How to Manage Student Profiles During and After the Semester

New student joins your school

1. Go to Students → click Add Student
2. Enter first name, last name, grade
3. Assign them to one or more groups
4. Print their QR code from Settings → QR Codes

They're ready to scan on their first day. Takes under 30 seconds.

Add many students at once

1. Export your roster from your SIS (PowerSchool, Infinite Campus, etc.) as a CSV
2. Go to Students → click Import CSV
3. Upload the file — students are created with names, grades, and group assignments

200 students in 30 seconds. The CSV just needs first_name, last_name columns. Grade and group are optional.

Move a student to a different group

1. Find the student on the Students page (use search or grade filter)
2. Click the edit icon next to their groups
3. Add the new group, remove the old one
4. Click Save

Their historical data stays intact. Laps from the old group are still in their record.

Student in multiple groups

A student can be in more than one group at the same time. Emma is in "Morning PE" and the after-school "Running Club"? Just add her to both. Her laps are tracked separately per group, but her total stats combine across all groups.

Student transfers out

1. Find the student on the Students page
2. Select their checkbox
3. Click Bulk Actions → Deactivate

They disappear from active lists and scanning, but their historical data is preserved. If they come back, you can re-add them.

Promote all grades

1. Go to Students
2. Select all students (checkbox in the header)
3. Click Bulk Actions → Promote Grades

Every student's grade moves up one level: K→1, 1→2, ... 11→12. One click for the whole school.

Deactivate graduating students

1. Filter by the graduating grade (e.g., Grade 5 or Grade 8)
2. Select all filtered students
3. Click Bulk Actions → Deactivate

They won't appear in groups or scanning next year, but their records are preserved for reporting.

Reassign groups for next year

1. Select students who need to move (use grade filter to find them quickly)
2. Click Bulk Actions → Add to Group
3. Select the new group

You can also rename existing groups in Settings if the group names change (e.g., "3rd Period" becomes "2nd Period").

Everything carries over automatically

You don't need to set up anything from scratch. Your groups, students, and QR codes all carry over. If you promoted grades and deactivated graduates at year end, you're ready to go on day one.

Just add any new students (individually or via CSV import) and you're scanning.

New students from a fresh roster

1. Export your new year roster from your SIS
2. Import via CSV
3. Print QR codes for new students only

Existing students keep their same QR codes — no reprinting needed.