If your district syncs users from a Student Information System (SIS), you've probably asked: did last night's sync run? Why is a student missing? How many staff accounts do we actually have? Rostering Status answers all those questions on one page.
What is Rostering Status?
Rostering Status is a read-only page in your organization settings that shows how rostering is set up and performing for your organization.
At the top, it tells you exactly how you're connected — for example, "Lincoln Public Schools is rostered via OneRoster v1.1 SFTP CSV Mapper" — along with your Total users and Rostered Orgs. Below that, you'll find a Users table, a Configuration card, a Connection & sync card, and a Role Breakdown table.
The page is view-only: it shows you the state of your roster, but roster changes still happen in your SIS. It also deliberately reflects your active roster — offboarded (removed) users are excluded from every count, and family roles like parents and guardians aren't counted at all. That means Rostering Status can show smaller numbers than other tools or exports. That's by design, not an error.
Rostering Status only appears for organization administrators of rostered organizations. If your organization isn't rostered, or your account isn't an admin, you won't see this section.
Where to find it: Go to Settings → Organization, then scroll to the rostering section of the page.
How it works
1. Check your connection
The Configuration card shows your rostering Status (for example, a green Enabled chip), which Teacher Roles your setup maps, and when the configuration was Created.
2. Read your sync times
The Connection & sync card shows two timestamps, and the difference between them matters:
Last synced — when data last moved from your SIS into the rostering pipeline
Last updated here — when SchoolAI most recently received that rostering data
If you made a change in your SIS this morning and it hasn't shown up in SchoolAI yet, check Last updated here first. If it's older than your change, the data simply hasn't arrived yet.
3. Understand your Users table
The Users table splits every account in your organization by where it came from. Rostered users come from your SIS; non-rostered users are SchoolAI accounts that didn't come from the roster — self-sign-ups, invited users, and verified-domain joins.
Each row — Non-rostered, Rostered, and Total users — is split into three columns:
Total — everyone in the organization you're viewing, including all sub-organizations
This org — users attached directly to the organization you're viewing
Sub-orgs — users in the organizations beneath it
So a district admin viewing Lincoln Public Schools sees the whole district, while a principal viewing Lincoln Elementary sees just that school and anything below it. Counts never look up the tree.
4. Review your Role Breakdown
The Role Breakdown table splits users into Students and Teachers & Staff, using the same Total / This org / Sub-orgs columns. Teachers & Staff combines teachers, administrators, aides, and proctors. If someone holds both a student and a staff role, they're counted under Teachers & Staff.
What Rostering Status can help you do
Answer the question – "is my roster syncing?" – in seconds, during back-to-school crunch
Confirm a sync ran after your SIS made changes, before students hit a login issue
Reconcile user counts: see exactly how many accounts came from your SIS versus sign-ups and invites
Spot a school (sub-organization) that isn't mapped to your roster yet
Check how many active students and staff you have at any level of your hierarchy
Give your CSM precise information (like sync times and counts) if something looks wrong
Understanding the terms
Term | What it counts |
Rostered | Accounts synced from your SIS, in the organization you're viewing and below, excluding offboarded users |
Non-rostered | SchoolAI accounts in the same scope that didn't come from the roster — self-sign-ups, invited users, verified-domain joins |
Total users | Rostered + Non-rostered — the two always add up |
Rostered Orgs | How many organizations in your hierarchy are rostered |
Students | Accounts with the student role |
Teachers & Staff | Teachers, administrators, aides, and proctors combined |
This org / Sub-orgs | Users attached directly to the organization you're viewing vs. users in the organizations beneath it |
Last synced | When data last moved from your SIS into the rostering pipeline |
Last updated here | When SchoolAI most recently received rostering data |
Frequently Asked Questions
Who can see Rostering Status? Organization administrators of rostered organizations. Non-admins and admins of organizations that aren't rostered won't see the page at all.
Why are my numbers lower than in my SIS or other reports? Three reasons, all intentional: counts cover only the organization you're viewing plus its sub-organizations (never parent organizations), offboarded users are excluded, and family roles aren't counted. The result reflects your active, invitable roster.
Where are parents and guardians? Family roles — parents, guardians, and relatives — are excluded entirely. They're not shown as a row and aren't included in any count.
Why does one of my schools show 0? A sub-organization that isn't mapped to your roster contributes 0. That's expected — it means no rostered users are attached to it yet, not that data was lost.
Why do I only see a single Total instead of This org / Sub-orgs? If your organization has no rostered sub-organizations, the split collapses to a single Total.
A teacher belongs to two of my schools — are they counted twice? No. Each person is counted once in the view you're looking at. If they belong to both the organization you're viewing and one of its sub-organizations, they're attributed to “This org.”
Someone has both a student and a staff role — where do they land? Under “Teachers & Staff.”
My "Last synced" and "Last updated here" times are different — is that a problem? Not necessarily. They measure two different steps: your SIS handing data to the rostering pipeline, and SchoolAI receiving it. Roster data typically refreshes on a regular daily cycle, so a recent “Last updated here” means SchoolAI's data is current.
Something looks wrong — can I fix it here? No, the page is view-only. Note your “Last synced” and “Last updated here” times plus the count that looks off, and contact your CSM with what you see.
Why don't these numbers match my Usage Report or Team page? Those surfaces can count differently, for example, including users this page scopes out. Rostering Status is the source-of-truth view for your rostered, active population — the “Non-rostered” row is there precisely to reconcile the difference.