Your first month with Rosterra: a week-by-week plan

If you just signed up for Rosterra, here is a week-by-week plan to get from zero to fully running. Most schools finish in 3 to 4 weeks.

Week 1: setup

Goal: every system setting is configured.

Day 1:

• Sign up. Set your school name and color at /settings/branding.
• Pick your vertical at /settings/vertical. This changes terminology to fit your discipline.
• Connect Stripe at /settings/billing. Allow up to a day for Stripe to verify.

Day 2:

• Set up your rank ladder at /settings/ranks. Match your current ladder exactly.
• Create your programs at /settings/programs. Set the price for each.
• Add your locations at /settings/locations if you have more than one site.

Day 3:

• Set up your weekly class schedule at /classes. Add every recurring class with its day, time, and instructor.
• Confirm the schedule looks right at /schedule.

Day 4:

• Invite your staff at /settings/staff. Pick roles for each.
• Set up 2FA for owner and admin accounts at /settings/security.

Day 5:

• Set up your waiver template at /waivers. Paste in your current waiver text. Confirm it formats correctly in the preview.
• Set up your public signup page at /settings/public-site. Link it from your marketing website.

Week 2: migration

Goal: your existing roster is in Rosterra.

Day 6 to 7:

• Export your roster from your old system as CSV. Open it in Excel. Confirm every active member has a parent email, a birthday, and a rank that matches your Rosterra ladder.
• Save the cleaned CSV.

Day 8:

• Import at /memberships/import. The import lands memberships in pending status, so no charges fire yet.
• Spot-check 10 random families. Confirm the data looks right.

Day 9:

• For each spot-checked family, sign in as them in an incognito browser (the staff side has an "impersonate" option). Confirm the portal looks right.
• Identify any data issues. Fix them.

Day 10:

• Send a heads-up email to all families: "We are moving to a new system in two weeks. Watch for the welcome email."

Week 3: families onboard

Goal: every family has signed in and updated their card.

Day 11:

• Trigger welcome emails for all imported families. They get a "claim your account" link.
• Most families will set up within 48 hours. Some will not.

Day 12 to 13:

• Watch your dashboard for families who have not signed in yet.
• Send personal reminders to the stragglers.
• For families who emailed with confusion, walk them through it.

Day 14:

• Send a reminder to update card on file: "Please update your card by next Friday. Tuition will charge through Rosterra starting then."

Week 4: cutover

Goal: Rosterra is your source of truth.

Day 15:

• Confirm at least 90 percent of families have updated their card.
• For the holdouts, the membership stays pending. Plan to follow up by phone if needed.

Day 16:

• Bulk-activate all memberships. Tuition will start charging on the next scheduled date.
• Cancel autobill in your old system on the same day.

Day 17:

• Watch the billing dashboard for the first few charges. Confirm they are running correctly.
• Address any failed payments with the family directly.

Day 18 to 21:

• Run your first full week of attendance through Rosterra.
• Train your team on the daily kiosk and attendance flow.
• Address any issues that come up. There will be small ones; most are easy.

Days 22+

Polish:

• Set up your first automated journey at /journeys (try the "new lead trial reminder" recipe).
• Set up a referral program at /settings/marketing/referrals.
• Configure your reports dashboard. Set a weekly reminder to read the at-risk-member report.
• Review pricing. Are your programs still priced correctly?
• Set up multi-factor authentication for all staff.

What to expect

• About 5 to 10 percent of families will have some issue during the switch. Most are quickly fixable.
• About 1 to 2 percent of families will use the switch as a moment to evaluate whether to stay. A few might cancel. This is normal.
• By the end of month 2, the system will feel like it has always been there.

When to ask for help

• You hit a billing issue you cannot resolve.
• A migration question that is not in the help center.
• You want advice on a strategy decision (pricing, programs, ranks).

Email support@getrosterra.com. Most replies come within 4 hours during business hours.

The most important habit

Read /reports/at-risk-members once a week from week 4 onward. This single habit is what differentiates schools that grow from schools that plateau. Block 30 minutes every Monday.