IN BRIEF:
Enrollment Status filters control which students or families appear in report results based on their enrollment history. These filters work both within the Enrollment Status filter cluster and in combination with other report filters—such as Program, Class, Instructor, or Location—to determine how results are included.
Overview
When running certain reports, staff will be able to specify a specific "Status" for student enrollments. These status options include:
- Currently Enrolled (Active)
- Enrolled in the Future (Only)
- Previously Enrolled (Only)
- Never Enrolled
Note that the word "Only" in regards to future and past enrollments is intended to mean that results will be limited to that particular status if no others are selected. If multiple status options are selected, students/families meeting any of the selected statuses will be included in the results.
When selecting “Previously Enrolled (Only)” or “Enrolled in the Future (Only)” with no other enrollment status options selected, students/families will appear in results only if they have enrollments that meet exclusively that enrollment status.
For example, if “Previously Enrolled (Only)” is selected, the student/family cannot have any enrollments meeting the criteria for the other enrollment statuses ("Currently Enrolled (Active)", "Enrolled in the Future (Only)", or "Never Enrolled").
- See the "Common Examples" section below for more information about how these enrollment statuses work with additional filter options.
Accessing the Feature
Enrollment Status filters are available when running reports that support enrollment-based filtering.
To access these filters:
- From the main navigation menu, go to Reports.
- Select a report that includes enrollment-related filter options.
- Locate the Status (Enrollment) filter cluster within the report filters.
Step-by-Step Instructions
Use the steps below to understand how Enrollment Status filters behave when applied on reports.
How the Status filter for enrollments works
iClassPro uses filters in a filter cluster as “OR” filters, and filters across clusters as “AND” filters. A "filter cluster" is a set of filter options, such as "Status (Enrollment)", "Enrollment Type Status", "Locations", "Class/Camp Status", "Class", "Instructor", etc.
For example, each group outlined in a red box in the image below would be considered a "filter cluster":
Selecting multiple options from the "Status (Enrollment)" cluster would mean the student/family can meet ANY of the selected options (e.g., "Previously Enrolled (Only)" OR "Currently Enrolled (Active)").
If options from multiple filter clusters are selected (i.e., if a specific Program, Class, Instructor, Location, etc. is selected), then the enrollment status filters are considered as additional criteria to the selected filter(s).
If NO additional filters are selected
If the Status filters are the only limitations selected on the report (i.e., if the report is not further limited by a specific Program, Class, Instructor, Location, etc.), the system only considers whether enrollment records exist in the database for the student/family:
- Currently Enrolled (Active) - an enrollment record exists for the student/family where the start date is ON or BEFORE the current date, and the drop date is ON or AFTER the current date.
- Enrolled in the Future (Only) - an enrollment record exists for the student/family where the start date is AFTER the current date.
- Previously Enrolled (Only) - an enrollment record exists for the student/family where the drop date is BEFORE the current date.
- Never Enrolled - no enrollment record exists for the student/family.
A student/family can meet ANY of these selected enrollment status criteria to be included in the results.
If additional filters ARE selected
If additional filter options ARE selected from other filter clusters (i.e., if a specific Program, Class, Instructor, Location, etc. is selected), then the enrollment status filters are considered as additional criteria to the selected filter(s).
For example:
- Currently Enrolled (Active) - an enrollment record exists for the student/family associated with the selected Program, Class, Instructor, at the selected Location, etc., where the start date is ON or BEFORE the current date, and the drop date is ON or AFTER the current date.
- Enrolled in the Future (Only) - an enrollment record exists for the student/family associated with the selected Program, Class, Instructor, at the selected Location, etc., where the start date is AFTER the current date.
- Previously Enrolled (Only) - an enrollment record exists for the student/family associated with the selected Program, Class, Instructor, at the selected Location, etc., where the drop date is BEFORE the current date.
- Never Enrolled - no enrollment record exists for the student/family associated with the selected Program, Class, Instructor, at the selected Location, etc.
A student/family must meet a combination of these selected filter options to be included in the results.
Common Examples
A staff member is running a student-based report where the following is true for Student 1:
- Student 1 has a past enrollment in the program “Dance.”
- Student 1 has a current enrollment in the program “Gym.”
- Student 1 has a future enrollment in the program “Dance.”
Example 1 Report filters
- Enrollment status: Currently Enrolled (Active)
- Program filter: NONE
Student 1 does appear in the results, because they do have a current enrollment.
Example 2 Report filters
- Enrollment status: Previously Enrolled (Only)
- Program filter: NONE
Student 1 does not appear in the results, because they do have current and future enrollments.
Example 3 Report filters
- Enrollment status: Enrolled in the Future (Only)
- Program filter: NONE
Student 1 does not appear in the results, because they do have current and past enrollments.
Example 4 Report filters
- Enrollment status: Currently Enrolled (Active) & Enrolled in the Future (Only)
- Program filter: NONE
Student 1 does appear in the results, because they do have a current enrollment.
Example 5 Report filters
- Enrollment status: Currently Enrolled (Active)
- Program filter: Dance
Student 1 does not appear in the results, because they do not have a current enrollment in the selected Program.
Example 6 Report filters
- Enrollment status: Previously Enrolled (Only)
- Program filter: Dance
Student 1 does not appear in the results, because they do have a future enrollment in the selected Program.
Example 7 Report filters:
- Enrollment status: Enrolled in the Future (Only)
- Program filter: Dance
Student 1 does not appear in the results, because they do have a past enrollment in the selected program.
Example 8 Report filters
- Enrollment status: Currently Enrolled (Active)
- Program filter: Gym
Student 1 does appear in the results, because they do have a current enrollment in the selected Program.
Example 9 Report Filters
- Enrollment status: Previously Enrolled (Only)
- Program filter: Gym
Student 1 does not appear in the results, because they do not have a past enrollment in the selected Program.
Example 10 Report filters
- Enrollment status: Currently Enrolled (Active) OR Previously Enrolled (Only)
- Program filter: Dance
Student 1 does appear in the results, because they do have a past enrollment in the selected Program.
Troubleshooting & FAQs
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Why does a student appear when multiple enrollment Status options are selected?
- Enrollment Status options within the same filter cluster act as OR filters. If the student meets any selected Status, they are included.
-
Why is a student excluded when I select “Previously Enrolled (Only)” and a Program filter?
- When additional filters are selected, the student must meet both the enrollment Status and the Program criteria. If the student has current or future enrollments for that Program, they are excluded.
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Why does “Never Enrolled” return fewer results when other filters are applied?
- With additional filters selected, “Never Enrolled” only includes students or families with no enrollment records matching the selected Program, Class, Instructor, or Location.