What is the Custom Family List?

IN THIS ARTICLE:
Learn about the Custom Family List, its filter options, and how to generate it.

What is the Custom Family List?

The Custom Family List allows you to generate a customized report based on selected filters and columns to be included. The report allows you to choose from a number of family details and include that information in the final report.

The Custom Family list can be generated from REPORTS>FAMILIES, or directly from the QuickTools "Reports" menu on the FAMILIES page after selecting one or more families.

If you commonly use the same filters when running this report, you can now save them as Presets! Simply load a Preset Filter whenever you open the report page, set your date range and click to generate the report in your preferred format. See our “Preset Filters for Reports” document for more information.

Available Formats

The Family Report is available in either HTML, XLS or CSV format.

NOTE: Due to the number of possible options available to be included, a PDF option will not available directly. However, if a PDF version is required and the data would allow it, the report can be generated as HTML and a PDF can then be created using your browser's "Save as PDF"/"Save to PDF" option.

Active Filters

Dates

  • ADVANCED ACTIVE/INACTIVE SEARCH or AS OF DATE: If this option is left disabled, the system will use the “As Of Date” specified below to look at families active as of that date. (The “As Of Date” defaults to the current date.)
  • When searching by an “As Of Date”, you can specify an enrollment status:
    • Currently Enrolled (Active) – Choose this option to include families/students that have an "ACTIVE" type enrollment in classes/camps on the “As of Date” (regardless of past or future enrollment status)
    • Enrolled in the Future (Only) – Choose this option to include families/students that do not have a current "ACTIVE" type enrollment in classes/camps on the “As of Date” but do have an "ACTIVE" type enrollment after that date.
    • Previously Enrolled (Only) – Choose this option to include families/students that do not have a current "ACTIVE" type enrollment in classes/camps on the “As of Date” but did have an "ACTIVE" type enrollment prior to that date.
    • Never Enrolled – Choose this option to include families/students which have no recorded "ACTIVE" type enrollments in classes/camps.

If the “Advanced Active/Inactive Search” option is enabled, you are presented with the option to enter date ranges:

  • Active Date Search – families must have had an active enrollment within the specified date range.
  • Inactive Date Search – families must have been inactive within the specified date range.

Leaving BOTH options enabled will assume that both statements must be true (i.e., the family must have been active within the specified active date range AND inactive within the specified inactive date range).

Enrollments

  • ENROLLMENT TYPE
    • Include Class Enrollments – Only includes families with "ACTIVE" type Class enrollments during the specified date range/on the specified “As of Date.”
    • Include Camp Enrollments – Only includes families with "ACTIVE" type Camp enrollments during the specified date range/on the specified “As of Date.”
      • NOTE: Camp enrollments are considered ACTIVE in a camp for a period of time starting with the first block they have selected and ending with the last block. Therefore, if a student is enrolled only on May 5th and May 8th, their enrollment will be considered active from May 5th-May 8th (also encompassing May 6th and 7th).
    • Include Appointment Bookings – Only includes families with a booking in an appointment that is scheduled to meet during the specified date range/on the specified “As of Date.”
    • Any/All - if one or more enrollment types are selected (classes/camps/appointments) allows you to choose whether to results should be based on whether families meet ANY selected criteria or ALL of the selected criteria.
      • Any - only includes families with enrollments/bookings in either of the selected enrollment types.
      • All - only includes families with enrollments/bookings in ALL of the selected enrollment types.
  • ENROLLMENT TYPE STATUS - only appears if either "Include Class Enrollments" or "Include Camp Enrollments" is enabled.
    • Active
    • Single Day
    • Make Up
    • Trial
    • Wait List

General

  • LOCATIONS: the system will only include families with enrollments associated with the selected Location(s) in the results.
  • CLASS/CAMP STATUS
    • Active – will limit the report to only families with enrollments in classes/camps that are currently marked “Active.”
    • Inactive – will limit the report to only families with enrollments in classes/camps that are currently marked “Inactive.”
      • NOTE: As appointments currently do not have an Active/Inactive status, selecting "Inactive" will prevent any appointment bookings from being included in the report results, regardless of any filter options selected to include them.
  • INSTRUCTORS - select one or more Instructor(s) to limit the report to only families with enrollments in a class associated with the specified Instructor(s).
    • NOTE: This option references permanently assigned instructors only.
  • PROGRAM: selecting one or more specific Program(s) will limit the results to only families with an active enrollment in a class/camp/appointment associated with that Program. (This filter will not have any effect on the results if the CLASS/CAMP STATUS filter is set to “Inactive”.)
  • LEVEL: selecting one or more specific Class Level(s) will limit the results to only families with an active enrollment in a class associated with that Level. (This filter will not have any effect on the results if the CLASS/CAMP STATUS filter is set to “Inactive”.)
  • SESSIONS: select one or more specific Session(s) will limit the results to only families with an active enrollment associated with that Session. (This filter will not have any effect on the results if the CLASS/CAMP STATUS filter is set to “Inactive”.)
  • ROLLING SESSIONS: select one or more specific Rolling Session(s) will limit the results to only families with an active enrollment in a class associated with that Rolling Session whose enrollments occurred within the dates of at least one of the selected Rolling Sessions. (This filter will not have any effect on the results if the CLASS/CAMP STATUS filter is set to “Inactive”.)
  • START TIME: selecting one or more specific Start Time(s) will limit the results to only families with an active enrollment in a class/camp/appointment scheduled to start at the selected time.
  • PROGRAM KEYWORDS: selecting one or more specific Program Keyword(s) will limit the results to only families with an active enrollment in a class/camp/appointment associated with a Program to which that Keyword has been assigned. (This filter will not have any effect on the results if the CLASS/CAMP STATUS filter is set to “Inactive”.)
  • DAY OF THE WEEK: selecting one or more specific Day(s) of the Week will limit the results to only families with an active enrollment in a class/camp/appointment scheduled to meet on the selected day.
  • CLASS KEYWORDS: selecting one or more specific Class Keyword(s) will limit the results to only families with an active enrollment in a class to which that Keyword has been assigned. (This filter will not have any effect on the results if the CLASS/CAMP STATUS filter is set to “Inactive”.)
  • CAMP KEYWORDS: selecting one or more specific Camp Keyword(s) will limit the results to only families with an active enrollment in a camp to which that Keyword has been assigned. (This filter will not have any effect on the results if the CLASS/CAMP STATUS filter is set to “Inactive”.)
  • APPOINTMENT KEYWORDS: selecting one or more specific appointment Keyword(s) will limit the results to only families with an active enrollment in an appointment to which that Keyword has been assigned.

Pre-Filters

  • INSTRUCTORS: select one or more Instructor(s) to limit the “Choose Class/Camp/Appointment” filter(s) to only show classes/camps/appointments associated with the specified Instructor(s).
    • NOTE: This option references permanently assigned instructors only.

Class/Camp/Appointment

  • CHOOSE CLASS: selecting one or more Class(es) will limit the results to only families with an active enrollment in the selected Class(es), as determined by the ADVANCED ACTIVE/INACTIVE SEARCH or AS OF DATE.
  • CHOOSE CAMP: selecting one or more Camp(s) will limit the results to only families with an active enrollment in the selected Camp(s), as determined by the ADVANCED ACTIVE/INACTIVE SEARCH or AS OF DATE.
  • CHOOSE APPOINTMENT: selecting one or more appointment(s) will limit the results to only families with an active booking in the selected appointment(s), as determined by the ADVANCED ACTIVE/INACTIVE SEARCH or AS OF DATE.

Family Filters

General

  • FAMILIES CREATED FROM/UNTIL: specifies the date range during which the family's account was created. (If left blank, the system will look at any families meeting other specified criteria.)
    • NOTE: if your account had family data imported, the "created date" will likely be the date the import was performed for all of those families. For the report to properly reflect only new family accounts, you may need to adjust your date range to begin the day following the import.
  • POSTAL CODE: limits results to only families whose physical address is connected with the specified postal/zip code. (If left blank, the system will look at any families meeting other specified criteria.)
  • ATTENDANCE DATE: limits results to only families with a student who was marked PRESENT for attendance on the specified date. (If left blank, the system will look at any families meeting other specified criteria.)
  • FAMILY KEYWORDS: selecting one or more specific Family Keywords will limit the results only to families associated with the selected Keyword(s), and who meet the parameters defined within other selected filters. (Leaving this filter blank will include all families. Selecting multiple family keywords will only include families associated with ALL of the selected keywords.)
  • STUDENT KEYWORDS: selecting one or more specific Student Keywords will limit the results only to families associated with the selected Keyword(s), and who meet the parameters defined within other selected filters. (Leaving this filter blank will include all families. Selecting multiple student keywords will only include families associated with ALL of the selected keywords.)
  • REFERRAL SOURCE: selecting one or more specific referral source(s) will limit the results only to families with one of the specified referral sources selected, and who meet the parameters defined within other selected filters. (Leaving this filter blank will include all families.)
  • PAYMENT TYPE: selecting one or more specific payment type(s) will limit the results only to families with one of the specified payment types saved to their account profile, and who meet the parameters defined within other selected filters. (Leaving this filter blank will include all families.) Options are:
    • Credit/Debit Card
    • eCheck
    • No card on file
  • PAYMENT AUTHORIZATION: allows you to limit the results only to families who do/do not have “This Payment Method is Authorized for Recurring Billing” enabled for their saved payment method. (Leaving this filter blank will include all families.) Options are:
    • Authorized
    • Not Authorized
  • PAYMENT STATUS: allows you to limit the results only to families whose saved payment method is current/expired. Options are:
    • Current
    • Expires in the next 60 Days
    • Expired
  • FAMILY POLICIES: used in conjunction with the "Family Policy Status" filter below, this allows you to limit the results based on the acceptance status of the family policies selected here. (If one or more policies are selected, the family's acceptance status must match at least one of the Policy Statuses selected below). Options are:
    • Appointments
    • Billing Authorization
    • Rules, Terms and Conditions
    • Waiver
  • FAMILY POLICY STATUS: used in conjunction with the "Family Policies" filter above, this allows you to limit the results based on the acceptance status of the selected family policies. (If one or more Policy Statuses are selected, the family must match at least one of the statuses for the Family Policy/Policies selected above). Options are:
    • Accepted Current
    • Accepted Past
    • Rejected Current
    • Rejected Past
    • Not Accepted Current
    • No Activity
  • ATTENDANCE: limits results to only families with a student matching the selected Attendance Status(es) on the specified date. (If left blank, the system will look at any families meeting other specified criteria.) Options are:
    • Present
    • Absent
    • Tardy
    • Left Early
    • Excused
    • Unexcused

Options

  • Exclude Families With Phone Numbers
  • Exclude Families Without Phone Numbers
  • Exclude Families With E-mails
  • Exclude Families Without E-mails
  • Only Show Suspended Families
  • Family Has Invalid Payment Method
  • Family Has Balance Due
  • Family Has Balance Overdue
  • Payment Method on File Needs Update

Columns/Order

Allows you to select which columns of data will be included in the final report results. Clicking the up/down arrows to the right of the column name will change its location in the report. (Results will be shown left to right going down the list.)

Any items that are NOT selected will not be included in the final report.

  • Primary Guardian Name
  • Primary Email
  • Primary Phone Number
  • Secondary Guardian Names (Single Column) - Secondary guardian names will be concatenated into one column.
  • Secondary Guardian Names (Multiple Columns) - Secondary guardian names will be displayed in separate columns.
  • Secondary Phone Numbers (Single Column) - Secondary guardian phone numbers will be concatenated into one column.
  • Secondary Phone Numbers (Multiple Columns) - Secondary guardian phone numbers will be displayed in separate columns.
  • Secondary Email (Single Column) - Secondary guardian email addresses will be concatenated into one column.
  • Secondary Email (Multiple Columns) - Secondary guardian email addresses will be displayed in separate columns.
  • Balance Due
  • Last Payment Date
  • Primary Address (Single Column) - Street, city, state, and zip of primary addresses will be concatenated into one column.
  • Primary Address (Multiple Columns) - Street, city, state, and zip of primary addresses will be displayed in separate columns.
  • Postal Code
    • NOTE: If "Primary Address (Multiple Columns)" is also selected, the "Postal Code" column will be duplicated as this is also part of the Primary Address.
  • Created Date
  • Suspended - if the family account has been suspended, displays the name of the staff member who suspended it and the date on which it was suspended.
  • Student Count - displays the total number of students linked to the family account, regardless of enrollment status.
  • Student Count (Active) - displays the total number of students with active enrollments that are linked to the family account.
    • NOTE: only ACTIVE and SINGLE DAY enrollments are used to determine a student as being "Active."
  • Students (List) - displays a concatenated list of names of students linked to the family account, regardless of enrollment status.
  • Students (Active List) - displays a concatenated list of names of students with active enrollments that are linked to the family account.
    • NOTE: only ACTIVE and SINGLE DAY enrollments are used to determine a student as being "Active."
  • Class Enrollment Count - displays the total number of unique active class enrollments that are linked to the family account.
  • Camp Enrollment Count - displays the total number of unique active camp enrollments that are linked to the family account.
  • Family Text Field (Custom Field) - displays the name of any Family Custom Field(s) that contain data. (Note: if multiple custom fields exist, a column will be displayed for each.)
  • Family TextArea (Custom Field) - displays the data contained connected to the Family Custom Field. (Note: if multiple custom fields exist, a column will be displayed for each.)

Sorting

Allows you to define which data will be used to sort the final report results. Results can be sorted in "Ascending" order (from lowest to highest or alphabetically, depending on the data type), or "Descending" order (from highest to lowest or reversed alphabetically, depending on the data type).

Adding additional sort criteria will further sort the data after it has been sorted according to the previous sorting method. For example, choosing to sort by "Created Date" (Descending) and then by "Primary Guardian Name" (Ascending) would sort the results by the newest family record first. If multiple records have the same "Created Date", the system would then further sort those records alphabetically by the "Primary Guardian Name."

Display Options

  • Display Names as 'Last Name, First Name' (enabled by default) - if disabled, User and Guardian names will be displayed in ‘First Name/Last Name’ format.
    • NOTE: Changing the way names are displayed will affect how the final report is sorted if you choose to sort results based on "Primary Guardian Name", as this will place the first name in the primary (sortable) position.

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).