Managing Master Lists

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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The Master List detail screen

Opening a Master List gives you six tabs: The header shows live counts — Total, Active, and Synced people.

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Creating a Master List

1. Go to Master Lists in the sidebar
2. Click Create Master List
3. Choose how to populate your list:

4. Follow the wizard to configure your source and define your fields
5. Give your list a name (e.g. “Students 2026”, “Staff”, “Contractors”)
6. Click Create

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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

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Adding and editing fields

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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Field roles

A schema field can be given a role — telling CaptrID which field holds the person’s first name, last name, and so on. Set these and the People list shows Alice Johnson instead of EMP001. Without them CaptrID has no way to know which of your fields is a name, so it falls back to the identifier.

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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)

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Promoting or renaming a UID

If you promote an existing field to be the UID, or rename the UID field, its other properties — type, options, whether it is required — are preserved. You are changing which field identifies people, not rebuilding it.

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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

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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 or Airtable

You can sync people automatically from an external source and keep the list current — including photos. See Directory Sync for Microsoft Entra ID, or Airtable Sync for an Airtable base.

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Adding a photo for one person

You do not need a capture session to give someone a photo. Open their row in the Master List and upload one directly — useful for a late starter, a replacement headshot, or the handful of people who missed photo day. The photo behaves exactly like an approved capture: it feeds cards, wallet passes and profile pages.

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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

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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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List settings

The Settings tab gathers everything about how the list behaves. Each section has its own Edit control.

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Archiving and deleting

From the Danger Zone:

• Archive keeps the data but hides the list from the sidebar — restore it any time. Archived lists don’t count towards your plan’s Master List limit.
• Delete permanently removes the list. Any wallet passes issued from it are revoked and voided 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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Duplicates

CaptrID flags potential duplicate records so you can spot the same person appearing more than once — for example, a staff member who’s also in a contractors list. By default it matches on the UID, but you can change the Match Field under Settings → Duplicate Detection (and toggle whether a badge shows on cards). Review flagged records 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