IN BRIEF
The Staff Phonebook Report (STA-2) provides a list of staff members in the database as of the day the report is generated. Administrators can use this report to review staff contact information, including primary and secondary phone numbers and primary email addresses.
Overview
The Staff Phonebook Report (STA-2) lists staff members in the database, along with their primary phone number, secondary phone number, and primary email address.
Use this report when you need a quick reference list of staff contact information. The available filters allow you to limit results by hire date, release date, status, Location, class or camp assignment details, staff keywords, Staff Role, or Staff User Group.
Report scope
This report references permanently assigned instructors only. Staff members may not appear if they do not meet the report’s assignment or filter requirements.
Enrollment-based filters
Chosen filters that relate to enrollments will produce results that are true as of the day you generate the report.
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.
- For more information, see What are Preset Filters for Reports?
Accessing the Report
- From the main navigation menu, go to Reports.
- Select Staff Phonebook Report (STA-2) from the list of available reports.
Step-by-Step Instructions
General Filters
- Select the date filters needed for the report:
- Start Hire Date: Limits the report to staff members with a hire date on or after the selected date.
- End Hire Date: Limits the report to staff members with a hire date on or before the selected date.
- Start Release Date: Limits the report to staff members with a release date on or after the selected date.
- End Release Date: Limits the report to staff members with a release date on or before the selected date.
- Select the Status filter:
- Select All: Includes all staff members, regardless of active or inactive status.
- Active: Includes only staff members whose account status is set to “Active.”
- Inactive: Includes only staff members whose account status is set to “Inactive.”
- Select one or more Locations, if needed.
- Limits the report to staff members who are assigned to classes or camps associated with the selected Location or Locations.
- Select one or more Day Of Week options, if needed.
- Limits the report to staff members who are assigned to classes or camps associated with the selected day or days of the week.
- Select one or more Program options, if needed.
- Limits the report to staff members who are assigned to classes or camps associated with the selected Program or Programs.
- Select one or more Level options, if needed.
- Limits the report to staff members who are assigned to classes or camps associated with the selected Level or Levels.
- Select one or more Staff Keyword options, if needed.
- Limits the report to staff members who have the selected Staff Keyword or Keywords assigned.
- Select one or more Staff Role options, if needed.
- Limits the report to staff members who have the selected Staff Role or Roles assigned as their default Staff Role.
- Select one or more Staff User Group options, if needed.
- Limits the report to staff members who are assigned to the selected Staff User Group or Groups.
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.
Troubleshooting & FAQs
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Why is a staff member missing from the report?
- Review the selected filters, including Status, Locations, Day Of Week, Choose Program, Choose Level, Choose Staff Keyword, Choose Staff Role, and Choose Staff User Group. The report only includes staff members who match the selected filter criteria.
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Does this report include temporary or substitute instructors?
- The report refers to permanently assigned instructors only.
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Why does the report change when generated on a different day?
- The report lists staff members in the database as of the day the report is generated. Changes to staff records, assignments, statuses, or contact information may affect the results.
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Can I save the same filter selections for future use?
- Yes. Use Preset Filters to save commonly used filter selections, then load the Preset Filter the next time you open the report.
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Which export format should I use?
- Use HTML for viewing the report in the browser, PDF for a print-friendly version, XLS for spreadsheet review, or CSV for spreadsheet import or external data use.