---
title: 17. Adding Pupils to a Multi-School Hub in TrackAble
description: Learn how to safely add pupils to a multi-school hub in TrackAble using unique UPNs. Includes guidance on dummy UPNs, adding new pupils, and completing bulk updates correctly.
---
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# 17. Adding Pupils to a Multi-School Hub in TrackAble
## When using TrackAble across multiple schools within a hub, it’s essential that each pupil has a unique UPN (Unique Pupil Number). This ensures data accuracy, prevents conflicts, and avoids one pupil’s records overwriting another’s. This article explains how to safely add pupils to a Multi-School Hub and how to update pupil data in bulk.
### **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**
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