IN BRIEF
The Student Birthday List Report (STU-3) provides a list of students along with their birthdates, mailing addresses, and email addresses. This report can be filtered by enrollment status, date ranges, programs, and more to target specific groups of students.
Overview
The Student Birthday List Report is designed to help administrators identify students based on their birth month and related enrollment data. This is useful for marketing campaigns, birthday communications, or demographic analysis.
Key Report Features
The report includes:
- Student names
- Birthdates
- Mailing addresses
- Email addresses
Important Notes
- Filters related to enrollments reflect data as of the day the report is generated.
- Preset Filters can be saved and reused for commonly used configurations.
Available Formats
The report can be generated in multiple formats:
- HTML
- XLS
- CSV
Accessing the Report
- From the main navigation menu, go to Reports.
- Select Student Birthday List (STU-3).
Step-by-Step Instructions
- Navigate to the Student Birthday List (STU-3) report.
- Configure the General Filters as needed.
- Apply any Class/Camp, Class, or Camp Filters.
- Select your preferred Display Options.
- Generate the report by selecting your desired export format.
General Filters
-
Advanced Active/Inactive Search or As Of Date
- Default uses the “As Of Date” (current date unless changed).
- Enrollment status options:
- Currently Enrolled (Active)
- Enrolled in the Future (Only)
- Previously Enrolled (Only)
- Never Enrolled
-
Advanced Active/Inactive Search enabled
- Active Date Search – must have active enrollment within range
- Inactive Date Search – must have been inactive within range
- Both enabled = both conditions must be true
-
Enrollment Type
- Include Class Enrollments
- Include Camp Enrollments
- Any / All logic when both selected
-
Enrollment Type Status
- Active, Single Day, Make Up, Trial, Wait List
-
Locations
- Limits results to selected location(s)
-
Age Groups
- Define minimum and maximum age ranges
- Multiple ranges can be added
- Overlapping ranges may duplicate counts
-
Birth Month
- Limits results to students with birthdays in selected month
-
Class/Camp Status
- Active or Inactive
-
Choose Instructor
- Filters students by instructor association
- Only applies when active enrollments exist
-
Choose Program
- Filters by program tied to active enrollments
- Choose Family Keywords
- Choose Student Keywords
- Choose Program Keywords
- Choose Level
Class/Camp Filters
-
Pre-filter
- Limits available options in Class/Camp selection
- Choose Instructor
- Choose Class
- Choose Camp
Class Filters
-
Choose Session
- Includes current/future sessions by default
- Use “Show Past” to include previous sessions
- Choose Class Keywords
Camp Filters
- Choose Camp Keywords
Appointment Filters
- Choose Appointment Keywords
Display Options
- Print Name as ‘Last Name, First Name’
-
Show Address in Separate Columns
- Splits into Address, City, State, Zip
-
Show All E-mail Addresses
- Displays all emails instead of only the primary
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
-
Why are my results different each time I run the report?
- Enrollment-based filters reflect data as of the day the report is generated, so results may change over time.
-
Why is my instructor filter not affecting results?
- Instructor filters only apply when students have active enrollments tied to that instructor.
-
Why are some students counted more than once?
- Overlapping age group ranges can cause duplicate counting for students who fall into multiple ranges.
-
Why are some instructors missing from the report?
- Instructors must be associated with enrollments during the selected date range. Deleted or newly added instructors outside the range will not appear.
-
Can I reuse my filter settings?
- Yes, you can save filter configurations as Preset Filters and load them when running the report.