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 customize report templates to suit your school’s needs and seamlessly share completed reports with families.

This article will cover:

Begin by navigating to ‘Programme level configurations’ from the admin portal and click on ‘Progress reports’ under your preferred curriculum.

As you enter the progress reports module, go to the 'Progress report templates' section in the left-hand menu. Here, you can edit existing templates, if any, or create a new one for your school’s progress report sets. To create a new template, click the ‘Create a new template’ button in the top right corner.

In the modal that pops up, add a name for the template, map relevant grades for which you intend to use this template, and select the preferred language for the report. Once done, click on ‘Create’.

There are various customization options available to create a progress report template that caters specifically to your school’s needs. Once you have created a report template, you can edit the basic details, determine the layout configuration, and set the evaluation settings for the template. As you make these edits, you can see how they are reflected in the template by referring to the template preview on the right.

There are several kinds of actions you can take:

Let’s explore each one of the sections in detail.

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.

The ‘Layout configuration’ section includes the following pages:

Refer to this article to explore each section in detail.

Adding a new page

In case you want a new page in the report apart from the ones added by Toddle, click on the ‘Add page’ button under the layout configuration section.

Here you can add a title to the page, and click on the arrow next to it to add sections to this page. Even with a new page, you have the option to select/deselect it at anytime.

On this new page, you can include fixed text, fixed image, or a teacher comment box as sections, and customise their titles as needed. For fixed text and image, you can add content as an admin, which will appear in all progress reports and cannot be changed by the teachers. In case of a ‘Teacher comment box’, each teacher can add a comment in that section while completing their students’ reports.

Now, once you are done with adding all the sections in the report, you can reorder the elements based on how you want the report to flow. Simply, click on the ‘Reorder’ option.

Here, you can rearrange the elements using the upward and downward arrows. You can also rearrange any sub-contents using the icon next to these arrows. Once done, click 'Update'.

Under the ‘Evaluation settings’ section, you will see the various criteria for reporting student progress. If you've enabled overall score and overall grade calculations for your curriculum in the 'Academic setup’ > ‘Grading setup' section, you'll see the 'Overall score' and 'Overall grade' options under evaluation settings. Remember that the overall grade will either be automatically calculated from the overall score or manually assigned by teachers, based on the configuration you set in the Academic setup.

Additionally, the custom evaluation criteria you set in 'Academic setup’ > ‘Evaluation criteria' section will be listed here. You can click the checkbox to include one or more of these criteria in the report, and use the 'star' icon to add them to the 'Progress summary' page, as shown below.

You can further click on the arrow next to any of the custom evaluation criteria to select the ‘Subject Standards’, and ‘Skills’ you wish to rate on these criteria. You can decide the individual mapping of a criterion by checking or unchecking the box, or perform bulk mapping by clicking on the ‘Select all’ / ‘Deselect all’ options under the evaluation criteria.

💡Please note that the mapping you see here is based on the configuration decided by you in the academic setup. Read this article to learn more about how to map evaluation criteria to subjects and learning goals.

The way you configure evaluation criteria on this page directly impacts how they appear in the progress report. Let's explore this with a few examples.

Subject Standards

For Subject Standards, you can map evaluation criteria at various levels, such as subject, strand, objective, or learning outcome.

In the progress report, you'll see only the criteria you configured. For example, in ‘Arts’, teachers can rate both ‘Achievement’ and ‘Effort at the subject level, but for learning outcome within subject standards, they may only be able to rate on ‘Effort’, as per your configuration.

Skills

For Skills, you can select evaluation criteria at the level of strand, sub-strand, and objectives. This gives you flexibility in how teachers can assess different aspects of each skill.

Based on the criteria you select, only those options will be available in the progress report. For example, if you configured ‘Achievement’ to be only available for ‘Objectives’, it won’t appear as a rating option at any other level of the skill.

On the report template page, you have a few additional options. One of these is the 'Score and grade aggregation' setting, which enables you to display students' aggregate scores —either as a sum, average, or both—across subjects in their progress reports. To access this setting, simply click the arrow.

As you enter this section, you will see a modal, reminding you that aggregates must be configured in the Academic setup. If you haven't configured aggregation yet, complete it before proceeding. Refer to this article to learn how you can configure this aggregation in the Academic setup.

Click the ‘Ok, I understand’ button to proceed.

On the next screen, simply toggle the ‘Display aggregate’ option on if you want to show the aggregate ‘Overall score’ in students’ progress reports.

If you choose to display the aggregate, it will reflect on the bottom of the progress summary page just as highlighted in the screenshot below.

💡Please note that this aggregate score will only include subjects configured within the academic setup for the selected grades and grading period. The displayed aggregate will adjust based on the specific grading period linked to the report.

Additionally, 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 the box for the ‘Enable footer for all pages’ option. You can also customize the footer information by clicking the arrow icon to access the footer settings.

You can further adjust the ‘Print settings’ by clicking on the arrow icon next to it and configuring the settings according to your needs.

Inside Print settings, you’ll find an option to set the printing settings to one of the following:

💡By default the option to print each section of the progress report on a new page is selected.

Lastly, if you have made changes to the school logo, school name, custom evaluation criteria within Academic setup, or other elements after setting up the templates, use the ‘Sync’ button at the top to update the report.

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 for creating report sets.

Once a report template is created, you can see it on the ‘Progress report templates’ page. Just click on the template to access and edit its details at any time. If you wish to duplicate or archive the template, click on the three-dot menu under the ‘Actions’ column to access these options.

💡 Please note that when creating new progress report sets, you won't see an archived report template. However, if a template currently used in a progress report set is archived, it won't affect the report set.

Additionally, you can use the ‘Status’ filter to view active or archived report templates. You can also view your templates in a list or card format by using the icons next to the ‘Status’ filter.

After configuring the template, you can create a progress report set. A progress report set is created for a specific grading period and is mapped to a single report template.

Navigate to ‘Progress report sets’ from the left pane. Here you can view progress reports for past academic years by using the ‘Academic year’ filter in the top right corner. To create a new report set, click on the ‘Create progress report set’ button.

Next, fill up the following details:

💡Please note that the file name from the most recently created or updated progress report will be configured by default.

Once, you are done setting up the report set, click on the ‘Create’ button to save all the details.

Consequently, a new report set will be created and start appearing along with the existing ones. By clicking on the three-dot menu, you will get options to export, edit or archive any of these report sets. Refer to this article to learn more about exporting progress report data.

When you create a new progress report set, teachers assigned to the subjects will receive a notification. By clicking on the notification, they can access the report set and start filling in reports for their respective subjects.

After creating a progress report set, you can easily track the report completion status. Simply click on the Progress report set you’ve created and, on the landing page you will find a summary of the overall status for each grade linked to the report set.

Here, you can view progress reports for each grade and quickly see key details, such as the total number of students in each grade, the number of students excluded from the progress report set, and the status of reports—whether they are unlocked, locked, or shared. Based on the status of the progress reports within a grade, different options will appear in the 3-dot menu under the ‘Actions’ column.

If any reports for a grade are still pending completion, you’ll have the option to edit the student list and attendance date range. You can lock the reports when you are ready. Once the reports are locked, you’ll only see the option to download the reports in bulk along with an option to edit the student list.

You can enter any grade and, under the ‘Student view,’ track the progress of individual students linked to the report. This view displays the classes associated with each student, the overall progress made by teachers in completing the report, and whether the report has been shared with families and students. Additionally, you can perform actions such as:

💡Please note that this option is only available for students for whom the report status shows as ‘Pending’.

💡Please note that the names of educators assigned as primary subject teachers will automatically appear in any progress reports you generate. You have the option to edit the teacher mapping directly within the report by clicking on the gear icon to add or remove teachers. If primary subject teachers have not been assigned to a subject, you will see a ‘Select teachers’ option next to the gear icon. Read this article to learn more about tagging educators as primary subject teachers.

You also have the option to perform actions in bulk. Select the students for whom you want to apply these actions under the ‘Student view’. As you select students, options will appear in the top-right corner, allowing you to lock or unlock reports, share or unshare them, include or exclude students from the report set, and download the selected progress reports. Easily perform these actions either by directly clicking on relevant icons for each option or accessing these options via the three dot menu.

The availability of these options depends on the status of the selected reports. For example, the option to unlock will be disabled if you select two reports, one with a locked status and the other with a shared status. This is because a shared report must first be unshared before it can be unlocked.

Let’s explore how these options work in detail.

💡Please note that only you as an admin have the ability to lock/unlock reports; teachers cannot perform this action. However, any action taken by you will be reflected on the teacher's end, keeping them informed about the status of the report.

💡Please note that teachers do not have the ability to share reports; only admins can do so.

💡Pro tip: If you need to make changes to a shared report, you must first unshare it. Only after unsharing will the option to unlock the report become accessible, allowing you to proceed with any modifications.

Under the 'Report section' view, you get a section-wise overview of the progress reports. This view displays the total number of students for specific sections, such as subject reports, attendance, and homeroom advisor comments, along with the number of students excluded from each section. You can also quickly track the completion status of each section under the ‘Progress’ column. Click on any section to view the detailed progress of individual student reports within that section.

Inside each section, you’ll find a list of individual students along with the completion status of that section within each student’s report. Easily sort reports by a student’s first or last name, or by report status, using the sort icon located next to the search bar in the left pane.

💡Please note that the tick mark next to a student’s name is manually added by the teacher to indicate that they consider the section complete. However, it doesn’t guarantee that all fields or sections are completely filled. This tick offers a quick visual cue for admins like you to see which sections teachers have marked as complete, helping you know when the reports are ready for review.

As an admin, you can support teachers by creating a bank of comments for their use in progress reports across grade levels. Navigate to the ‘Comment bank’ option in the left-hand panel. Here, you will see a list of all the comments created so far. You have the option to edit the existing comments or delete them using the three-dot menu highlighted in the screenshot below.

If you wish to create a new comment, hit the ‘Create new’ button in the top right corner.

Next, add a comment title, tag relevant grades and write the comment in the box. And, then click on ‘Add’ to save the comment.

Teachers can directly import these comments from the comment bank to the Progress report. They simply need to click on the ‘Add a comment from comment bank’ option.

This will open a modal where teachers will get access to the comments tagged to their grade. Here they will also see an option to create new comments and save them for their own use.

If your school has access to Toddle AI, you'll see an additional section titled 'Voice and output structure.' Here, you can find a list of voice and output structures you've previously added and the ones provided by Toddle. To add a new structure, simply click the ‘+ Create new’ button and provide sample comments for Toddle AI to generate your preferred voice and output style. Once added, you can use the three-dot menu (shown in the screenshot below) to edit, delete, or set a structure as the default for your comments. Refer to this article to learn more about how you can use Toddle AI for progress reports.

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