There is no limit on roster size, on any plan. Only the trip owner and co-organizers can import.
Import on the website
- Open the trip, go to Roster and choose Import roster.
- Choose file and pick a CSV or Excel (XLSX) file. Using Google Sheets? Choose File, Download, CSV, then pick that file.
- Column mapping. Common columns such as first name, last name, grade, date of birth, gender, allergies and parent email are matched for you. Check each one, set any that were missed, and choose Skip this column for anything you do not want. If you imported before, your last mapping is used again.
- Preview the first 10 rows, read any notes, then choose Import (the button shows how many travelers will be imported).
When it finishes you see how many travelers were inserted, updated and had errors.
On the phone
On the phone, Import roster is in Trip tools. Copy the rows from your spreadsheet, including the header row, and paste them in (CSV text works too). The same column mapping follows. To pick a file instead, use the website.
Notes the import shows you
- Dates of birth are never guessed silently. The preview shows how each date was read. A date it could not read imports blank. Afterwards, a notice tells you how many travelers have no date of birth, because travelers and parents use it to link their accounts.
- Traveler type. Every traveler is saved as Student, Adult or Staff. A word it does not recognise, such as "Drum Major", is saved as Student, so students keep their protections. Change any traveler later on their Edit page.
- Gender. If no column is set as Gender, you are warned: without it, students cannot choose boys' or girls' rooms or buses. You can add genders later with Set genders on the Roster page.
Custom fields
Got a column that is not a standard field, such as jacket size? In the mapping, choose + New custom field…, name it, and choose Create and map. Custom fields are free on every plan. A custom field in the medical category is shown with the health information.
Who can read what you import
Each column you map says Families can see this or Staff only. The traveler and their parents can read every standard field and every custom field except the ones marked Staff only. If your sheet has notes you wrote yourself, map them to a new custom field and tick Staff only. A column headed just "Notes" is not mapped automatically for this reason.
Health columns
Health information is kept under six headings: emergency contacts, allergies, dietary restrictions, medical notes, over-the-counter medicines allowed, and behavioral and other notes. Map only the ones your form collects. If your form has a single health column, map it to Medical notes. See Health information.
Re-importing
Import again on the same trip to update. Travelers with the same student ID, or the same name and date of birth, are updated in place rather than duplicated.
Adding one traveler
On the Roster page, use Add a traveler for a late addition.
Export
Export is in the trip menu. Download the whole trip as an Excel workbook, pick the columns you want for a CSV, or make a printable PDF. Exports are free on every plan; on the free plan the PDF carries a small footer. Health details are included only when you switch on Include health details for that download. Your student data is yours.
Next: Manage a traveler's profile and Trip code or personal code.