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How can I create transcript templates for my school?

Prerna Singh

Last edited 19 hours ago by Anukruti Singh.

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Transcript templates define the layout and structure of student transcripts. As an admin, you can create one or more templates aligned with your needs and map them to specific schools across your account. Once mapped, these templates become available when generating transcripts for students.

In this article:

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Create a transcript template⁠

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Configure sections⁠

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Setup⁠

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Manage existing templates⁠

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Frequently asked questions⁠

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Create a transcript template

To begin, navigate to:

Account level: Admin portal → Transcripts → Manage templates

School level: [School name] → Admin portal → Transcripts → Manage templates

Click + Create transcript template.

Enter a name in the Template title field.

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Configure sections

Header

The header section controls what appears at the top of the transcript. Click the arrow (>) next to Header to open the header settings. You can choose between a default style or a custom style using the Header styling toggle.

Default header

The default style uses a fixed layout with a set of pre-defined fields. Use the checkboxes to select which details to include in the header. The live preview on the right updates as you make changes.

School details - Select which school information appears in the header, such as the school name, address, contact details, and school code. These values are pulled from the school information in Toddle. Use the drag handle to the left of each field to reorder them. For the logo, choose between the default logo added in the admin portal or upload a custom one.

Transcript details - Include a transcript title (you can enter custom title text in the field provided) and the issue date.

Student details - Choose which student information to display, such as profile picture, name, student UID, date of birth, current grade, nationality, and guardian details. These values are pulled from the student profile in Toddle. Use the drag handle to the left of each field to reorder them. All fields have an edit icon that lets you customise the label as it appears on the transcript.

Additional configuration - Add a secondary image to the header if needed.

Note: The data for school details and student details are pulled from Toddle at the time of transcript generation. If school or student profile data changes on the platform, the transcript will reflect the latest changes the next time it is generated.

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Custom header

The custom style opens a doc-style editor (Toddle document) where you can design your header layout freely. You can use the insert options and toolbar to add and format content, or type / in the editor to access all available tools. To learn more about the full range of editing tools available, refer to

this article⁠

In addition to the standard editing tools, you can use Smart placeholders to add dynamic fields for student and school information that automatically populate with real data when a transcript is generated.

Click Save to apply your header design.

Note: Smart placeholders render with live values at the time of transcript generation. If school or student profile data changes on the platform, the placeholder will reflect the latest value the next time a transcript is generated.

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Academic records

Use this section to set up the table headers and grade level sorting for the transcript.

In Table header format, select which fields appear in the academic records table header. The available options are Grade level, Academic year, and School. You can remove any of these by clicking the × next to it, and drag them to change the order.

Under Grade levels sorting, select how grade levels should be ordered in the transcript - Ascending (e.g., Grade 9 to Grade 12) or Descending (e.g., Grade 12 to Grade 9).

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Signatories

You can add one or more signatories to the transcript using this section.

For each signatory, enter:

Name

Designation

Signature image (recommended size: 300 × 166px)

To add more signatories, click + Add signatory.

Notes

Check the Notes section to include a notes field on the transcript. This gives you a free-text space to add student-specific remarks such as academic achievements, special circumstances, or any additional context to include alongside the academic record. The notes field is unique to each student and is filled in individually when managing their transcript records.

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Custom section

In addition to the default sections, you can create custom sections to include additional information in the transcript.

To add a custom section:

Click + Add section.

Enter a section name using the edit icon next to the title.

Use the rich text editor to add content and format it as per your needs:

Column layout - arrange content in two or more columns for a structured, side-by-side layout

Table - add a table to organize information in rows and columns

Image - insert a static image such as a school logo, seal, or stamp

Divider - add a horizontal line to visually separate sections

Code block - insert formatted code style text if needed

Emoji - add simple visual icons within the header

Toolbar - use formatting options like font size, bold, italic, underline, alignment, and text color

Smart placeholders - add dynamic fields for student and school information that automatically populate with real data when a transcript is generated

4. Delete the section using the trash icon if it is no longer needed.

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Setup

In this section, you can set up page layout for the transcript and map the transcript template to schools in your account.

Page settings

Click the arrow (>) next to Page settings to configure the following:

Paper size- Choose between A4 and Letter.

Page layout- Select 1 column or 2 columns. The 2-column layout displays grade-level tables side by side, which is useful for fitting more academic history on a single page.

Orientation- Select Portrait or Landscape.

Watermark- Choose whether to add a watermark and select the type:

None- No watermark is applied.

Text- Enter the text you want to appear as a watermark. You can then set the watermark orientation (Diagonal or Horizontal), scale, and opacity level.

Image- Upload an image to use as the watermark. You can set the orientation, scale, and opacity in the same way.

Use the Show preview checkbox to see the watermark on the live transcript preview before saving.

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Map the template to schools

School mapping controls which schools can see and use a given template. A template that is not mapped to any school will not appear as an option when generating transcripts.

To map schools while creating or editing a template:

Click the arrow (>) next to Schools under the Setup section.

In the modal, select one or more schools from the list. Use Select all to map the template to all schools in your account at once.

Once done, click Save.

When you are done configuring all sections, click Save & exit to save the template.

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Manage existing templates

The Manage templates page lists all your templates along with their current school mappings, across all academic years. You can use the search bar to find a template by name, filter by Schools to see templates mapped to a specific school, or use the Status filter to switch between active and archived templates.

From this page, you can manage existing templates using the Actions menu (…) next to any template:

Edit school mapping - opens the Map template to schools modal, where you can add or remove schools from the template’s mapping

Duplicate - creates a copy of the template that you can edit independently

Archive - removes the template from the active list

Note: Transcript templates are carried forward during the academic year transition. This applies to both account-level and school-level templates - you do not need to recreate them each academic year.

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Once your templates are configured and mapped to schools, you are ready to review and manage student academic records and generate transcripts. Refer to

this article⁠

to learn more about this.

We hope you found what you were looking for. Explore other articles for more!

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Frequently asked questions

Q. What happens when I archive a template?

Archiving removes the template from the active list so it can no longer be selected when generating new transcripts. Transcripts that have already been generated using the template are not affected.