RollSheet Help

Students

Add and edit students

Add students one at a time, fix their details later, or bring in a whole list from a spreadsheet.

Who can do this
Admins. Admins and instructors can also add students from the Front Desk.
Where
Management → Students
Student Management page with the CMF Import, Import and Add Student buttons (sample data)
Sample data. Click the image to open it full size.

Add a student

  1. In the sidebar, open Students (under Management) and click Add Student.
  2. Enter First Name and Last Name. These are the only required fields.
  3. Fill in what you have: Student ID, Grade, School, Classroom (Main Classroom or Early Learner), Math Level, Reading Level, Date of Birth and Enrollment Date.
  4. Under Parent/Guardian, enter the parent's name, email and phone. The parent is saved only when Parent First Name is filled in.
  5. Click Add Student.

What the other fields are for

  • Date of Birth drives the birthday reminders on the Front Desk and the birthday messages at check-in.
  • Typical Schedule puts the student's regular visits on the weekly schedule. See "Set a student's typical schedule".
  • The parent's Email is how a parent gets linked to the parent portal. See "Connect a parent to the parent portal".
  • New parents get check-in and check-out texts by SMS by default. To change that, edit the student and adjust Notification Preferences.
  • To show an alert when the student checks in, edit them and tick Flag this student (shows alert on check-in), then add a Flag Note.

Edit a student

  1. Open Students and click the pencil at the end of the student's row.
  2. Change what you need.
  3. Click Save Changes.

Quick add and edit from the Front Desk

Admins and instructors can work with students without leaving the Front Desk.

  • Click Add Student in the Check In Student card. The short form takes name, grade, school, Math and Reading levels, typical schedule and parent contact.
  • Click the pencil on a student in the check-in list to add or remove Math or Reading, change levels, or set their typical schedule, then click Save.

Add many students from a spreadsheet

  1. Open Students and click Import.
  2. Click Download Template. Fill in one row per student and delete the example row.
  3. Click Choose File and pick your spreadsheet (.xlsx or .xls).
  4. Check the preview. Rows marked Error show what's wrong and will be skipped.
  5. Click the button under the preview, for example Import 12 Students. When it finishes, click View Students.
  • First Name and Last Name are required on every row.
  • Grade Level must be Pre-K, K or 1–12. Dates can be YYYY-MM-DD or MM/DD/YYYY.
  • Level columns take base levels such as 2A, A or C. Reading sub-levels like AI or BII aren't accepted by the import, so set those on the student afterwards.
  • Parent Relationship can be mother, father, guardian, grandparent or other.

What this affects

  • Each active student uses one seat on your plan. Adding or importing is blocked if it would go over your limit.
  • Spreadsheet import only adds new students. It doesn't update existing ones or check for duplicates, so don't import the same file twice.

Tips

  • Kumon centers can create and update students straight from the CMF report instead. See "Update students from a Kumon CMF report".

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