Which Filters Are Available for the ENROLLMENTS Page? – iClassPro Support

IN BRIEF
The ENROLLMENTS page includes filters that help narrow enrollment results for tasks such as sending Email Blasts, generating reports, or reviewing which students are associated with specific classes, camps, appointments, programs, or levels. Filters can be combined to create more specific results based on enrollment dates, enrollment types, event types, instructors, sessions, drops, waitlist details, and other enrollment criteria.

Overview
Accessing the Feature
Step-by-Step Instructions
Troubleshooting & FAQs
Related Articles

Overview

The ENROLLMENTS page provides filtering tools that allow staff members to focus the enrollment list on specific students, families, event types, enrollment statuses, date ranges, locations, programs, levels, instructors, sessions, camps, appointments, and more.

These filters are useful when you need to:

Locate a specific enrollment
Review enrollments for a particular class, camp, appointment, program, level, or session
Identify students with specific enrollment types, such as ACTIVE, TRIAL, MAKEUP, SINGLE DAY, or WAITLIST
View students on a Waitlist based on notification status, availability, student status, or Waitlist Priority Group
Review dropped or transferred enrollments
Limit the enrollment list before sending Email Blasts or generating reports
Identify enrollments with special conditions, such as tuition overrides or non-class/camp programs

Accessing the Feature

From the main navigation menu, go to ENROLLMENTS.
Use the available search, event type, date, status, and filter options to narrow the enrollment list.
After reviewing the filtered results, select Reset Filters or press ESC on your keyboard to clear the selected filters.

Step-by-Step Instructions

Go to the ENROLLMENTS page.
Use Search to locate a specific enrollment, if needed.
Select one or more event types under Show Events:
- Classes
- Camps
- Appointments
Set the Enrollment Between date range, if needed.
Select any enrollment type, status, program, level, instructor, class, camp, appointment, or other filters needed to narrow the results.
Review the filtered enrollment list.
After reviewing the filtered results, select Reset Filters or press ESC on your keyboard to clear the selected filters.

Helpful Notes

Multiple filters can be combined to narrow the list further.
Some filters only appear when a related event type or enrollment type is selected.
Some filter options only appear when matching data exists in the account.
If no specific All Enrollment Types options are selected, the System displays all enrollments regardless of assigned Enrollment Type.

Search and Page Actions

Search: Use Search to locate a specific enrollment by entering any of the following:
- Student name
- Primary guardian name
- Event name, such as class, camp, or appointment
RESET FILTERS: Use RESET FILTERS to clear all selected filters.
New Class Enrollment Wizard: Use New Class Enrollment Wizard to launch the New Enrollment Wizard and create a new class enrollment.
Help: Use Help to access assistance for the ENROLLMENTS page.

Show Events

Show Events: Use Show Events to limit the enrollment list by event type.
- Classes: Includes class enrollments.
- Camps: Includes camp enrollments.
- Appointments: Includes appointment bookings.

Enrollment Date Filters

Enrollment Between: Use Enrollment Between to show only enrollments that existed during the specified date range. The System evaluates enrollments based on the enrollment start date and drop date.
- Start Date: Defines the start date for the Enrollment Between date range.
- End Date: Defines the end date for the Enrollment Between date range.

NOTE: Camp enrollments are considered ACTIVE in a camp for the period starting with the first selected block and ending with the last selected block.

For example, if a student is enrolled only on May 5 and May 8, the System considers the enrollment active from May 5–May 8. This also includes May 6 and May 7.

Day and Enrollment Type Filters

Day of the week: Use Day of the week to show only classes that meet on the selected day or days.
- If no specific day is selected, classes for all days are shown.
All Enrollment Types: Use All Enrollment Types to limit results to enrollments with the selected enrollment status or statuses. The System evaluates the enrollment type based on enrollments within the specified Enrollment Between date range.
- ACTIVE: Shows only enrollments where the Enrollment Status is marked as Active.
- TRIAL: Shows only enrollments where the Enrollment Status is marked as Trial.
- MAKEUP: Shows only enrollments where the Enrollment Status is marked as Makeup.
- SINGLE DAY: Shows only enrollments where the Enrollment Status is marked as Single Day.
  - This filter only appears if Single Day enrollments are activated.
  - This filter name may vary based on the value defined under SETTINGS > SETUP > CLASS SETTINGS > GENERAL CLASS SETTINGS > "Single Day Enrollment Label."
- WAITLIST: Shows only enrollments where the Enrollment Status is marked as Waitlist.

Expected Behavior by Enrollment Type

Because some Enrollment Types only apply to specific events, the System displays results based on the selected Event Type or Event Types:

ACTIVE: Displays enrollments or bookings for all Event Types.
TRIAL, MAKEUP, and SINGLE DAY: Displays only class enrollments.
WAITLIST: Displays only class and camp enrollments.

If no Enrollment Types are selected, the System displays all enrollments, regardless of assigned Enrollment Type.

Waitlist-Only Filters

These filters only display when WAITLIST is selected as the Enrollment Type.

Notification Status: Use Notification Status to limit WAITLIST results based on whether the family has been sent an email notifying them that there is an opening in the class for which they are Waitlisted.
- ALL: Displays all WAITLIST enrollments, regardless of whether the family has been sent an opening notification email.
- NOTIFIED: Displays only WAITLIST enrollments where the family has been sent an email notifying them that there is an opening in the class for which they are Waitlisted.
- UNNOTIFIED: Displays only WAITLIST enrollments where the family has not been sent an email notifying them that there is an opening in the class for which they are Waitlisted.
Selected Availability: Use Selected Availability to limit WAITLIST results based on whether the class for which the enrollment is Waitlisted has available openings.
- ALL: Displays all WAITLIST enrollments, regardless of whether the class has available openings.
- NONE: Displays only WAITLIST enrollments where the class has no available openings.
- OPENINGS: Displays only WAITLIST enrollments where the class has openings available.
Student Status: Use Student Status to limit WAITLIST results based on whether the student is currently Active in another class or camp.
- ALL: Displays all WAITLIST enrollments, regardless of whether the student is currently Active in another class or camp.
- ACTIVE: Displays only WAITLIST enrollments where the Waitlisted student is currently Active in another class or camp.
- INACTIVE: Displays only WAITLIST enrollments where the Waitlisted student is not currently Active in another class or camp.

Instructor, Time, Keyword, and First Day Filters

All Instructors: Use All Instructors to show only enrollments in classes or camps with the selected Instructor or Instructors attached.
- When filtering the page using the Instructor filter, substitute instructors only display if they are assigned as a substitute within the specified date range.
All Start Times: Use All Start Times to show only enrollments in classes that start within a specific half-hour time frame. The System evaluates start times based on enrollments within the specified Enrollment Between date range.
- Start time options only appear if a class meets the selected criteria.
- For example, if classes do not start until 4:00 PM, start time options before "4:00 pm - 4:29 pm" do not appear.
All Keywords: Use All Keywords to show only enrollments associated with the selected Keyword or Keywords.
All First Days: Use All First Days to show enrollments that match the selected First Enrollment type. The System evaluates first-day details based on the enrollment within the specified Enrollment Between date range.
- The System currently only includes class enrollments when determining which enrollments should be included in the results.
- First Day Ever: Shows only enrollments for students with no previous enrollment history in the database, or students who have never been marked "Present" for a class.
  - If a student has a past enrollment but was only marked "Absent", the student continues to show as "First Time Ever" until an attendance record exists where the student is marked "Present."
- First Day In Class: Shows only enrollments for students with no previous enrollments in the database connected with this specific class, based on the internal Class ID.
- First Day At Location: Shows only class enrollments for students with no previous enrollments in the database connected with the selected Location.
- First Day In Level: Shows only class enrollments for students with no previous enrollments in the database connected with the selected Class Level.

Program, Level, and Drop Filters

All Programs: Use All Programs to show only enrollments in classes or camps associated with the selected Program or Programs. The System evaluates programs based on enrollments within the specified Enrollment Between date range.
All Levels: Use All Levels to show only enrollments in classes or camps associated with the selected Level or Levels. The System evaluates levels based on enrollments within the specified Enrollment Between date range.
All Drops: Use All Drops to show only enrollments with a drop date set within a specified date range.
- Drop Type: Use Drop Type to limit results to enrollments matching the specified Drop Type.
  - ALL: Shows all enrollments matching the other drop criteria, regardless of Drop Type.
  - DROP: Shows only enrollments matching the other drop criteria where the Drop Type is "DROP."
  - TRANSFER: Shows only enrollments matching the other drop criteria where the Drop Type is "TRANSFER."
- "Drops between": Use "Drops between" to limit results to enrollments with a drop date within the specified date range.
  - When the page opens, the start and end dates are blank.

How All Drops Works with Enrollment Status

The All Drops filter works together with the Enrollment Status filter.

If ALL is selected in the Enrollment Status filter and no date range is specified in All Drops:
- The System shows all enrollments.
If ALL is selected in the Enrollment Status filter and a date range is specified in All Drops:
- The System looks for any enrollments with a drop date within the specified All Drops date range, regardless of current Active or Inactive status.
If INACTIVE is selected from the Enrollment Status filter and no date range is specified in All Drops:
- The System only shows enrollments that were Inactive within the Enrollment Between date range.
If INACTIVE is selected from the Enrollment Status filter and a date range is specified in All Drops:
- The System only shows enrollments that were Inactive within the Enrollment Between date range and that also have a drop date within the specified All Drops date range.
If any other Enrollment Types are selected from the Enrollment Status filter, such as ACTIVE, TRIAL, MAKEUP, SINGLE DAY, or WAIT, and no date range is specified in All Drops:
- The System only shows enrollments of that Type within the Enrollment Between date range.
If any other Enrollment Types are selected from the Enrollment Status filter, such as ACTIVE, TRIAL, MAKEUP, SINGLE DAY, or WAIT, and a date range is specified in All Drops:
- The System only shows enrollments of that Type within the Enrollment Between date range and that also have a drop date within the specified All Drops date range.

Waitlist Priority Group Filters

All Waitlist Priority Groups: Use All Waitlist Priority Groups to show only enrollments assigned to the selected Waitlist Priority Group or Groups.
- This filter only appears if Waitlist Priority Groups are enabled.
- This filter also includes an option for "Unprioritized."

Class Filters

Class Status: Use Class Status to limit results based on the status of the Waitlisted class.
- ALL: Shows all Waitlisted enrollments for classes, regardless of whether the class status is marked Active or Inactive.
- ACTIVE: Shows only Waitlisted enrollments for classes where the class status is marked Active.
- INACTIVE: Shows only Waitlisted enrollments for classes where the class status is marked Inactive.
All Classes: Use All Classes to show only enrollments attached to the selected class or classes.
All Sessions: Use All Sessions to show only enrollments in classes associated with the selected Session or Sessions. The System evaluates sessions based on enrollments within the specified Enrollment Between date range.
- Past Sessions and Rolling Sessions are hidden by default.
- Use "Show Past Sessions" or "Show Past Rolling Sessions" to display past Sessions or Rolling Sessions, if needed.

Session and Rolling Session Sorting

Sessions and Rolling Sessions are sorted by START DATE.

Current and future Sessions or Rolling Sessions:
- Sorted in ascending order by start date, from earliest to latest
- Future Sessions or Rolling Sessions are listed last
Past Sessions or Rolling Sessions:
- Sorted in descending order by start date, with the most recent start date first
- Oldest Sessions or Rolling Sessions are listed last

If the start date is the same, Sessions and Rolling Sessions are sorted by NAME.

Camp Filters

Camp Status: Use Camp Status to limit results based on the status of the Waitlisted camp.
- ALL: Shows all Waitlisted enrollments for camps, regardless of whether the camp status is marked Active or Inactive.
- ACTIVE: Shows only Waitlisted enrollments for camps where the camp status is marked Active.
- INACTIVE: Shows only Waitlisted enrollments for camps where the camp status is marked Inactive.
All Camps: Use All Camps to show only enrollments attached to the selected camp or camps.
All Camp Types: Use All Camp Types to show only enrollments in camps associated with the selected Camp Type or Camp Types. The System evaluates Camp Types based on enrollments within the specified Enrollment Between date range.
All Registration Periods: Use All Registration Periods to show only enrollments in camps matching the selected Registration Period or Registration Periods. The System evaluates Registration Periods based on enrollments within the specified Enrollment Between date range.
- Future Registrations: Shows only enrollments that start after the end of the Enrollment Between date range.
- Current Registrations: Shows only enrollments that are active during the Enrollment Between date range.

Appointment Filters

All Services: Use All Services to show only bookings in appointments associated with the selected Service(s). The System evaluates Services based on bookings within the specified Enrollment Between date range.

Additional Enrollment Filters

Event Meets Within the Date Range: Enable Class/Camp Meets Within the Date Range to limit results to enrollments in classes that had scheduled meeting dates within the specified date range.
Exclude Transferred Enrollments: Enable Exclude Transferred Enrollments to exclude enrollments that transferred within the specified date range.
Exclude Non-Class/Camp/Appointment Programs: Enable Exclude Non-Class/Camp/Appointment Programs to exclude enrollments in classes, camps, or appointments where the associated Program was marked as a "Non-Class/Camp/Appointment Program" after the enrollment was created.
Show Only Enrollments With a Tuition Override: Enable Show Only Enrollments With a Tuition Override to display only enrollments within the defined Enrollment Between date range that have a tuition override in place.

Troubleshooting & FAQs

Why do I not see some filter options?
- Some filters only appear when the related feature, event type, or enrollment type is available. For example, Notification Status, Selected Availability, and Student Status only appear when WAITLIST is selected as the Enrollment Type. SINGLE DAY only appears if Single Day enrollments are activated.
Why are start time options missing from All Start Times?
- Start time options only appear when a class meets the current filter criteria. For example, if classes do not start until 4:00 PM, start time options before "4:00 pm - 4:29 pm" do not appear.
Why does a camp enrollment show as active on dates when the student is not enrolled in a specific block?
- Camp enrollments are considered ACTIVE from the first selected block through the last selected block. For example, if a student is enrolled only on May 5 and May 8, the System considers the enrollment active from May 5–May 8, including May 6 and May 7.
Why does a student continue to show as "First Time Ever"?
- A student may continue to show as "First Time Ever" if they have a past enrollment but were only marked "Absent." The student will continue to show as "First Time Ever" until an attendance record exists where the student is marked "Present."
How do I clear the filters after reviewing results?
- Select Reset Filters or press ESC on your keyboard to clear the selected filters.