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11. Managing Lists, Classes, and Terms in TrackAble

The Lists section in TrackAble allows you to manage key information used throughout your school’s setup, including pupil attributes, class groups, and term dates. This guide explains how to work with Lists, create and assign classes, and manage academic terms.

Accessing the Lists Menu

  1. Go to the Admin Menu (via the yellow cog icon).

  2. Click Lists.

The Lists area controls many of the underlying options used across TrackAble.

 

1. Managing Lists in TrackAble

Lists include:

  • Disabilities

  • Learning Needs

  • Ethnicities

  • Key Stages

  • Year Groups

All lists function in the same way—you can add, edit, delete, and re-order items.

 

Adding, Editing, and Deleting List Items

Add a New Item

  1. Select the list you want to update.

  2. Click Add.

  3. Type the name of the item.

  4. Click Save.

New items must be added here before they can be used in pupil records.

Edit an Item

  1. Click Edit next to the item.

  2. Rename the item.

  3. Click Save.

Delete an Item

  1. Click the triangle next to Edit.

  2. Select Delete.

  3. TrackAble will prompt you to:

    • Move existing pupils in that category to another one (recommended), or

    • Just Delete the category.

⚠️ Use “Just Delete” with care.
If pupils are currently assigned to that category, deleting it will remove that information from their record and affect reporting.

 

Re-ordering List Items

You can adjust list order to match your school’s preference.

Steps

  1. Hover over the hand icon beside an item.

  2. Click and hold your mouse button.

  3. Drag the item to the new position.

This new order will appear everywhere the list is used.

Important Notes

  • Key Stages and Year Groups should be in the correct ascending order (Year 1, Year 2, etc.) to support automatic updates over summer.

  • When adding a new Year Group, TrackAble will require you to choose the matching Key Stage.

 

2. Managing Classes in TrackAble

Classes define which pupils, subjects, and assessment frameworks users can access.

Types of Classes

  • Tutor Groups (linked directly to pupil records; each pupil has only one)

  • Teaching Groups

  • Ad-Hoc Groups

A pupil may appear in multiple Teaching or Ad-Hoc Groups.

 

Tutor Groups

Adding a Tutor Group

  1. Go to Admin > Lists > Classes.

  2. Click Add Class.

  3. Enter the class name.

  4. Choose Tutor Group as the Group Type.

  5. Click Save.

Assign Pupils

Tutor Groups are assigned via the pupil record:
Go to Admin > Pupils and edit the pupil’s record.

 

Assigning Assessment Frameworks or Subjects to a Class

You can allocate either:

  • A full assessment framework, or

  • Selected subjects from a framework.

Steps

  1. Go to Admin > Lists > Classes.

  2. Click Edit next to a class.

  3. In Assessment Frameworks or Subjects, type the first 3 letters to search.

  4. Select the item.

  5. Click Save.

Note:
If you add a full framework, its subjects will not appear separately in the subject selection list as they are already included.

 

Teaching Groups and Ad-Hoc Groups

These groups allow you to create flexible class structures such as:

  • After-school clubs

  • Intervention groups

  • Special learning groups

Steps to Add a Teaching or Ad-Hoc Group

  1. Click Add Class.

  2. Enter the class name.

  3. Choose Teaching Group or Ad-Hoc Group in Group Type.

  4. Add pupils by typing the first three letters of their name.

  5. Assign frameworks or subjects as described above.

  6. Click Save.

 

Removing Pupils from Teaching or Ad-Hoc Groups

  1. Go to Admin > Lists > Classes.

  2. Click Edit next to the class.

  3. Click the X beside the pupil’s name.

  4. Click Save.

 

3. Managing Academic Terms

TrackAble uses your term dates to calculate progress accurately.

Important Notes

  • Schools may operate on a 3-term or 6-term model.

  • You must add term dates each year.

  • TrackAble recommends adding four years of term dates to cover a full key stage.

  • If you do not yet know future term dates, enter temporary dates and update them before the term begins.

 

Adding or Editing Terms

  1. Go to Admin > Lists > Terms.

  2. Click Add Term or Edit Term.

To Add a Term

  1. Click Add Term.

  2. Enter the Term Name.

  3. Select the Academic Year.

  4. Choose Start and End dates using the calendar.

  5. Click Save.

Ensure terms are added in the correct order to avoid progress calculation issues.

 

Changing Term Dates After the Term Has Started

If a term has already begun, email:
support@trackable.org.uk

Need Help?

If you require support with Lists, Classes, or Terms, contact the TrackAble Support Team at:
support@trackable.org.uk