IN BRIEF
The Event Attendee Information Report (EVT-7) provides a detailed list of event attendees enrolled within a specified date range. Administrators can use this report to review student enrollment details, contact information, event attributes, and optional notes based on selected filters and display options.
Overview
The Event Attendee Information Report is designed to list attendees who have had an active event enrollment during a selected date range. At a minimum, the report includes the student name, event name, and the first day of event. Additional details—such as guardian contact information, medical notes, instructor assignments, and event questions—can be included using display options.
Important Notes
- Filters related to enrollments reflect results based on the Start Date and End Date selected when generating the report.
- Event enrollments are considered ACTIVE for the full span between the first and last event block selected.
- Example: If a student is enrolled only on May 5 and May 8, the enrollment is considered active from May 5–May 8, including May 6 and May 7.
Preset Filters
- Frequently used filter combinations can be saved as Presets.
- Presets can be loaded when opening the report, after which a date range can be set and the report generated in the desired format.
Accessing the Report
- From the main navigation menu, go to Reports.
- Select Event Attendee Information Report (EVT-7).
Step-by-Step Instructions
General Filters
Start Date / End Date
- Students must have had an active event enrollment within the specified date range.
Event Status
- Active: Includes only students enrolled in events currently marked as Active.
- Inactive: Includes only students enrolled in events currently marked as Inactive.
Program
- Limits results to families with an active enrollment in a class associated with the selected Program.
- This filter does not affect results if Event Status is set to All or Inactive, since families are only associated with a Program when an active enrollment exists.
Event Type
- Limits results to families where at least one student is enrolled in an event with the selected Event Type.
Keywords
- Limits results to families where at least one student is enrolled in an event with the selected Event Keyword.
Instructors
- Limits results to families where at least one student is enrolled in an event associated with the selected instructor(s).
Instructor Notes:
- Entries are excluded if the selected instructor was not associated with qualifying enrollments during the selected date range.
- If an instructor was deleted after the report start date, entries prior to deletion are included.
- If an instructor was added after the report end date, they are not included in the results.
Level
- Limits results to families where at least one student is enrolled in an event assigned to the selected level(s).
- Leaving this filter blank includes all events.
Events
- This section populates with events that match the selected General Filters.
- Select individual events to include, or select the checkbox next to Event to include all listed events.
Display Options
Show
You can choose to include any of the following details in the report output:
- Primary Guardian
- Address (linked to Primary Guardian)
- Primary Phone (linked to Primary Guardian)
- Primary Email (linked to Primary Guardian)
- Date of Birth
- Event Type
- Instructors
- Medical Notes
- Student Notes
- Enrollment Notes
- Event Questions
- Show Deleted Event Questions
Locations
- Only students with enrollments associated with the selected location(s) are included.
Print Layout
- Landscape
Generate the report
- Confirm your filters.
- Select your preferred format (HTML, PDF, XLS, or CSV) to generate the report.
Troubleshooting & FAQs
-
Why does the report include dates when a student was not scheduled to attend an event?
- Event enrollments are considered active for the full date range between the first and last selected event block, even if the student only attends on specific days within that range.
-
Why does the Program filter not change my results?
- The Program filter only applies when there is an active enrollment. If Event Status is set to All or Inactive, this filter will not affect the results.
-
Why is an instructor missing from the report results?
- Instructors are only included if they were associated with qualifying enrollments during the selected date range. Instructors added after the end date or deleted before relevant enrollments may not appear.