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What is the Family Policy Agreement Report (FAM-11)?

IN BRIEF
The Family Policy Agreement Report (FAM-11) provides a list of families in the database and shows whether each family has accepted, rejected, or not completed the selected Family Policy. Use this report to review policy activity for families based on enrollment status, location, policy type, policy status, class, camp, appointment, keyword, referral source, and display options. 

Overview

The Family Policy Agreement Report lists families in the database and includes family contact details along with each family’s policy agreement status. The report helps administrators confirm whether families have accepted the current version of a Family Policy, accepted a past version, rejected a policy, or have no recorded activity.

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Key Report Details

The report can include the following family details:

  • Primary guardian
  • Secondary guardian
  • Primary phone number
  • Primary email address
  • Policy status
  • Accepted policy version, when applicable

The Family Policy Agreement Report is useful when a business needs to confirm policy compliance before allowing participation in classes, camps, appointments, or other activities. Filters allow administrators to narrow the report based on family activity, enrollments, locations, programs, instructors, policies, keywords, referral sources, and specific classes, camps, or appointments.

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Important Notes

  • Enrollment-related filters reflect results that are accurate as of the day the report is generated.
  • If you frequently use the same filter settings, they can be saved as Presets for quicker access when running the report again.
  • Camp enrollments are considered ACTIVE for the period of time beginning with the first selected camp block and ending with the last selected camp block.
    • For example, if a student is enrolled only on May 5 and May 8, the camp enrollment is considered active from May 5–May 8. This also includes May 6 and May 7.
  • 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.

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Using Preset Filters

If you commonly use the same filters when running this report, you can save them as Presets. Load a Preset Filter when you open the report page, set your date range, and 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 the Family Policy Agreement Report (FAM-11).
  3. Select the report to open the report filters.

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Step-by-Step Instructions

  1. Open the Family Policy Agreement Report (FAM-11).
  2. Choose whether to use Advanced Active/Inactive Search or the As Of Date option.
  3. Select the desired Enrollment Type options.
  4. Choose the applicable Locations.
  5. Select the Policy to review.
  6. Select the Policy Status values to include.
  7. Apply any additional class, camp, appointment, instructor, program, keyword, or referral source filters.
  8. Select any desired display options.
  9. Generate the report in the preferred format.

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General filters

  • Advanced Active/Inactive Search or As Of Date: Determines how the System evaluates family activity and enrollment status.
    • If Advanced Active/Inactive Search is disabled, the System uses the As Of Date to look at families active as of that date.
    • The As Of Date defaults to the current date.
  • Enrollment Status: When using the As Of Date, select the enrollment status to include.
    • Currently Enrolled (Active): Includes families or students with an "ACTIVE" type enrollment in classes or camps on the As Of Date, regardless of past or future enrollment status.
    • Enrolled In The Future (Only): Includes families or students that do not have a current "ACTIVE" type enrollment in classes or camps on the As Of Date but do have an "ACTIVE" type enrollment after that date.
    • Previously Enrolled (Only): Includes families or students that do not have a current "ACTIVE" type enrollment in classes or camps on the As Of Date but did have an "ACTIVE" type enrollment before that date.
    • Never Enrolled: Includes families or students with no recorded "ACTIVE" type enrollments in classes or camps.
  • Advanced Active/Inactive Search: When enabled, allows you to enter date ranges for active and inactive activity.
    • Active Date Search: Families must have had an active enrollment within the specified date range.
    • Inactive Date Search: Families must have been 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: Determines whether the report evaluates 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 class and camp enrollment types are selected, choose 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.
  • Locations: Limits the report to families with enrollments associated with the selected Location or Locations.
  • Policy: Limits the report by the selected Family Policy type.
    • All Policies
    • Rules, Terms And Conditions
    • Waiver
    • Billing Authorization
    • Appointments
  • Policy Status: Limits the report by the selected policy agreement status.
    • Accepted Current
    • Accepted Past
    • Rejected Current
    • Rejected Past
    • Not Accepted Current
    • No Activity
  • Class/Camp Status: Limits the report based on whether the related classes or camps are active or inactive.
    • Active: Limits the report to families with enrollments in classes or camps currently marked “Active.”
    • Inactive: Limits the report to families with enrollments in classes or camps currently marked “Inactive.”
  • Choose Instructor: Select one or more instructors to limit the report to families with enrollments in a class associated with the selected instructor or instructors.
  • Choose Program: Select one or more programs to limit the report to families with active enrollments in classes or camps assigned to the selected program or programs within the selected status filter parameters. Leave this filter blank to include all programs.
  • Choose Family Keywords: Select one or more family keywords to limit the report to families associated with the selected family keyword or keywords and who meet the selected status filter parameters.
    • Leave this filter blank to include all families.
    • Selecting multiple family keywords includes only families associated with all selected family keywords.
  • Choose Student Keywords: Select one or more student keywords to limit the report to families associated with the selected student keyword or keywords and who meet the selected status filter parameters.
    • Leave this filter blank to include all families.
    • Selecting multiple student keywords includes only families associated with all selected student keywords.
  • Choose Program Keywords: Select one or more program keywords to limit the report to families with enrollments in classes or camps associated with the selected program keyword or keywords and who meet the selected status filter parameters.
    • Leave this filter blank to include all families.
    • Selecting multiple program keywords includes only families associated with all selected program keywords.
  • Choose Class Keywords: Select one or more class keywords to limit the report to families with enrollments in classes associated with the selected class keyword or keywords and who meet the selected status filter parameters.
    • Leave this filter blank to include all families.
    • Selecting multiple class keywords includes only families associated with all selected class keywords.
  • Choose Camp Keywords: Select one or more camp keywords to limit the report to families with enrollments in camps associated with the selected camp keyword or keywords and who meet the selected status filter parameters.
    • Leave this filter blank to include all families.
    • Selecting multiple camp keywords includes only families associated with all selected camp keywords.
  • Choose Appointment Keywords: Select a keyword to limit the report to families where at least one student in the family has a booking for an appointment assigned to the selected appointment keyword.
  • Choose Referral Source: Select a referral source to limit the report to families with the selected Referral Source associated with their account. Leave this filter blank to include all families.

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Instructor filter behavior

Entries will not be included on the final report for any selected instructor or staff member who was not associated with the specified enrollments, events, or other matching records during the selected date or date range.

  • If an instructor was deleted after the report start date, 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 report end date, the instructor will not be included in the results.

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Class/Camp/Appointment filters

  • Pre-filter: Limits the options shown in the Choose Class, Choose Camp, and Choose Appointment filters.
    • The Pre-filter only affects which options appear in those filters.
    • If specific classes, camps, or appointments are selected, those selections affect the data shown on the final report.
  • Choose Instructor: Select one or more instructors to limit the Choose Class or Choose Camp filters to only show classes or camps associated with the selected instructor or instructors.
  • Choose Class: Select a class to limit the report to families with an active enrollment in that class, as determined by Advanced Active/Inactive Search or As Of Date.
  • Choose Camp: Select a camp to limit the report to families with an active enrollment in that camp, as determined by Advanced Active/Inactive Search or As Of Date.
  • Choose Appointment: Select an appointment to limit the report to families with an active booking for that 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’: Changes the guardian name format on the report.
    • By default, the report displays guardian names in first name last name format.
    • Enable this option to display guardian names in last name, first name 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.
  • The System will immediately generate the report in the selected format.

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Troubleshooting & FAQs

  • Why are some families missing from the report?
    • Review the selected Advanced Active/Inactive Search, As Of Date, Enrollment Type, Locations, Policy, and Policy Status filters. Enrollment-based filters only include families that match the selected activity criteria.
  • Why does a camp enrollment appear active on dates between selected camp blocks?
    • Camp enrollments are considered active from the first selected block through the last selected block. This can include dates between the selected blocks.
  • Why is an instructor not included in the report results?
    • The instructor must be associated with the specified enrollments, events, or other matching records during the selected date or date range. Instructors created after the report end date will not appear in the results.
  • Why did a selected class, camp, or appointment not affect the final report?
    • If the report date range changed after making Pre-filter selections, some selections may become invalid and will not be reflected on the final report.
  • How can I sort guardian names more easily in a spreadsheet?
    • Enable Print Guardian Name As ‘Last Name, First Name’ before generating the report, then export the report in XLS or CSV format.

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