IN BRIEF
The Waitlist Report (CLA-21) provides a detailed list of all waitlisted enrollments within a selected date range. It helps administrators track waitlist activity, monitor offer status, and review key class and student details. You can filter results by programs, sessions, instructors, and more, then export the report in multiple formats.
Overview
The Waitlist Report generates a list of all waitlisted enrollments within a specified date range.
The report includes:
- Enrollment Type
- Class Name
- Class Level
- Class Program
- Class Schedule
- Student Name
- Waitlist Start Date
- Instructor(s) assigned to the class
- Primary Guardian Name
- Priority Waitlist Group (if enabled)
- Offer Status
- Offer Count
The Offer Status and Offer Count fields indicate:
- Whether a waitlist offer has been sent
- How many times a student has received an offer for an opening
Key Report Details
- Filters based on enrollments reflect data according to the selected Start Date and End Date
- Preset Filters can be saved and reused for faster report generation
- Selecting certain display options may impact available export formats
Using Preset Filters
- Save commonly used filter combinations as Presets
- Load a Preset when opening the report
- Set your date range and generate the report
For more information, see What Are Preset Filters for Reports?
Accessing the Report
- From the main navigation menu, go to Reports.
- Select Waitlist Report (CLA-21).
Step-by-Step Instructions
General Filters
-
Start Date / End Date
- Includes only waitlist records with a start date within the selected range
-
Locations
- Defaults to the currently selected location
- Select All Locations to include all active locations
-
Choose Programs
- Limits results to classes within selected program(s)
-
Choose Session
- Limits results to selected session(s)
- Includes a "Show Past" toggle to view past or rolling sessions
-
Choose Levels
- Filters by class level
-
Choose Instructors
- Filters by assigned instructor(s)
- Only includes instructors associated with enrollments during the selected date range
- Deleted instructors may still appear if they were active during the timeframe
-
Choose Students
- Filters results by selected student(s)
-
Class Status
- Active – includes only active classes
- Inactive – includes only inactive classes
Class Filters
-
Pre-filter
- Limits available options in the Choose Class filter
- Does not affect report results directly
-
Choose Instructor (Pre-filter)
- Narrows class selection to those associated with selected instructor(s)
-
Choose Classes
- Limits results to specific classes
Important Note: Changing the date range after selecting filters may invalidate some selections, which will not appear in the final report.
Display Options
-
Print Name as "Last Name, First Name"
- Changes name formatting for easier sorting in spreadsheets
-
Show Email/Phone in Separate Columns
- Splits guardian contact details into separate columns
- Removes PDF export option due to increased data volume
-
Show Enrollment Notes
- Includes any enrollment notes in the report
-
Sort By
- Day/Time (class schedule)
- Program (alphabetical)
- Level (alphabetical)
- Priority (waitlist priority group)
Generating the Report
- Select your desired export format (such as HTML, PDF, XLS, or CSV) at the bottom of the report window.
- The System will immediately generate the report in the selected format.
NOTE: due to the amount of data included on the report, the option to print to PDF will be removed if the Display Option to "Show Email/Phone in Separate Columns" is selected.
Troubleshooting & FAQs
-
Why are some expected enrollments missing from my report?
- Verify that your Start Date and End Date include the waitlist start date for those enrollments. Filters only return results within the selected range.
-
Why can I not export to PDF?
- The PDF option is removed when "Show Email/Phone in Separate Columns" is enabled due to data size limitations.
-
Why are some instructors not appearing in the report?
- Instructors must be associated with enrollments during the selected date range. Instructors added after the End Date or removed before the Start Date may not appear.
-
Why are my class filter selections not showing in the report?
- Changing the date range after selecting filters can invalidate those selections.
-
What does Offer Count represent?
- It shows how many times a student has been offered a spot from the waitlist.