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A Master List is your organisation’s central roster of people. It’s the source of truth that persists across sessions — create it once, keep it updated, and reuse it for photo days, data collection, card printing, and digital wallet passes.

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Creating a Master List

Master List detail screen with people listed in a table view
  1. Go to Master Lists in the sidebar
  2. Click Create Master List
  3. Choose how to populate your list:
SourceBest for
CSV ImportYou have an existing spreadsheet of people
Directory SyncYour organisation uses Microsoft Entra ID
Manual EntryStarting from scratch or adding a few people
  1. Follow the wizard to configure your source and define your fields
  2. Give your list a name (e.g. “Students 2026”, “Staff”, “Contractors”)
  3. Click Create
You can have multiple Master Lists for different groups — for example, one for students and another for staff. Each list has its own field schema and can be linked to different sessions.

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Defining your schema

Every Master List has a schema — the set of fields that define what data you store for each person. You configure this when creating the list, and can add or edit fields later.

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Field types

TypeUse forExample
TextNames, IDs, departments”Emma Wilson”, “Engineering”
NumberNumeric valuesYear level, age
EmailEmail addresses (validated format)emma@school.edu.au
DropdownFixed set of optionsHouse: “Blue”, “Red”, “Green”
DateDate valuesDate of birth, start date

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Adding and editing fields

Master List schema editor with fields listed and a UID field marked
From the Schema tab on your Master List:
  1. Click Add Field to create a new field
  2. Enter the field key (internal name), display label, and type
  3. Set whether the field is required
  4. For dropdown fields, define the available options
  5. Click Save
You can edit a field’s label, type, required status, and options at any time. Field keys cannot be changed after creation — this protects data integrity.

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The UID field

Every Master List must have exactly one UID field — a unique identifier for each person. This is the field that links people across sessions, imports, and sync operations. Good UIDs: Employee number, student ID, email address, staff code Poor UIDs: Full name (duplicates), phone number (changes frequently)
The UID field is set when you create a Master List and cannot be changed once people exist in the list. Choose carefully — it’s the foundation of how CaptrID tracks and matches people.

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Adding people

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Manually

  1. Open your Master List
  2. Click Add Person
  3. Fill in the required fields (including the UID)
  4. Click Save
Master List people tab with rows of data showing field values and active status

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From CSV

The fastest way to populate a list. See Importing a CSV Roster for detailed instructions. Key points:
  • Existing UIDs are updated (not duplicated) on re-import
  • New UIDs create new people
  • Validation errors are flagged and skipped

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From directory sync

If your organisation uses Microsoft Entra ID, you can sync people automatically. See Directory Sync for setup instructions.

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Editing people

  1. Open your Master List and go to the People tab
  2. Click on a person’s row to view their details
  3. Edit any field values
  4. Click Save
People synced from a directory (e.g. Entra ID) have their directory-managed fields locked. You can still edit fields that aren’t mapped to the directory, and approved photos can still flow back from sessions.

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Deactivating and reactivating people

Rather than deleting people permanently, CaptrID uses soft deletion — deactivating a person hides them from default views while preserving their data. To deactivate:
  1. Select the person (or multiple people using checkboxes)
  2. Click Deactivate
  3. The person is hidden from the active list but their data is preserved
To reactivate:
  1. Use the status filter to show Inactive people
  2. Select the person
  3. Click Reactivate
Deactivated people don’t count towards your plan’s people limit.

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Searching and filtering

The People tab includes:
  • Search — Find people by name, UID, or any field value
  • Status filter — Show Active, Inactive, or All people
  • Sort — Click any column header to sort by that field
  • Pagination — Navigate through large lists (50 people per page)

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Archiving a Master List

If you no longer need a Master List but want to keep the data:
  1. Go to your Master List’s settings
  2. Click Archive
  3. The list moves to the archived section
Archived lists are hidden from the sidebar but can be restored at any time. They don’t count towards your plan’s Master List limit.
You cannot archive a Master List if active sessions are using it. Archive or close those sessions first.

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Using Master Lists with sessions

When you create a session, you can populate the roster from a Master List. CaptrID takes a snapshot — a point-in-time copy of the people. Changes in the session don’t affect the Master List until you explicitly sync them back. This means you can safely edit data, capture photos, and approve submissions in a session without worrying about accidentally changing your source of truth.

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Cross-list duplicates

If the same UID appears in multiple Master Lists, CaptrID flags it with a warning badge. This helps you spot cases where the same person exists in more than one list — for example, a staff member who also appears in a contractors list. You can view duplicates from the Duplicates tab on any affected Master List.

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Tips

  • One list per population — Create separate lists for students, staff, and contractors rather than mixing them
  • Keep UIDs consistent — Use the same format everywhere (e.g. always “STU001”, not sometimes “stu001”)
  • Archive old lists — At the end of a school year or project, archive the list rather than deleting it
  • Start with CSV — Even if you plan to use directory sync later, importing a CSV is the fastest way to get started