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How can I generate Transcripts on Toddle?

Prerna Singh

Last edited 34 days ago by Prerna Singh.

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Toddle allows you to generate transcripts for your students in following simple steps: create a template, configure the academic records to include, review/edit the data and download.

In this article, learn how to set up which grade levels and grading periods appear on a student's transcript, edit their academic data if needed, and customize how that data is displayed.

Before you begin, ensure that at least one transcript template has been created and mapped to the relevant school. To learn how to set up templates, refer to

this article.⁠

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In this article:

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Navigate to Transcripts⁠

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Configure grade levels for a student⁠

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Edit student grades and academic records⁠

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Preview and download transcripts⁠

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Frequently asked questions⁠

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Navigate to Transcripts

To begin, navigate to:

Account level: Admin portal → Transcripts

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

Transcripts module opens on the View by students tab by default. You can navigate to any student directly from this view, or switch to View by year group if you prefer to browse by batch.

View by students

This view shows a list of students across all schools in your account. You can search by name or filter by school, year group or student statuses.

To begin configuring a student's transcript records, click on their name.

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View by year group

Use this view if you want to work within the context of a specific school and batch. You can search for a specific year group or filter by school.

Click on a school/batch to open its student list. Once inside, you can click on any student's name to begin configuring their transcript records.

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Once you select a student from either view, you will land on the Preview transcripts tab. Each student’s record has 3 tabs:

Configure grade levels - set up which grade levels and grading periods appear on the transcript

Edit grades - review and edit academic records, personal details, and notes

Preview transcripts- select a template, preview and download the transcript

Configure grade levels for a student

The Configure grade levels tab is where you define which grade levels are included in a student’s transcript. By default, all grade levels in which the student is enrolled on Toddle are auto-populated in the table, along with their associated school, academic year, and grading periods. For example, if a student is enrolled in Grades 9 through 12, all four grade levels will appear automatically with their details pre-filled.

In addition to these default grade levels, you can also add custom grade levels. There are two ways to do this:

Pick from system grade levels- click Add grade levels and select a system-defined grade level for which the student is not enrolled in Toddle. It will be treated as a custom grade level, and its associated school, academic year, and grading periods will need to be filled in manually.

Create a new grade level- if the grade level does not exist in the system at all (for example, a repeated year, a grade from an external institution, or a pre-Toddle year), click the settings icon next to the Grade level column header, to open the Custom grade levels tab, where you can create a grade level (for example, “Grade 10 repeat” or “Grade 11 External”).

Custom grade levels created here are available for all students in your account and can then be selected when adding grade levels for any student. These grade levels will appear with a Custom tag on the platform to distinguish them from system-defined grade levels. This tag does not appear on the downloaded transcript.

Note: Custom grade levels are transcript-only display constructs; they do not create any data on the platform, and they are managed entirely within the Transcripts module.

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Each added grade level appears as a row in the table. How the columns are filled in depends on whether the student was enrolled in that grade on Toddle:

If the student was enrolled- all three columns are automatically populated based on the student’s enrollment data: the school they attended for that grade, the corresponding academic year, and the grading periods configured for that year.

If the student was not enrolled- the grade level is treated as a custom grade level, and these columns will be empty. For each column, click the settings icon on the column header, add the values you need (for example, a school name, an academic year label, or a grading period label such as “Semester 1”), and click Save. The values you add will then appear as dropdown options in that column for any custom grade level row.

Use the toggle in the Show in transcript column to control whether the academic records of a grade level appear in the student’s transcript. Grade levels that are toggled off are saved in the configuration but not printed on the transcript.

To remove a custom grade level you no longer need, click the delete icon next to it. Grade levels for which the student is enrolled on Toddle cannot be deleted; you can only hide them using the Show in transcript toggle.

To reorder grade levels, use the up and down arrows on the right of each row to set the order in which grade levels appear on the transcript.

Click Save to apply your changes.

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Copy the configuration to other students

If multiple students in the same batch share the same grade level set-up, you can copy one student’s configuration to others rather than setting it up individually.

After configuring a student’s grade levels, click Copy to other students.

Select the students you want to apply the configuration to. Only students in the same school and batch as the source student will be available for selection. Previous schools or batches are not considered.

Click Apply.

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After applying, you will see a summary showing how many students will receive the configuration and how many will be skipped, along with the reason for each skip.

A Toddle-defined grade level from the source student does not exist for the target student in Toddle. For example, if the source student’s configuration includes Grade 9 but the target student joined the school in Grade 11 and has no Grade 9 record in Toddle, the entire configuration will be skipped for that student.

The grade level exists in Toddle but is linked to a different school for the target student. For example, if Grade 10 in the source student’s configuration is linked to Pinnacle IB Centre but the target student completed Grade 10 at Horizon Middle Years School, the configuration cannot be copied.

A custom grade level in the source configuration conflicts with a Toddle-defined grade level already in the target student’s profile. For example, if the source student has a custom grade level named Grade 12 but the target student already has a Toddle-defined Grade 12, the custom level cannot override the platform-defined one.

Once you have reviewed the Skipped tab, switch to the Configuration applied tab to see which students will successfully receive the configuration.

Once you have reviewed both tabs, click I understand to confirm.

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Edit student grades and academic records

Once grade levels are configured, you can review and edit the student’s academic data under the Edit grades tab.

Note: Any changes you make in this tab are local to the transcript and do not affect records on the Toddle platform.

When you open the Edit grades tab, you land in a read-only view showing data automatically pulled from the platform.

Basic details- the student’s personal information pulled from their student profile on Toddle. This includes standard fields such as name, student UID, date of birth, enrollment date and withdrawal date. Any custom fields added to the student profile on Toddle will also appear here.

Grade-wise data- one card per configured grade level, each showing a table of subjects/courses and their academic data. By default, each table includes:

Subject/Course- all subjects and courses the student is enrolled in on Toddle for that grade level

Level - the subject/course level, for example, Higher level (HL) or Standard level (SL)

Grading period columns- one set of score columns per grading period selected for that grade level, which can include scores, grades and credits. The Grade column reflects your school’s primary grade scale. Other columns, such as Score, Credits, Grade point, and Quality points, appear based on what is enabled in your school’s grading setup. To learn more about how GPA and credits work in Toddle, refer to

this article⁠

Overall credits per subject/course- an Overall credits column appears at the end of each subject/course row, showing the total credits earned by that student across all grading periods for that subject/course.

Aggregate- summary rows appear at three levels:

Per grading period across courses/subjects- showing totals such as total score, GPA, and total credits for all subjects/courses within a single grading period

Year-level aggregates- showing cumulative totals across all grading periods and subjects/courses for that grade level

A Last synced on timestamp at the top of this section shows when the data was last pulled from the platform.

If the default data looks correct, you can proceed directly to the Preview transcripts tab to generate the transcript. If you need to adjust which columns appear in the grade-wise table or change how data is displayed, use display settings before editing records.

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Customize display settings

Display settings control which columns and rows appear in the grade-wise table for a student’s transcript. You can configure a default layout that applies across all grade levels, and optionally override it for individual grade levels. Once configured, you can apply display settings to the current student only, or to all students in the same school and batch.

Click the Display settings icon in the top right, or on any individual grade-level card. Here’s what you can do in the modal:

The left panel is divided into two groups:

General settings- contains Grading periods (select and reorder grading periods across all grade levels) and Across year aggregates (the cumulative summary section at the bottom of the transcript).

Configure columns/rows- contains Default (the column and row layout applied to all grade levels) and individual grade levels for grade-level-specific overrides.

General settings

Grading periods

Select Grading periods from the left panel to configure which grading periods appear for each grade level in the transcript. The panel shows a table with all grade levels and their associated grading periods.

Note: Grading periods can also be set directly in the Configure grade levels tab.

Use the settings icon to open the Configure custom list of grading periods modal, where you can create new custom grading period labels, reorder them, or delete ones that are no longer needed. Custom grading periods created here are available across all students in your account.

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Across-year aggregates

Select across-year aggregates from the left panel to control the cumulative summary values shown in the transcript.

Use the master toggle to include or exclude the section entirely. You can also toggle individual aggregates on or off based on what you want to display.

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Configure columns/rows

Default columns/rows

Select Default columns/rows from the left panel to configure which columns and summary rows appear across all grade levels in the transcript. You can also override these settings for specific grades using Grade-wise configuration.

Columns tab

General columns - toggle Subject/Course, Subject/Course ID, and Level on or off. Click the pencil icon next to any name to relabel it using your school’s terminology.

Academic data columns for each grading period- By default, the columns included are Score, Grade, Credits, Grade point, and Quality points. Toggle any of these on or off, drag to reorder them, or click the pencil icon to relabel a column. If you want to include additional columns, you have two options:

Add grade scales defined for your school -click Manage columns and select the grade scales you want to include.

Add custom columns local to the transcript -click the gear icon on the grading period columns header to create, edit, or remove custom columns. These columns exist only within the transcript and are not linked to any platform grade scale.

Grading period aggregates for each row - Choose whether to display summary values, such as Overall credits, which calculates total credits across grading periods for each subject.

Note: The columns available to you depend on what is enabled in your school's grading setup. For example, credit-related columns such as Grade point and Quality points only appear if credits are enabled for your school. If the score is not part of the school's grading configuration, it will appear disabled here and cannot be toggled on.

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Rows tab

Go to the Rows tab to control which aggregate rows appear in the grade-wise table.

Grading period aggregates: Calculated values for each grading period across subjects, such as GPA, total score, or credits

Year level aggregates: Calculated values across all grading periods, such as cumulative GPA or total score across the year

Grade-wise configuration

Select a specific grade level in the left panel to override its settings independently from the default. Any changes made here override the default configuration and apply only to the selected grade.

Grading periods tab:

Use the Display in transcript checkbox to include or exclude individual grading periods, and the up and down arrows to set their order. Overrides made here apply to this grade level only.

Columns tab:

Toggle General columns such as Subject/Course, Subject/Course ID, and Level, and relabel them if needed.

Under Configure columns, choose whether to apply settings for each grading period (for example, S1, S2 separately) or across all grading periods for the selected grade level.

Select which columns to display for each grading period and adjust them as required.

Rows tab:

Configure grading period and year level aggregate rows specifically for the selected grade.

Tip: A red dot next to a grade level in the left panel indicates that the default display settings have been overridden for that grade level. Click Reset to default to remove the override and revert to the default configuration.

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When you are done, select Apply for this student to save settings for the current student only, or select Apply for multiple students to apply the same settings to others. Settings will only be applied to students who are in the same batch and school as the source student. These settings will only be applied to grade levels that are common between the source student and each target student; grade levels that exist in the source but not in the target will be skipped.

Note: Display settings changes are not saved automatically. All changes remain as a local draft until you click Apply. Closing the panel without clicking Apply discards all changes.

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Edit records

To make changes to the academic data of the student, click Edit data in the top right. Any value you manually change, whether in personal details or in the grade-wise table, is highlighted so you can track which fields have been overridden.

In edit mode, you can:

Update personal details - edit any field in the Basic details section directly.

Override academic data - click any cell in the grade-wise table and enter the updated value.

Add a new course - to include a course not pulled from the platform (for example, a course taken at an external institution), click Add course.

You can select from existing Toddle-defined courses or previously added custom courses.

To create or manage custom courses, click the settings icon in the Subject/Course column header.

In the Custom tab within the modal, you can:

Click + Create new or enter a course name directly to add a new custom course

View how many students are using each custom course in their transcripts

Toggle Include in GPA on or off for each course. This is useful when a custom course, such as an external assessment, should appear on the transcript but should not factor into the student's GPA calculation.

Delete courses that are no longer needed

Once added, the course becomes available in the dropdown for selection within the grade level.

Add a transcript note - if the template includes a Notes section, a Transcript note field appears below the grade-wise tables. Type the note directly in the field. Notes are student-specific and must be entered manually.

Sync platform data - click Sync in the relevant section to pull the latest data from the platform. When you sync, any overrides you have made in that section will be reverted to the latest platform data. The Last synced on timestamp updates after each sync. Sync applies only to platform-backed data; custom transcript grade levels and custom grading periods exist only within the Transcripts module and are not affected by sync.

Note: Overrides are transcript-specific and do not update grades, scores, or student profile information on the Toddle platform.

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Import data

If you have a large amount of data to add or update, you can import it in bulk using an Excel or Google Sheets template instead of editing cell by cell. Click Import data for in the top right to see the import options.

You can import two types of data:

Bulk import academic records- use this to update the academic data (scores, grades, credits, etc.) in the grade-wise table.

Bulk import student basic details- use this to update the student’s personal information in the Basic details section.

For each type, you can choose to import for the current student only or for multiple students at once.

The import flow is the same for all options:

In the import modal, choose your starting point:

Download template with existing records- downloads a pre-filled sheet with all courses currently in the transcript, including custom courses and their existing grades. Edit the values directly in the sheet. When importing for multiple students, the sheet contains one row per student per subject per grading period, covering all grade levels and subjects/courses across the selected students.

Download a blank template- downloads an empty sheet with just the column headers.

Fill in or update the data in Excel or Google Sheets and save the file in .xlsx format.

Note: You cannot create new grade levels or grading periods through the sheet.