Roster Registration Checker

GitHub Repository

Overview

Roster Registration Checker is a Python tool that compares the official DECA member roster against conference registration lists. It quickly identifies which members haven’t registered for a specific conference, making follow-up outreach easy.

Tech Stack

• Language: Python
• Environment: Jupyter Notebook for interactive analysis
• Libraries: Pandas, openpyxl (for Excel file handling)
• Input/Output: Excel files (.xlsx)

How It Works

The tool uses a simple but effective comparison process:

Step 1: Load Data Files

The program reads two Excel files:

1. Master Roster - The official DECA membership list (e.g., “2021-22 Final DECA Roster.xlsx”)
2. Registration Responses - Conference registration form responses (e.g., “2022 SCDC Registration Form responses.xlsx”)

Step 2: Extract Email Addresses

Email addresses are extracted from both files:

• From the roster: Uses the “Email” column
• From registration: Uses the “Email Address” column

Step 3: Normalize and Compare

1. All email addresses are converted to lowercase (to avoid case-sensitivity issues)
2. Both lists are sorted alphabetically
3. The program checks each roster email against the registration list

Step 4: Identify Non-Registrants

Any roster member whose email doesn’t appear in the registration list is flagged as “not registered.”

Step 5: Generate Output

The program creates:

• Console output - Prints the list of unregistered emails and a count
• Excel file - names_not_registered.xlsx with a formatted list for easy follow-up

File Structure

Roster-Registration-Checker/
├── check_names.ipynb         # Main Jupyter notebook
├── reg_checker_test.py       # Python script version
├── [Data files]              # Excel files with rosters and registrations
└── names_not_registered.xlsx # Output file

Getting Started

Prerequisites

• Python 3.x
• Jupyter Notebook (or JupyterLab)
• Required libraries: pandas, openpyxl

Installation

1. Clone the repository:

   git clone https://github.com/VCHS-DECA-Software/Roster-Registration-Checker.git
   cd Roster-Registration-Checker
   

2. Install dependencies:

   pip install pandas openpyxl jupyter
   

Usage

Option 1: Jupyter Notebook (Recommended)

1. Open check_names.ipynb in Jupyter:

   jupyter notebook check_names.ipynb
   

2. Update the file paths to point to your roster and registration files
3. Run all cells

Option 2: Python Script

1. Open reg_checker_test.py
2. Update the file paths for your data files
3. Run the script:

   python reg_checker_test.py
   

Customizing for Your Data

In the code, update these file names to match your files:

# Master roster file
roster_file = "2021-22 Final DECA Roster.xlsx"

# Registration responses file
registration_file = "2022 SCDC Registration Form responses.xlsx"

Make sure your Excel files have:

• Roster: An “Email” column with member emails
• Registration: An “Email Address” column with registrant emails

Output

names_not_registered.xlsx

A formatted spreadsheet containing:

This file provides a simple checklist for tracking which members need registration reminders.

Use Cases

• Check who hasn’t registered for State Career Development Conference (SCDC)
• Verify registration for regional competitions
• Track attendance for chapter meetings or events
• Follow up with members who need to complete forms