IN BRIEF
The New Enrollments List Report (CLA-9) generates a list of new enrollments within a specified date range. The report includes the class name, student name, enrollment type, enrollment dates, enrollment creation date, and assigned instructor(s). Administrators can apply filters to limit results, distinguish the enrollment source, and choose how results are displayed or sorted.
Overview
The New Enrollments List Report identifies new enrollments that occurred within a defined date range. The report includes the following details:
- Class name
- Student name
- Enrollment type
- Enrollment date(s)
- Enrollment created date
- Instructor(s)
The report can also distinguish enrollments created through the Customer Portal versus the Office Portal.
Key Report Features
- Generates enrollments within a user-defined date range
- Allows filtering by enrollment criteria, class information, keywords, staff involvement, and more
- Offers options to display additional information such as emails, class schedules, and enrollment notes
- Provides multiple export formats (HTML, PDF, XLS, CSV)
- Includes sorting options for customizing how results are presented
Important Notes
- If a substitute instructor was present on the day the enrollment occurred, an asterisk (*) displays beside the instructor’s name.
- Filters related to enrollments produce results based on the Start Date/End Date selected when generating the report.
- If you routinely use the same settins for your report filters, you can save them as Preset Filters to streamline future reporting.
Accessing the Report
- From the main navigation menu, go to REPORTS.
- Click on the Classes section.
- Select New Enrollments List Report (CLA-9).
Step-by-Step Instructions
- Navigate to the New Enrollments List Report (CLA-9) under REPORTS>CLASSES.
- Enter a Start Date and End Date to define the date range for the report.
- Apply any desired filters.
- Select any preferred display options.
- Select a sorting option.
- Choose your desire output format (HTML, PDF, XLS, CSV) to generate the report.
General Filters
-
Start Date/End Date
- Limits results to enrollments that began within this date range.
- If left blank, the System defaults the Start Date to the current date and leaves the drop date NULL.
-
Enrollment/Created Date
- By Enrollment Date: results are based on the actual enrollment start date, regardless of when the enrollment was created.
- By Creation Date: results are based on when the enrollment was created, regardless of the enrollment’s actual start date.
-
Locations
- Select one or more locations to limit results.
-
Enrollment Type
- Active
- Single Day (if enabled)
- Make-Up
- Trial
- Wait List
-
Created By
- Customer Portal User – includes only enrollments created through the Customer Portal.
- Staff Member – includes only enrollments created by staff in the Office Portal.
Class Filters
- Choose Program
- Choose Class Level
-
Choose Instructor
- Entries are not included for any selected instructor who was not associated with the enrollment(s) during the specified date range.
- If an instructor was deleted after the report’s Start Date, results include entries before the deletion date.
- If an instructor was created or assigned to an event after the report’s End Date, they are not included in results.
-
Choose Session
- Displays current/future sessions by default.
- Enable the Show Past toggle to access past sessions or rolling sessions.
- Choose Class Keyword
- Choose Family Keyword
- Choose Student Keyword
- Choose Class
Display Options
-
Distinguish Between Customer Portal Enrollments
- Adds a “Source” column to indicate “Staff” or “Portal.”
-
Hide Transfers
- Hides new enrollments created due to a transfer from one class to another.
-
Show Emails on Report
- Adds the family’s primary email address.
-
Show Class Schedule on Report
- Adds a column displaying day/time the class meets.
-
Show Inactive Instructors
- Displays names of inactive instructors still assigned to classes associated with new enrollments.
- Same inclusion/exclusion rules as the Choose Instructor filter.
-
Show Enrollment Notes
- Includes additional enrollment notes in the report.
-
Sorting Options
- Date – chronological by enrollment start date (default)
- Instructor – alphabetical by class instructor
- Start Time – chronological by class schedule
- Created Date – chronological by the date the enrollment was created
Available Formats
- HTML
- XLS
- CSV
Troubleshooting & FAQs
-
Why am I not seeing an instructor I selected in the results?
- Instructors are only included if they were associated with an enrollment during the selected date range. If the instructor was deleted after the Start Date, their entries still appear for dates before deletion. If they were added after the End Date, they do not appear.
-
Why are transfers appearing even though I selected “Hide Transfers”?
- Transfers may appear if the original enrollment or the resulting enrollment falls within the selected date range. Ensure the “Hide Transfers” option is enabled and the date range aligns with when the transfer occurred.
-
Why do results not match my preset filters?
- Presets load only the saved filter configurations. You must still select the date range before generating the report.