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What is the Student Phonebook Report (STU-2)?

IN BRIEF
The Student Phonebook Report (STU-2) provides a list of students in the database along with guardian names, mailing addresses, phone numbers, and email addresses. Use this report to create contact lists, review student and family contact information, or export phonebook details for administrative use. 

Overview

The Student Phonebook Report lists student contact information in a report-friendly format. Depending on the selected filters, the report can include students based on enrollment status, enrollment type, Location, class, camp, appointment, instructor, program, Level, Keyword, and other criteria.

Key Report Details

The report includes student records along with: 

  • Guardian name
  • Mailing address
  • Primary and secondary phone numbers
  • Primary email address

It can help staff quickly access contact information for students who meet specific class, camp, appointment, or enrollment criteria.

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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.
  • 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 Student Phonebook Report (STU-2).
  3. Select the report to open the report filters.

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Step-by-Step Instructions

General filters

  • Advanced Active/Inactive Search or As Of Date: Use this option to determine whether the report should evaluate student enrollment activity based on a specific date or within selected date ranges.
    • If Advanced Active/Inactive Search is left disabled, the System uses the As Of Date to look at students active as of that date.
    • The As Of Date defaults to the current date.
    • When searching by an As Of Date, you can specify an enrollment status:
      • Currently Enrolled (Active): Includes families or students that have 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 that have no recorded "ACTIVE" type enrollments in classes or camps.
  • Active Date Search: Use this option when Advanced Active/Inactive Search is enabled. Students must have had an active enrollment within the specified date range.
  • Inactive Date Search: Use this option when Advanced Active/Inactive Search is enabled. Students must have been inactive within the specified date range.
  • Enrollment Type: Use this section to determine whether the report includes students based on class enrollments, camp enrollments, or both.
    • Include Class Enrollments: Only includes students with "ACTIVE" type class enrollments during the specified date range or on the specified As Of Date.
    • Include Camp Enrollments: Only includes students with "ACTIVE" type camp enrollments during the specified date range or on the specified As Of Date.
    • Any/All: Appears when both class and camp enrollments are selected. Use this option to determine whether students must meet any selected enrollment criteria or all selected enrollment criteria.
      • Any: Only includes students with either class enrollments or camp enrollments.
      • All: Only includes students with both class enrollments and camp enrollments.
  • Enrollment Type Status: Use this section to limit the report by selected enrollment status types.
    • Active
    • Single Day
    • Make Up
    • Trial
    • Wait List
  • Locations: Use this filter to include only students with enrollments associated with the selected Location or Locations.
  • Class/Camp Status: Use this filter to limit the report based on whether the related classes or camps are currently marked active or inactive.
    • Active: Limits the report to only students with enrollments in classes or camps that are currently marked “Active.”
    • Inactive: Limits the report to only students with enrollments in classes or camps that are currently marked “Inactive.”
  • Choose Instructor: Select an Instructor to limit the report to only students with an active enrollment in a class associated with the selected Instructor.
    • Because students are only associated with an Instructor when an active enrollment is present, this filter will not affect the results if the Status filter is set to “All” or “Inactive.”
  • Choose Program: Select a Program to limit the report to only students with an active enrollment in a class associated with that Program.
    • Because students are only associated with a Program when an active enrollment is present, this filter will not affect the results if the Status filter is set to “All” or “Inactive.”
  • Choose Family Keywords: Select a Family Keyword to limit the report to only students who have the selected Family Keyword assigned.
  • Choose Student Keywords: Select a Student Keyword to limit the report to only students who have the selected Student Keyword assigned.
  • Choose Program Keywords: Select a Program Keyword to limit the report to only students enrolled in a class or camp that has the selected Program Keyword assigned.
  • Choose Level: Select a Level to limit the report to only students with an active enrollment in a class or camp with that specific Level attached.

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Class/Camp/Appointment Filters

  • Pre-filter: Use the Pre-filter to limit the results shown in the Choose Class, Choose Camp, and related selection filters.
    • The Pre-filter only affects the options shown in those filters.
    • If you select specific classes or camps, 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 specified Instructors.
  • Choose Class: Select a Class to limit the report to only students with an active enrollment in the Class, as determined by the Advanced Active/Inactive Search or As Of Date.
  • Choose Camp: Select a Camp to limit the report to only students with an active enrollment in the Camp, as determined by the Advanced Active/Inactive Search or As Of Date.
  • Choose Appointment: Select an appointment to limit the report to only students with an active booking for the appointment, as determined by the Advanced Active/Inactive Search or As Of Date.

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Class filters

  • Choose Session: Select a Session to limit the report to only students with an active enrollment in a class tied to that specific Session.
    • Note: The Choose Session filter only displays current or future sessions by default. Use the Show Past toggle option to display past Sessions or Rolling Sessions if needed.
  • Choose Class Keywords: Select a Keyword to limit the report to only students enrolled in a class that has the selected Class Keyword assigned.

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Camp filters

  • Choose Camp Keywords: Select a Keyword to limit the report to only students enrolled in a camp that has the selected Camp Keyword assigned.

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Appointment filters

  • Choose Appointment Keywords: Select a Keyword to limit the report to only students with a booking for an appointment that has the selected appointment Keyword assigned.

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Display options

  • Print Name As ‘Last Name, First Name’: By default, the report shows the student name in FIRSTNAME LASTNAME format. Enable this option to reverse the student name to LASTNAME, FIRSTNAME, which makes the report easier to sort in Excel or another spreadsheet program.
  • Show Address In Separate Columns: Splits the address into separate Address, City, State, and Zip columns.
  • Show All E-Mail Addresses: By default, the report only shows the primary email address for the family. Enable this option to show all email addresses on the report.

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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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Understanding Filter Behavior

Enrollment status filter

When using the As Of Date option, the report evaluates students based on their enrollment activity as of the selected date.

  • Currently Enrolled (Active) includes students with an "ACTIVE" type enrollment on the selected As Of Date.
  • Enrolled In The Future (Only) includes students without a current "ACTIVE" type enrollment on the selected As Of Date, but with an "ACTIVE" type enrollment after that date.
  • Previously Enrolled (Only) includes students without a current "ACTIVE" type enrollment on the selected As Of Date, but with an "ACTIVE" type enrollment before that date.
  • Never Enrolled includes students without any recorded "ACTIVE" type enrollments in classes or camps.

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Advanced active/inactive search

When Advanced Active/Inactive Search is enabled, the report uses selected date ranges instead of only using a single As Of Date.

  • Active Date Search requires students to have had an active enrollment within the specified date range.
  • Inactive Date Search requires students to have been inactive within the specified date range.
  • Leaving both options enabled means both statements must be true:
    • The student must have been active within the specified active date range.
    • The student must have been inactive within the specified inactive date range.

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Camp enrollment dates

Camp enrollments are considered active in a camp for a period of time starting 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 System considers the camp enrollment active from May 5–May 8. This also includes May 6 and May 7.

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Instructor assignments

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

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Troubleshooting & FAQs

  • Why are some students missing from the report?
    • Review the selected enrollment status, enrollment type, Location, class, camp, appointment, Keyword, and date filters. Filters related to enrollments return results that are true as of the day you generate the report.
  • Why did my selected class, camp, or appointment filters stop affecting the report?
    • Changing the report date range after making Pre-filter selections may cause some selections to become invalid. Recheck your Pre-filter, Choose Class, Choose Camp, and Choose Appointment selections before generating the report again.
  • Why does a camp student appear active on dates between selected camp blocks?
    • Camp enrollments are considered active from the first selected block through the last selected block. If a student is enrolled on May 5 and May 8, the System considers the enrollment active from May 5–May 8.
  • Why does the instructor filter not change the report results?
    • Students are only associated with an Instructor when an active enrollment is present. The Choose Instructor filter will not affect results if the related Status filter is set to “All” or “Inactive.”
  • How can I include all family email addresses instead of only the primary email address?
    • Enable Show All E-Mail Addresses before generating the 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).