The Flexible Report Cards Setup Screen is where you manage your report card templates and generate or email the actual reports. This article covers template management, the report generation settings, the optional "what to print" panels, and how to generate or email reports. For admin users with Curriculum and Reports permissions.

Reports > Learners > Marks and Achievements > Flexible Report Cards

What does the Setup Screen do?

The Setup Screen has two purposes: managing report card templates (create, edit, delete) and configuring and generating the actual reports, or emailing the generated reports to parents or learners.

How do I manage templates?

At the top of the screen is the template selector and three action buttons:

• Create New Template: Opens the Builder with a blank canvas. Only shows when no existing template has been selected.

• Edit Chosen Template: Opens the selected template in the Builder for editing.

• Delete Template: Permanently removes the selected template. Requires confirmation.

Edit and Delete only show after a template is selected from the dropdown.

What report generation settings do I need to fill in?

All required fields below must be completed before reports can be generated:

• Year: The academic year the reports are for.

• Term: The term being reported on. Options update based on the year selected.

• Curriculum: The curriculum for which report cards will be generated.

• Promotion Requirements: Which term or formula's promotion decision and requirements to print.

• Cut-off Date: The date used to calculate attendance, whereabouts, and discipline totals. Only shown when applicable.

• Print Language: Print all reports in English or Afrikaans, or use each learner's tuition language.

How do I control what is printed on the reports?

Up to three additional selection panels may appear depending on the template's settings. Each panel lets you control the content of the reports:

• Subjects with blank remarks: Choose which subjects print blank lines for handwritten remarks. If none selected, blank lines print for all subjects. Only shows when the template has a Marks Grid component with "Empty Lines for Remarks" ticked.

• Print Components For Subjects: Choose which subjects print task or component-level marks. If none selected, components print for all subjects. Only shows when the template has a Marks Grid with "Print down to this level" set to Component, LO, Task, or Assessment.

• Print Report Cards For: Select which learners, classes, or grades to generate reports for.

How do I generate the report cards?

Steps to generate reports

1. Select the template from the dropdown.

2. Fill in all required generation settings.

3. Use the "what to print" panels to select subjects, learners, classes, or grades.

4. Click Generate Reports. The system produces a PDF that opens in a new browser tab.

How do I email the report cards?

Click Email Reports to send reports directly to parents or learners. A dialog opens with three tabs:

• Email Recipients: Choose whether to send to Parents or Learners, and see how many recipients are reachable.

• English Email Template: Compose the email body in English. Supports placeholders like {learner_name} and {class}.

• Afrikaans Email Template: Compose the Afrikaans version of the email.

Click Commence Email Transmission to send. Sending cannot be undone, so review all details before clicking.

Important notes and limitations

• Flexible vs classic: The Flexible Report Cards button is separate from the classic Report Cards.

• Email sending is final: Emails cannot be recalled once dispatched. Review the recipient count and template content carefully.

• Bilingual support: English and Afrikaans are fully supported in both the print language and email templates.

• Required fields: Reports cannot be generated until all required settings are completed.

Frequently asked questions

Where do I find the Flexible Report Cards function?

Go to Reports > Learners > Marks and Achievements > Flexible Report Cards.

Can I reuse a template across multiple terms?

Yes. The year and term are selected separately from the template on the Setup Screen, so the same template can be used each term.

Why are the Edit and Delete buttons hidden?

They only show once a template has been selected from the dropdown. Pick a template first and the buttons will appear.

Why don't I see the "Subjects with blank remarks" panel?

It only appears when the selected template includes a Marks Grid component with "Empty Lines for Remarks" ticked in the Builder.

Can I undo emails once sent?

No. Once you click Commence Email Transmission the emails are dispatched and cannot be recalled. Always review the recipient count and templates first.