📝 Overview
Your roster is where you manage day-to-day student activities. From adding new registrations to transferring students between classes, removing them from rosters, messaging your class, and canceling individual sessions—all these actions are accessible right from the roster view. This guide walks you through each task so you can efficiently manage your classes.
🎯 Access the More Options Menu
Many roster actions are located in the More Options Menu [...] at the top of each roster. Here's what you can access from there:
Download Report: Generate a daily roster report that includes all form field responses collected at checkout plus any extended/early day and after-school pickup information.
Edit Instance: Adjust details for a specific class date (date, time, location, or instructor). Changes affect only that one class date, not the entire semester. Customers are not notified of changes.
Edit Scheduled Activity: Quick shortcut to the full activity setup page where you can make changes to the overall activity settings.
View All Instances: See the Activity Summary Page showing all dates and bookings for this activity at a glance, with options to download reports.
Cancel Session: Cancel a single class date out of a series of classes.
➕ Add a New Student to Your Roster
Click the arrow to learn how to register and charge a student directly from the roster
Click the arrow to learn how to register and charge a student directly from the roster
Add a New Order (Student + Charge)
Use Add New Order when you want to register a student for a class and process a payment.
From the roster, click + New Order
Select an existing customer from your contacts OR choose Add New Client to create a new customer account
Enter required customer information if adding a new client
Confirm the Booking Type (Single Class, Monthly, Semester, etc.)
Review order details and select to Book or Add to Waitlist (if applicable)
Select a payment method:
Credit card
Custom payment methods (Cash, Check, etc. if set up)
Other available payment options
Process the payment
Optionally send a confirmation email to the customer
A New Order creates a charge for the activity or package price. If the customer purchases add-ons, those are included in the charge.
Add a Student (No Charge)
Use Add Student (or Add Participant for mixed-age activities) when you want to add someone to the roster without charging them or using a pack spot.
From the roster, click + Add Student (or + Add Participant)
Select an existing customer OR Add New Client
Confirm the booking type
Select Book or Add to Waitlist
The student is added to the roster—no charge processed
When to Use Add Student:
Free trials or introductory classes
Students attending without payment
Makeup classes
Siblings or family members observing
⚠️ When you use Add New Order or Add Student, customers are not asked to fill out form fields. If you need that information, they can fill it out later in their own Sawyer profile.
↔️ Transfer or Edit a Student's Enrollment
Click the arrow to learn how to move a student to a different class or adjust their registration
Click the arrow to learn how to move a student to a different class or adjust their registration
Click on the three-dot menu [...] next to the student's name
Select Edit Enrollment
Choose the Target Activity from the dropdown (the new class you want to move them to)
Select the Start Date for when the transfer takes effect
Review the transfer details
Confirm the transfer
The student moves to the new activity. Add-ons are NOT automatically transferred, so if they had extras like extended day in the original class, you'll need to adjust those separately.
The customer receives an email notification about the transfer.
Transfers do not affect the billing. Charges are based on the original activity price.
❌ Remove a Student from a Roster
Click the arrow to learn how to remove or unenroll a student from a class
Click the arrow to learn how to remove or unenroll a student from a class
Click on the three-dot menu [...] next to the student's name
Select Remove from Roster (or similar remove option)
Confirm the removal
⚠️ Removing a student is different from canceling an order. Removing from the roster takes them off the class, but may not process a refund. See your order management settings for refund policies.
💬 Message Your Class or Individual Students
Click here to learn how to send emails to your students directly from the roster
Click here to learn how to send emails to your students directly from the roster
From the roster, click Message or Message Class button
Select your recipients:
All — Every student on the roster
Booked — Only students with confirmed bookings
Waitlisted — Only students on the waitlist
Select Individually — Choose specific students to message
Compose your message:
Subject Line: Defaults to "A message from [your business] about [activity name] on [date]" — you can customize this
Body: Write your message. You can:
Bold, italicize, or add bullet points
Include links
Add attachments (up to 15MB per email; use cloud storage links for larger files)
There is no character limit on message length. You can format text for clarity and readability.
Review the email preview
Click Send
⚠️ Students with unverified email addresses will be marked with a label on the roster and may not receive your email (if your account has email verification enabled). You can send a verification email to confirm their address.
🚫 Cancel a Single Class Date
Click here to learn how to cancel one class session while keeping others in the series active
Click here to learn how to cancel one class session while keeping others in the series active
Click on the More Options Menu [...] at the top of the roster for the specific class date
Select Cancel Session or Cancel Class
Confirm the cancellation
Choose how to handle student refunds (options vary based on your settings) Only the selected class date is canceled. Other dates in the semester or series remain active and students keep their spots.
💡 Depending on your settings, customers may receive automatic cancellation notifications.
📊 Download a Roster Report
Click here to learn how to download a roster report
Click here to learn how to download a roster report
Click Roster Actions or the More Options Menu [...]
Select Download Report or Print Roster
Choose your format:
PDF — Print directly from browser or download
CSV — Download and customize in Excel, Google Sheets, or similar programs
Optional: Add a signature line to your printed roster
Generate and download the file
For detailed instructions on printing and customizing rosters, see the Roster Reports & Attendance Records article here.
❓ Frequently Asked Questions
Find answers to common questions about roster management.
Can I undo a removal if I remove a student by accident?
Click the arrow to view the answer
Click the arrow to view the answer
Removing a student from the roster is typically permanent, but you can quickly re-add them using the Add New Order or Add Student option. There should be no additional charge if done immediately.
What's the difference between "Remove from Roster" and "Cancel Order"?
Click the arrow to view the answer
Click the arrow to view the answer
Removing from roster takes them off the class roster only. Canceling an order is a financial action that processes refunds according to your cancellation policy. Use Remove if you simply want them off the roster; use Cancel Order if you need to process a refund.
If I transfer a student, do their add-ons transfer too?
Click the arrow to view the answer
Click the arrow to view the answer
No. Add-ons (like extended day care, materials, etc.) do not automatically transfer. You'll need to add those separately to the new activity if needed.
Will customers be notified if I remove them from a class?
Click the arrow to view the answer
Click the arrow to view the answer
Removal notifications depend on your account settings. Some businesses send automatic notifications; others handle it manually. Check your notification preferences.
Can I message students who are on the waitlist?
Click the arrow to view the answer
Click the arrow to view the answer
Yes. When composing a message, you can select specific recipients including waitlisted students.
What if a student has an unverified email address?
Click the arrow to view the answer
Click the arrow to view the answer
They'll be marked on the roster with an "unverified" label. Your message may not reach them. You can send a verification email from the roster to confirm their email address.
Can I add a student with a discount or custom price from the roster?
Click the arrow to view the answer
Click the arrow to view the answer
When placing a New Order, you can apply coupons or use custom payment methods if set up. For more complex pricing, you may need to handle it through your settings or contact support.