IN BRIEF
The Student List Report (STU-1) provides a comprehensive list of students in your database, including primary and secondary guardian names and phone numbers. Administrators can use a wide range of filters to narrow results based on enrollment status, dates, programs, classes, camps, appointments, and display preferences, then export the data in multiple formats for review or analysis.
- Overview
- Accessing the Report
- Step-by-Step Instructions
- Troubleshooting & FAQs
- Related Articles
Overview
The Student List Report is designed to help administrators view and export student data along with associated guardian information. It is commonly used for communication planning, auditing enrollments, or exporting student details to spreadsheets.
Available Formats
The report can be generated in the following formats:
- HTML
- XLS
- CSV
Note: The option to generate a PDF is disabled if too many columns are selected.
Preset Filters
If you frequently run this report using the same filters, those filters can be saved as Presets. Presets can be loaded each time the report is opened, allowing you to quickly set filters, choose a date range, and generate the report in a preferred format.
Note: Filters related to enrollments always return results that are accurate as of the date the report is generated.
Accessing the Report
- From the main navigation menu, go to Reports.
- Select Student List Report (STU-1) from the report list.
Step-by-Step Instructions
General Filters
Advanced Active/Inactive Search or As Of Date
If Advanced Active/Inactive Search is disabled:
- The System uses the As Of Date (defaults to the current date).
- You can filter by enrollment status:
- Currently Enrolled (Active): Includes students with an ACTIVE enrollment on the As Of Date, regardless of past or future enrollments.
- Enrolled in the Future (Only): Includes students without a current ACTIVE enrollment but with an ACTIVE enrollment after the As Of Date.
- Previously Enrolled (Only): Includes students without a current ACTIVE enrollment who had an ACTIVE enrollment before the As Of Date.
- Never Enrolled: Includes students with no recorded ACTIVE enrollments.
If Advanced Active/Inactive Search is enabled:
- Active Date Search: Students must have had an active enrollment during the specified date range.
- Inactive Date Search: Students must have been inactive during the specified date range.
- Leaving both enabled requires students to meet both conditions.
Enrollment Type
- Include Class Enrollments
- Include Camp Enrollments
Camp enrollment behavior: Camp enrollments are considered ACTIVE from the first selected block through the last selected block, including non-meeting days in between.
If both Class and Camp are selected:
- Any: Includes students with either Class or Camp enrollments.
- All: Includes only students with both Class and Camp enrollments.
Enrollment Type Status
- ACTIVE
- SINGLE DAY
- MAKEUP
- TRIAL
- WAIT
Additional General Filters
- Locations: Includes only students with enrollments tied to selected Locations.
-
Class/Camp Status:
- Active
- Inactive
Display Options
- Only include students who meet on the specified date(s).
- Only include students with a Waitlist enrollment (not shown if Wait is selected as an enrollment type).
Instructor, Program, and Keyword Filters
- Choose Instructor
- Choose Program
- Choose Family Keywords
- Choose Student Keywords
- Choose Program Keywords
- Choose Level
Important Notes:
- Instructor and Program filters only affect results when enrollments are active.
- Deleted instructors are included for dates prior to deletion.
- Instructors added after the report end date are not included.
Class, Camp, and Appointment Filters
Pre-Filters
Pre-filters limit which options appear in the Choose Class/Camp selectors but do not directly affect results unless specific classes or camps are selected.
- Choose Instructor (pre-filter)
- Choose Class
- Choose Camp
- Choose Appointment
Note: Changing the report date range after selecting pre-filters may invalidate selections.
Class Filters
- Day of Week
- Choose Session
- Includes current and future sessions by default.
- A Show Past toggle allows past or rolling sessions.
- Choose Billing Schedule
- Choose Class Keywords
Camp Filters
- Choose Camp Keywords
Appointment Filters
- Choose Appointment Keywords
Display Filters
Student and Contact Display
- Show age as:
- None
- Age
- Birthday
- Print name as “LAST NAME, FIRST NAME”
- Show address (single column or split by Address, City, State, Zip)
- Show primary email
- Show balance due
- Show last payment
- Show association ID
- Show gender
- Show student keywords
Health and Account Information
- Anniversary charge eligibility date
- Roll sheet comment
- Number of makeup tokens
- Allergies or special health concerns
- Medical information
- Custom fields (student custom field data)
Enrollment Details
- Show classes, camps, or appointments
- Show levels
- Show instructor
- References permanently assigned instructors only.
- Show class timeslots
- Show enrollment notes
- Show drop notes
- Show start and drop dates
- Show class tuition
- Reflects base tuition only; discounts and proration are not included.
- Show locations
Print Layout
- Landscape
Generating the report
- Confirm your filters.
- Select your preferred format (HTML, PDF, XLS, or CSV) to generate the report.
Troubleshooting & FAQs
-
Why are no results appearing even though students exist?
- Verify that enrollment status, date range, and enrollment type filters are not excluding results.
-
Why is the PDF option unavailable?
- The PDF format is disabled when too many columns are selected. Reduce display filters and try again.
-
Why does the Instructor filter not affect results?
- Instructor filters only apply when enrollments are active. They do not affect results when the status is set to All or Inactive.