IN BRIEF
The FAMILIES page includes a wide range of filters that help narrow results when viewing family records, sending Email Blasts, or creating mass charges. These filters can be combined to refine results based on enrollments, billing, attendance, policies, and more.
Overview
The FAMILIES page filters allow administrators to quickly identify groups of families based on specific criteria. These filters are commonly used for:
- Sending targeted communications
- Creating group charges
- Reviewing enrollments and participation
- Identifying billing or policy-related statuses
Filters can be used individually or combined to refine results.
Important: After applying filters, select "RESET FILTERS" or press the ESC key to clear them.
Accessing the Feature
- Navigate to the FAMILIES page in the Office Portal
- Use the filter panel to apply one or more filtering options
- Results update based on selected criteria
Step-By-Step Instructions
Search Filters
- Search for multiple words across family data
- Matches can appear anywhere in the text
- Results must include all entered terms
- Example: Searching “stan” returns:
- Stanley
- Constance
- Tristan
Enrollment Filters
All Enrollment Types
- ACTIVE
- TRIAL
- MAKEUP
- WAIT (Waitlist)
- SINGLE DAY (if enabled)
- INACTIVE
Include Future Enrollments
- Includes enrollments after the selected date
- If INACTIVE is selected, families with future enrollments are excluded
Active Last 7 Days
- Includes enrollments within the past seven days
Active On Date
- Defines the date used for enrollment evaluation
- Hidden if:
- No Enrollment Type is selected
- “Active Last 7 Days” is enabled
Note: Camp enrollments are considered ACTIVE from the first selected block through the last, even if days in between are not booked.
Schedule Filters
Day of the Week
- Filters families with students enrolled in classes on selected days
All Start Times
- Filters by class start time (in 30-minute increments)
- Only displays times that exist in the system
Program & Enrollment Details
All Sessions
- Filters by session or rolling session
- Results depend on the Enrollment Date and Look Ahead window
- Adjust Enrollment Date when selecting different sessions
All Keywords
- Filters by Family, Student, Class, or Camp keywords
All Classes / All Camps
- Filters by specific class or camp enrollments
All Levels
- Filters by class or camp level
All Programs
- Filters by program enrollment
- Includes:
- Classes
- Appointments
- Camps (only for current/future dates)
All Instructors
- Filters by permanently assigned instructors
Payment & Billing Filters
All Payment Types
- Includes families with matching saved payment methods
Credit/Debit Card
- Recurring authorization:
- Authorized
- Not Authorized
- Both
- Expiration status:
- Current
- Pending expiration
- Current and next month (default)
- Current month
- Next month
- Expired
ECheck
- Recurring authorization:
- Authorized
- Not Authorized
- Both
No Autopay
- Families with no saved payment methods
Punch Pass Filters
All Punch Passes
- Has Active Family Punch Pass
- Expires within “X” days
- Filter by specific passes
- Has Active Student Punch Pass
- Expires within “X” days
- Filter by specific passes
- Has No Active Pass
Policy Acceptance Filters
All Policy Acceptances
- Filter by acceptance status
Policy Options
- All Policies
- All Required Policies
- Appointments (if enabled)
- Billing Authorization
- Rules, Terms and Conditions
- Waiver
Status Options
- Accepted Current
- Accepted Past
- Rejected Current (manual only)
- Rejected Past (manual only)
- Not Accepted Current
- No Activity
Additional Filters
Include Student Names
- Expands search to include student names
Filter by Balance
- Due (future due date)
- Minimum amount
- Option to show only current charges
- Due within “X” days
- Overdue (past due date)
- Minimum amount
- Days overdue:
- 1–15
- 16–30
- 31–60
- 61–90
- Over 90
Has Unapplied Credits
- Families with unapplied credits
Notes & Account Status
Filter by Notes
- Status:
- ALL
- OPEN
- CLOSED
- Priority:
- Low
- Medium
- Critical
Show Only Primary Payment Methods
- Limits results to primary payment methods only
Autopay Update Needed
- iClassPro Payment Services only
- Identifies families using inactive gateways
Payment Method Invalid
- Flags invalid payment methods
Suspended Families
- Includes only suspended accounts
Attendance Filters
- All
- Present
- Tardy
- Left Early
- Absent
- Excused
- Unexcused
How Filters Work Together
Filters combine to refine results and may behave differently depending on the type of filter.
General Behavior
- Filters may require:
- ALL criteria to be met
- ANY selected options to match
Examples
- Selecting multiple Enrollment Types:
- Returns families matching any selected type
- Combining Day of Week + Start Time:
- Results include families that meet both conditions
- May come from different enrollments or students
- Keyword filter:
- Overrides other filters and includes matching keyword results even if other criteria are not met
- Instructor and Level filters:
- Applied in addition to other filters
- May match different enrollments within the same family
Important Notes
- Only ACTIVE classes are considered
- Inactive class enrollments are excluded
- Results may reflect multiple students within a family
Recommendation: Use the ENROLLMENTS page when you need results based on individual student enrollments rather than family-level data.
Troubleshooting & FAQs
-
Why are my filters not returning expected results?
- Ensure the correct Active On Date is selected
- Confirm Enrollment Types are enabled
- Check for conflicting filters
-
Why are some families missing from results?
- Their enrollments may be inactive
- Filters may exclude future or past enrollments
-
Why do results include unexpected families?
- Filters may match different students within the same family
- Keyword filters may override other criteria
-
How do I reset filters quickly?
- Select "RESET FILTERS" or press ESC.