Skip to main content
GuroAssist
Help topics

Step-by-step guide

Manage the class roster

Roster maintains the active local learner list used by Attendance, Gradebook, Forms, Recognition, Learner Support, and generated files. Select the class first, then use the smallest safe action.

Open the Roster screenshot

Teacher goal

How do I add, find, import, review, or withdraw a learner without changing the wrong class?

Use this guide when this is the task in front of you. Stop if the selected class, learner, role, school year, file, or output does not match.

In-app path

  1. Classes
  2. Open class workspace
  3. Roster

Get ready

Check the starting point

These are the minimum conditions for the workflow to make sense.

Before you start

Estimated time: About 10–20 minutes

  • A saved class with the correct school year
  • The learner action you intend to take
  • A current backup before a large roster change

You should see

Roster shows the intended active learners and the selected learner's local profile or withdrawal action.

Detailed workflows

Browse Class roster tasks

Choose reviewed batch import or local withdrawal only when the everyday roster guide is not enough.

Import a class roster

How do I bring learner names in without breaking local records?

Open workflow guide

Withdraw a learner from a local class

How do I withdraw a learner from the local class roster safely?

Open workflow guide

Steps

Complete the task in order

Review choice points, save or preview behavior, and any stop condition before continuing.

  1. Full class Roster with active-class header, fictional learner rows, search, filters, counts, and primary actions.View full size
    Sample data only. Use the visible active class, learner list, and filters before changing a learner. Captured July 11, 2026.

    Step 1

    Confirm the class, then search or filter the roster

    Open Classes, select the class, open its workspace, and choose Roster. Confirm the active class, then use Search name or LRN and Show. No contact and Not placed counts help identify the smallest maintenance task.

  2. Learner Profile dialog with identity fields, validation area, Save learner, Reset changes, and Cancel.View full size
    Sample data only. Use the profile dialog for a new learner only after checking for an existing local record. Captured July 11, 2026.

    Step 2

    Create a new local learner

    Choose New Learner only when the person is not already saved locally. Enter the required name and supported LRN, sex, birthday, guardian, contact, and remarks fields as available. Choose Save learner only after validation clears.

    Search first; a duplicate local learner should be added with Add Existing instead of created again.

  3. Add existing learner dialog with search, identity, placement state, Add to class, and Cancel.View full size
    Sample data only. Verify both the learner and placement state before adding. Captured July 11, 2026.

    Step 3

    Add an existing local learner

    Choose Add Existing, search by name or LRN, select the verified result, and read its placement message. Choose Add to class only when the learner is available; an already-active learner remains blocked from duplicate placement.

  4. Import learners start dialog with required columns, review stages, Create sample files, and Choose file.View full size
    Sample data only. Prepare the file and confirm the receiving class before preview. Captured July 11, 2026.

    Step 4

    Start Import learners with a reviewed file

    Choose Import learners. Read the supported Excel, CSV, TSV, text, and SF1 guidance, required columns, and three review stages. Use Create sample files when you need a known format, then Choose file for the intended receiving class.

  5. Roster import preview with receiving class, status counts, row results, notes, and Save learners to roster.View full size
    Sample data only. Only reviewed ready rows should be saved. Captured July 11, 2026.

    Step 5

    Review import rows before saving

    In Review imported learners, confirm the Importing into class line and source file. Read New, Matched, Needs review, and Skipped counts and every row's Result and Notes. Use Reload file after correcting the source; choose Save learners to roster only when the ready rows are correct.

  6. Learner Profile opened from the roster with an invalid LRN message, Unsaved changes, and the save action blocked.View full size
    Sample data only. Reconfirm identity and clear validation before editing or withdrawal. Captured July 11, 2026.

    Step 6

    Open Profile and resolve validation before a sensitive change

    Select a learner and choose Open Profile. Check the saved identity, required fields, guardian, contact, and remarks. The picture shows an invalid LRN and Unsaved changes: correct the value, use Reset changes to restore the saved record, or Cancel when the source is uncertain. Do not continue until validation clears.

  7. Import learners dialog after sample files were created in the local GuroAssist Files folder.View full size
    Sample data only. The saved-samples confirmation is the handoff to the separate reviewed import workflow. Captured July 11, 2026.

    Step 7

    Use sample files for a reviewed batch import

    For a batch, choose Import learners and Create sample files when a known format is needed. Confirm the Samples saved message and local GuroAssist Files folder, then prepare the file without changing required headers. Profile edits, Add Existing, and Withdraw learner are separate maintenance paths.

  8. Withdraw learner from this class dialog with local scope, retained records, and disabled confirmation until a reason is entered.View full size
    Sample data only. The action removes the learner only from the selected active local roster. Captured July 11, 2026.

    Step 8

    Withdraw only from the selected local class

    Select the learner, choose Withdraw learner, verify identity and current enrollment, enter Exit date and a concise Reason, then choose Withdraw from class roster. Cancel when any detail is wrong. This does not make an official enrollment or transfer decision.

  9. Current roster list after fictional learner actions, showing eight active rows, filters, counts, and primary actions.View full size
    Sample data only. The final active list is the result to verify before relying on downstream work. Captured July 11, 2026.

    Step 9

    Confirm the roster result

    Return to the active roster and confirm the created, linked, imported, edited, or withdrawn result. Search for the learner, confirm the active count and placement, and make sure no duplicate active row was introduced. Recheck affected class tools separately when the change could affect them.

  10. Settings after a workspace backup completed, with the saved confirmation and dated last-backup details.View full size
    Sample data only. The saved confirmation and updated time are the evidence that the roster backup completed. Captured July 11, 2026.

    Step 10

    Back up after major roster work

    Open Settings and choose Back up workspace after a major roster change. Wait for Workspace backup saved and confirm the Last backup time and folder changed before closing Settings.

Review

Check these before relying on the work

These checks cover saved, previewed, generated, and teacher-review states.

  • Selected class is correct

    The Class Roster heading and class workspace match the records being changed.

  • Existing learners are reused

    Search Add Existing before creating a second local record for the same learner.

  • Import preview is resolved

    Only ready rows are committed; created, linked, and skipped results are understood.

  • Profile details are readable

    Names, LRN, status, and required details are checked before dependent tools or outputs use them.

  • Status changes are reviewed downstream

    Attendance, Gradebook, Forms, Learner Support, Recognition, and generated files are checked after a withdrawal or correction.

Blocked states and recovery

Fix the blocker before continuing

Use the direct recovery action when GuroAssist is waiting for setup, data, access, policy, or file readiness.

  • No class selected

    Create or choose a class before adding learners.

    After recovery: The intended class appears in the workspace header and the task uses that class.

    Review roster help

  • Learner already active

    Add Existing will not add the same local learner to the selected class twice.

    After recovery: The intended class appears in the workspace header and the task uses that class.

    Review roster help

  • Import row needs review

    Rows with missing required fields, duplicate or ambiguous matches, or unreadable values stay skipped until corrected.

    After recovery: The preview shows no unresolved duplicate or matching issue, and only reviewed rows can be saved.

    Troubleshoot this blocker

  • No learner selected

    Open Profile and Withdraw learner require a selected roster row.

    After recovery: The intended learner is selected and the learner-dependent action is available.

    Review roster help

  • Dependent output is not ready

    Roster completeness alone does not bypass missing class setup, grades, templates, policy rules, or output review.

    After recovery: The intended class appears in the workspace header and the task uses that class.

    Review roster help

Safety note

Roster actions maintain teacher-owned local records. They do not perform official enrollment, transfer, school-head approval, or submission workflows.

Finish

Verify the result

Do not treat a saved screen or generated filename as proof that the work is ready.

You’re done when

Roster shows the intended active learners and the selected learner's local profile or withdrawal action.

Glossary

Expand the terms used in this guide

Use the plain-language meaning here, then follow the exact label in GuroAssist.

SF1
School Register: class and learner details for review.

Guide details

Guide verification

Use these details to confirm that this guide matches the GuroAssist version and school year you are using.

Verification
Verified with GuroAssist 1.0.0.0
Last reviewed
July 11, 2026
Screenshots
Captured July 11, 2026
Applies to
2026–2027

Was this helpful?

Choose an answer or report a guide that needs attention. No class, learner, or free-text data is sent by these buttons.

Report outdated or unclear guide

Related guides

Continue only where it helps

Import a class roster

How do I bring learner names in without breaking local records?

Withdraw a learner from a local class

How do I withdraw a learner from the local class roster safely?

Create and manage classes and learners

How do I create the right class before adding learners and daily work?

Use Learner Support

How do I keep learner notes, requirements, referrals, and history useful without oversharing?

Back up or restore local work

Protect local records before reinstalling, restoring, or moving laptops.