IN THIS ARTICLE:
Learn about the Student Birthday List Report (STU-3), its filter options, and how to generate it.

• What is the Student Birthday List Report? 
• Available Formats
• General Filters
• Class/Camp Filters
• Class Filters
• Camp Filters
• Display Options

What is the Student Birthday List Report?

The Student Birthday List generates a list of students in your database along with their birthdates, mailing address and email addresses.

If you commonly use the same filters when running this report, you can now save them as Presets! Simply load a Preset Filter whenever you open the report page, set your date range and click to generate the report in your preferred format. See our "Preset Filters for Reports" document for more information.

NOTE: Chosen filters that relate to enrollments will produce results that are true as of the day you generate the report.

Available Formats

The Student Birthday List Report is available in either HTML, PDF, XLS or CSV format.

General Filters

• ADVANCED ACTIVE/INACTIVE SEARCH or AS OF DATE: If this option is left disabled, the system will use the “As Of Date” specified below to look at students 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) – Choose this option to include 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) – Choose this option to include 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) – Choose this option to include 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 – Choose this option to include families/students which have no recorded "ACTIVE" type enrollments in classes/camps.

If the “Advanced Active/Inactive Search” option is enabled, you are presented with the option to enter date ranges:

• Active Date Search – students must have had an active enrollment within the specified date range.
• Inactive Date Search – students must have been inactive within the specified date range.

Leaving BOTH options enabled will assume that both statements must be true (i.e., the student must have been active within the specified active date range AND inactive within the specified inactive date range).

• ENROLLMENT TYPE
  • Include Class Enrollments – Only includes students with "ACTIVE" type Class enrollments during the specified date range/on the specified “As of Date.”
  • Include Camp Enrollments – Only includes students with "ACTIVE" type Camp enrollments during the specified date range/on the specified “As of Date.”
    • NOTE: Camp enrollments are considered ACTIVE in a camp for a period of time starting with the first block they have selected and ending with the last block. Therefore, if a student is enrolled only on May 5th and May 8th, their enrollment will be considered active from May 5th-May 8th (also encompassing May 6th and 7th).
  • Any/All - if both enrollment types are selected (classes and camps) allows you to choose whether to results should be based on whether students meet ANY selected criteria or ALL of the selected criteria.
    • Any - only includes students with either class enrollments OR camp enrollments.
    • All - only includes students with both class enrollments AND camp enrollments. 
• ENROLLMENT TYPE STATUS
  • Active
  • Single Day
  • Make Up
  • Trial
  • Wait List
• LOCATIONS: the system will only include students with enrollments associated with the selected Location(s) in the results.
• AGE GROUPS: allows you to limit results to students in particular date ranges.
  • Start Age Group - Enter a minimum age for the age group
  • End Age Group - Enter a maximum age for the age group
    
    After entering the ages, click the “+” icon to add an entry for that age range to the filters. Add additional age ranges as needed.
    
    To remove an age range, click the “x” on the age range entry to remove it from the filter list.
    
    (Note that overlapping ages will cause students to be counted multiple times. For example, having one age range of 0-4 and another of 4-6 will count all 4-year-old students twice, once in each group.)

• BIRTH MONTH: selecting a month will only include students whose birthday occurs in that month.
• CLASS/CAMP STATUS
  • Active – will limit the report to only students with enrollments in classes/camps that are currently marked “Active.”
  • Inactive – will limit the report to only students with enrollments in classes/camps that are currently marked “Inactive.”
• CHOOSE INSTRUCTOR: select an Instructor to limit the report to only students with an active enrollment in a class associated with the selected Instructor. (Because students are only associated with an Instructor when an active enrollment is present, this filter will not have any effect on the results if the STATUS filter is set to “All” or “Inactive”.)
  • NOTE: 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 PROGRAM: select a Program to limit the report to only students with an active enrollment in a class associated with that program. (Because students are only associated with a Program when an active enrollment is present, this filter will not have any effect on the results if the STATUS filter is set to “All” or “Inactive”.)
• CHOOSE FAMILY KEYWORDS: select a Family Keyword to limit the report to only students who have the selected Family Keyword assigned.
• CHOOSE STUDENT KEYWORDS: select a Student Keyword to limit the report to only students who have the selected Student Keyword assigned.
• CHOOSE PROGRAM KEYWORDS: select a Program Keyword to limit the report to only students enrolled in a class/camp that has the selected Program Keyword assigned.
• CHOOSE LEVEL - select a Level to limit the report to only students with an active enrollment in a class/camp with that specific Level attached.

Class/Camp Filters

Changing the date range of the report AFTER making any Pre-filter selections may cause some of the selections to become invalid. These selections will not be reflected on the final report.

• PRE-FILTER – The “Pre-filter” limits the results of the “Choose Class/Camp” filter(s) and only affects the options shown there. If specific classes or camps are chosen, these selections will affect the data shown in the final report.
  • CHOOSE INSTRUCTOR - select one or more Instructor(s) to limit the “Choose Class/Camp” filter(s) to only show classes/camps associated with the specified Instructor(s).
    • NOTE: 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: select a Class to limit the report to only students with an active enrollment in the Class, as determined by the ADVANCED ACTIVE/INACTIVE SEARCH or AS OF DATE.
• CHOOSE CAMP: select a Camp to limit the report to only students with an active enrollment in the Camp, as determined by the ADVANCED ACTIVE/INACTIVE SEARCH or AS OF DATE.

Class Filters

• CHOOSE SESSION - select a Session to limit the report to only students with an active enrollment in a class tied to that specific Session.
  • NOTE: The "Choose Session" filter will only display current/future sessions by default. However, there is a "Show Past" toggle option to display past Sessions/Rolling Sessions if needed.
• CHOOSE CLASS KEYWORDS - select a Keyword to limit the report to only students enrolled in a class that has the selected Class Keyword assigned.

Camp Filters

• CHOOSE CAMP KEYWORDS - select a Keyword to limit the report to only students enrolled in a class that has the selected Camp Keyword assigned.

Display Options

• PRINT NAME AS ‘LAST NAME, FIRST NAME’: by default, the report shows the Student name in FIRSTNAME LASTNAME format. By enabling this option, you can reverse this to LASTNAME, FIRSTNAME, making it easier to sort in Excel or another spreadsheet program.
• SHOW ADDRESS IN SEPARATE COLUMNS - splits the address into Address/City/State/Zip columns
• SHOW ALL E-MAIL ADDRESSES – by default, the report only shows the primary email address for the family.  Enabling this option will show all email addresses on the report.