Frequently Asked Questions

SENDtrax is an intuitive, cloud-based SEND management platform designed to streamline the Assess, Plan, Do, Review process in schools. It simplifies the way schools monitor, document, and evidence support for pupils with Special Educational Needs and Disabilities (SEND). 

SENDtrax is designed for SENCos, school leaders, educators, and Multi-Academy Trusts (MATs). Whether you are a small primary school, a large secondary school, or part of a multi-school trust, SENDtrax helps manage SEND provision efficiently. 

SENDtrax focuses on user-friendly design, efficiency, and compliance. It reduces paperwork, offers real-time data tracking, and facilitates collaboration across schools, all while ensuring GDPR compliance and high levels of security. 

• Assess: Tools to identify and assess pupils’ needs in line with the SEND Code of Practice’s four areas of need.
• Plan: Easily create and manage One Page Profiles and Individual Education Plans (IEPs).
• Do: Set up and track SMART interventions, monitor progress, and evidence impact.
• Review: Evaluate the effectiveness of interventions, update plans, and produce reports.
• Communicate: Secure internal messaging, calendar scheduling, and optional Parent Portal features to involve families.

Yes. SENDtrax allows users to view multiple schools individually or as an aggregated MAT overview. This makes it easy to monitor trends, run reports, and maintain consistency across sites

Absolutely. SENDtrax is used in nurseries, primary schools, secondary schools, colleges, and MATs. The system is scalable and adaptable to different sizes and types of educational establishments. 

SENDtrax uses industry-standard encryption and secure login processes, including two-step verification, to protect sensitive data. The platform is hosted on Amazon Web Services (AWS), with servers located in the UK, ensuring data residency and compliance with GDPR regulations. 

Yes! We offer a free trial to allow schools to explore SENDtrax and experience its benefits firsthand. Contact our team to arrange your trial today. 

SENDtrax provides comprehensive support, including step-by-step guides, video tutorials, and direct access to our friendly support team via email or phone. 

Yes! We offer full onboarding training for new users, as well as refresher courses and additional training when required. Whether you are new to SENDtrax or need support in a particular area, we are here to help. 

The Parent Portal is an optional feature that allows schools to securely share a pupil’s assessments, interventions, and meeting invites with parents. It fosters transparency and collaboration in the pupil’s SEND journey. 

Parents can view their child’s One Page Profile, assessment results (displayed as easy-to-understand pie charts focusing on strengths), interventions, and upcoming review meetings. They do not have access to any other pupil data. 

Yes. Schools can choose whether or not to enable the Parent Portal and its messaging functionality. You stay in complete control of what is shared with parents. 

Yes. SENDtrax provides flexible user permissions. You can control who accesses different parts of the system and assign responsibilities accordingly. Only authorised staff will see sensitive pupil data. 

Users receive a welcome email with login details and a temporary password. After their first login, they set their own secure password and complete two-step verification for ongoing access. 

Your school, MAT or setting remains the owner and controller of all data entered into SENDtrax. You retain full control over who can access, update, or export data. 

Yes. SENDtrax allows you to export data at any time as Excel files for reporting or auditing purposes. 

Yes. The SENDtrax platform includes a User Activity Tracking Tool, giving schools complete oversight and control over how their data is accessed and managed. As the Data Controller, the school has full visibility of:

• Which staff members have logged into their SENDtrax portal
• The exact dates and times of each login
• The specific areas of the portal that were accessed
• Any changes made to pupil records, assessments, interventions, or documents

This tracking tool is designed to support schools in maintaining their own records of data access, ensuring accountability and transparency. Only those with administrative access assigned by the school can view this activity log, helping the school to uphold its GDPR responsibilities and safeguard pupil data.

If you choose to leave SENDtrax, you can export your data before closure. We will securely delete any remaining data after a pre-agreed period, in line with GDPR requirements. 

Yes. SENDtrax is a fully cloud-based platform, meaning you can access it anytime, anywhere, on any device with an internet connection. 

Yes. SENDtrax is responsive and works across desktops, laptops, tablets, and smartphones, ensuring flexibility for all users. 

 Of course! We offer free live demos where you can explore the features of SENDtrax with a member of our team. Book your demo by emailing us or using our contact form on the webste.

You can email us at info@sendtrax.co.uk, or use the contact form on our website for any inquiries.