What is the Program Summary Report (CLA-3)? – iClassPro Support

IN BRIEF
The Program Summary Report (CLA-3) provides a consolidated view of class, camp, and appointment enrollments organized by Program. It can summarize all offerings together or break them into separate totals. The report helps identify enrollment counts, scheduled hours, openings, occupancy, and other key metrics across a selected date range.

Overview
- Key Report Features
Accessing the Report
Step-by-Step Instructions
Interpreting the Report
- Interpreting Report Columns
- Interpreting the ;Summary Section
Troubleshooting & FAQs
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Overview

The Program Summary Report compiles enrollment data by Program. It can include classes and camps within a single report or list them separately. The report displays totals such as scheduled hours, student counts, enrollment types, openings, occupancy, and related summary information.

Key Report Features

Summary of enrollments grouped by Program.
Option to include classes, camps, and/or appointments.
Totals for instructor hours, scheduled hours, unique student counts, openings, and occupancy.
Ability to run report for a specific date range.
Ability to hide Programs with no enrollments.
Respect for specific labels and Program Keyword selections.

Accessing the Report

From the main navigation menu, go to Reports.
Select Program Summary Report (CLA-3) from the list.

Step-by-Step Instructions

Configuring General Filters

Start Date/End Date
- Defines the date range of data included.
Locations
- Limits results to families with enrollments associated with the selected Location(s).
Choose Programs
- Displays only families with an active enrollment in a class associated with the selected Program(s).
- Because families are only associated with a Program when they have an active enrollment, this filter has no effect if STATUS is set to All or Inactive.
Choose Keywords
- Displays only families whose Programs include the selected Program Keyword(s).
Choose Start Time
- Limits the report to classes that begin during selected start time(s).
- Eligibility is based on the class START time. For example, if the filter is set to 10:00 AM–2:00 PM and a class runs from 2:00 PM–2:30 PM, it is included because it starts at 2:00 PM.

Selecting Display Options

Only Show Programs with Enrollments
- Hides Programs with no enrollments within the date range.
- If this is the only option enabled, the System simply hides Programs with no enrollments in the date range.
- Session-based classes without an active session should not be included (this already behaves correctly).
- The System is intended to always count all active classes in a Program as long as at least one class has an active enrollment.
Exclude Trial and Makeup Enrollments
- Omits Trial and Makeup enrollments from totals.
Include Enrollments Within Date Range That Do Not Meet Inside the Date Range
- If disabled: counts only enrollments in classes with meetings that fall within the date range.
- If enabled: counts all enrollments in classes active within the date range, even if no meetings occurred during that time.
Include Wait List Enrollments in Student Count
- Adds WAIT enrollments to total student counts.

Processing Note:

If both Only Show Programs with Enrollments and Include Enrollments Within Date Range That Do Not Meet Inside the Date Range are enabled, the System processes the “include enrollments” option first, then hides Programs without enrollments.

Configuring Class / Camp / Appointment Filters

Show Class/Camp/Appointments

Show Classes – Displays class-related enrollment data in its own table.
Show Camps – Displays camp-related enrollment data in its own table.
Show Appointments – Displays appointment booking data in its own table.
Combine Classes/Camps/Appointments – Combines all data into a single table.

Class Status

Active – Includes currently active classes.
Inactive – Includes classes marked as inactive.

Camp Status

Active – Includes currently active camps.
Inactive – Includes camps marked as inactive.

Clarification fo Camp Enrollment Status:

Camp enrollments are considered active starting with the family’s first selected block and ending with the last block.
- Example: a student enrolled only on May 5 and May 8 is considered active from May 5–8; this includes May 6–7.

Generating the report

Confirm your filters.
Select your preferred format (HTML, PDF, XLS, or CSV) to generate the report.

Interpreting the Report

Interpreting Report Columns

The report displays the following Program-level columns:

Program Name
Class/Camp – Total number of active classes or camps over the date range.
Instructing Hours – Total hours across all instructors assigned to each class/camp for the period.
Class/Camp Hours – Total scheduled class/camp hours, regardless of instructor assignment.
Students – Unique students within the Program.
- Students are counted once per Program.
- Totals at bottom of table are not unique across Programs.
- Unique student count across all Programs appears in the SUMMARY area.
Active – Total ACTIVE enrollments.
Single Day – Total Single Day enrollments.
- Only appears if such enrollments exist within the date range.
- Label reflects the custom label set under SETTINGS>SETUP>CLASS SETTINGS>GENERAL CLASS SETTINGS>"Single Day Enrollment Label."
Trial – Total TRIAL enrollments.
Makeup – Total MAKEUP enrollments.
Waitlist – Total WAIT enrollments.
Capacity – Maximum number of enrollment meetings scheduled in the timeframe.
Openings – Capacity minus enrolled meeting totals.
Enrollment Meetings (*) – Total scheduled meetings filled by enrollments within the date range.
Occupancy (*) – Total allowed enrollments divided by the number of enrolled students for the date range.

(*) Enrollment Meetings and Occupancy were updated to reflect each time classes/camps meet, allowing gaps in enrollment to be identified.

Interpreting the Summary Section

The Summary area displays totals across all included Programs:

Total number of classes/camps active during the date range.
Total instructor hours (class/camp duration × number of instructors assigned).
Total class/camp hours (duration only).
Unique student total (students counted once per Program; may include duplicates across Programs).
Unique students across all Programs (each student counted only once).
Total active enrollments.
Total Single Day enrollments (only when present; follows custom label).
Total trial enrollments.
Total makeup enrollments.
Total waitlist enrollments.
Total scheduled meetings filled by enrollments.
- Reflects only classes/camps that had at least one active enrollment.
Total openings across the date range.
Percent of scheduled meetings filled across the date range.

Enrollment Transfer Note:

If a student transfers between two classes within the same Program during the date range, the System counts only one enrollment but multiple enrollment meetings.

Troubleshooting & FAQs

Why are student totals not unique across Programs?
- Student counts are unique per Program. If a student has enrollments in multiple Programs, they appear once in each Program’s total. The SUMMARY section includes a separate “Unique students across all Programs” value that removes duplicate counts.
Why does the report still show active classes in a Program even if only one class has enrollments?
- The System is intended to include all active classes in a Program as long as at least one class has an active enrollment during the date range.
Why do Single Day enrollments show a different label?
- The report reflects the custom “Single Day Enrollment Label” defined under SETTINGS > SETUP > CLASS SETTINGS > GENERAL CLASS SETTINGS.
Why are classes included even though they did not meet during the date range?
- If “Include Enrollments Within Date Range That Do Not Meet Inside the Date Range” is enabled, enrollments are counted based on active status rather than meeting dates.
Why is a camp enrollment marked active for dates the student is not actually attending?
- Camp enrollment is considered active from the first selected block through the last selected block, inclusive of all days in between.