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How Do I Print Roll Sheets (CLA-4)?

IN THIS ARTICLE:
Learn how to print class Roll Sheets (CLA-4).

What is the Roll Sheet report?

The Roll Sheet report (CLA-4) is great for taking written attendance. It can be printed for a custom time frame and will report any attendance already recorded in the iClassPro software on the printed report. There are also a lot of extra report output options to allow your coaches quick access to contact and student information.

There are two ways to print roll sheets: directly from the CLASSES page or from REPORTS>CLASSES>CLA-4 (Roll Sheets).

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.

What do the icons mean?

Roll Sheets will display icons to provide you with important student information at a glance.  A key to these icons is included at the top of the roll sheet:

Roll_Sheet_Icons.png

Current roll sheet icons reflect:

  • Special Enrollment Information
    • Single Day type enrollments - SINGLE DAY type enrollments within the date range of the roll sheets.
      • This icon name will vary based on the value defined under SETTINGS>SETUP>CLASS SETTINGS>GENERAL CLASS SETTINGS>"Single Day Enrollment Label."
    • Dropping enrollments - enrollments that will/have dropped within the date range of the roll sheets.
      • NOTE: It is intentional that the "Drop" icon is not displayed for single-day enrollments (MAKEUP/TRIAL/SINGLE DAY).
    • Transferred enrollments - enrollments that have transferred within the date range of the roll sheets.
    • Trial type enrollments - TRIAL type enrollments within the date range of the roll sheets.
    • Makeup type enrollments - MAKEUP type enrollments within the date range of the roll sheets.
    • New enrollments - enrollments with a start date within the date range of the roll sheets.
  • Attendance information
    • Canceled class - the class was canceled for the date in question.
    • Present - the student was marked "Present" for the date in question.
    • Tardy/Left Early - the student was tardy or left early on the date in question.
    • Absent - the student was marked "Absent" for the date in question.
    • Expected absent - the student is expected to be marked "Absent" for the date in question.
  • Student/Family information
    • Birthday - denotes a student who has a birthday within the date range of the roll sheets.
    • Missing required policy/policies - denotes students who are missing required policies.
    • Outstanding balance - denotes students in families with an outstanding balance.

Printing Roll Sheets from the CLASSES page

  1. Navigate to the CLASSES page.
  2. Select the class(es) for which you wish to produce roll sheets. You can use the filters on the left-hand side of the page to help limit your results.
  3. Click the "Reports" icon in the toolbar at the bottom of the window and choose "Class Roll Sheets."
    rollsheets01.png 

Set your report parameters

  • START DATE/END DATE: the date range for which you wish to see results. The system will default to the current date for both filters.
  • SHOW
    • Schedule Checkboxes
    • Enrollment Dates
    • Roll Sheet Comments
    • Birthdate
    • Age
    • Gender
    • Medical
    • Zone
    • Inactive Instructors
      • NOTE: Entries will not be included on the final report for any selected instructor/staff member who was not associated with specified enrollments, events, etc., during the designated date/date range.
        • If an instructor was deleted AFTER the start date of the report, the results will include relevant entries for the instructor on the date(s) before they were deleted.
        • If an instructor was created/attached to an event AFTER the end date of the report, the instructor will not be included in the results.
    • Primary Guardian
    • Phone Number
    • E-Mail Address
    • Account Balance - An icon is automatically displayed on the roll sheet whenever a family has an outstanding balance. Enabling this option will show the actual amount of outstanding charges.
    • Last Skill Level Passed - displays the Skill Level code for the last Skill Level marked as "Passed" (based on timestamp when it was recorded).
    • Attendance Since Last Level Passed - the number of times the student has been marked "Present" since the last Skill Level was marked "Passed."
    • Extra Rows For Max Number Of Students
    • Three Additional Rows
    • Empty Classes
    • Display Students By First Name - if enabled, student names will be displayed as "[first name] [last name]" instead of "[last name], [first name]."
  • PRINT LAYOUT
    • Landscape
    • Hide Legend
    • Condensed Format - Reduces whitespace and lowers header font size. Great for contexts that require more data per page and/or fewer printed pages.
    • Inline Header - Outputs class name and details into a single wrapping line at the header font size. Great for contexts that require increased legibility.
    • Repeat Class Info When Tables Wrap - When displaying large date ranges, a class's enrollment list may wrap to multiple tables. This option repeats the class name, date(s), and instructor(s) above each wrapped table. Great for contexts that require large date ranges and quick referencing.
    • Print Separate Class For Each Instructor
      • NOTE: If this option is enabled, a separate class listing will be generated for each Instructor, with an asterisk above the date that had a substitute Instructor assigned and the substitute Instructor's name marked with an asterisk on their separate page. If this option is NOT enabled, an asterisk will be displayed above the date that had a substitute Instructor assigned.
      • Page Break After Each Instructor
    • Page Break After Each Class
    • Avoid Page Breaks Inside Each Class - if all class details will not fit on the current page, the report will move the class onto a new page.
    • Order Students By First Name
  • ORDER CLASSES BY
    • Class Name
    • Time Slot
      • If "Order by Timeslot" is chosen, classes that meet on multiple days will be displayed with their timeslots based on the earliest meeting day on their schedules within the week.

NOTE: If a substitute instructor was present on a specific class date/time, this will be indicated by an asterisk (*) beside the date/time in the column heading.

Generate the report

Choose HTML or PDF to generate the file. If you chose PDF for printing, download the file from your background tasks using the Down arrow button.
rollsheets02.png
Note: XLS/CSV options are not included for this report due to special characters and table elements which do not transfer to these file formats.

Printing roll sheets from the REPORTS page

  1. Navigate to REPORTS>CLASSES>Roll Sheets (CLA-4).
  2. Click the magnifying glass icon to launch the report filters screen.

Set your report parameters

General Filters

  • START DATE/END DATE: the date range for which you wish to see results. The system will default to the current date for both filters.
  • LOCATIONS: the system will only include classes associated with the selected Location(s) in the results.
  • DAY OF WEEK: select one or more days of the week to limit the report to only classes with schedules assigned for the selected day(s) of the week.
  • CHOOSE PROGRAM: select one or more Programs to limit the report to only classes associated with that Program(s).
  • CHOOSE CLASS KEYWORD: select one or more Class Keywords to limit the report to only classes that have the selected Class Keyword(s) assigned.
  • CHOOSE CLASS LEVEL: select one or more Class Levels to limit the report to only classes that have the selected Class Level(s) assigned.
  • CHOOSE ZONE: select one or more Zones to limit the report to only classes that have the selected Zone(s) assigned.
  • CHOOSE INSTRUCTOR: select one or more Instructors to limit the report to only classes that have the selected Instructor(s) assigned.
    • NOTE: Entries will not be included on the final report for any selected instructor/staff member who was not associated with specified enrollments, events, etc., during the designated date/date range.
      • If an instructor was deleted AFTER the start date of the report, the results will include relevant entries for the instructor on the date(s) before they were deleted.
      • If an instructor was created/attached to an event AFTER the end date of the report, the instructor will not be included in the results.
  • CHOOSE SESSION: select one or more Sessions to limit the report to only classes that have the selected Sessions(s) assigned.
    • NOTE: The "Choose Session" filter will only display current/future sessions by default. However, there is a "Show Past" toggle option to display past Sessions if needed.
      • NOTE: Rolling Sessions are not listed as a filter option.
  • CHOOSE CLASS: select one or more Classes to limit the report to only the selected Class(es). 

Display Options

  • SHOW
    • Schedule Checkboxes
    • Enrollment Dates
    • Roll Sheet Comments
    • Birthdate
    • Age
    • Gender
    • Medical
    • Zone
    • Inactive Instructors
      • NOTE: Entries will not be included on the final report for any selected instructor/staff member who was not associated with specified enrollments, events, etc., during the designated date/date range.
        • If an instructor was deleted AFTER the start date of the report, the results will include relevant entries for the instructor on the date(s) before they were deleted.
        • If an instructor was created/attached to an event AFTER the end date of the report, the instructor will not be included in the results.
    • Primary Guardian
    • Phone Number
    • E-Mail Address
    • Account Balance - An icon is automatically displayed on the roll sheet whenever a family has an outstanding balance. Enabling this option will show the actual amount of outstanding charges.
    • Last Skill Level Passed - displays the Skill Level code for the last Skill Level marked as "Passed" (based on timestamp when it was recorded).
    • Attendance Since Last Level Passed - the number of times the student has been marked "Present" since the last Skill Level was marked "Passed."
    • Extra Rows For Max Number Of Students
    • Three Additional Rows
    • Empty Classes
    • Display Students By First Name - if enabled, student names will be displayed as "[first name] [last name]" instead of "[last name], [first name]."
  • PRINT LAYOUT
    • Landscape
    • Hide Legend
    • Condensed Format - Reduces whitespace and lowers header font size. Great for contexts that require more data per page and/or fewer printed pages.
    • Inline Header - Outputs class name and details into a single wrapping line at the header font size. Great for contexts that require increased legibility.
    • Repeat Class Info When Tables Wrap - When displaying large date ranges, a class's enrollment list may wrap to multiple tables. This option repeats the class name, date(s), and instructor(s) above each wrapped table. Great for contexts that require large date ranges and quick referencing.
    • Print Separate Class For Each Instructor
      • NOTE: If this option is enabled, a separate class listing will be generated for each Instructor, with an asterisk above the date that had a substitute Instructor assigned and the substitute Instructor's name marked with an asterisk on their separate page. If this option is NOT enabled, an asterisk will be displayed above the date that had a substitute Instructor assigned.
      • Page Break After Each Instructor
    • Page Break After Each Class
    • Avoid Page Breaks Inside Each Class - if all class details will not fit on the current page, the report will move the class onto a new page.
    • Order Students By First Name
  • ORDER CLASSES BY
    • Class Name
    • Time Slot

NOTE: If a substitute instructor was present on a specific class date/time, this will be indicated by an asterisk (*) beside the date/time in the column heading.

Generate the report

Choose HTML or PDF to generate the file. If you chose PDF for printing, download the file from your background tasks using the Down arrow button.
rollsheets03.png

Note: XLS/CSV options are not included for this report due to special characters and table elements which do not transfer to these file formats.

 

Generating historical reports

Roll sheets can be generated for past class dates by setting your date range accordingly  These reports will include attendance indicators for students enrolled in the class during the specified dates.

However, it should be noted that if the class schedule has been changed, the class listing information will reflect the current schedule attached to the class (even if the roll sheets are run for a period of time that did not use this schedule).  The days listed will accurately reflect the date the class was held and/or the student attendance recorded on that date.

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).