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Report - Group Enrolment Contact

Updated

Introduction

Welcome to the Group Enrolment Contact Report! This powerful tool is designed to give you a complete and detailed overview of student enrollments within your activity groups. Think of it as your master contact and information list for every class.

The report pulls together everything you need to know about your students in one place, including their personal details, what class they're in, their contract and payment information, and their family contacts. Its main purpose is to simplify communication, streamline administration, and provide clear insights into your member base and class rosters.

This report is ideal for Program Managers, Swim School Coordinators, and Front-Desk Staff who need to manage class enrollments, communicate with students and their guardians, and maintain up-to-date contact lists.

Before You Start

To see this report, you first need the right permissions in the system. If you can't find the report, please ask your system administrator to follow these steps to grant you access.

How to Set Up Report Permissions

  1. Navigate to the permissions area by clicking through the following path: PGM -> Clubs -> System Permissions.
  2. Select the employee role that you want to give access to (e.g., 'Front Desk Staff').
  3. A list of all available permissions will appear. To find the report permission quickly, you can use the search bar at the top and type "Group Enrollment Contact".
  4. Alternatively, you can look for it within the report categories. Most custom reports like this one are found in the 'Custom' category.
  5. Once you find the report, tick the checkbox next to its name to grant access to the selected employee role.
  6. Click Save.

How to Generate the Report

Once you have the correct permissions, you can generate the report at any time.

  1. Navigate to the reports section: PGM -> Reports -> All.
  2. You will see a list of all available reports. Use the search bar and type "Group Enrollment Contact" to find it easily.
  3. You can also filter by category. This report is located in the 'Courses' category.
  4. Once you've found the report, click on its name to open the filter options.

Understanding the Filters

Before the report runs, you'll need to set some filters to get the exact information you need. Here’s what each filter does:

  • Club: Select the specific club you want to run the report for. Important: You must select a single club; this report will not work if "All Clubs" is chosen.
  • Activity Categories: This lets you narrow down the report by the type of activity. For example, you could select 'Swimming Lessons' to only see students in those classes. If you leave this blank, the report will include all activity categories.
  • TimeTable Category: Use this to filter by a specific program or term. For example, select 'Term 4 Program' to only see enrollments for that term. If you leave this blank, it will include all timetable categories.
  • Employee: This allows you to see enrollments for groups taught by a specific instructor. Select a name from the list. To see all instructors, simply leave it as "All Employees".
  • Date Since: This is the start date for your report. The report will include any groups or enrollments that were active on or after this date. For example, to see all enrollments for September, you would set this to 'September 1st'.
  • Date Until: This is the end date for your report. The report will include any groups or enrollments that were active on or before this date. For example, to see all enrollments for September, you would set this to 'September 30th'.

Report Output

The report will generate a single tab named "Group Enrolment Contact" containing a detailed list of all students who match your filters. Here is a breakdown of what each column means.

Group Enrollment Contact

  • UserGroupId: The unique system ID number for the group or class.
  • EnrollmentId: The unique system ID number for the student's specific enrollment in that group.
  • Group: The name or number of the group/class.
    • For example, if a group has been deleted from the system but had enrollments in your selected date range, it will appear as (Group DELETED) Tadpoles Level 1.
  • TimeTableCategoryName: The name of the overarching program or schedule the group belongs to (e.g., 'Term 4 2025').
  • ActivityCategoryName: The category of the activity (e.g., 'Learn to Swim').
  • ActivityLevelName: The specific skill level of the group (e.g., 'Beginner').
  • StudentUserNumber: The unique ID number assigned to the student.
  • StudentName: The first name of the enrolled student.
  • StudentSurname: The last name of the enrolled student.
  • StudentDateOfBirth: The student's date of birth.
  • StudentAge: The student's current age, calculated in years.
  • StudentGender: The gender of the student.
    • For example, if a student's gender is not specified in their profile, this column will show Other.
  • ContractId: The unique system ID for the student's contract that covers this enrollment.
  • CourseContractStatus: The current status of the student's contract (e.g., 'Active', 'Cancelled').
  • ContractStartDate: The date the student's contract began.
  • ContractEndDate: The date the student's contract is scheduled to end. This may be blank if there is no end date.
  • GroupEnrollmentStartDate: The date the student was officially enrolled in this specific group.
  • GroupEnrollmentEndDate: The date the student's enrollment in this group ends. This may be blank if the enrollment is ongoing.
  • ContractPaymentMethod: How the contract is paid (e.g., 'Direct Debit', 'Upfront').
  • CostPerClass: The price of a single class for this enrollment.
  • ChargePolicy: The rule the system uses for billing (e.g., 'PerBooking', 'PerPeriod').
  • StudentBalance: The student's total account balance across all their contracts and purchases.
  • ContractBalance: The current balance of just this specific contract.
  • PaymentSource: Shows how the enrollment is paid for.
    • For example:
      • If it's a standard direct debit, it might show Direct Debit.
      • If the member paid for the full term upfront, it will show (Upfront) Cash
      • If another person (e.g., a parent) pays for the contract, it will show the payment method followed by the payer's name and user number, like Direct Debit (Jane Smith 56789).
  • LastVisit: The last date and time the student checked into the facility for any activity.
  • LastAttendedThisGroup: The last date the student was marked as 'present' for this specific group.
  • RelationType: Shows if the student is linked to a parent in the system.
    • For example, if a child is enrolled and linked to a parent's account, this column will say Parent. If an adult is enrolled for themselves, it will say (Independently Enrolled).
  • ParentUserNumber: The unique ID number of the student's primary parent, if one is linked.
  • ParentFullName: The full name of the student's primary parent.
  • HasSpouse: Indicates if the student is linked to a spouse.
    • It will show 1 if they have a spouse and 0 if they do not.
  • HasSiblings: Indicates if the student has siblings who are also in the system.
    • It will show 1 if siblings are found (linked to the same parent) and 0 if not.
  • LegalGuardianUserNumber: The unique ID number of the student's legal guardian, if different from the parent.
  • LegalGuardianFullName: The full name of the student's legal guardian.
  • ContactEmailSource: Shows where the primary contact email comes from. The system looks for an email in a specific order.
    • For example, if the student has an email on their own profile, this will say UserEmail. If they don't, but their linked parent does, it will say ParentEmail. The hierarchy is: Student > Parent > Legal Guardian > Spouse.
  • ContactEmail: The best available email address for the student, based on the source above.
  • ContactPhoneSource: Shows where the primary mobile phone number comes from, following the same logic as the email source.
  • ContactMobile: The best available mobile number.
  • ContactStateSource: Shows where the primary state/address information comes from, following the same logic as the email source.
  • ContactState: The state the member is located in (e.g., Victoria, New South Wales).
  • StudentAddress: The student's street address.
  • StudentCity: The city from the student's address.
  • StudentState: The state from the student's address.
  • StudentPostalCode: The postcode from the student's address.
  • ParentAddress: The primary parent's street address.
  • ParentCity: The city from the parent's address.
  • ParentState: The state from the parent's address.
  • ParentPostalCode: The postcode from the parent's address.

Hints

  • Single Club Selection is Key: Remember, you must select an individual club from the 'Club' filter. The report is not designed to run for "All Clubs" and will show an error if you try.
  • Best Contact Info: The 'ContactEmail' and 'ContactMobile' columns are designed to give you the most likely contact point for that enrollment. For a child, this will usually be the parent's details. The 'Contact...Source' columns tell you exactly whose information is being shown.
  • Using 1s and 0s: The HasSpouse and HasSiblings columns use 1 for yes and 0 for no. This makes it easy to filter your exported Excel file to quickly find all students with siblings, for example.

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