Data Manager FAQs

As we never remove students and their data without explicit permission, any students that are no longer in a class on the MIS will be moved into a new class called Not assigned to a class.

This is a manually managed class that can be removed at any point by clicking the three dots next to Live Tracking and then Delete, as long as students and their data for this subject are no longer required on your school.

If your school is switching MIS, let both our Onboarding team and Groupcall's Xporter team know as early as possible. For guidance on MIS migration steps with Groupcall, refer to Xporter's article on MIS migrations.

If details such as SEN and Pupil Premium are missing for students, it may be because your school hasn't yet authorised the scope needed for these fields to pull through to the platform.

If you're unsure how to do this, reach out to our Onboarding team and we'll be happy to help.

Key data such as class lists, student and staff details are synced daily. Take a look at the Scopes guide for a breakdown of scopes and how often they're synced.

There are various reasons as to why a student may be missing from a class:

Within Add New Class, once you have selected to add classes that sync daily and chosen your tracker, all available classes from your MIS will be listed below Academic Year for you to select. However, if your desired class code is not showing, this might be because the class is not correctly linked to the subject on your MIS.

First, check that the class is associated with the correct Subject Code and Subject Name on your MIS. If you're still experiencing issues, reach out to our Onboarding team.

Rotation classes can be set up in a few different ways on Pupil Progress, depending on how they are set up on your MIS:

Take a look at our rotation classes guide for more information.

Trust Super Admins are able to invite members of staff as Trust Super Admins or Trust Users within the Users page (accessible from the Trust Dashboard).

Trust Super Admins have access to all subjects and schools across the trust, whilst Trust Users are able to access selected subjects and schools.

If a teacher is not listed next to their class, and they are correctly assigned to the class on your MIS, it is likely that the staff member is not syncing correctly.

Go to My School > Staff and check their Staff sync status - if you hover over the icon, you'll be able to see their sync status. If it is listed as Not syncing staff details, this means that their contact is not connected with your MIS.

The staff member's details could not be syncing correctly for various reasons, we advise checking the below on your MIS:

If a staff member is not listed as a Teacher of, or a Leader of, a subject area, they will not be able to see any trackers set up under this subject area.

Subject areas are synced from your MIS. However, if the staff member is unsynced for one of the reasons listed above, their associated subject areas can be changed manually within My School > Staff. Click Edit next to the staff member's name and select their subject area(s) from the Teacher of and Leader of dropdown, then Save Changes at the bottom of the page.

To remove a staff member's account from your school, head to My School > Staff. You can then use the sync status filter to view staff members who are not synced or no longer on the MIS. Click the three dots to the far right of the staff member's details and select Delete from the dropdown.

Students' data will remain on the platform, even after they have left the school. You can off-board them if needed by following the steps in the article below:

If you are seeing pupils within your analysis who certainly do not exist within your school (e.g. Tracy Beaker, Katniss Everdeen, Sherlock Holmes), this may be because a demo class has been added for a subject.

If the class is no longer needed, you can remove it from your school from the Trackers page. Just click the three dots to the right of Live Tracking and select Delete.

You're able to bulk upload reports into some MIS platforms, such as Bromcom and Arbor. You'll first need to ensure that the Report Template is formatted correctly so that they match the MIS criteria for file uploads.

Take a look at the below articles depending on your MIS:

To change the order of downloadable reports, you'll need to create a new Report Template. Within Reports > Report Templates, select Add Report Template. Under Files, you can then choose the order of the possible values depending on which value you'd like the reports files to be ordered when downloaded.

Yes! To help explain Pupil Progress' student reports to parents, carers and students, download our Reports Explainer Guide.

You can export grades in bulk for importing into your MIS or another software using the Grades Summary. To access this analysis tool for a year group, select Analysis in the top menu, choose the year group and then Grades Summary.

In the left menu, you can change the Grade type to the relevant grade. Next, open Student Attributes in the left menu and tick any fields you want included in the download file, such as UPNs. When you're all set up for download, open Tools and select Download as XLS.

To enable the Pupil Progress App for your school, first reach out to your Account Manager and they'll assist with the implementation plan for the App.

You can use the Test Parent account to view reports as a parent would be seeing. Within My School > Parents, search for 'Test Parent' and click the three dots to the right of their details. You can then change the email address to your own, and search for a student whose reports you'd like to view, then Save Changes.

Next, send an invite to yourself as the Test Parent and follow the link in the invitation email on a phone that has the App installed. Once reports are published for the assigned student, you'll be able to view these on the App.

If a parent has contacted your school with issues accessing their App account, confirm the below:

Assessments and mark data for continuing year groups (Year 10 going into Year 11, and Year 12 going into Year 13) will carry over into the new academic year's trackers.

If any assessments that have been migrated are no longer relevant, you can simply hide them on the tracker by going to the Assessment List.

To prepare your school ahead of the new academic year:

Take a look at our Migration Guide for more information.

You can access previous year's trackers from the Tracking homepage by clicking the Academic Year dropdown and selecting any of the years listed.

Previous academic year's trackers are archived each November. Once archived, they will become essentially read-only. This means you'll be able to view and download the tracker, but not make changes to any assessments, marks and grades that are visible.