Managing students and rosters

Students in the menu (on a phone, the ☰ button at the top of the screen opens it) lists every registration across all of your classes, newest first. Four cards at the top summarize the list: how many different people are on it (one count, even when someone has taken several classes), how many have paid, the revenue collected, and how many certifications expire within 90 days or have already expired. The first card covers every student; the other three reflect the page you are looking at.

• Search by name, email, or phone. The list and the count above it update a moment after you stop typing, and the search is kept in the page address, so you can bookmark or share it.
• Filter by payment status (Paid, Pending, Deposit, Balance Due, Failed, Refunded, Partial Refund) or by certification status (Active, Expiring Soon, Expired, No Certification). Filters cover every student in your account, not just the page on screen. Balance Due lists everyone who still owes money. Active filters appear as chips you can clear one at a time.
• Sort by name, email, class, payment status, amount, registration date, certification date, or expiration date.
• One row per person. Someone who has taken several classes with you shows up once, with their most recent enrollment and a small count of how many times they have registered.

Tick the checkbox on one or more rows and a blue bar appears with the number selected. The list loads 100 students at a time, so when your list runs to more than one page the bar also offers Select all matching (all pages), which selects everyone who matches your current search and filters, not just the rows on screen. The action available from this bar is Send Cert Reminder, covered in the attendance and certifications guide.

Each class has its own roster. Open the class and tap or click Manage Students in the Quick Actions panel (View All Students on a phone). The number in the button is the current enrollment.

• The cards show total enrolled with a capacity bar, paid students, students with a pending payment, and revenue for this class.
• The table lists each student with their contact details, emergency contact, registration date, answers to any registration questions, payment status, and amount paid. Search by name or email, or filter by payment status.
• The buttons at the end of each row open the student's record, email that student, move them to another class, show a payment link (QR code) for students who can pay online, or record a payment for anyone who has not paid in full. On a phone, each student card has Email and Move buttons.
• Tick students and tap or click Email Selected to write one message to the group. See the email and SMS guide for details.

Walk-ins, phone registrations, and students who paid by check all go in the same way. On the Students page, tap or click Enroll Student. The same button sits at the top of each class roster, with that class already selected. Only admin users can do this; instructors do not see the button.

1. Enter the student's first name, last name, and email (required), plus phone and date of birth if you have them. Tick the SMS consent box only if the student agreed to receive text messages.
2. Choose the class from the Select Class menu. Each option shows the class title, date, and price. Once a class is selected, the form shows the class price, the amount paid so far, and the balance due.
3. Fill in Payment Information. Enter the amount paid, pick the payment method (Cash, Check, Bank Transfer, Credit/Debit Card, or Other), and set the payment status. If you leave the status as Pending, CertClass sets it for you: Paid in Full when the amount covers the price, Partial Payment when it covers part of it. The payment type can stay on Auto-detect.
4. Add an emergency contact and any notes. Leave Send registration confirmation email ticked unless you are entering past registrations. Then tap or click Enroll Student.

When you enter an amount, CertClass also records a payment on the student's record so your Payments page matches what you collected. For a class that is billed to an organization, the student is marked as covered by the organization no matter what you enter in the payment fields.

If you kept student records somewhere else before CertClass, bring them in with Import Students on the Students page. Include the certification each person holds and when it expires, and CertClass can remind them when it is time to renew. Only admin users see the button. To add students to a current or upcoming class, import them from that class's roster instead (section 5).

1. Get your list into a CSV file. From Excel choose File, then Save As, then CSV; from Google Sheets choose File, then Download, then CSV. Up to 5,000 rows go in one import. The dialog has a Download template link with the column headings CertClass recognizes and an example row showing the format of each column (dates as MM/DD/YYYY or YYYY-MM-DD). Replace the example with your students; if you leave it in, it is skipped. A CertClass Export file (section 9) imports as is, except that rows for classes that have not finished are rejected; import those from the class's roster instead.
2. Choose the file. CertClass reads the first row as column headings and matches the ones it recognizes. Check each match and pick any it missed. First name, last name (or one full name column), and email are required.
3. Add the certification details you have: certification type (for example BLS Provider), card or certification number, issue or completion date, and expiration date. If every row is the same certification, type it once in Certification type for every row instead of adding a column. Dates can be written like 2025-03-15, 3/15/2025, or Mar 15, 2025.
4. Choose what happens when someone is already in CertClass: Skip them leaves their record alone, Update them overwrites it with the values in your file. A match is the same email with the same certification type, or the same email on the same class roster.
5. Tap or click Check rows. Nothing is saved yet. You see how many rows are new, will update an existing record, will be skipped, or have an error, with the reason for each problem row and an Error list download. Rows with errors are left out; fix them in your file and import it again, and the rows already imported are skipped.
6. Tap or click the Import button, which shows how many students will be saved. When it finishes you see how many were added, updated, and skipped.

• Linking to a past class. Add a Class column (and a Class Date column if you have run the same class more than once) to put a student on the roster of a class that already ran in CertClass. This import only takes classes that have already finished. To add students to a current or upcoming class, use Import Students on that class's roster instead (see importing a roster into one class). Without a class, the student is kept as history only and does not appear on any roster or take a seat.
• On the Students page, imported students show an Imported payment badge, their certification name in the Class column, and a certification status (Active, Expires in a number of days, Expired, or No Expiration when no expiration date was given).
• Renewal reminders. With Certification Expiry Reminders turned on under Email Automation, imported students with an expiration date get the same reminders 60, 30, and 7 days before it as students who took a class with you.
• No messages at import. Imported students never receive a registration confirmation, class reminder, or text message because of the import, and no payment is recorded for them.

When a group signs up together, or you already have a list for a class, add everyone at once with Import Students on that class's roster page, next to Enroll Student. It works on any class that is not cancelled. Only admin users see the button.

1. Open the class, go to its roster, and tap or click Import Students. Choose Download template for a CSV made for this class: First Name, Last Name, Email, Phone, Date of Birth, Emergency Contact Name and Phone, Notes, and one column for each registration question on the class (answer Yes or No). The file name includes the class name and date. The example row shows the format; replace it with your students, or leave it in and it is skipped.
2. Choose your file. Up to 500 students go in one import. CertClass matches the columns it recognizes; check each match and pick any it missed. First name, last name (or one full name column), and email are required.
3. Choose the payment status for everyone in the file. Not paid yet means each student owes the class price, the same as a pay-at-class registration. Already paid records a payment of the class price for each student, with how they paid (cash, check, bank transfer, or other). If the class takes a deposit, Paid the deposit records the deposit and leaves the rest due. No card is ever charged. For a class billed to an organization, or a free class, there is nothing to choose.
4. Decide whether to Send registration confirmation emails. It is ticked for classes that have not finished, and each new student then gets the same confirmation email as someone who registered online, including the amount due and the pay-online link when they owe a balance. For a class that has already finished, no emails are sent. Imports never send text messages.
5. Tap or click Check rows. Nothing is saved yet. You see how many students are new, how many are skipped, and any rows with errors, plus the seats left on the class next to the number of new students and the estimated registration charge. Anyone already on this roster (same email) is skipped.
6. Tap or click the Add button to put the students on the roster. When it finishes you see how many were added and how many confirmation emails went out.

• Seats. If the import needs more seats than the class has left, it stops until you tick Import anyway and go over capacity, or you remove rows or raise the class size. Students count toward seats the same way as online registrations, so with Payment Before Class an unpaid student does not hold a seat until they pay.
• Waitlist. Anyone in the file who was on this class's waitlist is marked as registered there.
• After the import these students are ordinary registrations: they get class reminders, appear in attendance and exports, and can pay a balance online like anyone else.
• Billing. Each new student counts toward this month's registrations, the same as the Students page import: the first 30 each month are free, then $0.33 per student.

Tap or click any student, or the eye icon on their row, to open their record. It gathers everything CertClass knows about that person in one place.

• Contact details including SMS opt-in status, and the student's answers to the class's registration questions.
• Class Enrollment with the class dates, location, instructor, and a link to the class page.
• Certification, Course History (every class this person has taken with you), and Attendance History.
• Payment Summary with the amount paid, status, class fee, and, when a deposit was used, the deposit paid and balance due. From here you can email the student (Email Student) or record a payment (Process Payment) if they have not paid in full.

Choose Edit Student to change their details. The edit form has four blocks: Personal Information, Payment Information (status and amount paid), Emergency Contact, and Notes. Notes are for your team and never appear to the student. They show on the student's record under Internal Notes. Save with Update Student.

Delete Student removes the registration. If the class was full, deleting a student frees a seat and the waitlist is notified automatically (see the waitlist section).

When a student can't make their date, move their registration instead of deleting it and enrolling them again. Their payments, contact details, registration answers, and notes come with them. Only admin users can move students.

1. Open the student's record and tap or click Move to Another Class, or use the arrows icon on their row in the class roster (Move on a phone).
2. Pick the new class. The list shows your upcoming classes with the date, time, location, price, and how many spots are left; the student's current class and cancelled, completed, or past classes are not listed. A class the student can't be moved to is greyed out with the reason, for example an organization-billed class while the student has payments.
3. Check the summary. It shows what the student has paid, the new class price, and either the balance due after the move or the credit they will have if the new class costs less.
4. Leave Email the student about the change ticked to send them the new class's date, time, and location, then tap or click Move Student.

• Money is never moved automatically. If the new class costs more, the difference shows as a balance due and the student pays it the usual way. If it costs less, the extra shows as a credit; issue a refund from their payment if you want to return it.
• Full classes. A full class shows as Full. You can still move the student there by ticking Move anyway and go over capacity.
• Organization-billed classes. A student who has paid can't be moved into a class billed to an organization until their payments are refunded. A student moved out of an organization-billed class owes the full price of the new class. Unlisted classes are marked so you can check the student belongs with that group.
• Attendance starts fresh. Attendance and pass/fail marks from the old class are cleared. A student who already has a pass or fail result can't be moved.
• Records. A line is added to the student's Internal Notes saying which class they moved from and to, when, and who moved them. The email, if sent, appears in their communication history.
• Billing. A move is not a new registration, so it does not count toward your monthly registrations again.

If the old class was full, moving a student out frees a seat and the waitlist is notified automatically, the same as deleting a student.

When a class reaches its maximum, the Register Now button on your booking page, in the widget, and on the class details page turns into Join Waitlist. The student enters their name, email, and optionally a phone number, and gets a confirmation email saying they are on the list.

A seat opens in four situations:

• you refund a student,
• you delete a student from the class,
• you move a student to another class, or
• you raise the class's maximum number of students.

Each time that happens, CertClass emails the people at the front of the waitlist, one email per open seat, with a link to the class's page on your booking site, where they can register. The email makes clear that it does not hold a seat: registration is first come, first served. Each person is emailed once. If the class fills again before they register, they stay on the list marked Notified, and you can point them to the registration link yourself when the next seat opens. There is no automatic enrollment, so nobody is added to your roster without registering themselves.

In your dashboard, every class page has a Waitlist card showing who is waiting, in the order they joined, with the date each person joined and, once a seat-open email has been sent, the date they were notified. Remove takes someone off the list; they can join again later and go to the back of the line. Once they register for the class, their entry is marked Converted and no longer counts as waiting. Converted and removed entries are tucked behind a Show converted or removed link at the bottom of the card, which also shows how many there are.

Export Student List appears on the Students page (every student in your account, or, while a search is active, the matching students on the page you are viewing; the payment and certification filters are not applied), on each class page, and at the top of the class roster page (that roster). It downloads a CSV file that opens in Excel, Numbers, or Google Sheets. Four formats are available:

• CertClass Export. The full record: first and last name, email, phone, date of birth, payment status, amount paid, deposit paid, balance due, registration date, course status, sessions passed, failed, and total, a Certificate Issued yes/no flag (Yes once the student is marked Passed), completion date, emergency contact name and phone, notes, the class and class date, the certification type, number, issue date, and expiration date, and one column per registration question. The column headings match Import Students, so this file can be imported back without changing anything, except that rows for classes that have not finished are rejected; import those from the class's roster instead.
• Red Cross Blended Learning (Pre-Class). The columns the Red Cross Learning Center accepts for enrolling students in the online portion before class: first name, last name, email, and phone number.
• Red Cross Course Record Entry (Post-Class). The post-class upload: first name, last name, email, phone, an Evaluation column (Successful, Unsuccessful, or Not Evaluated, filled from your pass/fail marks), and, for students who were not successful or not evaluated, the reason from the Red Cross reason list and the instructor's notes.
• AHA Atlas Import Students (Pre-Class). The file for adding your roster to a class in AHA Atlas: first name, last name, and email address. In Atlas, open the class, choose Add Student, then Import Students, and upload the file. Atlas emails each student an invitation, so students without an email address are left out, and a student listed twice with the same email is exported once. CertClass tells you how many were left out.

Files are named after the class (or your business, from the Students page), the export type, and the date. Mark attendance and pass/fail before running the Course Record export so the Evaluation column is filled in; see the attendance and certifications guide.