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Build the roster & connect parents

This page is for booster officers. It shows how to add students to your list of band members (the Student Roster) and connect their parents. Fees, payments, fundraiser credits, and parent access all start with the roster, so set it up first.

Add one student

  1. On the organization page, open Student Roster.
  2. Under Add a Student, enter First Name, Last Name, Grade, and Section (optional).
  3. Click Add Student.

Grades must be 6 through 12. For section, use the instrument or group names your band already uses, such as Trumpet or Color Guard.

Import a roster from a spreadsheet

You can add the whole band at once from a spreadsheet in Excel or Google Sheets. MusterSheet needs the spreadsheet saved as a CSV file, a simple spreadsheet file that both programs can make.

  1. Start a new spreadsheet. In the first row, type these headings, one in each box, starting in the top-left box. Then put one student on each row below them:

    first_name last_name grade section parent1_email parent2_email
    Maria Lopez 10 Trumpet mlopez@example.com

    Type the headings exactly, with the underscores ( _ ). Only first_name, last_name, and grade are required. You can leave out section and the parent email columns, or add more parents with parent3_email and so on.

    The Import from CSV box shows the headings on one line with commas between them. That's how a CSV file stores them. Don't type the commas yourself.

  2. Save it as a CSV file:

    • Excel: click File, then Save As. Change the file type to CSV UTF-8 (Comma delimited) and click Save. If Excel warns that some features may be lost, click Yes or Keep.
    • Google Sheets: click File, then Download, then Comma Separated Values (.csv). The file goes to your computer's Downloads folder.

    The file must be 1 MB or smaller. A whole band's roster easily fits.

  3. On Student Roster, find Import from CSV. Under CSV File, choose your file.

  4. Click Upload & Preview.
  5. Check the Import Preview. If anything is wrong, fix your spreadsheet, save it as a CSV again, and upload it again.
  6. Click Confirm Import.

A student with the same first name, last name, and grade as someone already on the roster is skipped. Parent emails do not give access by themselves. The parent still has to ask for a link and accept it, as shown below.

If your roster has parent emails, parents can connect themselves.

  1. Give the parent this web address: mustersheet.com/boosters/join.
  2. Under Email me a private link, they type their email and choose Email My Link.
  3. If the email matches your roster, they get one private link by email. It covers all of their students.
  4. They open the link, sign in or create an account, check the names, and choose Accept Invitation.

The link works for seven days. Parents can ask for a new one at any time.

Connect a family in person with a 10-minute code

Use this when the parent is standing with you.

  1. On Student Roster, open Create a Private Family Invitation (above the roster).
  2. Check the box for each student in that family, up to eight. The search box helps you find them.
  3. Click Generate 10-Minute Code.
  4. On the parent's own phone, have them go to mustersheet.com/boosters/join. They type the six-character code and choose Open My Invitation.
  5. The parent checks the names, signs in or creates an account, and chooses Accept Invitation.

The parent has 10 minutes to type the code, and it works only once. If time runs out, make a new code. Don't send a code for a parent to use later. Use an email link or a flyer instead.

Use a flyer when you don't have the parent's email, or you will see the family in person.

  1. On Student Roster, open Create a Private Family Invitation.
  2. Type a Family Label you will recognize, such as "Whitfield family".
  3. Check the box for each student in that family, up to eight.
  4. Click Generate & Print Flyer and print the card.
  5. Hand the card to that family yourself.

The parent points their phone camera at the square QR code on the card and opens the link that pops up. They sign in or create an account, check the names, and choose Accept Invitation. Each flyer works once and does not expire.

Keep flyers private

Never leave flyers in a stack on a table or put two families on one sheet. Anyone holding the card can connect to those students.

To manage flyers, open Invites & Parents and find Family Flyers. There you can Print card again, Replace QR (the old card stops working), or Revoke a card. Once a family uses its flyer, the card leaves this list.

Send a personal invitation

Use this when a parent's email is missing from the roster or is wrong.

  1. Open Invites & Parents.
  2. Under Invite a Parent, choose the Student and type the Parent Email.
  3. Click Send Invite.

If MusterSheet can't send email, the button says Create Invite Link instead. Copy the link from the Invite Link column in the Parent links table and send it to the parent yourself.

The parent opens the link, signs in or creates an account, and chooses Accept Invitation. They have access right away.

Review old parent claims

You may see Pending Claims on Invites & Parents. These are requests from an older way of joining. Click Review claims, then Approve or Reject each one. Approve only if you know the person is that student's parent.

More than one parent or student

  • A parent can follow more than one student, and a student can have more than one parent.
  • Each adult needs their own MusterSheet account.
  • Codes and flyers work only once. A second parent needs their own email link, code, flyer, or invitation.

If the wrong person was connected

Open Invites & Parents and click Revoke next to that parent link. To connect that parent again later, send them a new email link or personal invitation. An old code or flyer will not bring back access you revoked.