A guide for anyone who teaches
How to print a class roster from Shopify orders
At the door you want one sheet of paper: who is coming, how many seats each, and anything you need to know, like an allergy. Shopify has all of that, spread across orders. This guide covers how to print a class roster from Shopify orders with an export and a spreadsheet, and how to lay it out so it fits on one page. The last part shows how Still Works Class Booking keeps the roster ready for you.
1. Find the orders for one class
- In your Shopify admin, go to Orders.
- Type the class name in the search box. If each date is its own variant or product, add the date words too, the way they appear in the title.
- Set the date filter wide enough to cover everyone who booked, which may be weeks before the class.
- Glance at the list. Leave out cancelled orders, and note any refunds, since a refunded seat is not coming.
This works best when the date is part of the product or variant name. If the date was saved some other way, such as a note on the order, search has less to go on and you may need to open each order.
2. Export them
Choose Export at the top of the Orders page. Pick the option for the orders matching your search, and choose the plain CSV file. Shopify emails you the file or downloads it, depending on its size. Open it in a spreadsheet such as Google Sheets, Numbers or Excel.
The file has one row per item on each order, so an order with a class seat and a mug has two rows. Filter the "Lineitem name" column to the class and date, and delete everything else. Then keep only the columns you need at the door:
| Export column | On the roster as |
|---|---|
| Billing Name (or Shipping Name) | Guest |
| Lineitem quantity | Seats |
| Phone and Email | Contact, for a late arrival |
| Notes | Anything the guest wrote at checkout |
| Name | Order number, to look things up later |
If you ask guests a question at checkout using a line item property, check that it shows up in your export. If it does not, copy those answers in from the orders by hand.
3. Lay it out to print
- Sort by guest name, so you can find people fast.
- Add an empty column called "Here" for a tick, and a total of seats at the bottom.
- Put the class, date and time in a title row, so the sheet makes sense on its own.
- Print in landscape with gridlines on, and set it to fit all columns on one page.
Do this the evening before, after sales stop, so the list does not change under you. If someone books after you print, write them in at the bottom.
4. At the door, and after
Tick people as they arrive. A party of three with two here gets a "2". After class, write down who never came, so you know your real no-show rate and can decide whether to overbook a little or tighten your cancel rule. If you want the order to stop showing as unfulfilled, mark it fulfilled in Shopify and untick the box that notifies the customer, so they do not get a shipping email for a class.
The same steps in Still Works Class Booking
In Still Works Class Booking there is nothing to export. Open Today and the roster for each class is already there, with a strip across the top for today, tomorrow and the next days that have classes. Each class lists every guest with their seats, contact, notes, order number, and buttons for the door. The notes include the answer to the one question you can ask at checkout, set under the class's settings, and any note you keep about a guest under Guests. If you have more than one location or host, filter the page to one.
Print the roster prints the page without the buttons, ready for the counter and a pen. Download CSV saves the same roster as a spreadsheet, with the date, time, class, place, guest, email, phone, seats, how many came, notes, order and status. Every booking the app holds is also one file under Set up, Import and export.
At the door, press Check in as each guest arrives, enter how many of a party are here, or use Mark everyone checked in once the room is full. Someone who never came is marked No-show. Checking in marks the seat fulfilled in Shopify without sending the guest a shipping email. Someone who paid at the counter can be added with "Add a guest by hand". If an order ever books more seats than were left, the roster flags it rather than refusing a paid guest.
Each morning at 7, store time, the app also emails you tomorrow's classes and who is coming, so you can see the list before you open the admin. The roster is on every plan, including the free plan for up to 4 class dates a month. The app is on the Shopify App Store.
Related guides
- How to send class reminder emails the day before on Shopify
- Selling seats in your classes on Shopify
- All guides
Where to go from here
The Still Works Class Booking page has the plain description of what the app does and does not do. If something here does not match what you see, email the studio and it gets fixed the same business day.