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What is the Custom Family List?

IN BRIEF
The Custom Family List is a highly flexible report that allows administrators to generate customized family-based reports using a wide range of filters and column options. It can be used to review enrollment activity, contact information, payment details, policy acceptance, and more, based on specific criteria defined at runtime.

Overview

The Custom Family List allows administrators to generate a report based on selected filters and chosen data columns. This report is designed to provide flexible access to family-level information, including enrollment activity, contact details, payment status, attendance, and custom fields.

The report supports a wide combination of filters, allowing results to be narrowly targeted or broadly inclusive depending on the selected criteria.

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Preset Filters

  • Frequently used filter combinations can be saved as Presets.
  • Presets can be loaded when opening the report, after which a date range can be set and the report generated in the desired format.

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Accessing the Report

  1. From the main navigation menu, go to REPORTS.
  2. Select Families.
  3. Select Custom Family List.

Alternatively, the Custom Family List can be generated directly from the FAMILIES page:

  • Select one or more families.
  • Open the QuickTools “Reports” menu.
  • Select Custom Family List.

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Step-by-Step Instructions

Configure Active Filters

Dates

  • Advanced Active/Inactive Search or As Of Date
    • If disabled, the System uses the specified As Of Date (defaults to the current date).
    • Enrollment status options when using an As Of Date:
      • Currently Enrolled (Active): Includes families/students with ACTIVE enrollments on that date.
      • Enrolled in the Future (Only): Includes families/students without ACTIVE enrollments on that date but with future ACTIVE enrollments.
      • Previously Enrolled (Only): Includes families/students without ACTIVE enrollments on that date but with past ACTIVE enrollments.
      • Never Enrolled: Includes families/students with no recorded ACTIVE enrollments.
  • Advanced Active/Inactive Search Enabled
    • Active Date Search: Families must have had an active enrollment within the specified range.
    • Inactive Date Search: Families must have been inactive within the specified range.
    • If both are enabled, both conditions must be met.

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Enrollments

  • Include Class Enrollments
  • Include Camp Enrollments
    • Camp enrollments are considered active from the first selected block through the last selected block.
  • Include Appointment Bookings
  • Any / All Enrollment Types
    • Any: Families meeting at least one selected enrollment type.
    • All: Families meeting all selected enrollment types.
  • Enrollment Type Status (appears when Class or Camp enrollments are included):
    • Active
    • Single Day
    • Make Up
    • Trial
    • Wait List

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General Enrollment Filters

  • Locations
  • Class/Camp Status
    • Active
    • Inactive 
      Note: Selecting “Inactive” prevents appointment bookings from being included.
  • Instructors
    • Only families associated with enrollments tied to the selected instructor(s) are included.
    • Deleted instructors may still appear if associated with enrollments during the selected date range.
  • Program
  • Level
  • Sessions
  • Rolling Sessions
  • Start Time
  • Program Keywords
  • Day of the Week
  • Class Keywords
  • Camp Keywords
  • Appointment Keywords

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Apply Pre-Filters

Changing the date range after selecting Pre-Filters may invalidate selections.

  • Instructors
    • Limits available Class, Camp, and Appointment options to those associated with selected instructors.

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Choose Classes, Camps, or Appointments

  • Choose Class
  • Choose Camp
  • Choose Appointment

Selections are evaluated using the configured Advanced Active/Inactive Search or As Of Date.

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Apply Family Filters

General Family Filters

  • Families Created From / Until
  • Postal Code
  • Attendance Date
  • Family Keywords
    • Multiple keywords require ALL selected keywords to be present.
  • Student Keywords
  • Referral Source
  • Payment Type
    • Credit/Debit Card
    • eCheck
    • No card on file
  • Payment Authorization
    • Authorized
    • Not Authorized
  • Payment Status
    • Current
    • Expires in the next 60 days
    • Expired

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Family Policies

  • Family Policies
    • Appointments
    • Billing Authorization
    • Rules, Terms and Conditions
    • Waiver
  • Family Policy Status
    • Accepted Current
    • Accepted Past
    • Rejected Current
    • Rejected Past
    • Not Accepted Current
    • No Activity

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Attendance

  • Present
  • Absent
  • Tardy
  • Left Early
  • Excused
  • Unexcused

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Set Additional Options

  • Exclude families with phone numbers
  • Exclude families without phone numbers
  • Exclude families with emails
  • Exclude families without emails
  • Only show suspended families
  • Family has invalid payment method
  • Family has balance due
  • Family has balance overdue
  • Payment method on file needs update

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Select Columns and Order

Only selected columns appear in the final report. Column order controls left-to-right display.

Available columns include:

  • Primary guardian name
  • Primary email
  • Primary phone number
  • Secondary guardian names (single or multiple columns)
  • Secondary phone numbers (single or multiple columns)
  • Secondary emails (single or multiple columns)
  • Balance due
  • Last payment date
  • Primary address (single or multiple columns)
  • Postal code 
    Note: May duplicate if primary address (multiple columns) is selected.
  • Created date
  • Suspended (staff name and date)
  • Student count
  • Student count (active)
  • Students (list)
  • Students (active list)
  • Class enrollment count
  • Camp enrollment count
  • Family custom fields (text and textarea)

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Apply Sorting

  • Sort results in Ascending or Descending order.
  • Multiple sorting criteria can be applied sequentially.

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Configure Display Options

  • Display Names as ‘Last Name, First Name’ (enabled by default)
    • Disabling this affects sorting when using Primary Guardian Name.

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Generate the report

  1. Confirm your filters.
  2. Select your preferred format (HTML, XLS, or CSV) to generate the report.

Important Note: A PDF format is not available directly due to the large number of selectable columns. If a PDF is required and the selected data allows for it, you can generate the report in HTML format and then use your browser’s Save as PDF option.

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Troubleshooting & FAQs

  • Why are appointment bookings missing from my report?
    • If the Class/Camp Status filter is set to “Inactive,” appointment bookings will not be included, as appointments do not have an active/inactive status.
  • Why did my pre-filter selections disappear?
    • Changing the date range after selecting pre-filters may invalidate those selections.
  • Why are deleted instructors still appearing?
    • Instructors deleted after the report start date may still appear if they were associated with enrollments during the selected date range.
  • Why is the Postal Code column duplicated?
    • This occurs when both “Primary Address (Multiple Columns)” and “Postal Code” are selected.

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Related Articles

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Need more assistance?

Customer support is available at 1-877-554-6776 Mon - Fri, 9 am to 9 pm (CT) and Sat, 9 am to 6 pm (CT).