Steps to Share Student Rosters

PREPARE STUDENT ROSTER

We've created a template that simplifies organizing the student roster. You can copy our Client Data Template to your Google drive or provide your own spreadsheet with the same required fields. 

Follow these steps:

1. Fill in the student information under the corresponding columns in the template.
2. Ensure the required data fields are included in separate columns. If your school provides parent emails, use separate columns for multiple parent emails.
3. Export or save the file as a CSV or XLS file. We need a workable spreadsheet.  PDF files are not accepted.
4. Review the roster data in the exported file for accuracy and completeness. *Remember there may be recent student name changes that may not be updated on your current roster. 
5. If including staff, enter "STAFF" in the Grade field. Ensure that the Group/Class entry for STAFF exactly matches the students they are associated with.

ATS

For Public schools, click HERE for instructions on how to export out of ATS.

UPLOAD ROSTER TO PORTAL

Login to the client portal. If you did not receive an invite to the portal, email your Account Manager. Do not send rosters in email. 

Follow these steps: 

1. Navigate to the School Rosters tab in the blue column on the left.
2. Review our Roster Requirements. 
3. Confirm the content of the data you are uploading by answering two sets of questions. You must click each box to proceed.
4. Click “Submit Information” button. 
5. “Upload Rosters” button will appear. 

1. Select the file you want to upload.
2.   

7. Once files are successfully uploaded a green “Uploaded” will show next to the file name. Success! 

💥COMMON MISTAKES💥

1. Group name on roster does not match the group name on the schedule. Both of these should match exactly so that we are prepared on Picture Day and students are associated with the correct group.
2. Student info is not all in one row. All relevant information pertaining to a student must be in one row. Do not start a new line when adding grade, email or any other info.  
3. Improper formatting causing cells to be misaligned. Pay special attention to make sure that columns, headers, and subject data align correctly to avoid potential mix-ups especially in associating the correct email to a student gallery. 
4. Incorrect file format. Uploading the roster in the wrong file format can cause issues and slow the process. Be sure to only upload a CSV (Comma Separated Values) or XLS (Excel) file. We cannot accept PDFs. 

CHECKING ROSTER

We want every student and family to feel seen and valued in their school pictures. Having the correct student names is a key part of that. Please review the roster carefully for any updates or preferred names—especially if a student goes by a name different from what’s listed. If you receive corrections after Picture Day, let us know so we can update them before families receive their gallery emails.

PURPOSE OF ROSTERS

1. Identify students and staff for image placement in online galleries.
2. Assign group pictures based on class/grade and teacher names.
3. Organize files for service items (e.g., yearbook files, admin files).
4. Email gallery link and online code to parents for accessing student galleries.

USAGE OF PARENT EMAIL ADDRESSES

1. Emails will only be used to communicate about school pictures. See our Privacy Policy.