17. Adding Pupils to a Multi-School Hub in TrackAble

1. Understanding UPN Requirements in a Multi-School Hub

TrackAble identifies each pupil using their UPN. To ensure that pupils from different schools do not conflict:

UPN Rules

• Every pupil must have a unique UPN within the entire hub.

• Wherever possible, use the official UPN assigned by the Local Authority.

• If you do not yet have the official UPN, you may use a dummy UPN, but it must be:

  • Unique across all schools in the hub

  • Clearly identifiable as belonging to your school

Recommended Dummy UPN Format

Use a prefix or school identifier to avoid duplication. Examples:

• bridgeschool001, bridgeschool002

• as001, as002, as003

• ashford01, ashford02, ashford03

Using the same dummy UPN across different schools will cause data overwrites, so consistency is essential.

Updating a Dummy UPN

• Dummy UPNs can only be updated manually via the Pupil Record.

• UPNs cannot be updated through bulk upload.

2. Adding a New Pupil to TrackAble

Step-by-Step: Adding a Pupil

1. Go to Admin > Pupils.

2. Click Add Pupil.

3. Complete the required fields:

   • First Name

   • Last Name

   • Date of Birth (DD/MM/YYYY)

   • Gender

   • Year Group

   • Key Stage

   • Class

   • Ethnicity

If any required dropdown options (Class, Year Group, Key Stage) are missing, add them in Admin > Lists.

1. Enter the pupil’s UPN (official or dummy).

2. Select any additional indicators if applicable:

   • Looked After

   • Free School Meals

   • Pupil Premium

   • Spiky Profile

3. Add Disabilities and Learning Needs by ticking the relevant options.

   • If an option does not exist, add it in Admin > Lists.

4. Click Save.

Pupil Photo Option

The pupil photo field only appears if your school has enabled this feature in Settings.

3. Bulk Updating Pupil Data

If multiple pupils have moved classes or you have many new starters, TrackAble allows a bulk update process to save time.

Step-by-Step: Bulk Update

1. From the Assessment screen, click Reporting.

2. Scroll to Pupil Information Reports.

3. Select Pupil Report.

4. Choose All Pupils, then click Next.

5. Select All Data and choose Excel Download.

6. Click Generate Report.

7. Open the Excel file and update:

   • Column M (Tutor Group)

   • Add new pupils at the bottom following the exact existing format

8. Password-protect the file.

9. Email it to:
   support@trackable.org.uk

10. Send the password in a separate message.

Bulk Upload Requirements (Important)

To ensure your data can be uploaded correctly:

General Rules

• Do not change column order or headings.

• One row per pupil only.

• All columns must be completed except:

  • Disability

  • Learning Need

  • Ethnicity
    (These can be left blank or added later.)

UPN Requirements

• All pupils must have a unique UPN.

• Dummy UPN formats must include unique school identifiers.

• UPNs cannot be changed via bulk upload—only via pupil records.

Formatting Rules

• Dates: DD/MM/YYYY

• Key Stage: “Key Stage 1”, “Key Stage 2”, etc.

• Year Group: “Year R”, “Year 1”, “Year 2”, etc.

• Gender: “Male” or “Female” (not M/F)

• Multiple Disabilities or Learning Needs:

  • Separate entries with a comma

• Free School Meals / Pupil Premium / Looked After:

  • Use Yes or No

• Every pupil must be assigned to a Tutor Group.

After Upload

Archive pupils who have left the school via Admin > Pupils.

Need Support?

If you need help with UPN issues, dummy numbering, or bulk uploads, contact:
support@trackable.org.uk