FAQ: To Delete or Not To Delete

Recently, we have been helping out with several questions related to deleted data. So if you’re clearing out records or thinking about deleting data here are some of the best times to delete or not to delete –

Mistake – Delete

You made a mistake. No worries – it happens! 🙂 Maybe a batch of student records are imported with the wrong names, a duplicate report card session is created, or a subject is made for the wrong grade- these are all great moments for the “Delete” button.

Student Left School – Don’t Delete

If your student transfers or moves away or even simply goes on leave, rather than deleting the student’s records, you can just mark the student as left. Go to the student’s record → “Actions” → Set Leave Date. And if the student is also no longer taking any classes, you just can unenroll them.

Once you note the student as left, their record will disappear from view and be removed from your billing at the next monthly cycle. However, you will still have access the records, including their transcript, and if they return, you can restore their record to your Students module.

Semester is Over – Don’t Delete

At the end of semester, it’s best not to delete any data – just go to New Semester Setup and make a new semester. This will automatically archive your previous semester’s data.

If you make a new Semester, your previous semester’s data will still be accessible in Report Cards and Transcripts and you will be able to activate the previous semester to see all of the information.

Report Cards – Don’t Delete

We totally understand how important it is that Report Cards are exactly correct, but even if you think you made a mistake in the report cards or no long need a certain batch of them, it’s best not to delete a Reporting Session (a group of report cards). Teachers may have entered grades or comments onto the report cards, and if the Reporting Session is deleted, their work on the report cards will be deleted too!

So instead of deleting, try making a second version of report card, and letting everyone know which one is the correct one to use (maybe via Teacher’s Lounge? 🙂 ) One tip to consider is using a nifty naming convention to show which version is the most recent and the right one to use.

Especially with report cards, it’s always better to be safe and keep your data, rather than delete it!

An Important Note on Data Recovery

While we do frequent backups and often can recover lost data, we can’t guarantee deleted data will be restored. But if you do run into an issue with accidentally deleting things, please let us know. We’ll hunt high and low to recover anything that might have been lost, but we can’t be certain that deleted data will still be around. Most of the time, deleted data recovery is successful, but it’s always better to be safe by archiving old data, rather than deleting it. In general, a good rule of thumb is “Delete if it didn’t happen” – deleting is for errors that weren’t ever accurate in reflecting what was actually happening at school.

Hope this helps answer a few questions you might have about when to delete things and, more importantly, when not to delete! If you have any questions or if there’s anything we can do to help, please feel free to chat in.

New Report – Current Student Progress

The QuickSchools folks are at it again! This time, we have created a brand new report that helps you see how all your students are doing in all their classes – all in one grand table! A number of schools have requested a student marksheet to show current final grades for students, without having to make report cards and then lock them (which sends the report cards to parents). So we put our heads together and wrote a brand new report that compiles the students’ grades by subject to allow you to see their current final grades. Here’s how you can find it…

1 – Go to the Reports Module

Reports menu
Reports menu

2- Search “progress” in the search bar

3- Click “View” to see the report

….and there you have it!

Of course, like all the QuickSchools reports, there are many ways you can use the new report. Here are a few ideas-

  • Search by Student – to see just the results for only one student. Great for middle of the year parent-teacher conferences or progress reports

  • Search by Teacher – this lets you see the grades for one teacher’s classes, if you are concerned if that teacher needs either a helping hand or a spotlight for their great work

  • Search by Subject – if you have several different classes of the same subject, this report lets you see how the students in the different classes are doing.

Hope this helps streamline the process of figuring out how your students are doing – without having to draw up report cards. This report lets you see students individually, if you search for details in the student’s name or classes, as well as globally, if you let the report run free of search terms. It’s a great way to draw up a marksheet and get a better sense of how your students are progressing.

If you have any questions about how to use this report, or how to use any other Quickschools report, or if you need a custom report to help with a specific question, please let us know. We’d love to help, and who knows, maybe your custom report will be just the thing that everyone needs! Feel free to chat in anytime.

Update! – Dec 4th, 2013

The new “Current Student Progress” Report has been a hit! In response to requests for additional ways to display the data, we’ve added three more sub-reports. Feel free to check them out!

As to a bit more information on how these new reports work…

  • Current Student Progress – Alternate. Marks & Grades – this sub report shows one row for each student, with their marks and grades as columns
  • Current Student Progress – Alternate. Marks Only – like the other alternate report, students are in rows and classes are in columns, but this one only shows marks (no letter grades)
  • Current Student Progress – Grouped by Course & Grade Level – this subreport is great if you want to see the average grade in a specific course, or for all the students in a specific grade level

Hope you enjoy the improvements! As always, we are thrilled to receive comments and feedback. Feel free to chat in if you have any questions or need any help!

Upcoming feature: Messages

One of the requests we receive from time to time is for the ability for teachers to message other teachers (and parents) more easily in QuickSchools.

Up to now, we’ve designed QuickSchools so that messaging is one-way i.e. via the Parent Portal, from the school to the students/parents.

This year, we will introduce a new messaging capability in QuickSchools so that effective communication can take place between teachers, parents and students. Teachers will be able to connect privately with other teachers and with parents as well. You will see a new Messages icon appearing by your profile picture which will indicate if there are messages waiting for you. Clicking on the icon will take you to the Messages screen where you can see all your messages.

QuickSchools Messages will be released in beta in April this year and we hope this will result in better and more effective communication.

UPDATED Feb 20, 2013:

First version of Private Messaging is now available for teachers:


We’ll include parents and students in a future release. Thanks!

Upcoming feature: Teacher Pages

Our next feature that’s coming up real soon is Teacher Pages. Through Teacher Pages, teachers can connect with their classes for each subject that they teach. Teachers will be able to create and share rich content e.g. post a message and introduce a topic to the class, share links to material available on the Internet like a TED Talk video, a wikipedia article or a video from the Khan Academy, etc.

Students (and maybe parents too) of the class will then be able to connect through their respective portals and share their thoughts as well. Hopefully, the Teacher Pages feature will encourage discussions and exchange of ideas that ultimately enhances the classroom learning experience.

We are very excited about this new feature and we’ll share more details once the feature’s released.

UPDATED May 3, 2013:

The Teacher Pages module had been released, but it has been renamed to “Class Discussions”. We will be posting it on our blog in the next few days. You can turn it on via the “Features” page. Let us know what you think about it.

UPDATED May 6, 2013:

Online Class Discussions now LIVE!


New Parent Portal Feature Released

As part of the many enhancements we’ve been making, we’ve added a new feature inside our Parent Portal which allows parents to edit their personal information.  No more fielding calls by parents to change an address; the parent can simply log-on to the Parent Portal and easily change it.  This keeps critical information up-to-date. 

The feature is fully controlled by you. If you decide not to use it, the parent’s personal information screen will remain read-only.

How It Works

From your home page, head to the Features tab.  Beside the words “Parent Portal” there is a “Configure” button.  Click on it.

A new box will open as a pop-up. This box allows you to set permissions. Click on the button that says “Parents can log in with their own username and password to access their child’s records.” It is in the upper left hand corner.

After you’ve set the permission for parents to edit, you need to invite parents to the Parent Portal if you haven’t already done so. Just click on “Parent Portal” and the screen will give you an overview of parents who have already been invited. At this time you might want to edit the email, and re-invite all parents in order to update them about the new feature.

To invite parents, click on the “invite” feature at the top of the screen. It will pull up a screen with the editable email and the students’ names. If the parents have an email address in the system, an invite button will pop up to the right of their information. Just click on the invite button. It’s that simple!

What Will Parents See?

Parents will receive an email from you that looks something like this. Remember you can edit the email to update the parents on the new feature.

Dear Parent Name

Schoolname is now using QuickSchools, an online school management software that keeps track of your child’s progress.

As parents, you too can get updates on your child’s records and progress via your account, which is now ready for use.

Your login details are:

Username : alexbrownthedad@mailinator.com
Password : 5073


Principal name,
School name

When a parent clicks on the link and logs in, he is taken to his home page where he can click on “Personal Information” and see his address, phone numbers, email address, best way to contact him, and other information. He can edit information with just a few mouse clicks and the school’s database is updated as well. So much simpler for everyone than the parent calling in and having to request the school to do it.

Watch this video for a quick overview of the system.

If you need help, come chat with one of our live chat agents.