- Use consistent display names.
- Archive inactive students instead of deleting history.
- Import rosters from CSV for larger setup work.
- Create charts only for students you are actively tracking.
- Agree on one naming convention before two staff create the same student twice.
Clean rosters make daily logging faster. Keep active students visible, archive students who no longer need charts, and use bulk import when you are setting up more than a few records.
Keep the active list focused
Daily logging works best when your dashboard shows the students you actually need to log today. Archive inactive students to reduce clutter while preserving history.
Use caseload context
For SPED teams, student records can connect to IEP status, case manager context, and meeting dates. That context helps prioritize follow-up.
Use CSV import for larger rosters
When setting up a class or school pilot, prepare a simple CSV and review it before importing. This prevents avoidable duplicates.
Agree on a naming convention early
The single biggest source of roster mess is two adults entering the same student under slightly different names. Jonathan in one record, Jon in another, J. Smith in a third. Before more than one person can add students, agree on a convention: legal first name, last name, and a grade or homeroom to break ties when two students share a name.
Naming matters more on a shared caseload than people expect. When a co-teacher logs against the wrong duplicate, the data splits across two records and neither one tells the full story. A few minutes spent agreeing on the format prevents an afternoon spent merging history later.
Archive instead of delete, and why it matters
Archiving keeps a student out of your daily view while preserving their charts, logs, and incident history. Deleting throws that history away. The default should almost always be archive, because behavior and IEP data has a way of being needed months after you assumed you were done with it.
Think of the student who transfers in March and returns in September, or the family that requests records a year later, or the team that revisits an old BIP to see what was tried before. In every case the archived record is quietly there. The deleted one is gone, and with it the evidence that the support actually happened.
Frequently asked questions
Can a student have more than one chart?
Students can have chart history, but teams should keep one active chart when possible to simplify daily logging.
What happens when a student moves?
Archive or transfer according to your school workflow and permissions.
Can I import a class roster?
Yes. Use CSV import for larger setup work.
I archived a student by mistake. Did I lose their data?
No. Archiving only hides the student from your active list; the charts, logs, and incident history stay intact, and you can restore them anytime from the Archived students section at the bottom of your roster. Delete Permanently is different: it erases the student and all their evidence and cannot be undone, so treat archiving as the safe default.
How do I keep a shared caseload from filling up with duplicates?
Settle on one naming convention and decide who owns adding students before anyone starts. Most duplicate problems trace back to two staff entering the same child under different spellings, which a shared format and clear ownership prevent up front.