IN BRIEF
The Class Roll Not Taken Report (CLA-11) lists classes that do not have attendance recorded within a selected date range. Staff can use this report to identify missed attendance records and follow up with instructors or administrative staff as needed.
- Overview
- Accessing the Report
- Step-by-Step Instructions
- Understanding Filter behavior
- Troubleshooting & FAQs
- Related Articles
Overview
The Class Roll Not Taken Report identifies classes in your database that do not have a record of attendance for the selected date range. The report helps staff verify that attendance has been recorded for scheduled classes and locate missing roll records before they affect attendance tracking, reporting, or follow-up workflows.
Key Report Details
The report includes the following class details:
- Class name
- Assigned instructors
- Program
- Level
- Schedule, including day of the week and time
- Number of current ACTIVE enrollments
- Number of ACTIVE enrollments on each class date within the selected date range
If a substitute instructor was present on the day the enrollment occurred, the report displays an asterisk (*) beside the instructor’s name.
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.
- Locate the Class Roll Not Taken Report (CLA-11).
- Select the report to open the report filters.
Step-by-Step Instructions
General Filters
- Set the Start Date and End Date to define the date range the System will check for missing attendance records.
- Use the Locations filter to limit the report to classes associated with one or more selected locations.
- Use the Day Of Week filter to limit the report to classes that meet on one or more selected days.
- Use the Class Status filter to include classes based on their current status:
- Active – limits the report to classes currently marked “Active.”
- Inactive – limits the report to classes currently marked “Inactive.”
- Use the Choose Program filter to limit results to classes associated with one or more selected programs.
- Use the Choose Session filter to limit results to classes associated with one or more selected sessions.
- Use the Choose Level filter to limit results to classes associated with one or more selected class levels.
- Use the Choose Instructor filter to limit results to classes associated with one or more selected instructors.
- Use the Choose Room filter to limit results to classes associated with one or more selected rooms.
- Use the Choose Class Keywords filter to limit results to classes associated with one or more selected class keywords.
- Use the Choose Class filter to limit results to one or more selected classes.
Display Options
- Enable Show Inactive Instructors if you need the report to display inactive instructors who are still assigned to classes where attendance has not been recorded.
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.
Understanding Filter behavior
Choose Session filter behavior
The Choose Session filter displays current and future sessions by default. Enable Show Past to display past sessions and rolling sessions if needed.
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 related records during the selected date range.
The following instructor-related rules apply:
- If an instructor was deleted after the report Start Date, the report includes relevant entries for the instructor on dates before they were deleted.
- If an instructor was created or attached to an event after the report End Date, the report does not include the instructor in the results.
Show Inactive Instructors behavior
Enabling Show Inactive Instructors displays the names of inactive instructors who are still assigned to classes where attendance has not been recorded.
The following rules also apply when using this display option:
- 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 related records during the selected date range.
- If an instructor was deleted after the report Start Date, the report includes relevant entries for the instructor on dates before they were deleted.
- If an instructor was created or attached to an event after the report End Date, the report does not include the instructor in the results.
Troubleshooting & FAQs
-
Why is a class appearing on the report?
- The class appears because the System did not find an attendance record for that class within the selected Start Date and End Date range.
-
Why do I see an asterisk (*) beside an instructor’s name?
- The asterisk indicates that a substitute instructor was present on the day the enrollment occurred.
-
Why do I not see past sessions in the Choose Session filter?
- The Choose Session filter displays current and future sessions by default. Enable Show Past to include past sessions and rolling sessions.
-
Why is a selected instructor missing from the report results?
- The instructor may not have been associated with the selected enrollments, events, or related records during the selected date range. Deleted or newly attached instructors are included only when their association matches the report date range.