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 gear icon in the top right corner of the student table.
The visible columns sidebar will open.
Click on the eyeball to hide preferred columns.
Click on the eyelash to make preferred columns visible.
Change the order of the columns 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.
If a student doesn't have a profile photo, an animal avatar will automatically appear in its place based on the first letter of their name. This feature is on by default for new programs. If your program was set up before this feature launched, you can turn it on anytime under Settings then in the General tab. It can also be turned off at any time if it's not something your program wants to use.
📱 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.
Category: Choose the category where this field should live. If there are no categories, the default one will be Custom fields.
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.
🚨 You can't edit the type of a custom field after it's been created.
Merge Custom Fields
Custom field types cannot be changed after they've been created. If you find yourself needing to move data from one field into another, you can merge them. Merging transfers all data from the original field into the selected destination field and permanently deletes the original, so you don't have to copy anything over manually.
From your admin dashboard, click Settings and select the Custom values tab.
Under Custom fields, locate the field you want to merge.
Click the three dots next to the field and select Merge into another field.
In the Merge custom fields window, select the field you want to merge into from the dropdown.
Click Finish to complete the merge.
🚨 This action is permanent. The original field and all of its data will be deleted once merged. Make sure you are merging into the correct field before confirming.
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.
Create Custom Field Categories
Custom field categories must be created and managed from Settings. Categories cannot be created directly from the Add Field window.
From your admin dashboard, click Settings.
Select the Custom values tab.
Under the Custom fields section, locate Categories.
Select the user type the category is for
Enter a name for the category.
Select the role type and adjust visibility if needed.
Custom field categories are managed from Settings and cannot be edited or deleted directly from a student's profile.
Edit a Custom Field Category
Custom field categories are managed from Settings and cannot be edited or deleted directly from a student's profile.
From your admin dashboard, click Settings.
Select the Custom values tab.
Under Custom fields, locate the Categories section.
Click the three dots next to the category.
Select Edit.
Delete a Custom Field Category
A category must be empty before it can be deleted. If the category contains custom fields, you will first need to move or delete those fields:.
Navigate to any student profile.
Locate a field within the category.
Hover over the name of custom field until you see the gear icon. Click the gear icon next to the field.
Select Edit to move the field to a different category, or select Delete to remove the field entirely.
Repeat until the category no longer contains any custom fields.
Once the category is empty:
Return to Settings.
Open the Custom values tab.
Under Categories, click the three dots next to the category.
Select Delete.
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 through 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 can use the chat feature if enabled for the center. |
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
Marking a student inactive removes them from your active roster while keeping their profile and records in Playground. Once inactive, their family will no longer receive notifications or be able to check them in or out. If a student returns to your program, you can reactivate them at any time and assign them back to a classroom.
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 you are making the student inactive, the Inactive Student window will open. This window gives you several options you can apply before completing the process.
You can choose Select all if you want every option applied at once.
If you prefer to choose individually, you’ll see the following options:
Remove future charges that have not been posted and not paid
Turn off autopay: If the student has no siblings, this option will show their name only. If the student has siblings linked to the same family, the checkbox will specify how many siblings will also be affected. Selecting this option disables autopay for the entire family, not just the student being deactivated.
Remove from enrolled programs
Remove future schedules
Remove scheduled actions
Remove all of the student's guardians from group chats
Archive all one-on-one chats with the student's guardians
Under Classroom, choose where to move the student after deactivation. Both Graduated and Dropped are inactive classrooms, so either way the student will no longer appear on your active roster. The distinction is just for your own record keeping. You can use Graduated classroom for students who have completed their program at your center and Dropped classroom for students who are leaving for other reasons, like transferring somewhere else. Keeping this consistent makes it easy to understand at a glance why a student is no longer active.
Graduate student – Moves the student into an inactive classroom called Graduated.
Drop student – Moves the student into an inactive classroom called Dropped.
Remove student from Current classroom – Removes the student from their current classroom entirely. The student will have no classroom assigned after deactivation.
Keep student in Current classroom and mark inactive – Leaves the student in their current classroom but marks them as inactive. Helpful for record keeping.
7. Check Execute action immediately to deactivate the student right away. If you want to schedule the deactivation for a future date, uncheck this box and select the date you want the action to take effect. Click Save.
8. If Activating the student, the Activate Student window will open. Select the classroom you want to assign to the student, then click Save.
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 as. From the dropdown menu click Active or Inactive.
If you making the student inactive, the Inactive Students window will open. Keep in mind that whatever options you select here will apply to every student in your selection, so double check before you hit save. This window gives you several options you can apply before completing the process.
You can choose Select all if you want every option applied at once.
If you prefer to choose individually, you’ll see the following options:
Remove future charges that have not been posted and not paid
Turn off autopay: Turning off autopay here affects the whole family, not just the students. If any of the selected students have siblings, autopay will be turned off for them too, even if they weren't part of your selection.
Remove from enrolled programs
Remove future schedules
Remove scheduled actions
Remove all of the student's guardians from group chats
Archive all one-on-one chats with the students guardians
Under Classroom, choose where to move the students after deactivation. Both Graduated and Dropped are inactive classrooms, so either way the students will no longer appear on your active roster. The distinction is just for your own record keeping. You can use Graduated classroom for students who have completed their program at your center and Dropped classroom for students who are leaving for other reasons, like transferring somewhere else. Keeping this consistent makes it easy to understand at a glance why students is no longer active.
Graduate students – Moves the students into an inactive classroom called Graduated.
Drop students – Moves the students into an inactive classroom called Dropped.
Remove students from Current classroom – Removes the students from their current classroom entirely. The students will have no classroom assigned after deactivation.
Keep student in Current classroom and mark inactive – Leaves the student in their current classroom but marks them as inactive. Helpful for record keeping.
Check Execute action immediately to deactivate the students right away. If you want to schedule the deactivation for a future date, uncheck this box and select the date you want the action to take effect. Click Save.
If Activating the students, the Activate Student window will open. Select the classroom you want to assign to the students, then click Save.
💡 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.
From here you can track recent changes across your school, see who made them, and when they happened. The dashboard is organized into the following tabs:
Classroom Changes
Shows any classroom moves or reassignments for students, including which classroom they were moved from and when. Use the Add filters button to filter classroom changes by a specific classroom. Select the classroom you want from the dropdown and click Done to apply. Click Reset to clear the filter and view all classroom changes.
Program Changes
Tracks updates to student program registrations, including additions, removals, or changes to existing programs.
Billing Changes
Displays a log of billing activity recorded for students, including payments. Each entry shows the amount, the student it was recorded for, and the timestamp.
Paperwork Changes
Each entry shows which guardian completed the paperwork, which document was submitted, and on whose behalf. Click View paperwork to open the completed document. From there you can review and download it.
Guardians Changes
Logs any updates made to guardian information linked to student profiles.
Students Changes
Shows changes made directly to student profiles, including updates to personal details like address, birthday, meal subsidy status, and more. Each entry lists the specific fields that were changed and the new values.
School Changes
Tracks changes made to school-wide settings across the General, Billing, Scheduling, and Email tabs in Settings. Each entry shows which settings were updated, what they were changed to, and who made the change.
💡 Changes made within 15 minutes of each other by the same user will be merged into a single log entry. If a change is made and then reverted within 15 minutes, it will not appear in the log at all.
Schedule Future Student Changes
Student classroom and status changes can be scheduled on future dates. You can view upcoming changes in the History 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 History section. Click the Schedule change button.
The Schedule an 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 History section. Click the Schedule change button.
The Schedule an action window will open. Select Deactivate student as the action type. The window gives you several options you can apply before completing the process.
You can choose Select all if you want every option applied at once.
If you prefer to choose individually, you’ll see the following options:
Remove future charges that have not been posted and not paid
Turn off autopay: If the student has no siblings, this option will show their name only. If the student has siblings linked to the same family, the checkbox will specify how many siblings will also be affected. Selecting this option disables autopay for the entire family, not just the student being deactivated.
Remove from enrolled programs
Remove future schedules
Remove scheduled actions
Remove all of the student's guardians from group chats
Archive all one-on-one chats with the student's guardians
Under Classroom, choose where to move the student after deactivation. Both Graduated and Dropped are inactive classrooms, so either way the student will no longer appear on your active roster. The distinction is just for your own record keeping. You can use Graduated classroom for students who have completed their program at your center and Dropped classroom for students who are leaving for other reasons, like transferring somewhere else. Keeping this consistent makes it easy to understand at a glance why a student is no longer active.
Graduate student – Moves the student into an inactive classroom called Graduated.
Drop student – Moves the student into an inactive classroom called Dropped.
Remove student from Current classroom – Removes the student from their current classroom entirely. The student will have no classroom assigned after deactivation.
Keep student in Current classroom and mark inactive – Leaves the student in their current classroom but marks them as inactive. Helpful for record keeping.
Check Execute action immediately to deactivate the student right away. If you want to schedule the deactivation for a future date, uncheck this box and select the date you want the action to take effect. Click Save.
The action will appear in the History 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 History 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 upload attachment 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.
