• Note: The Report Builder allows you to create your own report, but it is limited in the number of base entities it can handle.
  • Please see the article: Reporting – Report Builder for more.

If the Grid Report you require should include complex calculations, as the data isn’t directly available in SELMA, the development required would need to be scoped and quoted.

• Please contact SELMA Support for grid report requests and other enquiries.

In this Section:

• Grid Report Overview and Managing User Access
• Run a Grid Report
  • Grid Report Export
  • Grid Report Subscription
    • Delete a Grid Report Subscription

Grid Report Overview and Managing User Access

Figure 1. Navigate to Reports > Grid Reports

Figure 2i. Grid Report Overview

From here, you can click the blue hyperlink text to run a Grid Report, or manage which User Roles are permitted to access each report.

Figure 2ii. Manage Access to A Report

Run a Grid Report

Grid Reports have can have multiple filter types:

Figure 3. Drop-down Filter

The drop-down filter includes single-select drop-down values.

Figure 4. Like Filter

This is a free-text field, where you can type to search for a character/s within names or words.

Figure 5. Date Filter

Click twice on a date in the calendar to select one date, or click once each time (orange, purple) for a date range (red).

Figure 6. Boolean Filter

The Boolean filter applies to fields in SELMA which list the values “Yes” or “No”.

Grid Report Export

The Grid Report display is limited to 250 rows on the SELMA User Interface.
To view the full dataset, export the Grid Report to your email address.

• Note: If you do not see an email in your inbox immediately, please ensure you check your spam or junk folder.

Figure 7. Export a CSV File

Grid Report Subscription

Subscribe to select Grid Reports if you want to receive report updates, automatically, based on a self-appointed time schedule.

• Note: The report will be emailed to your primary email address, and can be accessed on your SELMA Profile page, too.

Figure 8i. Click “Subscribe” on the Report

Figure 8ii. Specify Details and Save

Provide the required details, as indicated by red asterisks, and remember to click the purple “Subscribe” button. An email of the report will then be sent to you based on your schedule, starting on the date you specify.

Figure 9i. Report Subscription Email

This is the report that will be emailed to your primary address, as per your subscription. Click the “Downloads” hyperlink text to go to SELMA downloads.

Figure 9ii. Download CSV File

This is where you can download files to your computer. You can access this page via your Report Subscription email, or navigate to Reports > Downloads in SELMA.

Figure 10. Navigate to Profile > Report Subscriptions Tab

See a list of your scheduled Report Subscriptions, and click a report name to open the report in SELMA, directly. Click the red trash bin icon to delete a Report Subscription.

Delete a Grid Report Subscription

Figure 11i. Navigate to your Profile Page

Click your name in the top right corner of the navigation bar, then select “Profile”.

FIgure 11ii. Report Subscriptions Tab

Note: LNAAT is a New Zealand–only feature.

In this Section:

• Setup & Configuration
  • ESL Credentials
  • Syncing Assessments & Results
• Class / Intake Results
• Assigning Assessments to Learners
• Student Page
• Enrolment Page

Setup and Configuration

You will need a machine account from the Ministry of Education (ESL — Education Sector Login credentials) to connect. Please contact the Ministry of Education to obtain these.

ESL Credentials

Expand the LNAAT Configuration section to enter your ESL (Education Sector Login) credentials. Enter your ESL Username and ESL Password, saving each field individually using the “Save” button.

NOTE: Treat your ESL credentials like a password — do not share them with unauthorised users.

ESL Token URL and LNAAT Base URL

Please enquire with the TEC to obtain these URLs. Then, provide them in the LNAAT Configuration fields, below.

Syncing Assessments & Results

Once credentials are configured, use the action buttons at the top of the page:

• Sync Assessments — pulls the latest assessment catalogue from TEC into the Assessments Library.
• Sync Results — pulls the latest learner results from TEC and updates student and enrolment records.
• Test Connection — verifies that your ESL credentials are valid and the API is reachable.

Check the Logs section at the bottom of the page for any error details if a sync fails.

Class / Intake Results

LNAAT assessment results for all learners in a group can be viewed at the Class or Intake level from the dedicated LNAAT tab. Open a Class and click the “LNAAT” tab. The page shows:

• Completion Rate — the percentage of assigned assessments that have been completed across all learners in the class.
• Average Step Gains — the average improvement in literacy/numeracy steps across all learners.
• A results table listing each assessment per learner, with their Reading, Writing, Numeracy, and Overall step levels, along with Gains and Assessment Date.

NOTE: The same LNAAT tab is available on the Intake page and works identically, showing results for all enrolments in that intake.

Assigning Assessments to Learners

You can assign an LNAAT assessment to one or more learners directly from the Class Enrolments tab. Tick the checkboxes next to the learners you wish to assign an assessment to, then click “Actions” and select “Assign LNAAT Assessment”.

A modal will appear confirming the number of selected learners. Choose the assessment from the “Select Assessment” dropdown and click “Confirm” to assign it. The assignment will be submitted to the TEC LNAAT API.

Student Page

A summary of a student’s LNAAT results is available on their NZ Compliance tab. Open a Student record and click the “NZ Compliance” tab. Scroll down to the LNAAT card, which displays:

• Completed — the total number of completed assessments for this student.
• Overall Step — the student’s most recent overall literacy/numeracy step level.
• Average Gain — the average step improvement across all completed assessments.
• Reading / Writing / Numeracy — individual step levels per domain.

Click “View All Assessments” to open a detailed modal listing all of the student’s LNAAT assessments. Each row shows the assessment name, date, step levels per domain, overall step, gain, and completion status. A summary at the bottom shows the total completed count and overall average gain.

Enrolment Page

LNAAT results relevant to a specific enrolment are also available on the Enrolment page. Open an Enrolment and click the “NZ Compliance” tab. The LNAAT card displays the same summary as on the student page — Overall Step, Average Gain, and individual domain levels — scoped to assessments relevant to that enrolment. Click “View All Assessments” to see the full breakdown.

• Report Builder Overview
• Accessing Report Builder
• Selecting a Base Entity
• Building Your Report
• Running & Exporting Reports
• Subscribing to a Report
• Report Limits & Best Practices
• Need Something More Complex?

Report Builder Overwiew

The Report Builder lets you create your own ad‑hoc reports inside SELMA SIS—no coding required. Pick the fields you want, decide which ones should behave as filters, then run or schedule the report in just a few clicks.
Use Report Builder for straightforward data extraction such as:

• Lists of enrolments with programme names and dates
• Basic student directories (name, email, phone)
• Simple intake or class snapshots

If your reporting needs involve complex calculations or data drawn from many tables, see Grid Reports instead.

Accessing Report Builder

1. From the top navigation bar, select Reports → Grid Reports → Custom Reports.
2. The Report Builder home page lists every report you’ve already created.
3. To create something new, click the New button in the upper‑right corner.

Selecting a Base Entity

Every report starts with a Base Entity—the primary table the report pulls data from. Choose one of the following:

• Enrolment
• Student
• Intake
• Programme
• Contact
• Organisation
• Address

Your choice determines the initial set of available fields and the relationship map displayed at the top of the builder. You can still traverse to related objects (e.g. start with Enrolment and add fields from Student), but pick the entity that best represents the main focus of your report.

Building Your Report

1. Drag & drop fields
   • Columns – data that will appear in the output.
   • Filters – criteria you’ll set each time you run the report (date ranges, statuses, etc.).
   • The same field can live in both areas if you want to display and filter on it.
2. Follow the relationship flow shown at the top to reveal fields from related objects. There’s no hard limit on the number of columns, filters, or linked objects—add as many as you need.
3. Click Save when you’re happy with the layout.

Drag and drop to set your columns and filters:

On the top of the report creation, you will see the flow of how the entity works:

Click Save when you’re happy with the layout:

Running & Exporting Reports

• Click Run to open the report. Any filters you added will appear at the top of the screen—fill them in or leave them blank to return all data.
• Results display on‑screen (max 2,000 rows). Need everything? Click Export and the full file will be emailed to you as a CSV attachment.
• Use Edit at any time to return to the builder and tweak your columns or filters.

Subscribing to a Report

Automate delivery so you never forget to pull the numbers:

1. Open the report and click Subscribe.
2. Give the subscription a name, pick a frequency (daily, weekly, monthly, yearly), and set the start date/time.
3. Save—SELMA will email the CSV on the schedule you chose.

You can create unlimited subscriptions and modify or delete them later from My Profile → Subscriptions.

Report Limits & Best Practices

Need Something More Complex?

If you require advanced calculations, multi‑level joins, or highly customised formatting, a Grid Report is the better option. Lodge a request with the Support Desk and include as much detail as possible; simple Grid Reports are often free, while complex builds may incur a development fee.