Your Boxall Profile® Online Implementation Checklist

Implementing a new assessment tool can feel like a daunting task, but it brings significant opportunities to nurture your whole school community. Whether you are leading a primary or secondary setting, taking the right steps at the start will help you gently weave this valuable tool into the fabric of your everyday school practice.

Use this step by step checklist and best practice guide to help your team hit the ground running.

Phase 1: Setup your organisation

Step 1: Sign up and set up your organisation

• Create your account on the Boxall Profile® Online platform to establish your school profile.
• Ensure your key administrative details are accurate, as this acts as your secure base for all your data.

Best Practice Tip: Appoint a lead administrator from the beginning. Having a designated person to oversee the account setup helps maintain a clean and organised platform throughout the academic year. You can also add a Finance user to manage payments and invoices.

Step 2: Set up classes and year groups

• Mirror your physical school structure within the platform.
• Organise your classes and year groups logically to save you time later when assigning staff and generating cohort reports.

Best Practice Tip: Keep your naming conventions clear and consistent. Use the exact names your staff are already familiar with to make navigating the system intuitive for everyone.

Step 3: Add your staff

• Invite teachers, teaching assistants, and pastoral staff to join your organisation. Nurture is a whole school approach, so you will want to get your team on board early.

Best Practice Tip: Encourage staff to explore the platform before they begin assessing. Foster a collaborative environment by pairing confident technology users with those who might need a little extra support.

Step 4: Add your pupils

Populate your account securely using the method that best suits your cohort size:

• Adding individually: Perfect for mid term arrivals or targeted use. Simply type in their details.
• Importing via CSV: Download our dedicated template, add your pupil data, and upload securely.
• Importing via CTF (Common Transfer File): Export directly from your Management Information System and upload it into the platform for large batches.

Streamlining School Transfers: If you are a secondary school welcoming a new Year 7 intake, you do not need to start from scratch. You can request the transfer of a pupil’s historical Electronic Boxall Profile (EBP) directly from their primary feeder school within the platform. All you need is the child’s unique reference code from their previous school to submit a request.

Utilising the Transition Passport: For your most vulnerable pupils, use the Transition Passport feature to compile a comprehensive, visually accessible summary of their developmental journey. You can share this securely via a unique URL or QR code. The best part? Receiving teachers or external support staff can explore and view the full passport even if they do not have a Boxall Profile® Online subscription yet, ensuring they understand a child’s hidden communication and needs from day one.

Phase 2: Staff Readiness & Begin Assessing

Step 5: Access training

• Utilise our training suite to bring your community together. We offer a range of courses designed to meet you exactly where you are, from quick technical refreshers to deep dive certifications.
• Included with every subscription: our online, self-paced Introduction to Boxall Profile® Online course, giving every member of staff a flexible way to learn the essentials and get the most from the platform.

Best Practice Tip: Ensuring your staff feel confident means that nurture remains the golden thread running through your practice. Try allocating specific time during INSET days for staff to complete initial modules.

Step 6: Launch assessments using targeted entry points

Avoid overwhelming staff by rolling out assessments in strategic waves based on your school setting:

• Primary strategy: Begin with a manageable cohort, such as pupils at a key transition point or those where concerns have been identified. Allow staff around six weeks to get to know and regularly observe pupils before completing their first assessments. You can then gradually extend assessments across classes as staff confidence grows, supporting a whole-school approach.
• Secondary strategy: Consider beginning with an identified cohort, such as Year 7 pupils or those with socialisation, disengagement, attendance or suspension concerns. Complete their first assessments after an initial settling-in and observation period of around six weeks, then extend assessments more widely across the school.

Phase 3: Community Engagement

Step 7: Engage governors and trustees

• Use the School Snapshot to present clear cohort reports at governor meetings to demonstrate proactive management of pupil wellbeing.

Best Practice Tip: Share how this tool aligns with Ofsted requirements by providing a powerful, data informed story of your school’s success and make a clear case for continued investment.

Step 8: Connect with parents and carers

• Frame your conversations positively when sharing a child’s progress with their family.

Best Practice Tip: Explain that the tool helps you understand how best to support their child’s learning and happiness. A transparent approach builds trust and reinforces a highly supportive home to school relationship.

Need assistance?

If you require any assistance, have questions regarding your payment, or need support with the Boxall Profile® Online, please visit our dedicated Help Centre, access the “Page Guide” on each page, or contact us directly at [email protected].