Manage families and the roster
For school admins: importing the roster, why it's the backbone of accounts and channels, handling mid-year changes, and withdrawing families cleanly.
The roster is Lumicura’s backbone: it decides who can create an account, which grade channels each family lands in, and how many families your school is billed for. Keeping it accurate is the quiet job that makes everything else look effortless.
What the roster drives
- Account creation. Parents register by matching against the roster — right email, right last name. No roster entry, no account. See the parent-facing Sign in and set up your account.
- Channel membership. Grade channels follow children’s grades on the roster.
- The family record. Parents, households, children and grades — what families see in their own profile.
- Billing. Your subscription is based on the number of active families, kept in sync automatically as the roster changes.
Import the roster
Rosters come in from your student-information system’s export (for FACTS schools, a CSV export) rather than hand-entry:
- Export the family/student data from your SIS.
- Open Lumicura’s roster import and upload the file.
- Review what the import will do — new families, updated grades, families no longer present — before confirming.
Import at the start of each year, and re-import when enrollment shifts. The email addresses matter most: they’re what parents register with. A roster full of one-parent-per-family entries or stale emails becomes a September of “I can’t register” messages.
Mid-year changes
- New family enrolls — add them (or re-import); they can register minutes later.
- Registration troubles — it’s almost always a roster mismatch: different email, different last-name spelling. Fix the entry; the parent retries. There are no provisional accounts to clean up later — that’s deliberate.
- Family circumstances change — split households, name changes, grade corrections: edit the family record; channels and views follow.
Withdraw a family
When a family leaves the school, withdraw them — don’t try to delete history:
- Their commitment history and credit records are preserved (you’ll want them at year-end and for any settling-up).
- They drop out of your billed family count.
- Their roster-driven access winds down cleanly. Withdrawal is a transition, not a trapdoor — families keep access for a short grace period rather than being cut off mid-conversation, then access ends on its own.
Withdrawing rather than deleting is what keeps your records coherent: the family’s year still adds up, even after they’re gone.