Managing students and rosters

Students in the left menu 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). 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 click Manage Students in the Quick Actions panel. 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, or record a payment for anyone who has not paid in full.
• Tick students and 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, 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 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.

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 or record a payment if they still owe money.

Click 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 (next section).

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 three situations:

• you refund a student,
• you delete a student from the class, or
• you raise the class's maximum 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 registration page. 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 (the students on the page you are viewing), 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. Three 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, and one column per registration question.
• 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.

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.