---
title: "Roster | Administration | Ilmiya Documentation"
description: "Browse the student directory, manage individual student profiles, and monitor real-time activity in Ilmiya."
url: "https://ilmiya.com/docs/administration/roster/"
language: "en"
---
# Roster
The Roster module is where an admin manages the organization’s students — from viewing the directory, to managing an individual student’s profile, to monitoring which students are currently active.
## Accessing the Roster
Roster opens to a two-panel layout:
- **Left panel** — Choose the scope: **Users from all organization** (every student) or **User from selected Space** (pick a class from a searchable list to narrow the view to just that class’s students).
- **Right panel** — The student list itself, reflecting whichever scope is selected.
## Browsing the Student List
- **Search** — A single filter box searches students by name.
- **View toggle** — Switch between **List view** (table) and **Grid view** (cards).
- **List columns** — checkbox, Name (avatar + display name), Username, Actions.
- **Grid cards** — student photo, display name, username, and an action menu.
The list loads progressively as you scroll (infinite pagination).
## Acting on a Student from the List
Each row/card has an action menu:
| Action | Description |
| --- | --- |
| **Add to Space** | Assign the student to a class |
| **Edit Student / View Profile** | Opens the full student detail page |
| **Remove User** | Removes the student from the currently selected class only |
| **Archive Student** | Moves the student to the Archive |
| **Delete User** | Permanently deletes the student |
Clicking directly on a student’s name opens a **Quick-View card** with their photo, name, username, Grade, Family, Last seen date, Badge, Rank, Trophies, Points, and Streak — plus a shortcut into their full profile.
## Bulk Actions
Selecting multiple students via checkboxes brings up a selection bar with:
- **Archive** — Archive all selected students at once.
- **Delete** — Permanently delete all selected students at once.
- **Export** — Download the currently selected students (or, with nothing selected, every student in the current view) as an .xlsx spreadsheet (Name, Username).
> **Caution**
>
> **Delete** is permanent — confirm before removing multiple students at once.
## Managing the Student Profile
Opening a student leads to their detail page, organized into four tabs, used in this order:
### a) Overview
The student’s core profile:
- **Personal Info** — First Name, Last Name, Username, Student ID, Date of Birth, Gender.
- **Labels** — view and manage which labels are attached to the student.
- **Family** — view the linked family, or link one via **Add Family**.
- **Login** — view Login Instructions (QR code), and manage Email/Password.
### b) Records
The student’s notes/history log, searchable, with List/Grid view, showing each record’s title, creation date, and creator.
### c) Rewards
The student’s full behaviour/reward history: which rewards were given, when, and their point value, with the ability to remove (unassign) entries individually or in bulk.
### d) Spaces
Every class in the organization, with a toggle per row to add or remove the student from that class directly.
## Assigning a Family
From the **Overview** tab, **Add Family** opens a searchable list of the organization’s families (List/Grid view). Selecting one and confirming links that family to the student.
## Archiving & Restoring
Toggling to the **Archive** view shows previously archived students. From here, students can be restored back to active status, or permanently deleted, individually or in bulk.
## Bulk-Importing New Students
Reached from the Roster’s import action, this opens a spreadsheet-style screen:
1. Fill in students manually (First Name, Last Name, Username, Email, Password, Grade) or upload a **.csv/.xlsx** file.
2. Username, Email, and Password auto-fill as First/Last Name are typed in (fully editable).
3. Review and fix any flagged rows (missing fields, duplicate emails/usernames, invalid formats).
4. Click **Finish** to import all valid rows in one batch.
A summary confirms success, and lists any entries that failed (e.g. duplicates already in the system).
> **Tip**
>
> A blank or filled template can be downloaded as a **.csv** file at any point.
## Login Instructions (QR Code)
From a student’s **Overview** tab, **Login Instructions** opens a card showing:
- **Header** — the organization’s logo and name, and “Login Instructions for \[username\]”.
- **QR Code** — a scannable code the student can use to sign in directly.
- **3-step guide** — **Step - 1: Visit Site → Step - 2: Enter Username → Step - 3: Enter Password**.
- **Login details** — Username and Site (the sign-in URL), for manual entry.
- **Download** — saves the login instructions (QR code included) for printing or sharing.
## Streams (from Roster)
Streams gives admins a real-time view of which students are currently active, reachable from the Roster’s **Stream** shortcut (scoped to the same Space if one is selected in Roster).
**Summary cards** — Total, Active, Signed In, Signed Out — updating live as students come online or go offline.
**Student list** — Shows students with their current status, in the same active-first ordering used in [Analytics Streams](https://ilmiya.com/docs/analytics/streams/). Each row shows the student’s photo, name, and a colored status dot:
| Dot | State | Color | What it means |
| --- | --- | --- | --- |
| | **Active** | Green | Currently engaged in a lesson or activity |
| | **Idle** | Yellow | On a lesson, but paused (no interaction for about 5 minutes) |
| | **Away** | Orange | Signed in and connected to the app, but not currently inside a lesson, quiz, or assignment |
| | **Offline** | Red | Not signed in, or the connection has dropped entirely |
The list can be searched by name, username or email.
> **Note**
>
> Unlike the Analytics app’s Streams view, clicking a student here does not open a detailed real-time activity view — it opens the student’s Roster profile instead.
**QR page** — A toggle switches to a full-screen organization login QR page, showing the same 3-step sign-in guide for students who need to log in.
## Why the Roster Matters
- **User Management** — Keeps a complete, up-to-date record of all registered students.
- **Security & Access Control** — Monitors real-time activity and login access to flag unusual account behavior.
- **Efficiency** — Streamlines student oversight and reduces the overhead of administrative tasks.
The Roster page is a vital tool for administrators — enabling efficient, secure, and organized management of students across the Ilmiya platform.
[Previous
Spaces](https://ilmiya.com/docs/administration/spaces/) [Next
Domains](https://ilmiya.com/docs/administration/domains/)
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