This article covers adding one person at a time and the actions available on a single row. For loading a lot of people at once, see Download and Upload Your Roster.
Adding someone
On Students > Accounts, choose the Students or Staff toggle, then click + Add Student or + Add Staff. Fill in:
First name, last name, and preferred name.
ID.
School, grade, and homeroom.
Date of birth and gender.
Allergens and dietary restrictions.
The ID has to be unique across students, staff, and guardians together. For students it is usually the student ID from your student information system. Gaia uses it to recognise the same person later, including when you upload a roster file, so it is worth getting right.
Adding more than a handful of people this way is slow. A spreadsheet upload does the same job in one pass, and shows you what will change before it saves.
What you can do to one person
Click the three-dot menu on any row:
Change eligibility: update Free, Reduced, or Paying status and the eligibility program behind it. See Student Eligibility (Free, Reduced & Paid).
Record transaction: add a deposit, sale, adjustment, or refund. See Managing Student Accounts & Balances.
Edit information: name, school, grade, homeroom, allergens, dietary restrictions, and photo.
Set inactive, or Reactivate if they are already inactive.
People cannot be permanently deleted. Setting someone inactive takes them out of active lists while keeping their record, balance, and history.