AI student progress reports that staff review before families see them
Start with 25 active students and 1 instructor seat on the free Starter plan. No credit card required.
Generate a short report draft from the skills and attendance your staff have already recorded. The draft stays private. An owner or instructor edits it, saves it, and decides when to publish it to the student's linked families.
Report drafts are included on Pro and Business. The report is written from your records, so it is only as current as the skill checklist and attendance staff keep.
Before you choose: Reports are requested one student at a time. They are not generated on a schedule, emailed to families, or translated, and the AI does not see private notes, invoices or registration answers. Families see only the latest published report in the portal.
Illustrative example with synthetic records
One report from recorded data to the published version
A synthetic piano student on the Pro plan. The left column is what staff recorded; the right column shows what happens to the report at each step.
| Step | What is recorded or shown | Family portal shows |
|---|---|---|
| 1. Records | Curriculum "Piano Foundations", Level 2. 5 of 12 skills mastered (42%), 3 in progress. Recently mastered: C major scale hands together, Reading quarter and eighth rests. In progress: Pedal timing, Sight-reading 4 bars. Last 30 days: 3 present, 1 late, 0 absent, 0 excused. | Skills by level and recent attendance. No report yet. |
| 2. Generate report draft | AI draft: "Lena has made steady progress this month, mastering the C major scale with both hands and reading quarter and eighth rests. She is working on pedal timing and short sight-reading passages. She attended all four lessons, arriving late once." | Nothing changes. The draft is private. |
| 3. Edit and Save draft | Instructor replaces the generic opening, adds the next goal ("two-line sight-reading at the next lesson") and removes the late-arrival remark. | Nothing changes. |
| 4. Publish to families | Saved text is published. History records Published, the date and the instructor's name. | The published report appears for Lena's linked parent. |
| 5. Edit again, Publish changes | Instructor corrects a skill name. The status shows "Published with a private draft" until Publish changes is selected. | The earlier published text, then the corrected text after republishing. |
| 6. Withdraw from family view | Owner withdraws the report after the parent asks a question. History records Withdrawn. | This report is removed. An earlier report, if one is still published, would show instead. |
- Before and after: the draft summarizes counts the instructor already entered. The published version adds a teaching goal only the instructor could supply. That edit is the point of the review step.
- For sentence patterns you can adapt, see student progress report examples and the report template. Step-by-step instructions are in the progress report help guide.
Names and records are invented for illustration. They are not customer data or measured results.
Why report writing stalls
Most schools already know what each student can do. The slow part is turning those records into a few clear sentences for a family.
Workflows available in your school workspace
Drafts built from recorded progress
The draft request sends the student's name, teaching category, curriculum and level, mastered, in-progress and total skill counts, up to six recently mastered skills, up to six skills in progress, and present, late, absent and excused counts from the last 30 days. The model is instructed not to invent facts; staff still check every sentence.
Private draft, explicit publication
A new draft is labeled "Draft - not shared with families". Staff edit up to 20,000 characters and select Save draft. Publish to families shares the saved text. Saving later edits does not change what families see until staff select Publish changes.
Withdraw and history
Withdraw from family view removes a shared report from the portal; if an earlier report is still published, families see that one. Every publication and withdrawal is kept as a dated version with the staff member's name. A draft that was never shared can be discarded; a shared report cannot be deleted.
Concurrent edit protection
If a colleague changes the same report in another window, the save is rejected with a prompt to reload, so one person's edits do not silently overwrite another's.
Verified family access
Invite parents or guardians to a read-only portal for their linked students. After verifying their email they can see recorded skills, the last 15 daily attendance records, the latest published progress report, any latest Business readiness result, and family invoices. Unrelated students remain private.
AI drafts and suggestions for staff to review
Progress report drafts - Pro and Business
Staff request a draft from recorded student skills and attendance, review and edit its text, then publish it to linked families. Drafts stay private, later edits require republication, and staff can withdraw a shared report while retaining its publication history.
Readiness suggestions - Business
Request a 0-100 readiness score with reasoning based on the current level's skills and recent attendance. The latest result is visible to linked families as soon as it is generated, without a separate review step. Instructors decide the next teaching step; it does not award a level or certify exam readiness.
Schedule suggestions - Business
Request suggestions from the school's recorded classes, instructors, and rooms. Staff review the output and make schedule changes themselves.
Retention review - Business
Request a review of student progress and attendance patterns to help plan staff follow-up. The app does not automatically contact students or guarantee a retention outcome.
What the app records
| Workflow | Available in ProgresslyAI |
|---|---|
| Curriculum | Staff-defined levels and skills; one current curriculum per student |
| Classes | Weekly schedule, instructor, exclusive resource reservations, and roster capacity |
| Attendance | Staff records present, absent, late, or excused by class and date |
| Registration | Requests with custom intake questions, staff approval, approved waitlists, and status emails |
| Student billing | Manual invoices, payment/refund records, credits, and print/PDF views |
| AI | Staff-requested outputs on the paid plan required by each feature |
Choose a workflow based on the records and decisions your school needs. The industry label changes how you organize your workspace; it does not add specialist systems that are absent from the app.
Is this a good fit for your school?
A reasonable fit when
- Instructors already record skills and attendance each week and want a first draft to edit
- You want families to see only text a staff member has reviewed and published
- You need to correct or withdraw a shared report and keep a record of what was shown
Look elsewhere when
- You need report cards with grades, numeric scores or exam analytics
- You want reports generated and emailed to every family on a schedule
- You need formal assessment certificates or reports in several languages
- Your skill records are not kept up to date; the draft cannot be better than the records
How it works
Keep skills and attendance current
Assign a curriculum to the student and record skill statuses and attendance as you teach.
Generate a report draft
On the student's page, select Generate report draft. Requires a Pro or Business school and an owner or instructor role.
Edit and save
Correct anything inaccurate, add the next teaching goal, and select Save draft.
Publish, revise or withdraw
Publish to families when ready. Later changes need Publish changes; Withdraw from family view removes it.
Frequently asked questions
Which plans include AI progress reports?
Both Pro and Business include report drafts. Starter schools can record skills and attendance and share them through the family portal, but cannot generate report drafts.
Do families see the AI draft?
No. Families see only the latest report a staff member has published. Saving a draft does not change the family view, and editing a published report creates a private draft until staff publish the changes.
How are other Business AI features different?
Business adds readiness, retention and schedule suggestions. These are separate tools, not part of the report. Retention reviews and schedule suggestions are visible to staff only. The latest readiness result for a student is shown to linked families as soon as staff request it, without a separate publish step, so request it only when you are prepared to share it.
Can I edit a report after publishing it?
Yes. Edit the text and select Save draft, then Publish changes. Families keep seeing the previous version until you republish. You can also withdraw the report from the family view; the publication history is kept.
What is included in the free plan?
Starter supports 25 active students and 1 instructor seat. It includes core records, custom curricula, weekly classes, attendance, family access, and manual invoices. Pro costs $49/month for 200 active students and 5 instructor seats, with AI report drafts. Business costs $99/month with no student or instructor-seat cap and the additional AI features described here. Paid plan prices are in USD.
Who can use the family portal?
An invited parent or guardian verifies their email and joins the school. They can read only the students linked to that account and those students' invoices. There is no separate student-role login or public access to these private records.
Start by recording skills and attendance for a few students on Starter. When the records are useful on their own, upgrade to Pro and compare a draft with what you would have written. See plans and pricing.
Start with your school's everyday records
Start with up to 25 active students on the free Starter plan.
Start freeFree Starter plan · No credit card required