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What is the Student Mailing Labels Report (STU-7)?

IN BRIEF
The Student Mailing Labels Report (STU-7) generates mailing labels for students in your database. The report helps administrators create preformatted labels for mailings, birthday communications, anniversary-based communications, enrollment-based communications, and other student outreach needs. 

Overview

The Student Mailing Labels Report generates mailing labels for students in your database. Labels use the Avery 8160 format, which includes 1” x 2-5/8” rectangular labels on an 8-1/2” x 11” sheet, with 30 labels per page.

The report sorts labels alphabetically by the student’s last name, then by the student’s first name.

Administrators commonly use this report when they need to print student mailing labels based on enrollment status, class or camp participation, appointments, locations, instructors, programs, keywords, age ranges, birth months, anniversary months, or other student-related criteria.

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Important Notes

  • Enrollment-related filters reflect results that are accurate as of the day the report is generated.
  • If you frequently use the same filter settings, they can be saved as Presets for quicker access when running the report again.
  • Changing the date range of the report after making any Pre-filter selections may cause some selections to become invalid. These selections will not be reflected on the final report.

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Using Preset Filters

If you commonly use the same filters when running this report, you can save them as Presets. Load a Preset Filter when you open the report page, set your date range, and generate the report in the preferred format.

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Accessing the Report

  1. From the main navigation menu, go to Reports.
  2. Locate the Student Mailing Labels Report (STU-7).
  3. Select the report to open the report filters.

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Step-by-Step Instructions

General Filters

  • Advanced Active/Inactive Search or As Of Date: Use this option to determine whether the report should evaluate enrollment activity based on a specific date or based on active and inactive date ranges.
    • If Advanced Active/Inactive Search is disabled, the System uses the As Of Date specified below the filter.
    • 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 or students that have an "ACTIVE" type enrollment in classes or camps on the As Of Date, regardless of past or future enrollment status.
      • Enrolled In The Future (Only): Includes families or students that do not have a current "ACTIVE" type enrollment in classes or camps on the As Of Date, but do have an "ACTIVE" type enrollment after that date.
      • Previously Enrolled (Only): Includes families or students that do not have a current "ACTIVE" type enrollment in classes or camps on the As Of Date, but did have an "ACTIVE" type enrollment before that date.
      • Never Enrolled: Includes families or students with no recorded "ACTIVE" type enrollments in classes or camps.
  • Advanced Active/Inactive Search: Enable this option to enter date ranges instead of using a single As Of Date.
    • 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.
    • If both options are enabled, the System assumes both statements must be true. The student must have been active within the specified active date range and inactive within the specified inactive date range.
  • Enrollment Type: Use this filter to define which types of enrollments the report should evaluate.
    • Include Class Enrollments: Only includes students with "ACTIVE" type class enrollments during the specified date range or on the specified As Of Date.
    • Include Camp Enrollments: Only includes students with "ACTIVE" type camp enrollments during the specified date range or on the specified As Of Date.
    • Include Appointment Bookings — includes only students with appointment bookings scheduled to meet during the selected date range or on the selected As Of Date 
    • Any/All: If any combination of class, camp, or appointment enrollments/bookings are selected, this option allows you to choose whether results should be based on whether students meet any selected criteria or all 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: Use this filter to include students based on selected enrollment type statuses.
    • Active
    • Single Day
    • Make Up
    • Trial
    • Wait List
  • Locations: Use this filter to only include students with enrollments associated with the selected Location or Locations.
  • Age Groups: Use this filter to limit results to students within specific age 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, select the + icon to add an entry for that age range to the filters.
    • Add additional age ranges as needed.
    • To remove an age range, select the x on the age range entry to remove it from the filter list.
  • Birth Month: Select a month to only include students whose birthday occurs in that month.
  • Anniversary Month: Select a month to only include students whose Anniversary Charge Eligibility Date occurs in that month.
  • Class/Camp Status: Use this filter to limit results based on whether the associated classes or camps are active or inactive.
    • Active: Limits the report to only students with enrollments in classes or camps that are currently marked “Active.”
    • Inactive: Limits the report to only students with enrollments in classes or 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.
    • If an instructor was deleted after the start date of the report, the results will include relevant entries for the instructor on the date or dates before they were deleted.
    • If an instructor was created or 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.
  • 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 or 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 or camp with that specific Level attached.

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Class/Camp/Appointment Filters

Note: 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: Use the Pre-filter to limit the results of the Choose Class/Camp filter or filters.
    • This filter only affects the options shown in the Choose Class/Camp filter or filters.
    • If specific classes or camps are chosen, those selections will affect the data shown on the final report.
  • Choose Instructor: Select one or more Instructors to limit the Choose Class/Camp filter or filters to only show classes or camps associated with the specified Instructor or Instructors.
  • If an instructor was deleted after the start date of the report, the results will include relevant entries for the instructor on the date or dates before they were deleted.
  • If an instructor was created or 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 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 Advanced Active/Inactive Search or As Of Date.
  • Choose Appointment: Select an appointment to limit the report to only students with an active booking for the appointment, as determined by Advanced Active/Inactive Search or As Of Date.

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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 and future sessions by default. However, you can enable the Show Past toggle option to display past Sessions or 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.

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Camp Filters

  • Choose Camp Keywords: Select a Keyword to limit the report to only students enrolled in a camp that has the selected Camp Keyword assigned.

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Appointment Filters

  • Choose Appointment Keywords: Select a Keyword to limit the report to only students with a booking for an appointment that has the selected Appointment Keyword assigned.

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Display Options

  • Print Name As ‘Last Name, First Name’: By default, the report shows the student name in FIRSTNAME LASTNAME format. Enable this option to reverse the format to LASTNAME, FIRSTNAME, making it easier to sort in Excel or another spreadsheet program.

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Generating the Report

  • Select your desired export format (such as HTML or PDF) at the bottom of the report.
  • The System will immediately generate the report in the selected format.

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Understanding Filter Behavior

Enrollment status filter

When using the As Of Date option, the report evaluates students based on their enrollment activity as of the selected date.

  • Currently Enrolled (Active) includes students with an "ACTIVE" type enrollment on the selected As Of Date.
  • Enrolled In The Future (Only) includes students without a current "ACTIVE" type enrollment on the selected As Of Date, but with an "ACTIVE" type enrollment after that date.
  • Previously Enrolled (Only) includes students without a current "ACTIVE" type enrollment on the selected As Of Date, but with an "ACTIVE" type enrollment before that date.
  • Never Enrolled includes students without any recorded "ACTIVE" type enrollments in classes or camps.

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Advanced active/inactive search

When Advanced Active/Inactive Search is enabled, the report uses selected date ranges instead of only using a single As Of Date.

  • Active Date Search requires students to have had an active enrollment within the specified date range.
  • Inactive Date Search requires students to have been inactive within the specified date range.
  • Leaving both options enabled means both statements must be true:
    • The student must have been active within the specified active date range.
    • The student must have been inactive within the specified inactive date range.

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Age Groups

Overlapping ages will cause students to be counted multiple times. For example, using one age range of 0–4 and another age range of 4–6 will count all four-year-old students twice, once in each group.

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Camp enrollment dates

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, the System considers the camp enrollment active from May 5–May 8. This also includes May 6 and May 7.

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Instructor assignments

Entries will not be included on the final report for any selected instructor or staff member who was not associated with specified enrollments, events, or other report criteria during the designated date or date range.

  • If an instructor was deleted after the start date of the report, the results include relevant entries for the instructor on the date or dates before they were deleted.
  • If an instructor was created or attached to an event after the end date of the report, the instructor will not be included in the results.

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Troubleshooting & FAQs

  • Why are some students included even though they were only enrolled in a camp on separate days?
    • Camp enrollments are considered ACTIVE from the first selected block through the last selected block. If a student selected May 5 and May 8, the System treats the camp enrollment as active from May 5–8.
  • Why did a student appear more than once when using Age Groups?
    • Overlapping age ranges can count students multiple times. Adjust the age ranges so they do not overlap.
  • Why did an instructor not appear in the report results?
    • The report only includes entries for selected instructors or staff members who were associated with the specified enrollments, events, or related records during the designated date or date range.
  • Why did my Class, Camp, or Appointment selection not affect the final report?
    • If you changed the report date range after making Pre-filter selections, some selections may become invalid and will not appear on the final report. Review the date range, then reselect the needed class, camp, or appointment filters.
  • Why does the Choose Session filter not show an older Session?
    • The Choose Session filter displays current and future sessions by default. Enable Show Past to display past Sessions or Rolling Sessions.

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Need more assistance?

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