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What is the Level Summary Report (CLA-13)?

IN BRIEF
The Level Summary Report (CLA-13) provides a summary of enrollments by class and/or camp Level. Administrators can use this report to review enrollment totals, capacity, openings, instructor hours, student counts, and occupancy by Level within a selected date range. 

Overview

The Level Summary Report helps summarize class and camp enrollment data by Level. This can help identify enrollment trends, available openings, capacity gaps, and student distribution across Levels during a specific date range.

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Report Details

The Level Summary Report can include the following data:

  • Class/Camp – total number of classes and/or camps that are active over the selected date range
  • Instructing Hours – total number of instructors multiplied by their scheduled hours, summed over the selected date range
  • Class/Camp Hours – total scheduled hours, regardless of whether instructors are attached
  • Students – number of students in classes
    • Students are unique by Level.
    • The sum at the bottom is not unique.
    • The unique number of students across Levels is noted at the bottom of the report.
  • Active – total number of ACTIVE enrollments in classes that meet during the selected date range
  • Single Day – total number of SINGLE DAY enrollments in classes that meet during the selected date range
    • The title of this column may differ based on the selection under SETTINGS > SETUP > CLASS SETTINGS > GENERAL CLASS SETTINGS.
  • Trial – total number of TRIAL enrollments in classes that meet during the selected date range
  • Makeup – total number of MAKEUP enrollments in classes that meet during the selected date range
  • Waitlist – total number of Waitlist enrollments in classes that meet during the selected date range
  • Capacity – total number of scheduled meeting days inside the date range multiplied by the maximum students allowed per class
  • Openings – total number of openings based on the number of enrollments subtracted from the capacity
  • Enrollment Meetings – total scheduled meetings filled by enrollments across the selected date range
  • Occupancy – total number of allowed enrollments in the Level divided by the number of students enrolled in the Level during the selected date range

NOTE: Enrollment Meetings, Openings, and Occupancy were adjusted to reflect each time classes/camps meet. This helps identify gaps in enrollment that could not previously be represented.

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Summary View Totals

The report also includes a Summary view with the following totals:

  • Classes/Camps in this Search – total number of classes/camps that are active over the selected date range
  • Total instructor hours – total number of hours based on the class/camp duration, multiplied by the number of instructors assigned to the class
  • Total hours – total number of hours based on the class/camp duration
  • Unique student total – total number of students if the student count for each Level were added together
    • Students may be counted more than once if they have an enrollment in more than one Level.
  • Unique students across all levels – total number of students counted once, regardless of how many Levels they are enrolled in
    • This is the true count of unique students based on all enrollments.
  • Total active enrollments
  • Total trial enrollments
  • Total makeup enrollments
  • Total wait list enrollments
  • Total scheduled meetings filled by enrollments across date range – total number of class/camp meetings within the selected date range
    • This number only reflects scheduled class/camp meetings with enrollments.
    • If a class or camp had no active enrollments, it is not included in the count.

Important Notes

  • If a student transfers from one class to another during the selected date range and both classes are attached to the same Level, the System counts it as a single enrollment but multiple enrollment meetings.
  • Chosen filters related to enrollments produce results that are true based on the Start Date/End Date selected when generating the report.

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Available Formats

The Level Summary Report is available in the following formats:

  • HTML
  • PDF
  • XLS
  • CSV

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Accessing the Report

  1. From the main navigation menu, go to Reports.
  2. Locate the Level Summary Report (CLA-13).
  3. Select the report to open the report filters.

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Step-By-Step Instructions

Use the report filters to define which Levels, classes, camps, sessions, programs, enrollment types, and statuses should be included in the results.

General Filters

  • START DATE/END DATE
    • Sets the date range for the report.
  • LOCATIONS
    • Limits the report results to families with enrollments associated with the selected Location(s).
  • CHOOSE LEVELS
    • Limits the report to enrollments in classes/camps associated with the selected Level(s).
  • CHOOSE SESSIONS
    • Limits the report to enrollments attached to the selected Session(s).
    • NOTE: The Choose Session filter only displays current/future sessions by default. Use the Show Past toggle to display past Sessions/Rolling Sessions if needed.
  • CHOOSE PROGRAMS
    • Limits the report to enrollments in classes associated with the selected Program(s).
  • CHOOSE START TIME
    • Limits the report to only classes that meet during the selected start time(s).
    • NOTE: Eligibility is based on the class start time. For example, if the time range is set between 10:00 AM–2:00 PM and a class runs from 2:00 PM–2:30 PM, it will be included in the results even though it ends after 2:00 PM.

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Display Options

  • Only Show Classes With Levels
    • Hides any classes that do not have Levels attached.
  • Only Show Camps with Levels
    • Hides any camps that do not have Levels attached.
  • Only Show Levels With Enrollments
    • Hides any Levels that do not have enrollments within the selected date range.
    • If this is the only option enabled, the System simply hides any Levels that do not have enrollments within the report date range.
    • Session-based classes without an active session attached are not included.
      • NOTE: The report always counts all active classes/camps in the Level as long as at least one event associated with that Level has an active enrollment. This is a total of active classes/camps associated with the Level, not just the total of those with enrollments.
  • Exclude Trial and Makeup Enrollments
    • Excludes TRIAL and MAKEUP enrollments from the totals.
  • Include Enrollments Within Date Range That Do Not Meet Inside the Date Range
    • Includes all ACTIVE enrollment types within the selected date range, even if the class did not meet during that time.
    • If this option is disabled, the System only counts enrollments for classes with meeting dates within the report date range.
    • If this option is enabled, the System counts all enrollments in classes that were active within the report date range, regardless of whether the class actually met within the report date range.
  • Include Wait List Enrollments In Student Count
    • Counts students with WAIT type enrollments in the total student count.

NOTE: If both Only Show Levels With Enrollments and Include Enrollments Within Date Range That Do Not Meet Inside the Date Range are enabled, the System first processes Include Enrollments Within Date Range That Do Not Meet Inside the Date Range, then only shows Levels with enrollments within the report date range.

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Class/Camp Filters

Use the SHOW CLASSES/CAMPS options to determine whether class data, camp data, or combined data should appear in the report.

  • Show Classes
    • Shows data related to class enrollments in a separate table.
  • Show Camps
    • Shows data related to camp enrollments in a separate table.
  • Combine Classes/Camps
    • Combines class/camp enrollment data into a single table.

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Class Status

Use CLASS STATUS to include classes based on their current status.

  • Active
    • Shows data for classes where the status is currently marked as “Active.”
  • Inactive
    • Shows data for classes where the status is currently marked as “Inactive.”

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Camp Status

Use CAMP STATUS to include camps based on their current status.

  • Active
    • Shows data for camps where the status is currently marked as “Active.”
  • Inactive
    • Shows data for camps where the status is currently marked as “Inactive.”

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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.

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Troubleshooting & FAQs

  • Why does the student total at the bottom not match the number of unique students across all Levels?
    • The Students total is unique by Level, so a student may be counted more than once if they have enrollments in more than one Level. The Unique students across all levels total only counts each student once.
  • Why does a transferred student count as one enrollment but multiple enrollment meetings?
    • If a student transfers from one class to another during the selected date range and both classes are attached to the same Level, the System counts the student as a single enrollment. However, the System counts multiple enrollment meetings because the student was scheduled across more than one class meeting during the date range.
  • Why are some Levels, classes, or camps missing from the report?
    • The selected filters may exclude them. For example, Only Show Levels With Enrollments hides Levels without enrollments during the selected date range, and session-based classes without an active session attached are not included when this option is enabled.
  • Why is a class included when it ends outside the selected start time range?
    • The CHOOSE START TIME filter uses the class start time to determine eligibility. For example, if the selected range is 10:00 AM–2:00 PM and a class runs from 2:00 PM–2:30 PM, the class is included because it starts at 2:00 PM.
  • What happens when “Include Enrollments Within Date Range That Do Not Meet Inside the Date Range” is enabled?
    • The System counts all enrollments in classes that were active within the selected date range, even if those classes did not actually meet during the report date range. If this option is disabled, the System only counts enrollments for classes with meeting dates inside the report date range.
  • Why are appointment bookings not included in the report results?
    • Appointments cannot currently be associated with Levels. Therefore, appointment bookings are not included on the report.
      • NOTE: Although appointments ARE associated with Skill Trees and Skill Levels, there is currently no direct correlation between class/camp Levels and Skill Tree Levels.

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