📝 Overview

Keep detailed records of your rosters and track student attendance with Sawyer's reporting features. You can download rosters in multiple formats for your files or to share with instructors, and quickly access attendance history for any student from several locations in your account. All the information you need for record-keeping and compliance is easily accessible.

🖨️ Download or Print a Roster

Learn how to export rosters for your records, instructor use, or to take attendance on paper.

What's Included on Your Roster

Click the arrow to learn what's include on a roster

Both PDF and CSV rosters include:

All student names
Form field responses collected at checkout
Extended/early day and after-school pickup information (if applicable)
Attendance marks (if taken digitally)
Check In/Check Out times (if using that method)
- Example of roster with check in/check out
Add-ons purchased by students
Signature line (if selected)
- Example without a signature line
- Example with a signature line

Access the Print Roster Feature

Click the arrow to learn how to print rosters

Go to Upcoming and click into the class roster you want to print
Click Roster Actions in the upper right corner of the roster
Select Print Roster from the dropdown menu

Choose Your Format

When you select Print Roster, you'll be prompted to choose a format:

PDF Format
- Print directly from your browser
- Download as a PDF file to your computer
- Best for: Printing and sharing with instructors or keeping in files
- Optional: Add a signature line to the printed version
CSV Format
- Downloads directly to your device
- Open and customize in Excel, Google Sheets, Numbers, or similar spreadsheet software
- Best for: Custom formatting, combining data from multiple rosters, or advanced record-keeping
- Optional: Add a signature line
- Customizable: Edit the file before printing

Customize Your CSV Roster

Click the arrow to learn how to customize your CSV Roster

If you choose CSV format, you can customize the roster before printing:

Download the CSV file to your computer
Open it in Excel, Google Sheets, or similar spreadsheet application
Edit columns, add notes, remove unnecessary fields, or reformat as needed
Print or save your customized version.

💡 Customization Tips:

Hide columns you don't need
Rearrange columns for better readability
Add your own notes or instructions
Format for your specific needs

Timing & Load Times

Most rosters generate and download in under 10 seconds. Larger or more complex rosters may take longer to process.

⚠️ Roster Size Limit: Rosters with 500+ attendees are not currently supported for printing. If you encounter a timeout error, try deselecting unnecessary form fields from your Roster Settings before printing again.

📊 View a Student's Attendance History

Learn how to access and review a student's attendance record from multiple locations.

From the Roster

Click here to learn how to access and review a student's attendance record from the roster

Access attendance for a specific student in a specific class:

Go to Upcoming and click into the roster
Click the More Options [...] menu to the right of the student's name
Select View Attendance
See their attendance history for that scheduled activity

From a Client Profile

Click here to learn how to access and review a student's attendance record from a client profile

Access all attendance history for a customer across all their activities:

Go to Contacts
Click on the Client Profile (customer name)
Navigate to the Bookings tab
Click the More Options [...] menu to the right of the activity name
Select Attendance History
Review the attendance record for that activity

From Attendance Report

Click here to learn how to access and review a student's attendance record from the attendance report

Generate a comprehensive attendance report for multiple students:

Go to Reports
Select Custom
Click + New Report in the top right
Choose I want a list of Bookings and click Get My Report
The report includes an Attended Value column showing attendance status

💡 Reports are powerful for bulk data. You can filter, sort, and export attendance data for analysis, compliance, or record-keeping.

📈 What Attendance Looks Like

Depending on your roster settings, attendance is tracked in different ways:

Attendance Type — Students marked as:
- Present ✓
- Absent ✗
Check In / Check Out Type — Records:
- Check-in time
- Person who checked them in
- Check-out time
- Person who checked them out
- Optional notes for each check-in/check-out

Both methods provide a complete audit trail of participation.

📝 Reporting Tips & Best Practices

For Instructors:

Download a PDF roster before each class to take attendance on paper if preferred
Share CSV rosters with instructors so they have attendance records

For Record-Keeping:

Download rosters regularly and store them securely
Use attendance reports to track participation trends
Export data quarterly for compliance or billing audits

For Analysis:

Use CSV format to import data into other systems
Create custom reports to analyze attendance patterns
Identify students with frequent absences or perfect attendance

❓ Frequently Asked Questions

Find answers to common questions about rosters and attendance.