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Set up progress report templatesCreate progress report setsTrack completion, lock and share reportsCreate a Comment bank
Go to the Admin portal → ‘Reporting setup’.Next, select ‘Progress report templates’ from the left panel. 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.
Default layout: Changes made in this layout apply to all courses. Any edits here automatically update all courses that haven’t been customized individually.
Tip: Use this layout when you want to maintain a consistent structure across all courses in the template.Course-wise customization: Use this option when you want specific courses to have different settings. Make the necessary changes for each course as needed. Once customized, those courses display a visual indicator beside their name, showing that they differ from the default layout.Bulk apply the current configuration to other courses, orReset to default layout to revert the course back to the default setup.Default layout: Changes made here apply to all subjects in the report. Any edits to this layout automatically update all subjects that haven’t been customized individually. Subject-wise customization: Use this option when you want specific subjects to have different configurations. Once customized, those subjects display a visual indicator beside their name.Bulk apply the current configuration to other subjects, orReset to default layout to revert the subject back to the default setup.More settingsInclude teacher names for subjects/courses in the Progress summary.Include teacher comments for subjects/courses in the Progress summary.Show assessment category-wise scores for subjects/courses (if your school uses assessment categories).
Choose where each grade scale appears in Course/Subject reports, on the Progress summary page, or both.Edit the display label to align with your school’s terminology. Please note that the Overall score label cannot be changed.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.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.
Report 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.
Grade name, Student UID and Student nameStudent view details: The student’s name and the timestamp of their first view. Family view details: The name(s) of the family member(s) who have viewed the report (separated by semicolon) and the timestamp of the first view.If a report has not been opened yet (by either the student or a family member), the corresponding cell will show a hyphen (–) with a highlighted background.
[WIP] Overview of progress reports for IB school administrators
Last edited 3 days ago by Arti Gupta.
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 customise report templates to suit your school’s needs and seamlessly share completed reports with families.
This article will cover how to:
Set up progress report templates
To navigate to Progress reports:
To create a new template, click the ‘Create report template’ button and choose Single grading period report.
In the modal that pops up, add a name for the template, map relevant grades for which you intend to use this template, and click on ‘Create’.
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:
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
You can edit the basic details, such as the template name and the grades mapped to it, even after a template is created. Simply click on the pencil icon next to the template title to make these changes.
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.
If your school has subscribed to Toddle AI, you can use it to instantly generate or refine the cover letter text.
3. IB learner profile description: Displays descriptions of learner profile attributes as configured in your academic setup, giving families context for the attributes teachers assess and report on.
4. 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.
5. Progress summary: Displays a consolidated overview of each student’s overall score and all grade scales selected in the template. You can also choose to show teacher names, comments, and attendance data on this page.
6. Courses (for course-based setup): Configure detailed views for each course. You can choose where course reports appear on the Progress summary page or as Individual course reports, and customize what information to include, such as Teacher names, Course description, Covered units, Grade summary and Learning goals evaluation.
Here, you’ll also see the following layout options:
After customizing a course, click the three-dot menu next to its name to:
Tip: This option is helpful when most courses follow a common structure, but a few require specific configurations.
7. Subjects (for subject-based setup): Configure detailed views for each subject in your report. You can decide whether subject reports appear on the Progress summary page or as Individual subject reports, and customize what information to include, such as Teacher names, Subject description, Covered units, Grade summary and Learning goals evaluation.
Here, you’ll also see the following layout options:
Tip: Use this layout when you want a consistent setup across all subjects in the template.
After customizing a subject, click the three-dot menu next to its name to:
At the bottom of the Subjects/Courses configuration page, you can use More settings to fine-tune how subject/course data appears in the report.
You can:
8. Homeroom advisor comments: Include overall comments from the homeroom advisor. You can choose to display this section on a separate page or within the Progress summary.
9. Attendance: Choose how to display student attendance data and where it should appear (separate page or progress summary).
10. 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 additional options to fine-tune how information appears in the progress report. These settings apply to both course-based and subject-based setups.
1. Grade scales: Select the grade scales you want to display in the report from the drop-down. The system automatically lists all grade scales configured for your school, for example, Overall score, A–F, or 1–8.
Note: The Overall score scale acts as the primary performance indicator and is used for the student’s final grade calculation for each reporting period.
Here you can:
Note: The grade scales you enable here directly determine what appears in the Grade summary, Learning goals evaluation and Assessment criteria description sections of the report template.
2. 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.
3. 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:
Note: By default, the option to print each section of the progress report on a new page is selected.
Once you are satisfied with the template, click the ‘Save and exit’ button to save all changes and publish it. This will make the new report template available to teachers for creating report sets.
Note: Any changes made to a report template will apply to all unlocked report sets that are mapped to that template. If different grades require unique layouts, create multiple templates and assign them accordingly.
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
After configuring your report template, you can create a progress report set by navigating to Reporting setup → Progress report sets from the left panel.
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.
Track report views by families and students
You can also track whether students or families have viewed shared progress reports, helping you monitor engagement and ensure timely follow-through.
To access this data:
1. Navigate to Academic setup→Reporting setup→Progress report sets.
2. Click the three-dot menu under the ‘Actions’ column for any report set.
3. Select the ‘Export report set’ option.
4. Choose the ‘Export report access history’ option and click ‘Export.
This will download a single sheet containing the following details:
Note: The names shown in the sheet match the display names used on Toddle.
Create a Comment bank
As a school admin, you can support teachers by building a reusable comment bank for progress reports. From the ‘Comment bank’ section in the Progress reports module, you can create individual comments, bulk import multiple comments, tag them to specific grades and subjects, add dynamic fields like student names or pronouns, and even set a character limit using the gear icon.
Teachers in your school can view and manage both personal and shared comments directly within the Comment bank. They can create new personal comments, tag them to specific grades or subjects, personalise them using dynamic fields, and access shared comments created by admins. While filling out reports, they can add comments from the bank, save frequently used comments, and use the quick copy feature to apply feedback across student reports efficiently.
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