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What is the Families Without Email List (FAM-4)?

IN BRIEF
The Families Without Email List (FAM-4) identifies families in your database that do not have any email addresses associated with the family account. The report includes primary and secondary guardian names, along with primary and secondary phone numbers. Use this report to locate families that may miss email communications, billing notices, announcements, or other messages sent through iClassPro. 

Overview

The Families Without Email List report lists family accounts that do not have any email addresses saved on the family account. This can help staff identify families that may need updated contact information before sending email communications.

The report includes:

  • Primary guardian name
  • Secondary guardian name
  • Primary phone number
  • Secondary phone number

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Important report behavior

  • Chosen filters related to enrollments produce results based on the Advanced Active/Inactive Search or As Of Date selected when generating the report.

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Using Preset Filters

  • Save commonly used filter combinations as Presets.
  • Load the Preset Filter when opening the report page.
  • Set the date range.
  • 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 and select Families Without Email List (FAM-4).
  3. Apply any needed filters.
  4. Select the preferred output format.
  5. Generate the report.

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Step-by-Step Instructions

  1. Go to Reports.
  2. Select Families Without Email List (FAM-4).
  3. Choose whether to use Advanced Active/Inactive Search or As Of Date.
  4. Select the applicable enrollment status, date range, enrollment type, and enrollment type status filters.
  5. Apply any additional filters, such as Locations, Class/Camp Status, Instructor, Program, or keyword filters.
  6. Use the Class/Camp Filters section to narrow the available class or camp selections, if needed.
  7. Select any needed Display Options.
  8. Choose the preferred report format.
  9. Generate the report.

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General Filters

Use General Filters to define which families should be included in the report based on enrollment activity, enrollment type, location, status, instructor, program, and keywords.

  • Advanced Active/Inactive Search or As Of Date: Use this option to determine whether the report should evaluate families based on a single “As Of Date” or based on advanced active/inactive date ranges.
    • The As Of Date defaults to the current date.
      • When searching by an As Of Date, you can specify an enrollment status.
    • Advanced Active/Inactive Search: Enable this option to search using date ranges instead of a single As Of Date.
      • Active Date Search: Includes families that had an active enrollment within the specified date range.
      • Inactive Date Search: Includes families that were inactive within the specified date range.
      • If both options are enabled, both conditions must be true. The family must have been active within the specified active date range and inactive within the specified inactive date range.
  • Enrollment Status: Use this option to limit results based on the family or student enrollment status as of the selected date.
    • Currently Enrolled (Active): Includes 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): Includes 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): Includes 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 before that date.
    • Never Enrolled: Includes families/students with no recorded "ACTIVE" type enrollments in classes/camps.
  • Enrollment Type: Use this option to include families based on class enrollments, camp enrollments, or both.
    • Include Class Enrollments: Includes only families with "ACTIVE" type Class enrollments during the specified date range or on the specified As Of Date.
    • Include Camp Enrollments: Includes only families with "ACTIVE" type Camp enrollments during the specified date range or on the specified As Of Date.
    • Any/All: If both enrollment types are selected, use this option to determine whether families must meet any selected enrollment type criteria or all selected enrollment type criteria.
      • Any: Includes families with either class enrollments or camp enrollments.
      • All: Includes families with both class enrollments and camp enrollments.
  • Enrollment Type Status: Use this option to limit results based on selected enrollment type statuses.
    • Active
    • Single Day
    • Make Up
    • Trial
    • Wait List
  • Locations: Use Locations to limit the report to families with enrollments associated with the selected Location or Locations.
  • Class/Camp Status: Use this option to limit results based on whether the associated classes or camps are currently marked active or inactive.
    • Active: Limits the report to only families with enrollments in classes/camps that are currently marked “Active.”
    • Inactive: Limits the report to only families with enrollments in classes/camps that are currently marked “Inactive.”
  • Instructor: Select one or more Instructor(s) to limit the report to only families with enrollments in a class associated with the specified Instructor(s).
  • Program: Select one or more programs to limit the report to only families with active enrollments in classes/camps assigned to the selected program(s), within the parameters defined by the status filters.
    • Leaving this filter blank includes all programs.
  • Family Keywords: Select one or more family keywords to limit the report to only families associated with the selected family keyword(s), within the parameters defined by the status filters.
    • Leaving this filter blank includes all families.
    • Selecting multiple family keywords includes only families associated with all selected keywords.
  • Student Keywords: Select one or more student keywords to limit the report to only families associated with the selected student keyword(s), within the parameters defined by the status filters.
    • Leaving this filter blank includes all families.
    • Selecting multiple student keywords includes only families associated with all selected keywords.
  • Program Keywords: Select one or more program keywords to limit the report to only families with enrollments in classes/camps associated with the selected program keyword(s), within the parameters defined by the status filters.
    • Leaving this filter blank includes all families.
    • Selecting multiple program keywords includes only families associated with all selected keywords.
  • Class Keywords: Select one or more class keywords to limit the report to only families with enrollments in classes associated with the selected class keyword(s), within the parameters defined by the status filters.
    • Leaving this filter blank includes all families.
    • Selecting multiple class keywords includes only families associated with all selected keywords.
  • Camp Keywords: Select one or more camp keywords to limit the report to only families with enrollments in camps associated with the selected camp keyword(s), within the parameters defined by the status filters.
    • Leaving this filter blank includes all families.
    • Selecting multiple camp keywords includes only families associated with all selected keywords.
  • Appointment Keywords: Select one or more appointment keywords to limit the report to only families with enrollments in appointments associated with the selected appointment keyword(s), within the parameters defined by the status filters.
    • Leaving this filter blank includes all families.
    • Selecting multiple appointment keywords includes only families associated with all selected keywords.

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Important notes about enrollment and instructor filters

  • Camp enrollments are considered ACTIVE in a camp for a period of time beginning 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 enrollment is considered active from May 5–May 8, also encompassing May 6 and May 7.
  • 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 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(s) 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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Class/Camp/Appointment Filters

Use Class/Camp/Appointment Filters to narrow the available class and camp selections used when generating the report.

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Important note about changing the report date range

  • Changing the date range of the report after making any Pre-filter selections may cause some selections to become invalid.
  • Invalid selections will not be reflected on the final report.
  • Pre-filter: Use the Pre-filter to limit the results shown in the Choose Class and Choose Camp filters.
    • The Pre-filter only affects which options display in the class/camp selection filters.
    • If specific classes or camps are chosen, those selections affect the data shown in the final report.
  • Instructors: Select one or more Instructor(s) to limit the Choose Class and Choose Camp filters to only show classes/camps associated with the specified Instructor(s).
  • Choose Class: Select a Class to limit the report to only families 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 families 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 families with an active enrollment in the appointment, as determined by Advanced Active/Inactive Search or As Of Date.

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Important notes about instructor pre-filters

  • 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 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(s) 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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Display Options

Use Display Options to control how guardian names appear on the report.

  • Print Guardian Name as ‘Last Name, First Name’: Enable this option to print guardian names in Lastname, Firstname format.
    • By default, the report shows guardian names in Firstname Lastname format.
    • Enabling this option can make the report easier to sort in Excel or another spreadsheet program.

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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 are families included or excluded based on enrollments?
    • Chosen filters that relate to enrollments produce results based on the Advanced Active/Inactive Search or As Of Date selected when generating the report.
  • What happens if both Active Date Search and Inactive Date Search are enabled?
    • The System assumes both statements must be true. The family must have been active within the specified active date range and inactive within the specified inactive date range.
  • Why does a camp enrollment appear active for dates between selected camp blocks?
    • Camp enrollments are considered ACTIVE from the first selected block through the last selected block. For example, if a student is enrolled on May 5 and May 8 only, the enrollment is considered active from May 5–May 8.
  • Why is an instructor missing from the report results?
    • The instructor must be associated with the specified enrollments, events, etc., during the designated date or date range. If the instructor was created or attached to an event after the report end date, the instructor will not be included.
  • Why did some class, camp, or appointment selections stop applying after changing the date range?
    • Changing the report date range after making Pre-filter selections may cause some selections to become invalid. Invalid selections will not be reflected on the final report.

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Need more assistance?

Customer support is available at 1-877-554-6776 Mon - Fri, 9 am to 9 pm (CT) and Sat, 9 am to 6 pm (CT).