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What is the Guardian User Access Report (FAM-13)?

IN BRIEF
The Guardian User Access Report (FAM-13) generates a list of users and the family accounts they can access through the Customer Portal/Mobile App. Administrators can use this report to review guardian login access, invitation status updates, last login timestamps, and related family enrollment details.

Overview

The Guardian User Access Report (FAM-13) helps administrators review which guardian users have login access to family accounts. The report includes details such as the user email address, user name, family name, status update timestamp, and last login timestamp.

Because a guardian user’s email address can be associated with multiple family accounts, the report sorts results alphabetically by the guardian user email address.

The Status Updated field reflects the timestamp for when the guardian user invitation was accepted, expired, or revoked. The Last Login field shows the timestamp of the user’s most recent login.

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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. Select FAM-13 Guardian User Access Report from the list of available reports.

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Step-by-Step Instructions

General Filters

  • Use As Of Date to find guardians based on family enrollment status as of a specific date.
    • If using As Of Date, select the appropriate enrollment status.
      • Currently Enrolled (Active) — includes guardians associated with families who have an "ACTIVE" type enrollment in classes/camps on the As Of Date, regardless of past or future enrollment status
      • Enrolled in the Future (Only) — includes guardians associated with families without a current "ACTIVE" type enrollment in classes/camps on the As Of Date, but with an "ACTIVE" type enrollment after that date
      • Previously Enrolled (Only) — includes guardians associated with families without a current "ACTIVE" type enrollment in classes/camps on the As Of Date, but with an "ACTIVE" type enrollment before that date
      • Never Enrolled — includesguardians associated with families with no recorded "ACTIVE" type enrollments in classes/camps
  • Use Advanced Active/Inactive Search to find guardians associated with families based on active or inactive enrollment activity within a date range.
    • If using Advanced Active/Inactive Search, select the enrollment types to include.
      • Include Class Enrollments — includes only guardians associated with families with "ACTIVE" type class enrollments during the selected date range or on the selected As Of Date
      • Include Camp Enrollments — includes only guardians associated with families with "ACTIVE" type camp enrollments during the selected date range or on the selected As Of Date
      • Include Appointment Bookings — includes only guardians associated with families with appointment bookings scheduled to meet during the selected date range or on the selected As Of Date
    • Any/All: If any combination of class, camp, or appointment enrollments/bookings are selected, choose whether guardians must meet any or all selected criteria.
      • Any — includes guardians associated with families with either class enrollments or camp enrollments
      • All — includes guardians associated with families with both class enrollments and camp enrollments
  • Enrollment Type Status
    • Active
    • Single Day
    • Make Up
    • Trial
    • Wait List
  • Locations
    • Includes only guardian users associated with families with enrollments tied to the selected Location(s).
  • Choose Program
    • Limits the report to guardian users associated with families with an active enrollment in a class tied to the selected Program.
    • Because guardian users associated with families are only associated with a Program when an active enrollment exists, this filter does not affect results if the Status filter is set to All or Inactive.
  • Choose Family Keywords
    • Limits the report to guardian users associated with families that have the selected Family Keyword assigned.
  • Choose Student Keywords
    • Limits the report to guardian users associated with families where at least one student has the selected Student Keyword assigned.
  • Choose Program Keywords
    • Limits the report to guardian users associated with families where at least one student enrolls in a class or camp that has the selected Program Keyword assigned.
  • Choose Class Keywords
    • Limits the report to guardian users associated with families where at least one student enrolls in a class that has the selected Class Keyword assigned.
  • Choose Camp Keywords
    • Limits the report to guardian users associated with families where at least one student enrolls in a camp that has the selected Camp Keyword assigned.
  • Choose A Referral Source
    • Includes only guardian users associated with families that have the selected Referral Source assigned to the family account.

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Class/Camp Filters

Changing the date range after making any pre-filter selections may cause some selections to become invalid. Invalid selections will not appear on the final report.

  • Pre-Filter
    • Limits the available results in the Choose Class and Choose Camp filters.
    • This filter only controls which class or camp options appear for selection. It does not directly affect the final report results.
  • Choose Instructor
    • Limits the Choose Class and Choose Camp filters to only show classes or camps associated with the selected Instructor(s).
    • The final report will not include entries for a selected instructor or staff member who was not associated with the specified enrollments, events, or related records during the selected date or date range.
    • If an instructor was deleted after the report start date, the results include relevant entries for that instructor on dates before they were deleted.
    • If an instructor was created or attached to an event after the report end date, the instructor will not appear in the results.
  • Status
    • Active — displays only classes or camps marked Active
    • Inactive — displays only classes or camps marked Inactive
  • Choose Class
    • Limits the report to guardian users associated with families where at least one student enrolls in the selected class(es).
  • Choose Camp
    • Limits the report to guardian users associated with families where at least one student enrolls in the selected camp(s).

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Display Options

  • Print User And Guardian Name As 'Last Name, First Name'
    • Enabled by default.
    • If disabled, the report displays user and guardian names in First Name/Last Name format.
  • Show Custom Fields
    • If enabled, the report displays additional columns containing Family Custom Field data.

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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

Advanced Active/Inactive Search

Enable Advanced Active/Inactive Search to enter date ranges for active and/or inactive enrollment 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

Leaving both options enabled means that both statements must be true. The family must have been active within the selected active date range and inactive within the selected inactive date range.

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Camp Enrollment Date Handling

Camp enrollments count as ACTIVE for the full period between the first selected camp block and the last selected camp block.

For example, if a student enrolls only on May 5 and May 8, the System considers the enrollment active from May 5–May 8. This also includes May 6 and May 7.

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Keyword Filter Behavior

Leaving a keyword filter blank includes all families for that filter type. Selecting multiple keywords for the following filters includes only families associated with all selected keywords:

  • Choose Family Keywords
  • Choose Student Keywords
  • Choose Program Keywords
  • Choose Class Keywords
  • Choose Camp Keywords

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Pre-filter Behavior

The Pre-filter limits the results shown in the Choose Class/Camp filters. The Pre-filter only affects the available options shown there.

If staff select specific classes or camps after using the Pre-filter, those class or camp selections affect the data shown on the final report.

Changing the report date range after making any Pre-filter selections may cause some selections to become invalid. Invalid selections will not be reflected on the final report.

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Troubleshooting & FAQs

  • Why does the same guardian user email appear more than once?
    • A guardian user email address can be associated with multiple family accounts. The report sorts results alphabetically by the guardian user email address.
  • Why did some class or camp selections disappear after changing the date range?
    • Changing the date range after making pre-filter selections can cause some selections to become invalid. Invalid selections will not appear on the final report.
  • Why does the Choose Program filter not change my results?
    • Guardian users associated with families are only associated with a Program when an active enrollment exists. This filter does not affect results if the Status filter is set to All or Inactive.
  • Why is a camp enrollment counted as active on dates between selected camp blocks?
    • Camp enrollments count as active from the first selected block through the last selected block, including dates between those selected blocks.
  • Can I save commonly used filters for this report?
    • Yes. Use Preset Filters to save commonly used report filters, then load the preset when opening the report page.

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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).