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School-level feature — managed within your school portal at yourschool.deandesk.com.

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Video walkthrough

This walkthrough uses the real DeanDesk interface with the fictional Northstar Academy demo school and a calm, AI-generated English voice. Payments and outside services are not connected in the demo.
Screenshots use fictional Northstar demo data. Student reports combine academic information into a saved document for an individual student. Open Admin Dashboard → Academics → Reports to work with Dashboard, Generate, History, Schedules, and Templates. A template selects the content, including courses, grades, GPA, attendance, assignments, instructors, enrollment information, comments, and optionally disciplinary records. Choose the fields needed for a transcript, progress report, or internal review instead of selecting a separate report category.
Northstar demo: Reports — Dashboard

Northstar demo — Reports — Dashboard

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Generate and export a report

1

Choose a template

Open Generate and select a saved report template. If none exists, create one in Templates first. Review the included fields.
Northstar demo: Reports — Generate

Northstar demo — Reports — Generate

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2

Set the scope

Use Academic year and Term to limit the course data included. Use Course, Roster, and Enrollment status to narrow the student group. These are separate choices: limiting who receives a report is not the same as limiting the academic period on it.
3

Choose students

Review the matching students, search by name or email, and select the students to include. You must choose at least one student.
4

Review and generate

Enter a Batch name (optional) to help find the run later. Under Who can access these reports?, choose Student access or Internal. Review the template and selection, then click Generate N reports (the button shows the number of selected students). Manual generation creates drafts.
5

Review and approve

Open History, inspect each draft with View report, and click Approve when it is ready to become official. You can select multiple reports and approve them together.
6

Print or save as PDF

Open a report and click Print, then use your browser’s print dialog to print or save a PDF. For a batch, filter History to that batch and use Bulk Print.
A generated report is a saved snapshot. Correct source grades or attendance before generating the official version. Editing source data afterward does not rewrite an already generated report.

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Review report history

Use History to find previous reports and batches. Reports show their status, access level, and email state.
  • Draft — review, approve, or delete the draft.
  • Official — print, email if it has student access, or revoke it when it should no longer be treated as official.
  • Revoked — retained as a record of the earlier report’s status.
Approving and emailing are separate actions. Follow Emailing reports when you are ready to notify families.
Northstar demo: Reports — History

Northstar demo — Reports — History

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Report templates

The Templates tab of the Reports dashboard is where you design reusable, school-branded formats for academic reports. When you generate a report — or set up a recurring schedule — you pick one of these templates. Each template card shows its name, description, font, paper size, and how many fields it includes. Click Create Template at the top of the tab (or Create template when no templates exist yet) to build a new one, or Customize on an existing card to edit it. Deleting a template does not affect reports already generated with it.
Northstar demo: Reports — Templates

Northstar demo — Reports — Templates

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The template designer

Creating or customizing a template opens a full-screen designer with editing controls on the left and a live document preview on the right — changes appear in the preview immediately. The controls are organized into four tabs:

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Content

  • Template details — the template’s name (required) and description.
  • Report fields — checkboxes for the student information that appears: Courses, Grades, GPA, Attendance, Assignments, Instructor, Enrollment dates, Enrollment status, Numerical score, Grade comments, Term, Course description, and Disciplinary records.
  • Section labels — rename the report title and the course, attendance, comments, and disciplinary section headings to match your school’s terminology.
  • Footer — set custom footer text, and choose whether to show the official/draft status and page numbers.
Northstar demo: Reports — Templates — Content

Northstar demo — Reports — Templates — Content

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Letterhead

  • Identity — override the school name, add a subtitle (e.g. “Office of Academic Records”), and add a contact or accreditation line. Leave fields blank to use your school profile.
  • Logo — show or hide the logo, override the logo image, and adjust its width. The school profile logo is used by default.
  • Header arrangement — choose a Classic, Compact, or Banner style; left, center, or right alignment; and whether to show a divider under the letterhead.
Northstar demo: Reports — Templates — Letterhead

Northstar demo — Reports — Templates — Letterhead

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Type & color

  • Typography — pick a print-safe font family (Arial, Helvetica, Georgia, Times New Roman, Trebuchet MS, or Verdana) and adjust body, title, and section heading sizes plus line spacing.
  • Colors — set the colors for headings and accents, body text, secondary text, lines and borders, and table fills. These apply to the report only, not your website theme.
Northstar demo: Reports — Templates — Type & color

Northstar demo — Reports — Templates — Type & color

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Layout

  • Page — US Letter or A4, portrait or landscape, and all four margins.
  • Section order — reorder the report’s sections (Student details, Academic summary, Course history, Attendance, Grade comments, Disciplinary record, Approval details) with the up and down arrows.
  • Information layout — choose the density, the academic summary style, the course table style, and whether student details use one or two columns.
Use Reset format in the designer header to restore all formatting to your school defaults, then Create template or Save changes to finish.
If you include Disciplinary records, the report includes all available disciplinary records for the student; academic scope filters only limit course data. These records become visible to students or guardians when the report is official and has Student access. The field also requires disciplinary records to be enabled in School configuration.
Northstar demo: Reports — Templates — Layout

Northstar demo — Reports — Templates — Layout

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Report access levels

Every generated student report has an access level that controls who can see it. You choose it at generation time under Who can access these reports?: You can change a report’s access level at any time after generation — open the report from the History tab and switch between Student & family access and Internal · admins only. Reports in the History tab carry an Admins only or Student access badge so you can tell them apart at a glance.

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Emailing reports

Approving a report no longer notifies students or families automatically. Emailing is a separate, explicit step:
1

Open the History tab

Go to the History tab of the Reports dashboard.
2

Email one report or many

Click the mail icon (Email report) on a report’s row, or select multiple reports and use the bulk Email action. Emailing is available for Official reports with Student access.
3

DeanDesk delivers the report

Adult students receive the report themselves. For a child, the report is emailed to the child’s parents.
You can re-send a report at any time with Email report again. DeanDesk records who emailed it, when, and how many times it has been sent, and emailed reports show an Emailed badge in the History tab.
Internal reports cannot be emailed. Change the report’s access level to Student & family access first.

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Recurring report schedules

The Schedules tab on the Reports dashboard lets you generate and email fresh official reports automatically each week or month.
1

Create a schedule

In the Schedules tab, click New schedule.
2

Name it and pick a template

Enter a schedule name and choose the report template each run should use.
3

Set the cadence

Choose a Frequency of Weekly (pick a day of the week) or Monthly (pick a day of the month, 1–28), then set the time of day the run should start, in your school’s timezone.
4

Scope the students (optional)

Under Dynamic student and academic scope, filter by academic year, term, course, roster, or enrollment status (All, Active, Completed, or Withdrawn). Filters are resolved fresh on every run, so students who newly match are included automatically.
Each schedule in the table shows its cadence (e.g. “Every Monday at 08:00”), its template, its Next run, its Last result (how many reports were generated, emailed, or failed), and a status of Active or Paused. Use the row actions to pause, resume, or delete a schedule — deleting a schedule keeps the reports it already generated.
Scheduled reports do not require approval. Each run uses the latest matching students and academic data, then emails the reports automatically. Reports created by a schedule are tagged Scheduled in the History tab, so you can distinguish them from manually generated reports.
Northstar demo: Reports — Schedules

Northstar demo — Reports — Schedules

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Using reports for compliance and audits

Student reports can support external audits, accreditation reviews, and regulatory reporting.
  • Attendance records serve as documentation for institutions required to track attendance by law or accreditation standards.
  • Transcripts provide official academic records for students applying to other institutions.
  • Enrollment reports verify headcount and program participation for government or grant reporting.
Export and archive reports at the end of each term. Retaining historical exports gives you a consistent audit trail even if data is updated later.

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Sharing reports with parents or students

For official student reports, use the Email report action described in Emailing reports above — adult students receive their own copy, and a child’s report goes to their parents. Official reports with Student access also appear on the student’s Transcript page. Use Print to create a PDF copy for sharing outside DeanDesk. Students can review the official reports made available to them from My Transcript in their profile; they do not generate new official reports themselves.

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Reports workspace tabs

The template designer has four tabs: Content for report fields, labels, and footer; Letterhead for identity, logo, and header arrangement; Type & color for typography and colors; and Layout for paper settings, section order, and information layout. Inspect the live preview before saving a template.