You're looking at an older version of Totara Learn.

Please see Totara Learn 12 help for the latest version.

All the grades for each learner in a course can be found in the course gradebook, or Grader report in Administration > Course administration > Grades.

The grader report collects items which have a grade associated with them, and allows them to be viewed and changed, sorted into categories and totalled in various ways. When you add an assessed item in a Totara course, the gradebook automatically creates space for the grades it will produce and also adds the grades themselves as they are generated, either by the system or by you.

The grades displayed are initially displayed as the raw marks from the assessments themselves, so it will depend on how you set those up e.g. an essay out of 36 will appear as however many raw marks a learner got, not a percentage (although this can be changed later, see below).

Note that various default options for the gradebook are set at system level by the administrator and can be marked as being overridable by you. This means the options will not always be set up the same way for every user when they see the grader report for the first time.

Hiding settings globally

To Hide part of the user interface:

  1. Select Show minimum grade after selecting Grades then General settings from the Site Administration menu If this setting is disabled, the minimum grade will default to zero and cannot be edited.
  2. Select  Allow category grades to be manually overridden after selecting  Grades then Grade category settings from the Site Administration menu. If this setting is disabled, users cannot override category grades.

Scrolling through the gradebook

The gradebook allows for smooth and stable scrolling horizontally and vertically through grades. It uses the whole window, making it accessible on all platforms.

Horizontal scrolling is at the bottom of the browser window, and there is no horizontal scrollbar at the top.


Along the top of the grader report are several rows: first the course, then the category, then the columns for each graded activity (for example: Assignment, Quiz, Lesson). Any activities settings which were left uncategorised will appear in the general category which is named after the course by default (any category name can be changed).

Grader report screenshot

To change the display options for the Gradebook:

  1. Select My report preferences.
  2. Select the display option you want. There are three ways that the categories can be displayed:
    • Grades only: Without the category totals column.
    • Aggregates: Category total column only.
    • Full view: Grades and the aggregates (the totals column for the category).

Each section has a small icon immediately to the right of its name. Clicking this will cycle through these display modes for that category.

Sorting by columns

You can sort by any column, just click the arrow symbol near the top of a column to sort by that column. Clicking again will sort lowest to highest, changing the symbol to an up arrow. The arrows will toggle between these two states until you click on a different column.

Searching and filtering the gradebook

If you change the course settings Group mode to Visible groups or Separate groups, a dropdown menu will appear in the gradebook to allow you to filter your learners by groups.

It is also possible to search learners by first name and last name.

Single view

Single view allows a course trainer to view either all the grades of a single learner or a single grade item for all learners. 

Grades may be excluded, or overridden and modified. It is also possible to bulk insert a grade, which might be useful for example if you wish to give the grade 0 to all students who did not submit work.

Single view screenshot

To Access the single View of grades for a selected learner:

  1. Select Course > Grade administration > Single view, from where the trainer is presented with a dropdown menu to select either a grade item or a learner.


Editing anything in the gradebook refers to editing the grades only and none of the available operations bear any relationship to editing the main course page i.e. the appearance of your course page cannot be influenced by anything you do in the gradebook. The Turn editing on button functions separately from the main course one, so editing can be on in the gradebook, but simultaneously off when you switch back to course view. This is because editing grades and editing the course page are separate capabilities. Roles such as non-editing trainer may only have one or the other.

Altering the grades

You can click Turn editing on at the top right to show an edit icon next to each grade. Clicking on the icon will bring up the editing screen for that grade which will allow you to set the grade, its written feedback, and a number of other attributes.

Alternatively, you can choose Quick grading and Quick feedback in My preferences to make the report appear with editable boxes containing each grade, so you can change many at once. This capability can be a real time saver, but make sure to save at reasonable intervals lest a pageful of changes be lost.

If you make changes here, they are then shown highlighted to indicate grades which have been manually changed.

Hiding columns or individual grades

Turning on editing then clicking the Show show/hide icons link will give you the familiar show/hide eye icon next to each grade and at the top of each column. For more information, read about grade hiding.


If you change any part of an assessment e.g. alter the maximum grade for one of the questions in a quiz, you may find that the columns do not yet reflect the change you have made. Click Turn editing on twice to force the gradebook to recheck.

Gradebook capabilities

There is just one gradebook capability, view the grader report, which is allowed for the default roles of manager, trainer and non-editing trainer.

On this page

Still have questions? Why not post them in the forums of the Totara Community.

  • No labels