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Roster: Overview & Navigation

Get started with the Upcoming section where you manage your calendar, view your rosters, and see at-a-glance information about your scheduled activities and enrollment.

Written by Dana Browne

📝 Overview

The Upcoming section is your hub for day-to-day management. Here you'll find a calendar of all your scheduled activities, view rosters for each class, track enrollment, and perform essential tasks like taking attendance, messaging students, and managing registrations. Activities appear in colored boxes so you can quickly see what's happening each day, and appointments appear in white boxes with colored borders for easy distinction.

📚 Roster Series Guide

This collection covers everything you need to know about managing your calendar and rosters. Below is a complete table of contents—click on any article to learn more:

Navigation & Display

Managing Your Rosters

Reporting & Records

🎨 Understanding Your Calendar

When you log into Sawyer, you'll land on your Upcoming calendar by default. The calendar displays all your scheduled activities in an at-a-glance format so you can manage your business day-to-day.

How Activities Appear

  • Activities display in brightly colored boxes with information showing:

    • Number of spots booked vs. spots offered

    • Activity name and time

    • Instructor assigned

    • Location

  • Appointments display in white boxes with colorful borders and show:

    • Single capacity (always one spot)

    • Appointment time and details

    • Customer name

Multiple Calendar Views

You can choose from three different calendar views depending on your needs. Your preference is saved, so you'll return to the same view each time you log in. Each view has a unique URL that you can bookmark for quick access.

Click the arrow to explore different calendar views

  • Daily View — Best for seeing your day-to-day agenda. Shows all activities happening on a selected day and gives you the option to download a roster that includes all participants across all classes for that day.

    Screen_Shot_2020-05-04_at_1.05.17_PM.png

  • Weekly View — Get an overview of the week ahead. See all activities scheduled across a seven-day period at a glance.

    Screen_Shot_2020-05-04_at_1.05.10_PM.png

  • Monthly View — See the full month. Completed activities appear opaque, and upcoming activities are highlighted so you can plan ahead.

    Screen_Shot_2020-05-04_at_1.05.25_PM.png

🎯 What You Can Do

Click into any activity or appointment to access its roster and perform tasks:

For Activities (Classes)

  • View attendance details for all registered students

  • Transfer students between classes

  • Remove students from the roster

  • Message your entire class or individual students

  • Download or print daily and weekly rosters

  • Add a new order (add a student and charge them)

  • Add a student (add without charging)

For Appointments

  • View customer and appointment details

  • Cancel bookings

  • Message customers

  • View order information

💡 Key Concepts

  • Add New Order: Registers a student for a class and creates a charge. Use this when a customer wants to enroll and you need to process payment.

  • Add Student: Registers a student for a class without processing a charge. Use this when you want to add someone to the roster without payment at that moment.

🗂️ Accessing the Roster — Two Ways to Get There

View registrations and manage student enrollment from your rosters. There are two convenient ways to access them depending on your workflow.

Path 1: From Upcoming (View All Students in an Activity)

Use this path when you want to see who signed up for a specific class.

Click the arrow to view this path to access the roster

  1. Click Upcoming on the left-hand toolbar

  2. View the calendar with enrollment snapshots. You'll see at-a-glance details like:

    • Total students enrolled vs. capacity (e.g., 5/10)

    • Number of students on the waitlist

  3. Click into a specific activity to open the Class Roster

From here, you can view all registrant information, take attendance, remove or transfer bookings, message class participants, and more.

Path 2: From Contacts (Manage a Specific Student's Enrollment)

Use this path when you want to manage one student across multiple activities.

Click the arrow to view this path to access the roster

  1. Go to Contacts in your Sawyer account

  2. Search for the specific customer/student name

  3. Click the Bookings tab to view all activities they're enrolled in

  4. Click on the activity title to open that activity's Roster

What You Can Do From the Roster

Once you're viewing a roster (regardless of how you accessed it), click the More Options Menu (three dots) next to any student's name to:

  • Transfer Single Date — Move a student to a different date within a multi-day activity

  • Edit Enrollment — Change which activity a student is enrolled in or adjust their enrollment dates

  • Remove From... — Cancel or remove a student from an activity

  • Message Student — Send a direct message to the student or their account holder

  • View Attendance — See attendance history for that student in this activity

  • View Transfer History — Track all transfers and enrollment changes for this student

  • View Order — Review the order details and payment information for this enrollment

💡 To add additional details such as form fields and add-ons to the roster view, see our article on Roster Settings.

Related Articles
Configure Roster Settings & Labels
Upcoming Overview
Manage Your Roster: Actions & Tasks
Overview of Single Day and Multi Day Transfers
Instructor Guide
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