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Subject-based setup- How can I configure the layout of my school’s progress report as an administrator?

Prerna Singh

Last edited 17 days ago by Prerna Singh.

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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 configure progress report templates to define the structure, sections, and information included in your school’s reports, ensuring they align with your reporting requirements.

Set up progress report template

To navigate to Progress reports:

Admin portal → [School] → Reporting setup → Progress report templates

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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:

Single grading period report: Reports student progress for one selected grading period.

Multi-grading period report: Reports student progress across multiple grading periods within one report, providing a comprehensive view of student performance over time.

To create a new template:

Click Create report template in the top-right corner.

Select Single grading period report or Multi-grading period report.

Note: The process for configuring the layout of a multi-grading period report template remains the same unless otherwise specified. Refer to

this article⁠

for more details on the Multi-grading period report.

In 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.

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Once you’ve created a report template, you can customize it to match your school’s reporting requirements. You can edit the basic details, set up the layout configuration, and adjust additional options under More settings.

You can use the following controls while configuring your template:

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 text that you wish to show on the 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.

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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 panel on the left side of the template editor lists all the sections available for your report. The sections that appear depend on your school's setup.

Cover sheet

The Cover sheet is the first page of the progress report. It introduces the report and displays key details about the school, the report, and the student. From here, you can customize both the visual design and the information shown on the page:

Cover design

Select a pre-designed cover from Toddle’s collection by clicking Select next to Cover design.

Background image

Once you have selected a cover design, click Change next to Background image to replace it with one of Toddle’s images or your own. Use the checkbox if you want teachers to update the background image individually while filling out a student’s progress report.

School information

Choose which school details appear on the cover sheet:

School logo and school name are enabled by default.

Other fields, such as the school address, can be included or excluded as needed.

Use the Additional image option to add an image to the footer of the report. This field is enabled by default and pre-loaded with the IB programme logo. You can keep the default, or replace it with your own by selecting Use another and uploading a custom image.

Report information

The Report information section controls the report-level details shown on the cover sheet.

All the fields are enabled by default. You can choose to include or exclude each of these fields from the template as needed.

These details are automatically populated based on the information entered while creating the progress report set.

Student Information

Select the student fields you want to display on the cover sheet. You can include up to 6 additional fields from the student's profile under Additional details, and reorder them using the drag handle.

Note: The student information shown here is sourced directly from the student details configured in the school roster of your school.

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Cover letter

The cover letter is an introductory message to families that appears at the start of the report. Click the Cover letter in the layout to configure it. The cover letter page displays the letter body followed by the signatories:

Cover letter body

Enable or disable the Cover letter body using the checkbox to include or exclude this section from the report.

Enter the letter text in the rich text editor. Use the formatting toolbar to format text, add links, or insert media. This letter will appear in every report generated from this template.

Tip: If Toddle AI is enabled for your school, you can use the Toddle AI writing assistant to generate or refine the cover letter content. Refer to

this article⁠

to learn more about using Toddle AI for progress reports.

Signatories

Use the checkbox to include or exclude the entire Signatories section from the report.

Add the name and designation for each person signing the letter. Click + Add signatory to include additional signatories. You can reorder signatories using the drag handle next to each name.

More settings

Under More settings, you can:

Choose how the name and designation align with the signature (Auto, Left, Right, or Center).

Choose whether signatories appear at the bottom of the cover letter page or immediately after the cover letter content.

Allow teachers to add or update signatories while filling progress reports.

Note: If you disable the Allow teachers to update signatories option after teachers have already made changes, their updates will be overridden by the admin-configured signatories the next time the template is applied.

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IB learner profile description

The IB learner profile description section displays the descriptions of learner profile attributes. It gives families context for the attributes teachers assess and report on.

The programme model graphic is enabled by default. You can choose to disable it; the learner profile attribute descriptions will still appear in the report, only the graphic will be hidden.

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Assessment criteria description

The Assessment criteria description section allows you to provide additional context about how students are assessed and what different criteria represent in your progress report.

In this section, you can:

Enable and add a description of your school’s assessment philosophy under Assessment approach explanation.

Enable or disable descriptors of other assessment criteria.

Add additional content using the Add section option.

If you are configuring the report template for an MYP school, you can choose to display IB boundary guidelines and grade descriptors for subjects. When enabled, these IB-defined grade boundaries appear as a reference table within the report.

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Progress summary

The Progress summary is a standalone configurable section. Everything that appears in the progress summary is configured directly from within this section. Any configurations made here apply only to this section and do not affect other parts of the report, such as subject reports or MYP project sections, even if they display similar information.

You can rename the section using the pencil icon next to the label. If the label is left blank, no section title will appear in the report. To configure this section, click the arrow icon.

Note: In a multi-grading period report template, the progress summary displays grades for each subject across all selected grading periods.

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Progress summary for subjects

Click the arrow next to Progress summary for subjects to open its configuration. All subjects mapped to the grades selected for this template are listed here. Use the checkboxes to control which subjects appear in the progress summary section.

Hiding a subject here removes it only from the progress summary; it will still appear in the individual subject report section.

Similarly, hiding a subject in the individual subject report section does not affect its visibility in the progress summary.

Grade summary

Click the arrow next to Grade summary to select which criteria appear in the progress summary table for subjects. The following criteria are available and pre-selected by default:

Overall score: shows the computed score for the subject, based on all assessments recorded for the student.

Note: Overall scores will only appear in the report if your school has score-based grading enabled.

Final Grade: shows the grade calculated using the primary grade scale mapped to the subject. Different subjects can have different primary grade scales. By enabling Final Grade in the template, the report automatically displays each subject’s grade based on the selected primary grade scale.

Category Grade and Category Score: shows the grade and numeric score for each assessment category used in your school. These appear as separate columns in the progress summary.

Note: Category scores will only appear in the report if your school has score-based grading enabled for categories; the columns will show in the template preview regardless.

If your school has GPA and Credits configured in Grading setup, the following criteria will also appear in the template:

Grade point: the numeric point value associated with the grade a student achieves in a subject (for example, A = 4.0, B = 3.0). This is used as the basis for GPA calculation.

Credits: the number of credits assigned to the subject.

Quality points: calculated as Grade point multiplied by Credits. This value is used to compute the student’s GPA.

You can toggle each criterion on or off, reorder them using the drag handle, and edit their display labels using the pencil icon. Use + Manage grade scales to add further grade scales from your school’s configured list.

Note: Display label edits are universal. Renaming a criterion or grade scale here applies that label across all sections of the report.

Under Aggregate settings on the same page, you can include aggregate data in the progress summary. The Grade point aggregate is available and can be set to display as an Average.

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Teacher names and teacher comment

Each block in the progress summary (subjects, MYP projects, DP Core, and CP core) includes separate Teacher names and Teacher comment toggles. Use these to control whether teacher names and comments appear alongside evaluation data for that block in the progress summary section.

Progress summary for MYP projects (for MYP schools only)

Enable or disable the MYP projects section in the progress summary from here. The section label is editable using the pencil icon. Click the arrow to configure the block.

Select which projects to include in the progress summary:

Personal project

Community project

Service as action

Click the arrow next to Grade summary to choose which criteria appear for MYP projects in the progress summary. The available criteria are:

Grade: the final grade awarded for the project (applicable only to PP)

Overall progress: a rating of the student’s overall progress across the project.

Achievement level: the achievement level attained by the student on the project criteria (applicable only to PP and CP)

Progress summary for DP and CP core (for DP and CP schools only)

Enable or disable the DP Core or CP core section in the progress summary from here. The section label is editable using the pencil icon. Click the arrow to configure each block.

DP Core

Select which DP Core components to include:

Creativity, Activity, Service (CAS)

Extended essay

Theory of knowledge (with sub-components: TOK essay, TOK exhibition, and Overall TOK evaluation)

Click the arrow next to Grade summary to choose which criteria appear for DP Core in the progress summary:

Overall progress: a rating of the student’s overall progress on the core component.

Marks: the overall marks awarded for the component (applicable to EE and TOK).

Grade: the final grade awarded for the component based on the IB grading scale (applicable to EE and TOK).

CP core

Select which CP core components to include:

Service learning/Community engagement

Reflective project

Click the arrow next to Grade summary to choose which criteria appear for CP core in the progress summary:

Overall progress: a rating of the student’s overall progress on the core component.

Grade: the final grade awarded for the component (applicable to the Reflective project).

Homeroom adviser comment

The homeroom adviser comment can be shown within the progress summary. Toggle this on to include it, or off to exclude it. The section label is editable using the pencil icon. The comment box is filled in by the homeroom adviser when completing the report.

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Attendance in progress summary

Toggle Attendance on to include attendance data in the progress summary. From the main Progress summary panel, you can also toggle the following sub-items on or off:

Attendance date range: shows the start and end dates of the attendance period.

Number of operational days: shows the total number of school days in the period.

Click the arrow next to Attendance to open its full configuration:

Enable Attendance (periods) to include the attendance periods table in the report. The label for this field is editable using the pencil icon.

Choose how attendance data is displayed:

Cumulative for all subjects: shows a single overall attendance figure across all subjects.

Separately for each subject: shows attendance broken down by subject.

Both options can be enabled at the same time.

Attendance categories

Select which attendance categories appear in the report (for example, Present, Excused or Tardy). Categories can be reordered using the drag handle.

Note: Selecting or deselecting categories here does not affect the attendance data itself or the overall presence figure. It only controls which category columns appear in the report.

Attendance display settings

Display attendance data in: choose between Percentage or Absolute numbers.

Consider attendance marked during: choose Homeroom periods only or All periods.

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Custom sections

Use + Add section to include additional content in the progress summary:

Fixed text: admin-authored text that appears in all reports and cannot be edited by teachers

Fixed image: admin-uploaded image that appears in all reports

Teacher comment box: a field teachers can fill in for each student

Unit reports (for PYP schools)

The Unit reports section lets you report on a student’s performance in individual units covered during the reporting period. Click the arrow icon next to Unit reports to configure it.

Note: Units are not directly linked to a specific grading period. However, each unit has a defined timeline, and the availability of units for a progress report set is determined by how the unit's timeline aligns with the time period of the grading period.

You can configure the following sub-sections for each unit report:

Unit basic details: the cover image and central idea are automatically pulled from the unit plan; you can also enable Grade summary to include an overall performance rating

Lines of inquiry and Integrated subject areas: automatically pulled from the unit plan

Unit plan comment: a comment box for teachers to add remarks on the student’s performance in the unit

Learner profile attributes, Concepts, Approaches to learning, and Subject standards: for rating students on learning goals linked to the unit and adding corresponding comments

Click + Add section to include custom content such as fixed text, a fixed image, or a teacher comment box.

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Subject reports

Use this section to configure the details shown for each subject in the report.

Default layout

The Default layout defines the structure of subject reports for all subjects in the template. From here, you can:

Choose which sections appear in every subject report, such as teacher names, subject description, grade summary, MYP assessment cirteria (for MYP schools), Assessment objectives (for DP schools) and teacher comments.

Add new sections using Add section, such as fixed text, images, or teacher comment boxes, which will then appear across all subjects.

Any changes made in the Default layout are automatically applied to all subjects, unless a subject has been customised individually.

Tip: Use this layout when you want to maintain a consistent structure across all subjects in the template.

Subject-wise customisation

Under the Subject-wise customisation tab, you can override the default layout for individual subjects. Select a subject from the list to open its settings and configure its fields independently.

Include or exclude sections such as teacher names, subject description, covered units, grade summary, MYP assessment cirteria (for MYP schools), Assessment objectives (for DP schools), standards/criteria, LPAs, and teacher comments for that specific subject.

Add new sections that apply only to the selected subject.

Note: Any changes made here affect only the selected subject and do not impact the Default layout or other subjects in the template.

Subjects with custom settings are marked with a dot indicator, making it easy to identify which subjects differ from the Default layout.

When a section has been customised for specific subjects, the number of overridden subjects is shown next to the section name. Clicking this label opens a confirmation modal where you can reset changes for all overridden subjects at once.

Note: Resetting overridden subjects only affects subjects that were previously customised. Other subjects and the Default layout remain unchanged.

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After customising a subject layout, click the three-dot menu next to its name to:

Bulk apply the current configuration to other subjects, or

Reset to default layout to revert the subject back to the default setup.

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More settings (for MYP schools)

For an MYP school, you will see an additional option under More settings:

Show MYP grade boundaries on all subject report pages- when enabled, a grade boundary table appears on each subject report page.

In MYP, students are rated on individual assessment criteria (A, B, C, D) on a scale of 0–8 each. Their scores are summed to give a total, which is then converted to a final 1–7 grade using these boundaries. Enabling this setting lets families see that conversion table directly in the report, alongside the student’s grades.

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MYP projects (for MYP schools)

The MYP projects section lets you report on a student’s progress in MYP projects, namely Personal project, Community project, and Service as action. Click the arrow icon next to MYP projects in the layout to configure it.

MYP project sections

Select which MYP projects to include in your progress report. By default, MYP projects and all its sub-sections are included in new templates.

Note: Even if a project is enabled in the template, it may not appear for a student if they are not involved in that specific project.

All three projects share a common structure. For each project, you can include or exclude:

Status: the current status of the project

Description: a brief overview of the project

Project details: key project information such as project title, supervisor, and hours spent

Assessment criteria: the IB assessment criteria used to evaluate the project (applicable to Personal project and Community project). You can also enable a comment field against each criterion using the comment icon

Grade summary: the overall grade and progress rating for the project

Supervisor’s comment: a comment box for the project supervisor

You can also use + Add section to add custom content to any individual project page.

Information from the relevant project module is automatically pulled into the report. For Personal project and Community project, the teacher's evaluation is integrated and can be edited directly within the report. Any changes sync between the report and the project module.

Note: Syncing does not apply to comments. Comments are pulled from the project module only when the report set is generated. Any changes made to comments afterwards, in either the module or the report, will not sync.

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DP and CP core (for DP/CP schools)

For DP schools, the DP core section covers the three core components:

Creativity, Activity, Service (CAS),

Extended Essay (EE)

Theory of Knowledge (TOK)

For schools running the Career-related Programme, the CP core section covers:

Community engagement

Service learning

Reflective project

Click the arrow next to DP core or CP core in the layout to configure the relevant section.

DP/CP core sections

Under the DP/CP core section, select which components to include. By default, DP/CP core and all its sub-sections are included in the new templates.

Note: Even if a DP/CP core component is enabled in the template, it may not appear for a student if they are not involved in that specific component.

All components share a common structure. For each component, you can include or exclude:

Status: the current status of the component.

Description: a brief overview.

Basic details: key information specific to the component (for example, adviser and tracked hours for CAS, or essay title, supervisor, and supervision hours for Extended essay).

Grade summary: the overall grade and progress rating.

Adviser’s or Supervisor’s comment: a comment box for adviser or supervisor

In addition to these common sections, each component also includes sections specific to its structure such as assessment criteria, experiences, or learning outcomes.

Information from the relevant module is automatically included in the progress report. The teacher's evaluation, for EE and TOK in DP, and for the Reflective project in CP, is integrated and can be directly modified within the report.

Any changes made will sync with both the DP/CP core component's page in the report and the project modules, ensuring updates are consistent across all areas.

Note: Automatic syncing does not apply to comments. Comments are pulled from the project modules only at the time the report set is generated. Any changes made to comments afterwards, in either the modules or the report, will not sync.

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Homeroom adviser comments

This section will have an overall comment for the student by their homeroom adviser. Toggle Display homeroom adviser name to show or hide the adviser’s name alongside the comment.

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Attendance

In the Attendance section, you can control how a student’s attendance data appears in the progress report. These options are driven by the attendance settings already configured in the Admin portal.

Under Display attendance on, select the pages where attendance data should appear:

Separate page: adds a dedicated attendance page to the report

Progress summary page: includes attendance within the progress summary

Note: The attendance settings configured under Progress summary page here are in sync with the attendance configured directly within the Progress summary section. Changes made in either place are reflected in both.

Subject reports: includes attendance within each individual subject report Note: The option to display attendance in subject reports is not available for the IB PYP schools.

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Click the > arrow next to any option to configure its settings individually.

Separate page and Progress summary page

When Separate page or Progress summary page is selected, configure what attendance data is shown:

Attendance date range: Choose to show or hide the 'Attendance date range' in your report. The date range displayed is based on the dates defined during report set configuration.

Number of operational days: Choose to display the 'Number of operational days', which refers to the total number of working days in your school within the selected attendance period.

Overall presence: Show the student’s overall attendance as a percentage. You can rename this label using the pencil icon.

Show attendance: Show attendance cumulatively for all subjects/courses, separately for each subject/course, or both.

Under Attendance categories, select which categories appear in the report (for example, Present, Excused, Unexcused, Tardy). Categories can be reordered using the drag handle.

Note: Selecting or deselecting categories does not affect the attendance data or the overall presence figure. It only controls which columns appear in the report.

Under Display settings, choose the format (Percentage or Absolute numbers) and whether to consider attendance marked during Homeroom periods only or All periods.

Attendance in subject reports

When Subject reports is selected, click the arrow to configure what attendance data appears on each individual subject or course report page.

Under Attendance categories, select which categories to display. Categories can be reordered using the drag handle. Category selections do not affect overall attendance data.

Under Display settings, choose the format: Percentage or Absolute numbers.

Note: If you create a multi-grading period report template, you will see an additional option to choose whether you would like to display the attendance data per grading period or across grading periods

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Add Page

Use Add page to insert an additional page into your progress report. After adding a page, give it a title and open it to configure its content.

Within the page, use Add section to include one or more of the following:

Fixed text- Static text that appears exactly the same in all reports created using this template.

Fixed image- A static image uploaded from your device, Google Drive, or OneDrive that appears in all reports.

Teacher comment box- A writable section where teachers can add comments and evidence while filling in the report.

More settings

Under More settings, you can configure additional options to fine-tune how information appears in the progress report. Click each option to open its settings.

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Assessment criteria settings

Assessment criteria settings provide section-wise control over which grade scales and criteria appear in each part of the report: progress summary, individual subject reports, projects, and Unit reports (for PYP schools). The left panel lists all configurable report sections.

For each section, you can:

Add grade scales from the school’s configured list using Manage grade scales.

Toggle individual grade scales or criteria on or off (toggling off hides it from the report but keeps it in the list)

Delete a grade scale to remove it from the list entirely

Reorder grade scales using the drag handle

By default, Toddle defined grade scales are pre-selected. For MYP schools, this includes IB-defined scales such as the 0–8 criterion scale and the 1–7 final grade scale. For DP schools, the DP subject final grade scale is preselected.

Note: The progress summary view within assessment criteria settings is in sync with the standalone Progress summary section. Changes made in either place are reflected in both.

Display labels

Use the Display labels tab in the left panel to edit the display name of any grade scale or criterion. Label edits are universal, renaming a grade scale here applies that label across all sections of the report.

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Theme

The Theme setting lets you customize the appearance of tables across your progress report to match your school’s branding. Click Theme under More settings to configure it.

Theme settings allow you to control two aspects:

Table header: choose a header color for all tables in the report. A range of light and dark color options is available. The selected color applies to the header row across every table in the report.

Highlight alternate rows: toggle this on to apply a subtle alternating row color to all tables, making them easier to read.

Note: Theme settings apply to the template preview and the downloaded PDF only. They do not affect how the report appears in the family/student-facing view.

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Enable footer for all pages

You can choose to display certain information, such as student name, progress report title, and page number, at the bottom of all pages, simply by checking relevant boxes under the ‘Enable footer for all pages’ option.

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Print settings

You can adjust how your progress report is printed by opening the Print settings section. Under Print settings, choose one of the following options:

Print each section of the progress report on a new page.

Print sections continuously, starting new sections where the previous ones end.

Customize the print settings to start only selected sections from a new page.

Note: By default, the option to print each section of the progress report on a new page is selected.

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Try clicking the ··· in the right corner or using a keyboard shortcut (

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