IN BRIEF
The Family Phonebook Report (FAM-2) provides a list of families in your database, including contact details such as mailing address, phone numbers, email, and account creation date. This report is useful for communication, outreach, and maintaining accurate family records.
- Overview
- Accessing the Report
- Step-by-Step Instructions
- Troubleshooting & FAQs
- Related Articles
Overview
The Family Phonebook Report generates a list of families along with key contact and account information, including:
- Mailing address
- Primary and secondary phone numbers
- Primary email address
- Date created
This report can be filtered in multiple ways to refine results based on enrollment activity, family attributes, and program participation.
Preset Filters
- Save commonly used filters as Presets
- Load a Preset when opening the report page
- Set your date range and generate the report
- Reference: “Preset Filters for Reports”
Important Notes
- Enrollment-related filters reflect results as of the day the report is generated unless a date range is specified
- Imported family data will use the import date as the “created date”
- Adjust date ranges accordingly to isolate newly created families
Accessing the Report
- From the main navigation menu, go to Reports.
- Select Family Phonebook (FAM-2).
Step-by-Step Instructions
- Navigate to Family Phonebook (FAM-2) under Reports.
- Configure the desired filters (see below for detailed options).
- Select the preferred output format.
- Select Generate Report.
Available Formats
- HTML – best for quick viewing
- PDF – best for printing
- XLS – best for sorting and filtering in spreadsheets
- CSV – best for data exports and integrations
General Filters
Advanced Active/Inactive Search or As Of Date
- Disabled:
- Uses the As Of Date (defaults to current date)
- Enrollment Status options:
- Currently Enrolled (Active) – includes families with ACTIVE enrollments on the selected date
- Enrolled in the Future (Only) – includes families with future ACTIVE enrollments only
- Previously Enrolled (Only) – includes families with past ACTIVE enrollments only
- Never Enrolled – includes families with no ACTIVE enrollments
Advanced Date Range Options (when enabled)
- Active Date Search – families must have active enrollment within range
- Inactive Date Search – families must have been inactive within range
- Selecting both requires both conditions to be true
Enrollment Type Filters
- Include Class Enrollments
-
Include Camp Enrollments
- Camps are considered active from the first selected block through the last
- Include Appointment Bookings
-
Any / All
- Any – includes families meeting at least one selected type
- All – includes families meeting all selected types
Important Note: To find families with no enrollments, bookings, or activity, select Never Enrolled and choose All.
Enrollment Type Status
- Active
- Single Day
- Make Up
- Trial
- Wait List
Additional Filters
- Locations – limits results to selected locations
- Families Created From/Until – filters by account creation date
-
Class/Camp Status
- Active
- Inactive
Instructor and Program Filters
-
Choose Instructor
- Limits results to enrollments associated with selected instructors
- Deleted instructors still appear for valid date ranges
-
Choose Program
- Limits to selected programs
- Leaving blank includes all programs
Keyword Filters
- Family Keywords – families must match ALL selected keywords
- Student Keywords – families must match ALL selected keywords
- Program Keywords – based on enrolled programs
- Class Keywords – based on class enrollments
- Camp Keywords – based on camp enrollments
- Appointment Keywords – based on appointment bookings
Referral Source
Limits results to families with selected referral sources
Class/Camp/Appointments Filters
Pre-filter
- Limits available options in class/camp selection fields
- Does not directly affect final results unless selections are made
-
Choose Instructor
- Filters class/camp options by instructor
-
Status
- Active
- Inactive
-
Choose Class
- Limits report to selected class enrollments
-
Choose Camp
- Limits report to selected camp enrollments
-
Choose Appointment
- Limits report to selected appointment bookings
Important Note: Changing the date range after selecting filters may invalidate selections.
Display Options
-
Print Guardian Name as “Last Name, First Name”
- Reverses default name format for sorting
-
Include Families Without a Phone Number
- Includes families with no phone number on file
Generating the report
- Confirm your filters.
- Select your preferred format (HTML, PDF, XLS, or CSV) to generate the report.
Troubleshooting & FAQs
-
Why are my results different than expected?
- Enrollment-related filters default to the current date unless a date range is specified.
-
Why are some instructors missing from the results?
- Instructors only appear if they were associated with enrollments during the selected date range.
-
Why are some families missing from the report?
- Verify filters such as enrollment type, status, keywords, and locations. Multiple filters may restrict results.
-
Why are my keyword filters excluding results?
- Multiple keyword selections require families to match ALL selected keywords.