Which Filters Are Available for the STUDENTS Page?

IN THIS ARTICLE:
Learn about the filtering options available from the STUDENTS page to help narrow your results when sending Email Blasts, creating mass/group charges, or just to see at a glance which students may have enrollments in particular programs/classes/camps or have certain keywords assigned.

After you have finished with a particular set of filters, be sure to click RESET FILTERS or press the ESC key on your keyboard to clear them.

Which filters are available?

  • Search - allows searching multiple words, looking for matches anywhere in the search string. 
      1. For example, searching the word "stan" should return matches for:
        1. Stanley
        2. Constance
        3. Tristan.
    • A space designates a new word.
    • However, results are limited only to those that contain ALL of the entered search terms.
  • Enrollment Status - allows you to limit results to only show students with the selected enrollment status (based on their Enrollment Type on the specified "Active On Date").
    • ALL - shows ALL students, regardless of Enrollment Status.
    • ACTIVE - only shows students whose Enrollment Status is marked as Active.
    • TRIAL - only shows student whose Enrollment Status is marked as Trial.
    • MAKEUP - only shows students whose Enrollment Status is marked as Makeup.
    • SINGLE DAY - only shows students whose Enrollment Status is marked as Single Day. (NOTE: this filter name will vary based on the value defined under SETTINGS>SETUP>CLASS SETTINGS>GENERAL CLASS SETTINGS>"Single Day Enrollment Label.")
    • WAITLIST - only shows students whose Enrollment Status is marked as Waitlist.
    • INACTIVE - only shows students whose Enrollment Status is marked as Inactive.
    • Include Future Enrollments - if enabled, the system will consider any enrollments after the defined date when determining whether a student should be included in the filter results.
      • NOTE: If "Inactive" is selected as the Enrollment Type and this option is enabled, then any students that have a future enrollment will be removed from the results.
    • Active Last 7 Days - if enabled, the system will consider any enrollments within the past seven days when determining whether a student should be included in the filter results.
  • Active On Date - defines the date to be used when determining the student's enrollment details. (NOTE: this filter does not appear if  no Enrollment Type is selected from the "All Enrollment Types" filter, or if "Active Last 7 Days" is enabled.)
    • NOTE: Camp enrollments are considered ACTIVE in a camp for a period of time starting with the first block they have selected and ending with the last block. Therefore, if a student is enrolled only on May 5th and May 8th, their enrollment will be considered active from May 5th-May 8th (also encompassing May 6th and 7th).
  • Day of the Week - allows you to limit results to only show students who are enrolled in classes that meet on the selected day(s) of the week (based on their enrollment on the specified "Active On Date").
  • All Start Times - allows you to limit results to only show students with enrollments in classes that start within a specific 1/2 hour time frame (based on their enrollment on the specified "Active On Date").  Times will only show if there is a class that meets the criteria (e.g., if your classes do not start until 4pm, you will not see any start time options prior to "4:00 pm - 4:29 pm").
  • All Keywords - allows you to limit results to only show students associated with the selected Student/Class/Camp Keyword(s).
  • All Classes - allows you to limit results to only show students with enrollments in selected class(es) (based on their enrollment on the specified "Active On Date").
  • All Camps - allows you to limit results to only show students with enrollments in selected camp(s)  (based on their enrollment on the specified "Active On Date").
  • All Levels - allows you to limit results to only show students with enrollments in classes or camps associated with the selected Level(s) (based on their enrollment on the specified "Active On Date").
  • All Programs - allows you to limit results to only show students with enrollments in classes associated with the selected Program(s) (based on their enrollment on the specified "Active On Date").
    • NOTE: This filter will include both Class and Camp enrollments if the "Active On Date" is current or in the future.  However, if the "Active O Date" is in the past, only Class enrollments will be included in the results.
  • All Ages - allows you to limit results to only show students within the selected Age range/ranges (always based on the current date).
  • All Birthdays - allows you to limit results to only show students with birthdates in the selected month(s).
    • When this menu is expanded, we will offer two filter options with a radio toggle to switch between them:
      • From Today (with the following options)
        • Occurrence
          • NEXT/PREVIOUS (drop-down selection)
        • Amount
          • [VALUE] (a blank allowing them to enter a valid integer)
        • Interval
          • DAY(S) / WEEK(S) / MONTH(S) (drop-down selection)
      • Day Range (with date picker options for each of the following)
        • Start Day
          • Month (Jan-Dec)
          • Date (1-31)
        • End Day
          • Month (Jan-Dec)
          • Date (1-31)
    • Based on the selected criteria, the system will limit results to only students with a birthday that falls within the designated range who meet all other filter criteria.
  • All Punch Passes
    • Has Active Family Punch Pass
      • If selected, displays the following filter options ONLY for currently active Family Punch Passes:
        • Expires Within the Next
          • "X" Days
        • Family Punch Passes
          • Listed by name
    • Has Active Student Punch Pass
      • If selected, displays the following filter options ONLY for currently active Student Punch Passes:
      • Expires Within the Next
        • "X" Days
      • Student Punch Passes
        • Listed by name
    • Has No Active Pass
  • All Policy Acceptances - allows you to limit results to only show students based on the acceptance status of their Student Policies.
    •  Student Policy - allows you to limit the Policy Acceptance filter based on the acceptance status of specific Student Policies.
      • All Policies - only shows students that have accepted/rejected all policies (regardless of whether or not the policy is required)
      • All Required Policies - only shows students whose policy acceptance status matches the selected status below. (e.g., if "Not Accepted Current" is selected and the student has accepted the current version of all policies except the Photo Waiver, the student will be included as there is at least one policy acceptance that is not current.)
      • Specific Policy - only shows students whose policy acceptance status matches the selected status below for the selected Student Policy.
    • Acceptance/Rejection status
      • Accepted Current - only shows students who have accepted the current version of the selected policy/policies.
      • Accepted Past - only shows students who have accepted a past version of the selected policy/policies (and have not accepted not the current version).
      • Rejected Current - only shows students who have rejected the current version of the selected policy/policies.
      • Rejected Past - only shows students who have rejected a past version of the selected policy/policies (and have not accepted/rejected the current version).
      • Not Accepted Current - only shows students who have neither accepted nor rejected the current version of the selected policy/policies (regardless of past Policy Acceptance status).
      • No Activity - only shows students with no Policy Acceptance activity at all (i.e., they have not accepted any version of the selected policy/policies, current or past).
  • All Genders - allows you to limit results only to students of the selected Gender.
  • All Instructors - allows you to limit results to only show students with an enrollment in a class with the selected Instructor(s) assigned (based on their enrollment on the specified "Active On Date").
    • NOTE: This filter references permanently assigned instructors only.
  • All Drops - allows you to limit results only to students whose current enrollment has a drop date set within a specified date range.
    • Drop Type - limits results to only students whose enrollments match the specified Drop Type.
      • ALL - if selected, all students with enrollments matching the other drop criteria will be displayed, regardless of Drop Type.
      • DROP - if selected, only students with enrollments matching the other drop criteria AND whose dropped enrollment has the Drop Type "DROP" will be included in the results.
      • TRANSFER - if selected, only students with enrollments matching the other drop criteria AND whose dropped enrollment has the Drop Type "TRANSFER" will be included in the results.
    • "Drops between" - limits results to students with a drop date within the specified date range. Upon launch, the start/end dates will be blank.
      • If ALL is selected in the Enrollment Status filter and no date range is specified in the "All Drops" filter, the system will show all students (retaining current behavior).
        • If ALL is selected in the Enrollment Status filter and a date range is specified in the "All Drops" filter, the system will look for any student with a drop date within the specified "All Drops" date range (regardless of current Active/Inactive status).
      • If INACTIVE is selected from the Enrollment Status filter and no date range is specified in the "All Drops" filter, the system will only show students who were Inactive as of the "On Date."
        • If INACTIVE is selected from the Enrollment Status filter and a date range is specified in the "All Drops" filter, the system will only show students who were Inactive as of the "On Date" AND who also had a dropdate within the specified "All Drops" date range.
      • If any of the other Enrollment Types (ACTIVE/TRIAL/MAKEUP/SINGLE DAY/WAIT) are selected from the Enrollment Status filter and no date range is specified in the "All Drops" filter, the system will only show students who had an enrollment of that Type as of the "On Date."
        • If any of the other Enrollment Types (ACTIVE/TRIAL/MAKEUP/SINGLE DAY/WAIT) are selected from the Enrollment Status filter and a date range is specified in the "All Drops" filter, the system will only show students who had an enrollment of that Type as of the "On Date" AND who also had a dropdate within the specified "All Drops" date range.
  • Include Guardian Names - if enabled, the system will search both families and students when using the "Search Families" filter.  This is helpful when the last name on families and students may differ.
  • Filter By Notes - allows you to limit results based on the status of notes attached to the student (Open/Closed), and the Priority Level of the note(s).
    • Note Status
      • ALL - shows ALL students with notes attached, regardless of whether the status is marked Open or Closed.
      • OPEN - only shows students with notes attached where the status is marked as Open.
      • CLOSED - only shows students with notes attached where the status is marked as Closed.
    • Note Priority
      • Low - only shows students with notes attached where the Priority Level is marked as Low.
      • Medium - only shows students with notes attached where the Priority Level is marked as Medium.
      • Critical - only shows students with notes attached where the Priority Level is marked as Critical.
  • Filter By Skill Progression
    • Progression Between - defines the date range during which the selected skill progression type must have occurred.
    • Progression Type - allows you to limit results based on specific skill progression types (Passed Levels/Passed Events/Skill Evaluations).
      • Passed Levels - only shows students with evaluations during the specified "Progression Between" date range where the skill progression type is "Passed Level."
      • Passed Events - only shows students with evaluations during the specified "Progression Between" date range where the skill progression type is "Passed Event."
      • New Evaluations - only shows students with evaluations during the specified "Progression Between" date range where the skill progression type is "Skill Evaluation."
      • No Progression- only shows students with no recorded evaluations during the specified "Progression Between" date range.
  • Suspended Families - allows you to limit results to only students whose families have the "Suspend Family" flag enabled on their account.
  • Attendance - allows you to limit results only to students with the selected Attendance status, based on their enrollment within a specified date range. (NOTE: both the start/end dates of the date range will default to the current date.)
    • All - shows ALL students, regardless of their Attendance status.
      • NOTE: The "All" option does not display the Date Range filters.
    • Present - only shows students marked "Present" (regardless of whether they are also marked "Tardy" or "Left Early").
      • Tardy - only shows students marked as "Present" and "Tardy."
      • Left Early - only shows students marked as "Present" and "Left Early."
    • Absent - only shows students marked "Absent" (regardless of whether they are also marked "Excused" or "Unexcused").
      • Excused - only shows students marked as "Absent" and "Excused."
      • Unexcused - only shows students marked as "Absent" and "Unexcused."
      • NOTE: If ABSENT, EXCUSED, or UNEXCUSED are selected as the Attendance Type, display an option allowing customers to specify a "Minimum Number Of Absences Within The Date Range."
        • The number entered in this field sets a minimum number of absences that students must have within the date range to be included in the results. (Defaults to a minimum of “1” absence.)
          • NOTE: This filter does not consider CONSECUTIVE absences.  If the date range is set to encompass four weeks and the "Minimum Number Of Absences Within The Date Range" is set to two weeks, it will include any students with two absences within the date range, even if those absences are not on consecutive weeks.  Therefore, it is recommended to use a matching number of weeks in the date range vs. "Minimum Number Of Absences Within The Date Range" to find students with consecutive absences.

How do filters work together?

Currently, enrollment filters on the STUDENTS page only consider "Active" status classes.  Enrollments in classes that have been made Inactive will not be reflected in the results.

Filters will be combined to limit the results displayed in the list of families. Depending on the filter(s) selected, the results may reflect either a situation where the family meets ALL of the selected criteria or SOME of the selected criteria.

Some examples include:

  • Selecting multiple options from the “All Enrollment Types” filter will populate results where the family has enrollments matching ANY of the selected Enrollment Types as of the defined “On Date.”
  • Selecting options from both the “Day of the Week” and “Start Time” filter will populate results where the family has enrollments matching the selected Day(s) of the Week, and Start Time. However, these matches may not be based on the same enrollment/booking.
    • For example, if you select both a Day of the Week and a “Start Time”, results will be populated for families with enrollments occurring on the selected Day of the Week, who ALSO have an enrollment or booking in a class/camp/appointment that begins at the designated Start Time. However, these matches may be based on two separate enrollments/bookings – one occurring on the selected Day of the Week and one beginning at the specified time.
      • NOTE: As the STUDENTS page looks at ALL enrollments for the student, results may also be populated based on multiple enrollments (i.e., Enrollment A may meet on the designated Day of the Week, and Enrollment B may meet at the designated Start Time).
  • Selecting a Keyword option from the “All Keywords” filter will be used in addition to other selected filters and therefore will include families/students/classes/appointments/camps associated with the designated Keyword even if they do not match the other criteria.
    • For example, if you select both a Day of the Week and a Class Keyword, results will be populated for families with enrollments in classes associated with that keyword, even if those classes do not meet on the designated Day of the Week.
  • The “Instructors” and “Levels” filters will combine any selected criteria as being in addition to any criteria selected from other filters.
    • For example, if you select both a Day of the Week and an Instructor, results will be populated for families with enrollments occurring on the selected Day of the Week, who ALSO have an enrollment or booking in a class/camp/appointment associated with the selected instructor.
      • NOTE: As the STUDENTS page looks at ALL enrollments for the student, results may also be populated based on multiple enrollments (i.e., Enrollment A may meet on the designated Day of the Week, and Enrollment B may be associated with the selected Instructor).
  • It is expected that If staff members choose a specific day of the week in addition to the Attendance filters, the system will consider students who are ENROLLED in classes that meet/met on that day of the week (not necessarily those that are absent on that date).

It is recommended to use the ENROLLMENTS page if you need to get a list of students whose individual enrollments meet a defined set of criteria.

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).