Student roster management for training schools
Start with 25 active students and 1 instructor seat on the free Starter plan. No credit card required.
Keep one roster of students with their contact email, date of birth, teaching category, level, status and notes. Assign each student a current curriculum, enroll them in weekly classes and link the parents who should see their records.
Moving from a spreadsheet? Owners can upload a CSV, review every row as new, duplicate or invalid, and import only when the file is clean. Only active students count toward the plan limit.
Before you choose: This is roster management for skills-based classes, not a school information system or learning platform. There are no grades, transcripts, timetables for academic terms, course content, or imports of past attendance, payments or assessments.
Illustrative example with synthetic records
Import preview for a five-row roster
A synthetic music school on Starter already has 22 active students, including Noah Patel (born 2014-02-09, no email). The owner uploads this file and reviews the preview.
| CSV row | Values (first, last, date of birth, status) | Preview result | Why |
|---|---|---|---|
| 2 | Ava, Lindqvist, 2015-06-01, active | new | Valid and not already in the school |
| 3 | Noah, Patel, 2014-02-09, active | duplicate | Name, date of birth and (blank) email match an existing student; the row will be skipped |
| 4 | Priya, Raman, 2013-11-20, Active | invalid | Invalid student status: values are case-sensitive, so Active must be active |
| 5 | Owen, Brooks, 2016-09-14, paused | new | Valid; paused students do not count toward the limit |
| 6 | Mia, Santos, 2012-04-03, (blank) | new | Blank status imports as active |
- Preview summary: 3 new, 1 duplicate, 1 invalid. Because one row is invalid, the import button stays disabled and no students are added.
- After correcting row 4, the file has three new active students. 22 + 3 = 25, which fits Starter exactly. A fourth new active student would block the whole import with the plan-limit message.
- Follow the import help guide and download its sample CSV to try this yourself.
Names and records are invented for illustration. They are not customer data or measured results.
Where spreadsheet rosters break down
A roster spreadsheet works until several staff edit it and other records depend on it.
Workflows available in your school workspace
Student profiles and statuses
Each student has a first and last name, optional email, date of birth, teaching category, level and notes. Status is active, paused or inactive. Only active students count toward Starter's 25 and Pro's 200 active-student limits; Business has no cap.
Current curriculum and classes
Assign one current curriculum so instructors can record skills against it, and enroll the student in weekly classes up to each class's capacity. Students enrolled through approved registration inherit the class curriculum.
CSV import with preview
Owners upload up to 1,000 rows (256 KB). Columns are first_name and last_name (required) plus optional email, date_of_birth (YYYY-MM-DD), vertical, level, status and notes. The preview counts new, duplicate and invalid rows and shows any plan-limit problem before anything is saved.
- A row is a duplicate when first name, last name, date of birth and email all match an existing student or an earlier row (ignoring capitals); duplicates are skipped, not overwritten
- Status must be lower-case active, paused or inactive; blank means active
- Any invalid row, or exceeding the plan limit, stops the whole import and adds no students
Family links
Link a parent or guardian email to each student. Once that parent verifies their email, they can read the student's progress, attendance, latest published report and invoices in the parent portal.
Registration requests and approved waitlists
Enable public registration for selected classes and add intake questions for all or selected classes, with conditional follow-ups based on an earlier choice or yes/no answer. Families submit answers with a request; staff review the saved answers and approve enrollment or a waitlist place. Approved waitlists promote in order when eligible places open, with email updates for recorded changes.
AI drafts and suggestions for staff to review
Progress report drafts - Pro and Business
Staff request a draft from recorded student skills and attendance, review and edit its text, then publish it to linked families. Drafts stay private, later edits require republication, and staff can withdraw a shared report while retaining its publication history.
Readiness suggestions - Business
Request a 0-100 readiness score with reasoning based on the current level's skills and recent attendance. The latest result is visible to linked families as soon as it is generated, without a separate review step. Instructors decide the next teaching step; it does not award a level or certify exam readiness.
Schedule suggestions - Business
Request suggestions from the school's recorded classes, instructors, and rooms. Staff review the output and make schedule changes themselves.
Retention review - Business
Request a review of student progress and attendance patterns to help plan staff follow-up. The app does not automatically contact students or guarantee a retention outcome.
What the app records
| Workflow | Available in ProgresslyAI |
|---|---|
| Curriculum | Staff-defined levels and skills; one current curriculum per student |
| Classes | Weekly schedule, instructor, exclusive resource reservations, and roster capacity |
| Attendance | Staff records present, absent, late, or excused by class and date |
| Registration | Requests with custom intake questions, staff approval, approved waitlists, and status emails |
| Student billing | Manual invoices, payment/refund records, credits, and print/PDF views |
| AI | Staff-requested outputs on the paid plan required by each feature |
Choose a workflow based on the records and decisions your school needs. The industry label changes how you organize your workspace; it does not add specialist systems that are absent from the app.
Is this a good fit for your school?
A reasonable fit when
- You teach students in recurring classes and track their skills
- Your roster lives in a spreadsheet you can export as CSV
- You want paused and former students kept on record without counting toward a limit
Look elsewhere when
- You need grades, transcripts, academic terms or state reporting
- You need to import historical attendance, payments or assessment records
- You want one student to follow several curricula at the same time
- You need course content, assignments or online lessons for students
How it works
Export your roster
Save your spreadsheet as CSV with first_name and last_name columns, or download the template on the import page.
Preview the import
Upload the file, fix any invalid rows, and check the duplicate and plan-limit results.
Confirm and import
Tick the confirmation and import. The whole file is added together, or nothing is added.
Assign curricula and classes
Give each student a current curriculum, enroll them in weekly classes, and link family emails.
Frequently asked questions
Who can add or import students?
Owners and instructors can add and edit students one at a time. Only owners can import a CSV, delete students or change billing.
What happens when I reach the active-student limit?
Adding or reactivating a student, approving a registration, promoting from a waitlist or importing active rows is blocked with a message to upgrade or archive a student first. Existing students are never removed. Changing a student to paused or inactive frees a place.
Does ProgresslyAI replace a student information system?
No. It manages rosters, skills, classes, attendance, family access and manual invoices for training schools. It has no gradebook, transcripts, term timetables or regulatory reporting.
What is included in the free plan?
Starter supports 25 active students and 1 instructor seat. It includes core records, custom curricula, weekly classes, attendance, family access, and manual invoices. Pro costs $49/month for 200 active students and 5 instructor seats, with AI report drafts. Business costs $99/month with no student or instructor-seat cap and the additional AI features described here. Paid plan prices are in USD.
Can students pay online or be billed automatically?
Student payments are handled outside ProgresslyAI. Owners issue invoices and record payments, refunds, and charge credits manually. There is no student card checkout, automatic recurring tuition collection, lesson-pack balance, or automated payment reminder. The school's own paid software subscription is separate from student billing.
Try the import with a copy of your roster on the free Starter plan. Keep your original spreadsheet until you have checked the imported records.
Start with your school's everyday records
Start with up to 25 active students on the free Starter plan.
Start freeFree Starter plan · No credit card required