IN BRIEF
The Families With Multiple Students Report (FAM-5) lists families in your database that have more than one student associated with the family account. The report includes primary and secondary guardians, the primary phone number, and all student names associated with the family. This report can help identify family accounts with multiple students for enrollment review, communication, billing review, or general account management.
Overview
The Families With Multiple Students Report is a family-based report that returns families with more than one student linked to the family account. The report can include both primary and secondary guardians, the family’s primary phone number, and the student names associated with each family.
Report Behavior Notes
- If you commonly use the same filters when running this report, you can save them as Presets. Load a Preset Filter whenever you open the report page, set your date range, and select your preferred export format to generate the report.
- Chosen filters that relate to enrollments produce results that are true as of the day you generate the report.
Available Formats
The Families With Multiple Students Report is available in the following formats:
- HTML
- XLS
- CSV
Accessing the Report
- From the main navigation menu, go to Reports.
- Locate the Families With Multiple Students Report (FAM-5).
- Select the report to open the report filters.
Step-By-Step Instructions
Use the available filters and display options to define which families should appear on the report.
General Filters
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Advanced Active/Inactive Search or As Of Date: Use this option to determine whether the report should search based on a single As Of Date or advanced active/inactive date ranges.
- If Advanced Active/Inactive Search is disabled, the System uses the As Of Date to find families active as of that date. The As Of Date defaults to the current date.
- When searching by an As Of Date, you can specify an enrollment status:
- Currently Enrolled (Active): Includes families/students that have an "ACTIVE" type enrollment in classes/camps on the As of Date, regardless of past or future enrollment status
- Enrolled in the Future (Only): Includes families/students that do not have a current "ACTIVE" type enrollment in classes/camps on the As of Date, but do have an "ACTIVE" type enrollment after that date
- Previously Enrolled (Only): Includes families/students that do not have a current "ACTIVE" type enrollment in classes/camps on the As of Date, but did have an "ACTIVE" type enrollment prior to that date
- Never Enrolled: Includes families/students with no recorded "ACTIVE" type enrollments in classes/camps
- If Advanced Active/Inactive Search is enabled, the report displays date range options:
- Active Date Search: Families must have had an active enrollment within the specified date range
- Inactive Date Search: Families must have been inactive within the specified date range
- Leaving both Active Date Search and Inactive Date Search enabled means both statements must be true. For example, the family must have been active within the specified active date range and inactive within the specified inactive date range.
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Enrollment Type: Use the Enrollment Type options to include class enrollments, camp enrollments, or both.
- Include Class Enrollments: Includes only families with "ACTIVE" type Class enrollments during the specified date range or on the specified As of Date
- Include Camp Enrollments: Includes only families with "ACTIVE" type Camp enrollments during the specified date range or on the specified As of Date
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Any/All: If both enrollment types are selected, the Any/All option controls whether families must meet any selected criteria or all selected criteria.
- Any: Includes families with either class enrollments or camp enrollments
- All: Includes families with both class enrollments and camp enrollments
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Enrollment Type Status: Use Enrollment Type Status to limit results by enrollment type status.
- Active
- Single Day
- Make Up
- Trial
- Wait List
- Locations: Use Locations to include only families with enrollments associated with the selected Location(s).
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Class/Camp Status: Use Class/Camp Status to limit results by the current status of the associated class or camp.
- Active: Limits the report to families with enrollments in classes/camps currently marked “Active”
- Inactive: Limits the report to families with enrollments in classes/camps currently marked “Inactive”
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Instructors: Use Instructors to select one or more Instructor(s). The report will include only families with enrollments in a class associated with the selected Instructor(s).
- 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.
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Programs: Use Programs to select one or more programs. The report will include only families with active enrollments in classes/camps assigned to the selected program(s), within the parameters defined by the status filters.
- Leaving this filter blank includes all programs.
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Family Keywords: Use Family Keywords to select one or more family keywords. The report will include only families associated with the selected family keyword(s) and who meet the parameters defined within the status filters.
- Leaving this filter blank includes all families.
- Selecting multiple family keywords includes only families associated with all selected keywords.
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Student Keywords: Use Student Keywords to select one or more student keywords. The report will include only families associated with the selected student keyword(s) and who meet the parameters defined within the status filters.
- Leaving this filter blank includes all families.
- Selecting multiple student keywords includes only families associated with all selected keywords.
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Program Keywords: Use Program Keywords to select one or more program keywords. The report will include only families with enrollments in classes/camps associated with the selected program keyword(s) and who meet the parameters defined within the status filters.
- Leaving this filter blank includes all families.
- Selecting multiple program keywords includes only families associated with all selected keywords.
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Class Keywords: Use Class Keywords to select one or more class keywords. The report will include only families with enrollments in classes associated with the selected class keyword(s) and who meet the parameters defined within the status filters.
- Leaving this filter blank includes all families.
- Selecting multiple class keywords includes only families associated with all selected keywords.
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Camp Keywords: Use Camp Keywords to select one or more camp keywords. The report will include only families with enrollments in camps associated with the selected camp keyword(s) and who meet the parameters defined within the status filters.
- Leaving this filter blank includes all families.
- Selecting multiple camp keywords includes only families associated with all selected keywords.
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Appointment Keywords: Use Appointment Keywords to select one or more appointment keywords. The report will include only families with enrollments in appointments associated with the selected appointment keyword(s) and who meet the parameters defined within the status filters.
- Leaving this filter blank includes all families.
- Selecting multiple appointment keywords includes only families associated with all selected keywords.
- Referral Source: Use Referral Source to include only families with the selected “Referral Source” associated with their account.
Additional Enrollment Status Details
For additional information about how the Enrollment Status filter works alone or with other report filters, see How Do The Enrollment Status Filters Work With Other Report Filters.
Camp Enrollment Date Behavior
- Camp enrollments are considered ACTIVE in a camp for a period of time starting with the first block selected and ending with the last block selected.
- For example, if a student is enrolled only on May 5 and May 8, their enrollment is considered active from May 5–May 8. This also includes May 6 and May 7.
Class/Camp/Appointment Filters
Use the Class/Camp/Appointment Filters to narrow the report based on specific classes, camps, or related pre-filter options.
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Pre-filter: Use the Pre-filter to limit the results shown in the Choose Class/Camp/Appointment filter(s). This affects only the options displayed in those filters.
- If specific classes, camps, or appointments are chosen, those selections affect the data shown on the final report.
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Instructors: Use Instructors under Pre-filter to select one or more Instructor(s). This limits the Choose Class/Camp/Appointment filter(s) to show only classes/camps/appointments associated with the selected Instructor(s).
- 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 Class: Use Choose Class to select one or more Classes. The report will include only families with an active enrollment in the selected class(es), as determined by Advanced Active/Inactive Search or As Of Date.
- Choose Camp: Use Choose Camp to select one or more Camps. The report will include only families with an active enrollment in the selected camp(s), as determined by Advanced Active/Inactive Search or As Of Date.
- Choose Appointment: Use Choose Appointment to select one or more Appointments. The report will include only families with an active enrollment in the selected appointment(s), as determined by Advanced Active/Inactive Search or As Of Date.
Date Range Note
- Changing the date range of the report after making any Pre-filter selections may cause some selections to become invalid.
- Invalid selections will not be reflected on the final report.
Display Options
Use Display Options to control how information appears in the report output.
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Print Guardian Name As ‘Last Name, First Name’: By default, the report shows the Guardian name in ‘[First Name] [Last Name]’ format.
- Enable Print Guardian Name As ‘Last Name, First Name’ to display Guardian names in ‘Last Name, First Name’ format instead.
- This can make the report easier to sort in Excel or another spreadsheet program.
Generating the Report
- Select your desired export format (such as HTML, PDF, XLS, or CSV) at the bottom of the report window.
- The System will immediately generate the report in the selected format.
Troubleshooting & FAQs
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Why are enrollment-related results based on the day I generate the report?
- Chosen filters that relate to enrollments produce results that are true as of the day you generate the report.
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What happens if I leave both Active Date Search and Inactive Date Search enabled?
- The System assumes both statements must be true. The family must have been active within the specified active date range and inactive within the specified inactive date range.
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Why does a camp enrollment include dates between selected camp blocks?
- Camp enrollments are considered ACTIVE from the first selected block through the last selected block. For example, if a student is enrolled only on May 5 and May 8, the enrollment is considered active from May 5–May 8, including May 6 and May 7.
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Why is an instructor missing from the final report?
- The instructor/staff member may not have been associated with the specified enrollments, events, etc., during the designated date/date range. If an instructor was created or attached to an event after the report’s end date, the instructor will not be included in the results.
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Why do some Class/Camp filter selections not appear on the final report?
- Changing the report date range after making Pre-filter selections may cause some selections to become invalid. Invalid selections will not be reflected on the final report.
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Can I save commonly used filters for this report?
- Yes. If you commonly use the same filters, save them as Presets. Load a Preset Filter when opening the report page, set your date range, and select your preferred export format to generate the report.