Roster Workspace

Overview

Use the Roster workspace to manage student information before submission. This workspace applies to Private-level forms used for applications, inquiries, or new student registration forms. Information collected from these forms moves directly into the Submission workspace.

Most of the data stored in the Roster workspace is prepopulated from a known data source such as your student information system. The roster typically represents all students who could potentially complete your online form, such as existing students who will likely return for the next school year. Forms that collect new student information do not require a Roster workspace. 

The primary objectives of this workspace are:

1. Fill the roster with existing student data by importing the data from your Student Information System using the Import task or by manually inputting the information.
2. Notify families that the online form is open, using communication templates containing unique access codes (Snapcodes).

Parent Email Communication

As part of the Parent Account Email Communication feature, email communications can now be sent to the linked parent account email address. Parent Account Email-related properties will show the correct value based on the state of the Roster record.

When sending Roster communications (recurring emails, individual and batch communications) given the PROP:UserAccountEmailAddress is configured as an Email Recipient Field Mapping:

• If the Roster record does not yet have a linked family account (for example, Imported/Added, Notified/Not Started), the PROP:UserAccountEmailAddress is treated as if it is empty.

• If the Roster record already has a linked family account (for example, Started, Submitted), but the linked family account is a cell phone account, the PROP:UserAccountEmailAddress is treated as if it is empty.

• If the Roster record already has a linked family account (for example, Started, Submitted), but the linked family account is anonymous, the PROP:UserAccountEmailAddress is treated as if it is empty.

• If the Roster record already has a linked family account (for example, Started, Submitted), but the linked family account is currently in the PendingEmailVerification status, the PROP:UserAccountEmailAddress is treated as if it is empty.

• If the Roster record already has a linked family account (for example, Started, Submitted), and the linked family account is not a cell phone account, nor an anonymous account, nor in the PendingEmailVerification status, the PROP:UserAccountEmailAddress is treated as non-empty and used in the communication.

Email Preview displays the PROP:UserAccountEmailAddress value according to mentioned rules (either blank if it does not pass the rules or the User Account email address if it does).

When the parent account is in the Pending Email Verification status due to the Parent Account Email Verification feature, any linked parent account email address displayed within or exported from the Roster Workspace will have “(pending verification)" appended. For example, email@test.com (pending verification).