IN BRIEF
The Notes Report (FAM-8), also called the "Family Notes Report", provides a detailed list of families with notes saved on their accounts, including priority, status, type, and full note content. Administrators can apply a wide range of filters—such as enrollment status, programs, keywords, and note details—to refine results and export the report in multiple formats. 

• Overview
  • Preset Filters
  • Available Export Formats
• Accessing the Report
• Step-by-Step Instructions
  • General Filters
  • Class/Camp/Appointment Filters
  • Note Filters
  • Generating the Report
• Troubleshooting & FAQs
• Related Articles

Overview

The Notes Report displays families with notes recorded on their accounts. Each entry includes:

• Note priority
• Note status
• Note type
• Family name
• Note subject
• Date created
• Staff member who created the note
• Full note text

This report is commonly used to review communication history, track important account details, or identify families requiring follow-up.

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Preset Filters

• Save commonly used filter combinations as Presets
• Load a Preset when opening the report
• Set a date range and generate the report in your preferred format

For full details, see What are Preset Filters for Reports?

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Available Export Formats

• HTML
• PDF
• XLS
• CSV

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Accessing the Report

1. From the main navigation menu, go to Reports.
2. Select Notes Report (FAM-8).

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Step-by-Step Instructions

1. Navigate to the Notes Report (FAM-8).
2. Configure your desired filters (see sections below).
3. Select your preferred export format to generate the report.

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General Filters

• Advanced Active/Inactive Search or As of Date
  • If disabled:
    • Uses the As of Date (defaults to current date)
    • Filter by enrollment status:
      • Currently Enrolled (Active)
      • Enrolled in the Future (Only)
      • Previously Enrolled (Only)
      • Never Enrolled
  • If enabled:
    • Enter date ranges:
      • Active Date Search
      • Inactive Date Search
    • Both fields enabled = both conditions must be true
• Enrollment Type
  • Include Class Enrollments
  • Include Camp Enrollments
  • Any/All:
    • Any = class OR camp
    • All = class AND camp
• Enrollment Type Status
  • Active
  • Single Day
  • Make Up
  • Trial
  • Wait List
• Locations
  • Limits results to selected locations
• Class/Camp Status
  • Active
  • Inactive
• Choose Instructor
  • Limits results to enrollments tied to selected instructors
  • Notes:
    • Deleted instructors still appear for valid historical dates
    • Newly added instructors after the report range are excluded
• Choose Program
  • Filters by program (blank = all programs)
• Choose Family Keywords
  • Includes families with ALL selected keywords
• Choose Student Keywords
  • Includes families with ALL selected student keywords
• Choose Program Keywords
  • Includes families tied to selected program keywords
• Choose Class Keywords
  • Includes families tied to selected class keywords
• Choose Camp Keywords
  • Includes families tied to selected camp keywords
• Choose a Referral Source
  • Filters families by referral source

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Class/Camp/Appointment Filters

• Pre-filter
  • Limits available options in class/camp selection filters
• Choose Instructor
  • Filters class/camp options by instructor
• Choose Class
  • Limits results to families enrolled in selected classes
• Choose Camp
  • Limits results to families enrolled in selected camps
• Choose Appointment
  • Limits results to families enrolled in selected appointments

Important Note: Changing the date range after selecting filters may invalidate selections

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Note Filters

• Notes Created Search
  • Day
  • Week
  • Range (enables Start and End dates)
• As of Date / Start and End Dates
  • Determines when notes must have been created
• Choose Staff
  • Filters notes by staff member who created or updated them
• Note Priority
  • All
  • Critical
  • Medium
  • Low
• Note Status
  • All
  • Open
  • Closed
• Sort By
  • Family Name
  • Priority
  • Last Updated

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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 my results different than expected when using enrollment filters?
  • Enrollment-related filters depend on the selected “As of Date” or Advanced Active/Inactive date ranges. Results reflect enrollment status within those parameters.
• Why are some instructors missing from the report?
  • Instructors are only included if they were associated with relevant enrollments during the selected date range. Deleted instructors may still appear for past dates, while newly added instructors after the range are excluded.
• Why did some of my class or camp selections not apply?
  • Changing the report date range after selecting filters may invalidate some selections. Reapply filters after adjusting dates.
• Why are no results appearing?
  • Review your filters—especially keyword, enrollment status, and note filters—as combining multiple criteria may limit results significantly.
• Can I reuse my filter settings?
  • Yes. Save your filters as a Preset and load them for future use.

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Related Articles

• What are Preset Filters for Reports?
• How Do The Enrollment Status Filters Work With Other Report Filters?
• What is an Enrollment Type?
• Which File Format Options Are Available for Reports?

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