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Build the roster & connect parents

Student accounts, fees, fundraising credits, RSVPs, and parent access all start with the Student Roster. Set up the roster before assessing fees or connecting parents.

Add one student

  1. Open the booster organization and click Students.
  2. Under Add a Student, enter First Name, Last Name, Grade, and optional Section.
  3. Click Add Student.

Grades must be 6 through 12. Use the section name your program already uses, such as Trumpet, Color Guard, or Percussion.

Import a roster from CSV

A CSV is a simple spreadsheet file. In Excel, Numbers, or Google Sheets, put these headings in the first row:

first_name,last_name,grade,section,parent1_email,parent2_email

The two parent-email columns are optional. You may leave a cell blank or add more parent columns using the same pattern. Save or download the sheet as a .csv file no larger than 1 MB.

Then:

  1. On Students, find Import from CSV.
  2. Choose the file and click Upload & Preview.
  3. Read the Import Preview. Fix the original spreadsheet and upload again if a name, grade, section, or email is wrong.
  4. Click Confirm Import only when the preview is correct.

MusterSheet skips an existing student with the same first name, last name, and grade. Each non-empty parent email creates a pending link to that student; it does not give the parent access until they request and accept their private email-match link (or an officer sends an invitation).

When the roster includes parent emails, families can connect themselves without seeing or searching the student roster.

  1. Direct the parent to /boosters/join.
  2. The parent enters their own email address. MusterSheet always shows the same confirmation, whether or not the address matched, so it cannot be used to look up families.
  3. If the address matches, MusterSheet emails one private link containing every matching student in this organization.
  4. The parent signs in or creates an account, reviews only their matched students, and clicks Accept Invitation. Access is immediate.

The link expires after seven days and can be requested again. Outstanding links may overlap; accepting one closes the others for that email address and organization. Parents with students in two organizations receive one separate, org-scoped link per organization.

Generate a 10-minute code in person

Use a short code when a family is standing with you and needs to connect immediately.

  1. Open Students and expand Create a Private Family Invitation above the roster (it starts collapsed).
  2. Select every active student in that household, up to eight students — the search box above the list narrows it as you type a name or section. You do not need to enter a family label for a code.
  3. Click Generate 10-Minute Code.
  4. Keep the code screen on your phone. On the parent's own phone, have them open /boosters/join, enter the six characters, and click Open My Invitation.
  5. Ask the parent to check the selected names, sign in or create an account, and click Accept Invitation.

The short code must be entered within 10 minutes and works once. Once it opens the private invitation, the parent has up to one hour from generation to finish signing in or creating an account and accept. If the handoff window runs out first, return to Students and generate another code. Ephemeral codes deliberately do not appear in a master list; generate a fresh one instead of trying to recover an old screen. Never send a short code for later use; use an email link, personal invitation, or private family QR flyer instead. A wrong, expired, or already-used code reveals no organization or student names.

Create a private family QR flyer

Use a family flyer when you do not have a parent's email address or will meet the family in person at registration, uniform fitting, or a parent meeting.

  1. Open Students and expand Create a Private Family Invitation above the roster (it starts collapsed).
  2. Enter a Family Label (flyer only) that officers will recognize.
  3. Select every active student in that household, up to eight students — the search box above the list narrows it as you type.
  4. Click Generate & Print Flyer and print the single family card that opens.
  5. Hand that card directly to the family. Never leave family flyers in a public stack or combine several families' cards on one sheet.

The QR opens a private invitation listing only the students you selected. The parent signs in or creates an account, checks the names, and clicks Accept Invitation. The link is single-use and does not expire automatically. Open Invites & Parents to see the screen-only Family Flyers list, print a live card again, use Replace QR to invalidate it and create a fresh one, or Revoke it without creating a replacement. Once a family accepts its flyer, the card leaves the list — the connected parent appears in the parent links table below instead.

Send a personal invitation

Use this fallback when an adult's email is missing from the roster or needs correction.

  1. Open Invites & Parents.
  2. Choose the student and enter the parent's email.
  3. Send the invitation.
  4. If email delivery is unavailable, copy the personal invite link shown in the pending-invites table and share it directly with that parent.

The parent opens the link, signs in or creates an account, and clicks Accept Invitation. Access is immediate.

If the wrong person was connected

Open Invites & Parents and revoke the parent link. An officer code or family QR flyer never restores access that an officer revoked; the parent needs a fresh personal or email-match invitation before they can follow that student again. Family QR flyers can be revoked before use; Replace QR also invalidates the old flyer immediately. Email-match links are single-use, and accepting one closes the other outstanding email-match links for that address and organization.

Parents can follow more than one student, and more than one adult can follow the same student. Each adult should use their own MusterSheet account. Siblings tied to the same email and organization are claimed together from one email link; an officer code or family flyer also connects every student selected for that invitation. Codes and flyers can each be accepted only once, so another adult needs their own email link, fresh code, personal invitation, or family flyer.