDA levels (substantial, extensive, quality differentiated) and types (cognitive, social, emotional)	A fairly regular import for schools tracking personalised learning
Student Support Provisions	Support provisions shown on page two of the personalised learning profile	Optional. Used in one place, so often skipped
Parent List	Parent and carer email addresses only	Keep current if you email parents from TrackEd
Photos	Student photos from a network folder, matched by EQID file name	Once a year, with individual drag-and-drop updates in between
Primary Results (P to 6)	All subject codes plus behaviour and effort scores, by semester	Each semester
Secondary Results (7 to 12)	All subject codes plus behaviour and effort scores, by term	Each term
NAPLAN Summary	NAPLAN results	After results release. The OneSchool version is the recommended source; the QCAA version appears earlier but is only available for a limited time
Results Template	Interim results via an Excel template	For results that didn’t go through OneSchool (e.g. Term 1 or Term 3 interim results)
Tracking Templates and Custom Tracking Templates	Diagnostics such as PAT, PROBE and DIBELs, or any custom data set	As diagnostic results arrive
Microsoft Forms Survey	Student survey responses	If you survey students with Microsoft Forms
Band Scales and Historical Band Scales	Band scales data	Depending on your school’s context
Subject Details SET Plan	Subject details for the SET Plan feature	Year 10 into Year 11, if using SET Plans

Building a Reliable Import Routine

A reliable import routine gives you confidence in the data and supports almost everything else in TrackEd. For most schools that means the Student Summary regularly, the Absence List with the Dynamic Student List each Monday or Tuesday, results each semester or term (latest file last), and photos once a year. Only import the data that you need.

At the start of each year, the Student Summary files are the ones to run first. See Start of new year rollover for the recommended order, and Import Troubleshooting if an import doesn’t behave as expected.

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Frequently Asked Questions

Q: What is the most important import to run?
A: The Student Summary. It adds new students, archives those who have left, updates absence and behaviour totals, and brings in three semesters of English, Maths, and Science results. It is also the main import needed for a start-of-year rollover.

Q: Can I open the import file in Excel before importing?
A: Not for OneSchool exports like the Student Summary. Opening the file in Excel can add an extra row and cause a header validation error, so drag it straight from your browser download into TrackEd. QCAA CSV files (such as Student VET and Academic Integrity Completion) are the exception: those must be opened in Excel, resaved, and closed before importing.

Q: Why is my import failing with a header error?
A: Header errors usually mean OneSchool has changed its export format, which TrackEd fixes in a release shortly after. Update to the latest version, export a fresh file from OneSchool, and try again. If the error persists, use the blue “Import Helper” button to send a diagnostic log to support, and see Import Troubleshooting.

Q: What does the link icon between two imports mean?
A: It means those imports must be queued together before processing. For example, the Absence List requires the Dynamic Student List in the queue at the same time, so that enrolment dates are set before absence data is processed. Student Class and Timetable must also be queued together.

Q: How often should I run the Absence List import?
A: Weekly, ideally on a Monday or Tuesday. The import works in whole-week chunks, and this gives OneSchool time to fully update the previous week’s attendance data before you import it. For more detail, see Attendance Data Imports Explained.

Q: I imported results into the wrong term. How do I fix it?
A: Go to Settings > Utilities > Results Cleanup, tick “remove all results from selected term and forward”, set the year and term, and run the cleanup for the affected cohorts. Then repeat the import into the correct term. See Remove Results Import for the full steps.

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