Report Data
The Report data tab shows the content of reports as a table: one row per report, one column per field. It is built for checking and sharing, not for editing. Use it before locking a period to find the cells nobody filled in.
Open Reports → Report data.
Start screen
Nothing loads at first, because a whole school's reports is a lot of data. The screen says Choose which reports to show: pick a school year in the filter row. Add a report template or a group for a shorter sheet. Then press Show 2026–2027 (the button names the year), or Apply.
The filters are Academic year, Report template, groups, Apply and Clear.
Three formats
You choose a format. Each answers a different need.
| Format | What you get | Use it for |
|---|---|---|
| All fields, gaps marked | Every report in scope, published or not, with cells nobody filled highlighted. | The sheet to check before locking a period. |
| Published, completed fields | Published reports only, without columns nobody filled. | A readable version to share. |
| Published, raw (one row per field) | Published reports only, one row per pupil and field. | A spreadsheet formula or another system. Not for reading. |
Example
Before closing Term 1, the deputy head picks the year, the template "Year 7 Term Report" and the format All fields, gaps marked. The highlighted cells show 14 missing comments in French. She sends the list to the French teacher, then exports the Published, completed fields version for the governors.
Reading the table
A line shows the number of rows and fields, for example "412 rows, 38 fields". Long comments show as View comment; click to read the full text. If the sheet is large, the screen previews the first rows (for example "Showing the first N of M rows") and says so. The export carries every row and every column.
If the scope is too big, you see "Showing the first N of M reports". Narrow by group or template to cover the rest.
If nothing matches, the screen says No reports match these filters. Use Clear filters.
Export
Press Export. The dialog opens full width and offers PDF, XLS and CSV. It exports the format you chose.
Edge cases
- Draft reports change as marks change. A published report in this sheet is the frozen edition.
- The two published formats leave out unpublished reports entirely.
- Teacher comments are free text about a child. Share exports with care.