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

IN THIS ARTICLE:
Learn about the Guardian User Access Report (FAM-13) and how to generate it.

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

The Guardian User Access Report generates a list of users with the accounts for which they have login access. The report includes the User email, User Name, Family Name, Status Updated (timestamp of when their invitation was Accepted/Expired/Revoked), and timestamp of the user’s Last Login.

As a Guardian User’s email address can be associated with multiple family accounts, the report is sorted alphabetically by the Guardian User email address.

If you commonly use the same filters when running this report, you can now save them as Presets! Simply load a Preset Filter whenever you open the report page, set your date range and click to generate the report in your preferred format. See our "Preset Filters for Reports" document for more information.

Available Formats

The Guardian User Access Report is available in either HTML, PDF, XLS or CSV format.

Available Filters

General Filters

ADVANCED ACTIVE/INACTIVE SEARCH or AS OF DATE: If this option is left disabled, the system will use the “As Of Date” specified below to look at guardian users associated with families 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) – Choose this option to include guardian users associated with families/students that 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) – Choose this option to include guardian users associated with families/students that do not have a current "ACTIVE" type enrollment in classes/camps on the “As of Date” but do have an "ACTIVE" type enrollment after that date.
  - Previously Enrolled (Only) – Choose this option to include guardian users associated with families/students that do not have a current "ACTIVE" type enrollment in classes/camps on the “As of Date” but did have an "ACTIVE" type enrollment prior to that date.
  - Never Enrolled – Choose this option to include guardian users associated with families/students which have no recorded "ACTIVE" type enrollments in classes/camps.

If the “Advanced Active/Inactive Search” option is enabled, you are presented with the option to enter date ranges:

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 will assume that both statements must be true (i.e., the family must have been active within the specified active date range AND inactive within the specified inactive date range).

ENROLLMENT TYPE
- Include Class Enrollments – Only includes guardian users associated with families with "ACTIVE" type Class enrollments during the specified date range/on the specified “As of Date.”
- Include Camp Enrollments – Only includes guardian users associated with families with "ACTIVE" type Camp enrollments during the specified date range/on the specified “As of Date.”
  - NOTE: Camp enrollments are considered ACTIVE in a camp for a period of time starting with the first block they have selected and ending with the last block. Therefore, if a student is enrolled only on May 5th and May 8th, their enrollment will be considered active from May 5th-May 8th (also encompassing May 6th and 7th).
- Any/All - if both enrollment types are selected (classes and camps) allows you to limit results based on whether guardian users associated with families meet ANY selected criteria or ALL of the selected criteria.
  - Any - only includes guardian users associated with families with either class enrollments OR camp enrollments.
  - All - only includes guardian users associated with families with both class enrollments AND camp enrollments.
ENROLLMENT TYPE STATUS
- Active
- Single Day
- Make Up
- Trial
- Wait List
LOCATIONS: the system will only include guardian users associated with families with enrollments associated with the selected Location(s) in the results.
CHOOSE PROGRAM: select a Program to limit the report to only guardian users associated with families with an active enrollment in a class associated with that program. (Because guardian users associated with families are only associated with a Program when an active enrollment is present, this filter will not have any effect on the results if the STATUS filter is set to “All” or “Inactive”.)
CHOOSE FAMILY KEYWORDS: select a Keyword to limit the report to only guardian users associated with families who have the selected Family Keyword assigned.
CHOOSE STUDENT KEYWORDS: select a Keyword to limit the report to only guardian users associated with families where at least one student in the family has the selected Student Keyword assigned.
CHOOSE PROGRAM KEYWORDS: select a Keyword to limit the report to only guardian users associated with families where at least one student in the family is enrolled in a class/camp that has the selected Program Keyword assigned.
CHOOSE CLASS KEYWORDS: select a Keyword to limit the report to only guardian users associated with families where at least one student in the family is enrolled in a class that has the selected Class Keyword assigned.
CHOOSE CAMP KEYWORDS: select a Keyword to limit the report to only guardian users associated with families where at least one student in the family is enrolled in a camp that has the selected Camp Keyword assigned.
CHOOSE A REFERRAL SOURCE: the family with which the guardian user is associated must have the selected “Referral Source” associated with their account.

Class/Camp Filters

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

PRE-FILTER – the “Pre-filter” limits the results of the Class/Camp filter and only affects the options shown there. It does not affect any actual report results.
- CHOOSE INSTRUCTOR: select one or more Instructor(s) to limit the “Choose Class/Camp” filter(s) to only show classes/camps associated with the specified Instructor(s).
  - NOTE: Entries will not be included on the final report for any selected instructor/staff member who was not associated with specified enrollments, events, etc., during the designated date/date range.
    - If an instructor was deleted AFTER the start date of the report, the results will include relevant entries for the instructor on the date(s) before they were deleted.
    - If an instructor was created/attached to an event AFTER the end date of the report, the instructor will not be included in the results.
- STATUS
  - Active – will display only classes/camps that are marked “Active”
  - Inactive – will display only classes/camps that are marked “Inactive”
CHOOSE CLASS: select one or more class(es) to limit the report to only guardian users associated with families where at least one student in the family is enrolled in the selected class(es).
CHOOSE CAMP: select one or more camp(s) to limit the report to only guardian users associated with families where at least one student in the family is enrolled in the selected camp(s).

Display Options

Print User And Guardian Name As 'Last Name, First Name' (enabled by default) - if disabled, User and Guardian names will be displayed in ‘First Name/Last Name’ format.
Show Custom Fields - if enabled, the report will display additional columns containing Family Custom Field data.