21. Managing Pupils in TrackAble (Add, Edit, Archive, Delete & Bulk Update)

Viewing Your Current Pupils

When TrackAble is first set up, your pupils are normally imported for you.

1. Click Pupils from the main menu.

2. You’ll see the List Current Pupils view, showing all active pupils in your school.

From here, you can add, edit, archive, restore and manage pupil records.

Adding a New Pupil

1. Go to Pupils.

2. Click Add Pupil.

3. You’ll see the New Pupil form.

Pupil Photos:
The pupil photo field is optional and only appears if your school has enabled this feature in Settings.

Required Fields

Fill in the following details:

• First Name

• Last Name

• Date of Birth (DD/MM/YYYY)

• Gender

• Year Group

• Key Stage

• Class (Tutor Group)

• Ethnicity

• UPN

• Date on Roll

All of the above must be completed.

If the Class, Year Group or Key Stage you need does not exist, you can add it in Admin > Lists (see Lists article).

UPN Requirements

• Every pupil in TrackAble must have a UPN.

• The UPN must be unique.

• If you do not yet know the official UPN, enter a dummy UPN, such as:

  • A00001, A00002, A00003, etc.
    You can update this later when the true UPN is available.

Additional Indicators

You can also set:

• Looked After

• Free School Meals

• Pupil Premium

• Spiky Profile

Tick these where appropriate.

Disabilities and Learning Needs

• Select any Disabilities and Learning Needs by ticking the relevant boxes.

• If an option you require is missing, it can be added in Admin > Lists.

Spiky Profiles – What Do They Mean?

Normally, TrackAble shows a pupil’s current level as, for example, P4 + 50%.
If the pupil has also completed some progress in higher levels (e.g. 10% of P6 and 5% of P7), that extra progress is not usually shown in the main percentage.

When a pupil (or class) is marked with a Spiky Profile:

• TrackAble includes completed progress from all levels.

• In the example above, TrackAble would display P4 + 65%, accounting for progress made across multiple levels.

• This is particularly useful for pupils who may never complete an entire level but still make small amounts of progress in higher levels.

On the pupil’s assessment screen, a spike icon will appear to the right of their name when spiky profile is enabled.

Additional Information

Use the Information box to add any extra notes or context relevant to the pupil (e.g. medical, pastoral or learning information).

When finished, click Save.

Editing an Existing Pupil

1. Click Pupils to open List Current Pupils.

2. Click Edit to the right of the pupil’s record.

3. Update the fields as needed (the same fields as in Add Pupil).

4. Click Save at the bottom of the page.

Quick Search Tip:
You can also access a pupil’s record using the Search for a pupil box at the top-right of the screen. Type the first 3 letters of the pupil’s name and select from the list.

Archiving and Restoring Pupils

Archiving is used when a pupil leaves the school or will be absent for a long period (e.g. hospital stay). It removes them from your current lists but does not delete their data.

What Happens When You Archive?

• The pupil is moved from Current Pupils to Archived Pupils.

• Their data remains in TrackAble but is not included in reports unless you choose Include archived pupils.

• You can restore them at any time if they return to school.

Archiving a Pupil

1. From List Current Pupils, click the down arrow next to Edit.

2. Select Archive.

3. Confirm by clicking OK.

You can also archive a pupil from within Edit Pupil by clicking Archive at the bottom of the page.

Restoring a Pupil

1. Click List Archived Pupils.

2. Find the pupil you want to restore.

3. Click Restore on the right-hand side.

4. A confirmation message will appear.

5. Go back to List Current Pupils and you’ll see the pupil listed again.

Deleting Pupils (GDPR)

Deleting a pupil is a permanent action and should only be used when you are sure the record is no longer required in line with your school’s data retention policy.

• Deletion removes the pupil’s record and all associated data from TrackAble.

• Once deleted, the data cannot be restored by you or the TrackAble team.

How to Delete a Pupil

1. Go to List Archived Pupils.

2. Find the pupil you want to delete.

3. Click Delete next to their record.

4. TrackAble will display a warning message.

5. Click OK to permanently delete.

Bulk Updating Pupils

For large changes (e.g. many pupils changing Year Group, Key Stage or class), you can request a bulk update.

Note: At the end of the school year, recognised Key Stages and Year Groups are automatically updated by TrackAble if they align with DfE standards.

Step 1: Download Existing Pupil Data

1. Go to Reporting.

2. Select Pupil Report.

3. Choose All Pupils, then click Next.

4. Select All Data and Excel Download.

5. Click Generate Report.

6. Open the downloaded Excel file.

Step 2: Update the File

• Update fields such as Class (Tutor Group) or other details as required.

• Add any new pupils at the bottom of the file, following the same format as existing rows.

• Ensure:

  • Dates are in DD/MM/YYYY format.

  • Every pupil has a unique UPN (dummy if necessary, to be updated later).

Step 3: Send the File for Upload

1. Save and password-protect the Excel file.

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

3. Send the password in a separate email.

4. Include your School Name in the email.

Important:

• Columns and data must remain in the same order as the original download.

• If the file format or key data is incorrect, the file cannot be uploaded.

Need Help?

If you need support with adding, editing, archiving or bulk updating pupils, please contact:

support@trackable.org.uk