Collect, Organize & Share Student Data
Use this sheet to collect and organize student information in one place. Accurate entries power the CareCircles app to give teachers, coaches, and trip leaders instant access to key details.
How to Fill the Student Database
Follow these steps to correctly fill in the student database, ensuring accurate and complete information for every student.
Student Database Mapping to App
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First Row (Header one) -> Section Title (Personal Information/Action Plan)
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Third Row (Header Two) -> Section data keys (Left side title of section)
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From Row 4 (Students data) -> Section data value (Right side title of section)
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New columns can be added to the database. All newly added columns will be placed under the Pertinent Information section if they do not have a header title in the first row.
Student Database Mapping to App
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Emergency -> Red background color on list (Red highlight)
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Health Condition -> Yellow background color on list (Yellow highlight) if value = yes
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Health Condition -> If column present Sort/Filter Icon next to the search icon if value = yes
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Emergency and Health Condition both are Non-Editable Fields And its Values come directly from the sheet and cannot be changed in the app.
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Rules
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If value is Yes → Show corresponding highlight color in the app.
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If value is No or blank → No highlight shown.
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Highlight color is only applied when column in Row 1 matches “Emergency” or “Health Condition”.
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All other fields in Row 1 remain editable and have no fixed highlight.
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Why fixed?
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App grouping logic is hardcoded to these exact names.
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Highlight colors (yellow for Health Condition, red for Emergency) depend on exact text match.
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Changing even a space or letter will break section mapping and highlights.
Changeable Section Titles
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Example: Personal Information, Action Plan, Notes
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Changing the title updates the section name in the app automatically.
Adding New Fields
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To Health Condition:
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Row 1 = Health Condition
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Row 3 = Field Name
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Row 4+ = Values
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To Emergency:
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Row 1 = Emergency
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Row 3 = Field Name
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Row 4+ = Values
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To Other Sections:
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Row 1 = Any section title (changeable)
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Row 3 = Field Name
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Row 4+ = Values
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Skip Column Logic & Purpose
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Skip is a keyword used in Row 1 (Section Title row) of the sheet.
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Any column with Skip in Row 1 will NOT be displayed in the app.
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Row 1 = Skip Marks the whole column as hidden in app.
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Skip overrides all other mappings — even if Row 3 and Row 4 have valid data, they won’t appear in the app.
Sheet name requirement
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Sheet name must remain Students; only the version number (e.g., v1.0.1) can be changed.