Student Management
The Students section in Gaia is where you manage all student and staff accounts for your district, including account balances, eligibility status, dietary needs, and contact relationships.
Navigate to Students > Accounts from the main menu to get started.
Students vs. Staff
The Students page shows two types of district persons:
Students: enrolled students with lunch accounts, eligibility, and meal history
Staff: staff members who also have accounts in the system
Switch between the two using the toggle buttons at the top of the page. The "+ Add" button changes label accordingly (Add Student / Add Staff).
Searching & Filtering
Use the search bar to find a student by name or student ID. You can also narrow results using the filter dropdowns:
Grade: filter by grade level
Homeroom: filter by homeroom class
School: filter by school site
Eligibility Status: Free, Reduced, or Paid
Status: Active or Inactive
The Students Table
The table shows key details at a glance for each student, including:
Name and photo
Student ID (identifier)
School
Grade and homeroom
Eligibility status (Free / Reduced / Paid)
Account balance
Allergens and dietary restrictions
Click any row to open the student detail panel on the right side, which shows basic info, eligibility history, and transaction history without leaving the page.
Actions per Student
Click the three-dot menu (⋮) on any student row to access:
Change eligibility: update the student's Free/Reduced/Paid status and the associated eligibility program
Record transaction: add a deposit, sale, adjustment, or refund to the student's account
Edit information: update name, school, grade, homeroom, allergens, dietary restrictions, and photo
Set inactive: mark a student as inactive (they remain in the system but won't appear in active lists)
Students can't be permanently deleted from the row menu. To remove a student from active lists, set them inactive.
Adding a New Student
Click the + Add Student button to create a new record manually. Fill in:
First name, last name, and preferred name
Student ID (identifier)
School, grade, and homeroom
Date of birth and gender
Allergens and dietary restrictions
Most districts import students in bulk via the Eligibility Data Upload tool rather than adding them one at a time.
Full Student Profile
Click "View Full Profile" from the detail panel (or directly from a row) to open the dedicated student profile page. This page shows:
All personal details and contact relationships (guardians, parents)
Full eligibility timeline
Complete transaction history with account balance
Bulk Student Import
To import or update students in bulk, go to Students > Eligibility Data Upload. Gaia supports uploading student data files and automatically matches records to existing students using identifier and name matching.