How to Create a Custom Roster from the Provider Dashboard

Overview

Custom rosters allow Providers to generate specific student lists across multiple programs and sessions. You can use them to:

• Download customized information about your students
• Create custom mailing lists for specific groups
• Generate lists of students by enrollment status (enrolled, waitlisted, or unenrolled)

The downloaded file is a CSV that can be opened in any spreadsheet application like Excel or Google Sheets.

Creating a Custom Roster

Step 1: Access the Custom Roster Feature

1. Navigate to the Provider Dashboard
2. Under Reporting, select Custom Rosters
3. Click the teal “+ Create a New Custom Roster” button

Step 2: Choose Students

1. In the "New Roster: Choose Students" screen:

• Under "Include students," select which students to include (enrolled, waitlisted, and/or unenrolled)
• By default, only "enrolled" is checked
• Important: If you want to see waitlisted or unenrolled student statuses in your report, make sure to check these boxes

2. Filter sessions using the options on the left

• You can filter by dates, location, or program

3. Select sessions by:

• Checking individual session boxes
• OR checking the “All matching sessions” box at the top

4. Click the teal Next button in the bottom right

Step 3: Choose Fields 

1. On the “New Roster: Choose Fields" screen:

• The left panel shows available Standard & Custom Fields (including information provided by parents during registration).
• The right panel displays the columns for your custom roster you will download. 

2. Select fields from the left panel by clicking the radio button next to each desired field

• Custom question fields are labelled as "Provider Question,” “Optional,” or “Inactive” to indicate the origin, type, and status of the questions. 
• Tip: To identify the registration source, add the "Referred by" field. In your CSV:
  • "provider" = registration came from your provider registration portal
  • "6crickets" = registration came from the public marketplace
  • "School or district" = registration from a school registration portal

3. Manage selected fields in the right panel using:

• Up/down arrows to reorder fields
• Trash icon to remove fields
• Pencil icon to edit field names

4. Click the teal Next button in the bottom right

Step 4: Name Your Roster

1. In the “New Roster: Name” screen:

• Enter a descriptive name that will help you recognize your roster later
• Choose a name that indicates what information the roster contains
• Example: "Roster with T-shirt sizes"

2. You have three options:

• Previous: Return to the previous step
• Download: Download the roster immediately without saving
• Save: Save the roster for future use

Managing Your Custom Rosters

Your saved rosters appear in the Custom Rosters tab with three action icons:

• Download icon (down arrow): Export the roster as a CSV file and open in your favorite spreadsheet application
• Email icon (envelope): Contact families or collect parent email addresses
• Trash icon (garbage can): Delete the roster when no longer needed
• Edit icon (pencil): Modify the roster settings

Additional Notes

• School and District questions: Custom questions added by a school or district are not available fields on a provider’s custom roster. 
• School pickup information: The school custom questions "Pickup Question" and "Pickup Notes" are not currently available as custom fields for providers. You'll need to get this information from the downloaded attendance roster.
• Pickup Notes will appear on the printed attendance roster.

Resources

Need help working with your exported data?

• Google Docs Editors Help Page
• Microsoft Excel Help Center