Playground's Student tab empowers administrators to efficiently manage student information. Easily edit, delete, deactivate, or disable student profiles at any time. Additionally, administrators can download the current roster as an Excel file for convenient record-keeping.
Understand the Student Tab
Administrators can manage all of their students from the Student tab. To navigate to your student tab, select My School from the left sidebar and then click Students.
At the top of your screen, you will see the total count of several student statuses:
Active | The total number of active students at your school. |
Signed In | The total number of active students who are currently signed in to school. |
Signed Out | The total number of active students who are currently signed out of school. |
Absent | The total number of students who are currently marked absent. |
Total | The total number of inactive and active students. |
Inactive | The total number of inactive students. |
To the right of the student statuses, you will see your updates.
Birthdays Today | This update will appear if any of your students have a birthday. Click View to see the current birthdays. |
Changes | The changelog will always appear. Click View to see the recent changes |
In the upper right corner of your screen, you will see the Add Students button. Use this button to add students to Playground.
Student Table
The student table shows a list of your students and some of their information. You can click on a student's name from the table to navigate to their student profile. Use the pencil icon to make quick edits to a student's information.
Customize the Student Table
Click the cog wheel icon in the top right corner of the student table.
The Adjust Table Headers sidebar will open.
Toggle on any headers that you would like to see in your table.
Change the order of the headers by dragging the six dots to the left of the header name.
When you are satisfied with your changes, click the X in the upper right-hand corner to return to your table.
Filter the Student Table
There are four filter options for the student table.
Classrooms | View students in specific classrooms. |
Status | View students with an active or inactive status. |
Attendance | View checked-in, checked-out, or absent students. |
Programs | View students in specific programs. |
💡 Filters can be stacked, meaning you can filter by classrooms, status, and programs at the same time.
From the Student Table, click the white Filters button in the upper right corner of the table.
Select the filters you would like to use.
Click the blue Done button to save your filters.
Download the Student Table
The student table can be downloaded as a .CSV file.
🚨 If the table has been filtered, the current filter settings will apply to the download. Only the visible students will appear in the download.
Click the blue Download View button in the upper right corner of the table.
The Export Data window will open.
Select which columns you want to export. There are three options:
Export visible columns: only current columns will be included in the download
Export data in all columns: all student data will be included in the download
Select custom columns: select which columns you would like to download
Click the blue Download button.
The .CSV file will download to your computer.
View Students on Mobile
Open the Playground app and tap the Roster icon at the top of your screen. Tap a student's name to navigate to their student profile.
Filter Students on Mobile
The mobile roster can be filtered by selecting the options below the search below. See below for a description of each filter:
Classroom | View students in specific classrooms. |
Attendance | View checked-in, checked-out, or absent students. |
Schedule | View students who are scheduled or not scheduled for the day. |
Program enrollment | View students in specific programs. |
Edit Student Information
Edit a Student
From your admin dashboard, click My School and then click Students.
Click the pencil icon next to the student you want to edit. The Edit Student window will open. You can also access this window by navigating to the student profile and clicking the blue Edit Information button in the top right corner of the screen,
Click the blue Show Additional Information button to edit all fields.
When satisfied with your changes, click the blue Save button.
💡 You can edit student information directly from their profile. Simply type new information into the fields in the Details section, and a green check mark will appear to confirm the changes have been saved.
📱 To edit student information on mobile, navigate to the student's profile, tap the three dots in the upper right-hand side of the screen, tap click Edit Profile. Type the updated information and then tap Done.
Change a Student Profile Photo
From your admin dashboard, click My School and then click Students.
Click the student whose profile photo you want to edit.
Click directly on their current profile photo. Your computer's finder window will open.
Select the photo you would like to use and then click Open. The profile photo will now be updated.
📱 To change a profile photo on mobile, navigate to the student's profile, tap the student's current profile photo, then tap Edit Profile Photo.
Customize the Student Profile
The student profile can be customized by adding custom fields and reordering those fields.
Add a Custom Field to Student Profiles
From your admin dashboard, click My School and then click Students.
Click on any student to navigate to their profile.
Once a custom field is added to one student, it will be visible on every student's profile.
Click the blue + Add Fields button in the top right corner of the details section.
The Add Field window will open. See below for a description of each option in this window:
Custom Field Type: Select the type of answer that will be entered in this field (Ex: short text, phone number, email, date, single choice, multiple choice)
Custom Field Label: Type a label for the field.
Role visibility: Select who this information will be visible to (admin and teachers).
Visible to Guardians: Toggle this setting on if guardians should be able to view this field.
Click the blue Save button to add the field.
Edit or Delete Custom Fields
From your admin dashboard, click My School and then click Students.
Click on any student to navigate to their profile.
Once custom fields are deleted or edited for one student, they will be deleted or edited on every student's profile.
Hover the custom field label, and a gear icon will appear. Click the gear icon and then click Edit or Delete.
If editing the field, the Edit Custom Field window will open. Make the desired changes and then click Save.
Reorder Custom Fields
From your admin dashboard, click My School and then click Students.
Click on any student to navigate to their profile.
Once custom fields are reordered for one student, the new order will be visible on every student's profile.
Hover the custom field label and a gear icon will appear. Click the gear icon and then click Sort.
The Sort Custom Fields sidebar will appear on the right side of your screen.
Use the six dots next to the field name to drag and reorder the fields.
Click the blue Save button at the bottom of your screen to save the new order.
Delete a Student
Deleting a student is an irreversible action. We caution against deleting data as you may need it for your records in the future. If you'd like to remove a student from appearing the Admin Dashboard or mobile app, we recommend marking them inactive.
If you feel that completely removing a student is the correct choice, follow these instructions:
From your admin dashboard, click My School and then click Students.
Click the student you want to delete.
Click the Settings tab and then click the red Delete button at the very bottom of the page.
Click Delete Student to confirm you'd like to delete the student permanently from the dashboard.
🚨 You cannot delete a student who has made payments in Playground.
Mark a Student Inactive or Active
Students can be marked inactive in Playground. This is useful for keeping a student's profile and records after they have graduated or left your center.
💡 Students who apply to an enrollment listing are inactive by default until a classroom is assigned to the student. Additionally, any student added directly to Playground from the Students tab is active by default.
Difference Between Inactive and Active Students
Active Students | Inactive Students |
Guardians can check their students in and out. | Guardians cannot check their students in or out |
Guardians receive push notifications for posts to the feed. | Guardians will not receive push notifications for posts to the feed. |
Guardians receive email correspondence for Announcements sent as an email. | Guardians will receive email correspondence for Announcements sent as an email. |
Guardians can pay balances in the app. | Guardians can pay balances in the app. |
Guardians can use the chat feature if it is enabled for the center. | Guardians cannot use the chat feature. |
The student is listed on the default student roster and on all center reports where the student is relevant. | The student is not listed on the default student roster and on all center reports where the student is relevant. The roster can be filtered to include Inactive students. |
Administrators can create charges for the student. | Administrators can create charges for the student. |
Student is visible to administrators on the mobile app. | The student is not visible to administrators on the mobile app. |
💡 If you mark one sibling as inactive, the inactive sibling will still show up on the active sibling's Sibling tab
💡 To mark an entire classroom inactive, set the classroom status to inactive, and all students will be marked inactive.
Mark a Single Student Active or Inactive
From your admin dashboard, click My School and then click Students.
Find and click the student you want to mark active or inactive.
If your student is Inactive, you may need to change your filters to find them.
Click the Settings tab and then scroll down to the Account section.
Click Deactivate or Activate.
If Deactivating the student, the Deactivate Student window will open. Click the options you would like to apply, then click the red Deactivate button.
Remove future debits (anything that has not been posted AND not paid)
Remove autopay (warning: this will disable autopay for siblings as well)
Remove from enrolled programs
If Activating the student, the Activate Student window will open. Select the classroom you want to assign to the student, then click Activate.
Mark Students Active or Inactive in Bulk
From your admin dashboard, click My School and then click Students.
Use the checkboxes to the left of the student names to select all students who you would like to mark active or inactive.
If you are looking for Inactive students, you may need to change your filters to find them.
From top-right of the table, click Mark. From the dropdown menu click Active or Inactive.
The Mark Students Inactive or Mark Students Active window will open. If you want to schedule this action for the future, de-select the Execute Action Immediately checkbox. Click the blue Save button to confirm.
Disable a Student
If a student is disabled, all notifications, messaging, and billing will be turned off, and the student will be moved to an inactive status. Disabled students will be moved to a Graduated or Dropped classroom. The difference between a Graduated and a Dropped student in the system is based in the reason for their status change. A student should be Graduated when the student is completing their education at your center, indicating they have finished the final level or program offered. A student should be Dropped if they are leaving the center for other reasons, such as transferring to another institution. The distinction helps in tracking the reason why students are no longer active in your center.
From your admin dashboard, click My School and then click Students.
Click the student you would like to disable. Navigate to the Settings tab of their student profile, scroll down to the Account section, and click Disable.
Alternatively, from the student table, click the three dots next to a student's name and then click Disable.
The Disable Student window will open. Select whether you would like to Graduate or Drop the student. Then click the red Graduate or Drop button to confirm your action.
The Deactivate student window will open. Select the check boxes next to the options.
Remove future debits (anything that has not been posted AND not paid)
Remove autopay (warning: this will disable autopay for siblings as well)
Remove from enrolled programs
Click the red Deactivate button.
The student has now been deactivate and moved to a Graduated or Dropped classroom.
💡 Students enrolled in the Graduated or Dropped classrooms will be immediately marked as Inactive.
Student Changes Dashboard
The student changes dashboard can be found at the top of the Student tab. Click the blue View button to the right of View Changes to open the Changes Dashboard.
The changes dashboard shows recent changes to profile data, program enrollments, payments, paperwork, and guardians. Click the change type to view all recent changes. Use the Filters button to filter by a particular classroom.
Schedule Future Student Changes
Student classroom and status changes can be scheduled on future dates. You can view upcoming changes in the Changes & Actions section on the Overview tab of the student profile.
Schedule a Future Class Change for a Student
From your admin dashboard, click My School and then click Students.
Find and click on the student for whom you want to schedule a future class change.
On the right side of the student Overview tab, you will see the Changes & Actions section. Click the blue + Schedule Action button.
The Schedule Action window will open. Select Class Change as the action type. Select the new classroom and the day you would like the classroom change to occur. Then click Save.
Schedule a Future Inactive Date for a Student
From your admin dashboard, click My School and then click Students.
Find and click on the student for whom you want to schedule a future active or inactive date.
On the right side of the student Overview tab, you will see the Changes & Actions section. Click the blue + Schedule Action button.
The Schedule Action window will open. Select Mark as Inactive as the action type. Select the day you would like the action to take place. Then click Save.
The action will appear in the Student Changes section of the student's profile. To edit or delete a change you've already created, click the three dots to the right of the change and click Edit or Delete.
Add a Note to a Student's Profile
While clicked into a student's profile, click the Post a Note button under the Changes & Actions section.
To adjust the note visibility, click Visible to Everyone.
Select the drop down menu to choose which staff roles can view the note.
Disable the guardian visibility toggle if needed.
Enter your note and attach in image if needed by clicking the paperclip icon towards the right of the text box.
To add a tag to the note (i.e. Behavioral Issues, Food Preferences, etc.), click the white Add Tags button. From there, you can select a previously created tag or create a new tag by selecting New Tag.
Click Post Note to add the note to the student's profile.
