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What is the Family List By Postal/Zip Code Report (FAM-6)?

IN BRIEF
The Family List By Postal/Zip Code Report (FAM-6) generates a list of families associated with a specific postal or ZIP code, based on the mailing address saved on the family account. The report includes guardian details, student counts, postal codes, and associated student names. Use this report to identify families by geographic area, review family contact information, or export family address data for additional sorting or analysis. 

Overview

The Family List By Postal/Zip Code Report (FAM-6) provides a list of families in the database whose mailing address is associated with the specified postal or ZIP code.

The report includes:

  • Primary guardian
  • Secondary guardian
  • Primary phone number
  • Number of students in the family
  • Postal code
  • Student names associated with the family

Leaving the Postal Code filter blank includes all families that meet the other selected filter criteria.

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Important Notes

  • Filters related to enrollments produce results based on the Advanced Active/Inactive Search or As Of Date selected when generating the report.
  • Changing the report date range after making Pre-filter selections may cause some selected options to become invalid. Invalid 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 those selections as Preset Filters. After saving a Preset Filter, you can load it when opening the report page, set your date range, and generate the report in your preferred format.

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Accessing the Report

  1. From the main navigation menu, go to Reports.
  2. Locate the Family List By Postal/Zip Code Report (FAM-6).
  3. Select the report to open the report filters.
  4. Choose the needed filters and display options.
  5. Generate the report in the preferred format.

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Step-by-Step Instructions

  1. Open the Family List By Postal/Zip Code Report (FAM-6).
  2. Enter a Postal Code, if the report should only include families associated with a specific postal or ZIP code.
  3. Choose whether to use Advanced Active/Inactive Search or an As Of Date.
  4. Select the appropriate enrollment, class, camp, location, instructor, program, keyword, and referral source filters.
  5. Use the Class/Camp Filters section to limit the available class or camp selections, if needed.
  6. Choose any needed Display Options.
  7. Generate the report in one of the available formats.

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General Filters

  • Postal Code: Use Postal Code to include only families whose mailing address is associated with the specified postal or ZIP code.
    • Leaving this filter blank includes all families that meet the other selected criteria.
  • Advanced Active/Inactive Search or As Of Date: Use this option to determine how the report evaluates family enrollment activity.
    • If Advanced Active/Inactive Search is disabled, the System uses the As Of Date to identify families active as of that date.
    • The As Of Date defaults to the current date.
  • Enrollment Status: When searching by an As Of Date, use this option to specify which enrollment status should be included.
    • 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.
  • Advanced Active/Inactive Search: When enabled, this option allows date ranges to be entered instead of using only the 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 statements must be true. The family must have been active within the specified active date range and inactive within the specified inactive date range.
  • Enrollment Type: Use Enrollment Type to determine whether class enrollments, camp enrollments, or both should be considered.
    • 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.
    • Camp enrollments are considered ACTIVE in a camp for the period beginning with the first selected block and ending with the last selected block.
      • For 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.
    • Any/All: If both enrollment types are selected, use this option to determine whether families must meet any selected criteria or all selected 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 Enrollment Type Status to limit results by selected enrollment type statuses.
    • Active
    • Single Day
    • Make Up
    • Trial
    • Wait List
  • Locations: Use Locations to include only families with enrollments associated with the selected Location or Locations.
  • Class/Camp Status: Use Class/Camp Status to limit the report based on whether classes/camps are currently active or inactive.
    • Active: Limits the report to families with enrollments in classes/camps currently marked Active.
    • Inactive: Limits the report to families with enrollments in classes/camps currently marked Inactive.
  • Instructors: Use one or more Instructors to limit the report to families with enrollments in a class associated with the selected Instructor or Instructors.
    • Entries will not be included on the final report for any selected instructor/staff member who was not associated with the specified enrollments, events, or other qualifying records 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 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.
  • Program: Use Program to limit the report to families with active enrollments in classes/camps assigned to the selected Program or Programs, based on the parameters defined within the status filters.
    • Leaving this filter blank includes all programs.
  • Family Keywords: Use Family Keywords to limit the report to families associated with the selected family keyword or keywords, based on the parameters defined within the status filters.
    • Leaving this filter blank includes all families.
    • Selecting multiple family keywords includes only families associated with all selected keywords.
  • Student Keywords: Use Student Keywords to limit the report to families associated with the selected student keyword or keywords, based on the parameters defined within the status filters.
    • Leaving this filter blank includes all families.
    • Selecting multiple student keywords includes only families associated with all selected keywords.
  • Program Keywords: Use Program Keywords to limit the report to families with enrollments in classes/camps associated with the selected program keyword or keywords, based on the parameters defined within the status filters.
    • Leaving this filter blank includes all families.
    • Selecting multiple program keywords includes only families associated with all selected keywords.
  • Class Keywords: Use Class Keywords to limit the report to families with enrollments in classes associated with the selected class keyword or keywords, based on the parameters defined within the status filters.
    • Leaving this filter blank includes all families.
    • Selecting multiple class keywords includes only families associated with all selected keywords.
  • Camp Keywords: Use Camp Keywords to limit the report to families with enrollments in camps associated with the selected camp keyword or keywords, based on the parameters defined within the status filters.
    • Leaving this filter blank includes all families.
    • Selecting multiple camp keywords includes only families associated with all selected keywords.
  • Appointment Keywords: Use Appointment Keywords to limit the report to families with bookings in appointments associated with the selected appointment keyword or keywords, based on the parameters defined within the status filters.
    • Leaving this filter blank includes all families.
    • Selecting multiple appointment keywords includes only families associated with all selected keywords.
  • Referral Source: Use Referral Source to include only families that have the selected Referral Source associated with their account.
    • Leaving this filter blank includes all families.

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Class/Camp/Appointment Filters

Use the Class/Camp/Appointment Filters section to narrow the class, camp, and/or appointment selections used by the report.

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.

  • Pre-filter: Use Pre-filter to limit the results shown in the Choose Class/Camp/Appointment filters.
    • The Pre-filter only affects the options shown in the Choose Class/Camp/Appointment filters.
    • If specific classes, camps, or appointments are selected, those selections affect the data shown in the final report.
  • Instructors: Use Instructors to limit the Choose Class/Camp/Appointment filters to only show classes/camps/appointments associated with the selected Instructor or Instructors.
    • Entries will not be included on the final report for any selected instructor/staff member who was not associated with the specified enrollments, events, or other qualifying records 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 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: Use Choose Class to limit the report to families with an active enrollment in the selected class, as determined by Advanced Active/Inactive Search or As Of Date.
  • Choose Camp: Use Choose Camp to limit the report to families with an active enrollment in the selected camp, as determined by Advanced Active/Inactive Search or As Of Date.
  • Choose Appointment: Use Choose Appointment to limit the report to families with a booking in the selected appointment, as determined by Advanced Active/Inactive Search or As Of Date.

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Display Options

  • Print Guardian Name as ‘Last Name, First Name’: By default, the report shows guardian names in FIRSTNAME LASTNAME format.
    • Enable this option to display guardian names in LASTNAME, FIRSTNAME format.
    • This format 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 some families not included when I use enrollment-based filters?
    • Enrollment-based filters only include families that meet the selected enrollment criteria as of the report’s date or within the selected date range. Review the selected Advanced Active/Inactive Search, As Of Date, Enrollment Status, Enrollment Type, and Enrollment Type Status options.
  • What happens if I leave the Postal Code filter blank?
    • Leaving Postal Code blank includes all families that meet the other selected filter criteria.
  • Why did a selected class, camp, or instructor not appear on the final report?
    • Changing the report date range after making Pre-filter selections may cause some selections to become invalid. Instructors are also only included when they were associated with the specified enrollments, events, or other qualifying records during the designated date or date range.
  • How does the report treat camp enrollments with separated block dates?
    • Camp enrollments are considered ACTIVE from the first selected block through the last selected block. For 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.
  • Why should I use the guardian name display option?
    • Enabling Print Guardian Name as ‘Last Name, First Name’ displays guardian names in LASTNAME, FIRSTNAME format, which can make the report easier to sort in Excel or another spreadsheet program.

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