1. iClassPro Support
  2. Knowledgebase
  3. Communications

How Do I Locate Students Based on "First Enrollment" Type?

IN BRIEF
The First Enrollment indicators in iClassPro help staff locate students based on whether an enrollment represents a first-time experience for the student, class, Location, or Level. Staff can use reports or filters on the ENROLLMENTS page to identify these students, then send mass communications when needed. 

Overview

iClassPro provides several ways to locate students based on their First Enrollment type. These options can help staff identify students who are attending for the first time, attending a specific class for the first time, attending at a Location for the first time, or entering a Level for the first time.

Staff can locate these students by:

  • Running reports that include first enrollment indicators
  • Filtering the ENROLLMENTS page by First Enrollment type
  • Selecting filtered enrollments and sending mass communications

This can be especially useful when preparing welcome messages, instructor reminders, new student follow-ups, or location-specific communications.

Back to top

Accessing the Feature

To locate students based on First Enrollment type from the ENROLLMENTS page:

  1. From the main navigation menu, go to ENROLLMENTS.
  2. Use the available filters to define the enrollment date range and enrollment criteria.
  3. Use the All First Days filter to limit the results by one or more First Enrollment types.

Back to top

Step-by-Step Instructions

  1. From the main navigation menu, go to ENROLLMENTS.
  2. Set the Enrollment Between date range.
    • The All First Days filter uses this date range to determine which enrollments meet the selected First Enrollment criteria.
  3. Select the All First Days filter.
  4. Choose one or more First Enrollment types.
  5. Apply any additional filters needed, such as Location, Program, Level, Class, or enrollment status.
  6. Review the filtered enrollment results.
  7. Select the enrollments you want to contact, if needed.
    • Select enrollments one at a time.
    • Or use Select All at the top of the screen.
  8. Launch the appropriate mass communication tool from the toolbar at the bottom of the screen.
  9. Compose the message directly in the communication window, or select a custom email template that has already been created.
  10. Send or schedule the communication, depending on the communication type and available options.

Back to top

Filter Options

  • First Day Ever: Use First Day Ever to limit results to enrollments for students with no previous enrollment history in the database, or for students who have never been marked Present for a class.
    • Students with past enrollments may still appear as First Day Ever if they were only marked Absent.
    • These students continue to show as First Day Ever until an attendance record exists where they were marked Present.
  • First Day In Class: Use First Day In Class to limit results to enrollments for students who do not have previous enrollments connected with the same class.
    • The System evaluates this based on the internal Class ID.
  • First Day At Location: Use First Day At Location to limit results to enrollments for students who do not have previous enrollments connected with the selected Location.
  • First Day In Level: Use First Day In Level to limit results to enrollments for students who do not have previous enrollments connected with the selected Class Level.

Back to top

Using Smart/Preset Filters

If staff commonly use the same filters to locate students for communication, those filters can be saved as Presets.

After saving a preset:

  1. Open the ENROLLMENTS page.
  2. Select the Smart Filters menu.
  3. Select the saved preset.
  4. Set the needed date range.
  5. Allow the System to apply the saved filters.

This can help staff quickly locate the same group of students in the future without manually rebuilding the full filter set each time.

Back to top

Reports for Locating First Enrollments

iClassPro includes several reports that can help staff locate students based on First Enrollment status. To display the indicator on the reports, you must first enable Show New Enrollment Icon In Reports under:

SETTINGS > SETUP > STUDENT SETTINGS > STUDENT OPTIONS

Once this setting is enabled, the reports will display an indicator for students who meet the selected First Enrollment criteria.

Available reports include:

  • First Enrollments Report (CLA-20)
    • Provides a list of all first enrollments within a specified date range. The report includes the Location, Student, Guardian, Enrollment Type, Class, Level, Schedule, Instructor(s), Start Date, Drop Date, Primary Email, and Primary Phone.
  • Roll Sheets (CLA-4)
    • If "Show New Enrollment Icon In Reports" is enabled under SETTINGS>SETUP>STUDENT SETTINGS>STUDENT OPTIONS, an indicator will be displayed for any students meeting selected "First Enrollment" criteria.
  • Camper Information Report (CAM-7)
    • If "Show New Enrollment Icon In Reports" is enabled under SETTINGS>SETUP>STUDENT SETTINGS>STUDENT OPTIONS, an indicator will be displayed for any students meeting selected "First Enrollment" criteria.
  • Instructor Roster Report (STA-8)
    • If "Show New Enrollment Icon In Reports" is enabled under SETTINGS>SETUP>STUDENT SETTINGS>STUDENT OPTIONS, an indicator will be displayed for any students meeting selected "First Enrollment" criteria.
  • Class/Camp Roster Report (STA-9)
    • If "Show New Enrollment Icon In Reports" is enabled under SETTINGS>SETUP>STUDENT SETTINGS>STUDENT OPTIONS, an indicator will be displayed for any students meeting selected "First Enrollment" criteria.

Back to top

Filtering the ENROLLMENTS Page by First Enrollment Type

From the ENROLLMENTS page, staff can use the All First Days filter to limit the results to enrollments that match the selected First Enrollment type or types.

The System evaluates the selected First Enrollment criteria based on each student’s enrollment within the specified Enrollment Between date range.

Back to top

Available First Enrollment Filters

  • First Day Ever: Limits results to 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, they continue to show as First Day Ever.
    • The student no longer appears as First Day Ever after an attendance record exists where they were marked Present.
  • First Day In Class: Limits results to enrollments for students with no previous enrollments connected with the same specific class.
    • The System evaluates the class based on the internal Class ID.
  • First Day At Location: Limits results to enrollments for students with no previous enrollments connected with the selected Location.
  • First Day In Level: Limits results to enrollments for students with no previous enrollments connected with the selected Class Level.

Back to top

Sending Mass Communications

After filtering the ENROLLMENTS page, staff can select the enrollments they want to contact and send a mass communication.

To send a mass communication:

  1. Filter the ENROLLMENTS page using the needed First Enrollment options.
  2. Select the enrollments to contact.
    • Select enrollments one at a time.
    • Or use Select All at the top of the screen.
  3. Use the toolbar at the bottom of the screen to launch the appropriate mass communication tool.
  4. Create the communication.
    • Enter the message directly in the communication window.
    • Or select a custom email template that has already been created.
  5. Send or schedule the communication, depending on the communication type and available options.

Back to top

Supported Communication Options

  • Email blasts
  • Scheduled email blasts
  • SMS/text messages, if enabled
  • Push notifications
  • Custom templates for email, SMS, and push notifications

Back to top

Troubleshooting & FAQs

  • Why is a student still showing as First Day Ever if they had a previous enrollment?
    • The student may still appear as First Day Ever if they were previously enrolled but were only marked Absent. The student continues to show as First Day Ever until an attendance record exists where they were marked Present.
  • Why do I not see the first enrollment indicator on reports?
    • Confirm that Show New Enrollment Icon In Reports is enabled under SETTINGS > SETUP > STUDENT SETTINGS > STUDENT OPTIONS. This setting must be enabled before supported reports display the indicator for students who meet the selected First Enrollment criteria.
  • Does First Day In Class look at the class name or the specific class record?
    • First Day In Class is based on the internal Class ID. This means the System evaluates whether the student has previous enrollment history connected with that specific class record.
  • Can I contact all students who match a First Enrollment filter?
    • Yes. After applying the needed filters on the ENROLLMENTS page, select the enrollments one at a time, or use Select All at the top of the screen. Then, use the toolbar at the bottom of the screen to launch the appropriate mass communication tool.
  • Can I save my First Enrollment filters for future use?
    • Yes. Use the Smart Filters menu to save commonly used filters as Presets. When staff return to the ENROLLMENTS page, they can select the saved preset, set the date range, and allow the System to apply the saved filters.

Back to top

Related Articles

Back to top

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).