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Set up progress report templatesCreate progress report setsTrack completion, lock and share reportsCreate a Comment bank
Single grading period report: Reports student progress for one selected grading period.Multi-grading period report: Reports student progress across multiple grading periods , providing a comprehensive view of student performance over time.Click Create report template .Select Single grading period report or Multi-grading period report.eIn the modal that pops up, add a name for the template, and map relevant grades for which you intend to use this template.Click Create.Checkboxes: Select or clear a checkbox to include or exclude a section (for example, Cover sheet) from your progress report.Arrow icon: Click the arrow next to a section to view and configure its sub-sections or fields.Edit icon: Rename a section by clicking the pencil icon beside it.Reorder option: Use the ‘Reorder’ button in the top bar to rearrange the order of main sections in your report.Add section: Inside some sections, you will see the ‘Add section’ option. Use this to add a new sub-section. You can add the following sub-sections:Fixed text: Use this option to add a static text that you wish to show on each student’s progress report. Remember that this text is not editable by teachers and will appear as is in all progress reports created using this template.Fixed image: Use this option to add an image to the progress report. You can easily upload an image from your device, Google Drive, or OneDrive. Just like fixed text, the image you add here will show in all progress reports created using this template and is not editable by teachers.Teacher comment box: Use this option to add a comment box where teachers can write their comments and add evidence for each student while filling in the progress report.
Edit the template to update its layout or settings.Duplicate a template to create a new version with similar configurations.Archive templates that are no longer in use.Use the Status filter to view either Active or Archived templates.
Admin portal →[School name]→ Reporting setup → Progress report setsReport template: Select a report template from the dropdown list that you wish to use for the report set.Report title and Subtitle: Add an appropriate title and subtitle for the progress report, which will be visible on the front page of the progress report.Grading period - Map your progress report set to the relevant grading period. In a Single grading period report, you can choose only one grading period for the report. Grades: Tag the grades for which you wish to create the progress report set. Grades that are shown here are based on the grades mapped in the selected report template.Date of creation: Choose a date which will be displayed on the footer, and coversheet of the progress report. The date you set here won’t impact the generation or sharing dates of the reports.Task deadline: As you scroll down, you’ll see the ‘Task deadline’ section, where you can choose a deadline for the completion of the progress report. This date will be visible to the teachers, but it does not have an impact on locking or sharing of reports.Attendance: Select how you want to add attendance data in the report. You can choose to update it automatically from Toddle or allow teachers to add it manually. When you choose the automatic option for attendance, the data is updated in real-time from the Attendance module on Toddle. This means any changes to attendance will automatically show in unlocked progress reports.In contrast, with the manual option, attendance data is only taken from Toddle at the moment the progress report is created. Any changes made to the attendance after that will not be reflected in the report, even if it's unlocked, unless you manually update it.Attendance date range: As you scroll down, you can set the attendance date range here by selecting the start and end dates for the attendance data you want to display in the report.File name: In the ‘Progress report file name’ section, you can configure the file name format for the report by clicking the ‘pencil’ icon. You can define a format for your progress report names by combining various student and report details. Type '/' to insert components such as the student’s first name, last name, grade, report title, grading period, etc. Each component will be automatically separated by an underscore, and you can add up to seven components for the file name. Unselect students you don’t want to include in the report.Bulk select or unselect all students within a grade.Search for individual students using the search bar at the top.
The total number of reports created per grade.The status of reports is Pending, Locked, or Shared.The number of students excluded from the set.When reports are pending completion (not locked): Edit the student list and attendance date range.When all reports are locked: Edit the student list or download all reports in bulk.Lock/Unlock progress reports: Select one or more grades and click the lock icon to lock all reports with the Pending status. Once reports are locked, the unlock icon becomes available to reopen those reports if needed. The unlock action applies only to reports currently in the Locked state, reports that are pending, shared, or excluded remain unaffected.
Note: Only admins can lock or unlock reports. Teachers cannot perform this action, but any updates made here will reflect instantly on their end.Share with family and students: Once all reports are locked, select the desired grades and click the share icon to publish reports in bulk. Only Locked reports can be shared; pending, shared, or excluded reports will not be affected. After sharing, students and families receive in-app and email notifications and can view the reports on both the Toddle web and mobile apps.Withdraw shared reports: Click the withdraw icon to unshare any reports that are currently shared. This option is available only for Shared reports.Download progress reports: Use the download icon to download reports in bulk. Only Locked or Shared reports can be downloaded. You can choose to download:Separate PDFs for each student, orA single combined PDF per grade.
Classes linked to each studentThe report completion status for teachersWhether reports have been shared with familiesLock/Unlock progress reports: Lock completed reports or reopen locked reports for editing.Share with families and students: Share the Locked report with the student and family.Withdraw shared reports: Unshare a report to make changes.Exclude students: You can choose to exclude any student from the report set. You can only exclude students whose reports are still pending, meaning you won’t have the option to exclude students whose reports are locked or shared. Download progress report: Download an individual student’s report in PDF format.Review and edit reports: Click any student’s name to open their full progress report. You can review all sections and make edits wherever needed.Lock/Unlock reports: You can also lock or unlock individual student reports directly from this view if needed.Print preview - You also have the option to print out a progress report for an individual student using the ‘Print preview’ option.
From the Progress report sets list, click the three-dot menu next to the relevant report set and select Export report set.Inside a report set, select one or more grades and click Export progress report data from the bulk actions toolbar.Export report data with fields left empty- exports all report data and highlights any fields that have not been filled in yellow. Useful for identifying gaps before locking.Export locked report data with completed fields only- exports only fields that have been filled in, in an easy-to-read format.Export locked report data in raw format- exports filled fields from locked reports in a single-sheet format.Export report access history- exports a single XLSX file showing when students and family members opened their shared reports, including timestamps and names. Cells for unopened reports display a hyphen with a yellow-highlighted background.
Overview of progress reports for school administrators
Last edited 4 hours ago by Prerna Singh.
Progress reports on Toddle enable you to record and report a student’s progress and achievements throughout the year, providing valuable insights into their learning journey at school.
As a school administrator, you can create report templates to suit your school’s needs, track report completion by teachers and share completed reports with families.
This article will cover how to:
Set up progress report templates
To begin, navigate to: Admin portal → [School] → Reporting setup → Progress report templates
Here, you can edit existing templates, if any, or create a new one for your school’s progress report sets.
Toddle offers 2 types of progress report templates:
To create a new template:
Note: The process for configuring the layout of a single or multi-grading period report template is similar. Refer to for more details on the Multi-grading period report.
Once you’ve created a report template, you can customize it to match your school’s reporting requirements, using the following controls:
Tip: The template preview on the right reflects all changes instantly, so you can review the final layout before saving.
Let’s explore each one of the sections in detail.
Basic details
Once the template is created, the Basic details section at the top of the template editor shows the template name and the grades it applies to. You can update both at any time by clicking the pencil icon next to the template title.
Layout configuration
The Layout configuration section includes the following pages and actions:
1. Cover sheet: Customize the front page of the report by selecting a cover design, updating the background image, and choosing which school, report, and student details to show.
2. Cover letter: Add an introductory note for families. You can write or edit the cover letter text, include signatures, and adjust the placement of signatories.
Tip: If your school has subscribed to Toddle AI, you can use it to instantly generate or refine the cover letter text.
3. Assessment criteria description: This section appears automatically based on the grade scales selected in your template. It displays the corresponding scale labels and descriptors for reference in the report.
4. Progress summary: Displays a consolidated view of the student's overall performance. Use this section to configure what appears here - list of subjects or courses, grade scales, levels, teacher names and comments, homeroom comments, attendance, and any custom fields. If your school has score or grade aggregation enabled in the grading setup, you can also toggle which Total and Average rows appear at the bottom of the grade summary table from within this section.
5. Subject or Course reports: Configure the layout for individual subject or course report pages, with a default layout that applies to all subjects/courses and the option to customize individual subjects/courses independently. You can also toggle department and level tags on or off from here.
6. Homeroom advisor comments: Include overall comments from the homeroom advisor.
7. Attendance: Choose how to display student attendance data and where it should appear
8. Add page: Create additional pages with Fixed text, Fixed image, or Teacher comment boxes that appear across all reports generated from this template.
More settings
Under More settings, you can configure which grade scales show and fine-tune how information appears in the progress report.
1. Assessment criteria settings: control which grade scales and criteria appear in each section of the report, including the progress summary, subject/course reports, learning goals, and standards. For each section, you can add grade scales from your school’s configured list, toggle them on or off, reorder them, and edit their display labels.
2. Aggregate settings: control which Total and Average aggregate rows appear at the bottom of the progress summary grade summary table, and edit their display labels. This section is available when score or grade aggregation is enabled in your school's grading setup.
Note: You can also toggle aggregate row visibility directly from within the Progress summary section; both control the same settings.
3. Enable footer for all pages: choose which details appear in the footer on every page, such as the student name, report title, and page number.
4. Theme: customize the appearance of tables across the report, including the header color and alternate row highlighting.
5. Print settings: choose whether each section starts on a new page, sections print continuously, or you apply a custom combination.
After saving, you can view all created templates under the ‘Progress report templates’ tab. From here, you can:
Note: When creating new progress report sets, you won't see an archived report template. However, if a template already used in an existing report set is archived, it won’t affect that report set.
Create progress report sets
To create a report set, navigate to:
Here, click ‘Create report set’ and select Single grading period report to create a report set for a specific grading period.
Fill up the following details for the progress report set:
Note: Any changes you make to the selected report template will reflect immediately in the report set unless the progress report is locked.
Note: The file name from the most recently created or updated progress report will be configured by default.
Once you are done adding the reporting details, click on ‘Next’ to proceed.
In this step, you can review and edit the student list for each grade included in the report set. This is useful when you need to create separate report sets for specific groups of students.
By default, all students from the selected grades are included in the report set. You can:
Once you’ve finalized the list, click Create to generate the report set.
Tip: You can edit the student list later if new students join or existing ones need to be excluded before reports are generated.
Consequently, a new report set will be created and start appearing along with the existing ones(if any). By clicking on the three-dot menu, you will get options to edit, export, or delete any of these report sets.
Note: The option to ‘Delete’ won’t be available if you have locked or shared some reports in the selected report set.
Once a progress report set is created, teachers assigned to the selected grades will automatically gain access to it. They can then begin filling in student reports for their respective subjects or courses. Read
article to learn more. Track completion, lock and share reports
Track overall report status across grades
Once a progress report set is created, you can track its completion status directly from the Progress report sets page. Select the relevant report set to view a grade-wise summary of progress.
This summary displays:
You can also access quick actions through the three-dot menu under the Actions column:
You can select one or more grades from the report list to perform bulk actions using the toolbar at the bottom of the screen. Here’s what each action allows you to do:
Note: Teachers do not have the ability to share reports; only admins can do so.
Tip: If edits are needed for a shared report, withdraw it first. Once withdrawn, you can unlock and modify the report.
Note: The reports follow the PDF naming format set during the report template configuration.
Tip: You can also access the Comment bank from this page to insert reusable comments across reports. Learn more in the Comment bank section later in this article.
Track report status for each student
Under the Student view of a specific report set, you can track individual student progress within a grade. This view shows:
You can also filter reports by status or class using the options in the top-right corner.
From the Actions menu beside each student, you can:
Note: Excluded students appear greyed out, and neither teachers nor families can view their reports. To reinstate access, include them back in the report set.
In the Report section view of a specific report set, you can see a section-wise summary of progress reports. This includes the total number of students per section (such as course/subject reports, homeroom comments, or attendance) number of excluded students and how many reports are Pending, Locked, or completed. The Progress column shows the completion percentage for each section.
Click any section to view individual student progress within that section.
Inside each section, you’ll see a list of students with their report status for example, Unlocked, Locked, or Shared. You can sort the list by name or report status using the sort icon beside the search bar.
Note: The tick mark next to a student’s name is manually added by teachers when they consider that section complete. It acts as a quick visual cue to identify which sections are ready for review, though it doesn’t necessarily mean all required fields are filled.
Export progress report data
You can export progress report data to analyse student performance and review reporting outcomes across classes. There are two ways to initiate an export:
In the modal that appears, choose one of the following export formats:
Click Export to download the file.
Create a Comment bank
As an administrator, you can build a reusable comment bank to help teachers complete progress reports efficiently. To create a comment bank, navigate to:
Admin portal → [School name]→Reporting setup → Comment bank
From here, you can create individual comments, bulk import multiple comments, tag them to specific grades and subjects, add dynamic fields such as student names or pronouns, and set a character limit using the gear icon.
Teachers can access shared comments directly while filling in reports, personalize them using dynamic fields, save frequently used comments, and use the quick copy feature to apply feedback across multiple student reports.
If your school has access to Toddle AI, you'll see an additional tab, Comment voice and structure. Here, you can find a list of voice and output structures you've previously added and the ones provided by Toddle.
To add a new structure, simply click the + Create new button and provide sample comments for Toddle AI to generate your preferred voice and output style.
We hope that you were able to find what you were looking for. Explore other articles for more!
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