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Report - Group Enrollment Details

Introduction

The Group Enrollment Details report offers a comprehensive and detailed view of all student enrollments within your group classes for a specified period. It is designed to provide a complete picture of your program, from high-level class information down to the specifics of each student's contract, financials, and contact information. This powerful tool helps you track participation, manage class rosters, and understand the financial health of your group programs.

This report is best for program coordinators, swim school managers, and administrative staff who need to access detailed enrollment information for operational, financial, and communication purposes.

Before You Start

For you to be able to access this report, you will need to have the right system permissions configured for your employee role.

To do this, please follow the below steps:

  1. Navigate to PGM -> Clubs -> System Permissions.
  2. Select the employee role you wish to grant access to (e.g., Administrator, Front Desk).
  3. In the permissions list, you can either use the search bar at the top and type in the report's name, Group Enrollment Details, to find it quickly.
  4. Alternatively, you can browse through the categories. This report is often found under categories like 'Courses' or 'Personal Training'.
  5. Check the box next to the report name to enable access.
  6. Click Save.

How to Generate the Report

  1. First, navigate to PGM -> Reports -> All.
  2. You can find the report by using the search bar at the top of the page and typing "Group Enrollment Details".
  3. Alternatively, you can select a category from the dropdown menu, such as 'Courses' or 'Personal Training', to filter the list of reports.
  4. Once you have located the report, click on its name to open the filter options.

Understanding the Filters

This report uses a few simple filters to select the data you need.

  • Club: Select the club you want to run the report for from the dropdown list. You can also select "All Clubs" to see data from every club you have access to.
  • Date Since: Select the start date for the period you want to analyze. The report will include all classes that occurred on or after this date.
  • Date Until: Select the end date for the period you want to analyze. The report will include all classes that occurred on or before this date.

Report Output

The report output is a single table that contains a comprehensive list of every student enrollment for each class that occurred within your selected date range.

Group Enrollment Details
  • TimeTableEventId: A unique system ID for the specific class session.
  • UserGroupEnrollmentId: A unique system ID for the student's enrollment in the group.
  • Club: The name of the club where the class takes place.
  • Term: The name of the term or semester the class belongs to (e.g., "Term 3 2025").
  • Term Dates: The start and end dates of the term.
  • Class Category: The category the class is assigned to (e.g., "Learn to Swim").
  • Class: The name of the class.
    For example: If a class has been deleted from the system but had enrollments during the selected period, it will appear as "(Class DELETED) Tadpoles". Otherwise, it will just show "Tadpoles".
  • Class Start Time: The exact date and time the specific class session started.
  • Day: The day of the week the class was held (e.g., "Monday").
  • Time: The start time of the class session (e.g., "4:00 PM").
  • Zone: The specific location or area within the club where the class is held (e.g., "Indoor Pool Lane 1").
  • Activity Category: The broader category of the activity, like "Swimming".
  • Group Level: The skill level of the group.
    For example: If the group has been deleted, it will appear as "(Group DELETED) Level 1". Otherwise, it will just show "Level 1".
  • Group: The unique number or identifier for the group.
    For example: If the group has been deleted, it will appear as "(Group DELETED) G-101". Otherwise, it will just show "G-101".
  • Group Trainer: The primary trainer assigned to the group for the term.
    For example: If the group has been deleted, the trainer's name will be prefixed, like "(Group DELETED) John Smith".
  • Class Trainer: The trainer who conducted that specific class session.
  • UserId: The unique system ID for the student.
  • Student User Number: The student's unique identification number in the system.
  • Student Name: The first name of the enrolled student.
  • Student Surname: The last name of the enrolled student.
  • Student Date Of Birth: The student's date of birth, shown in DD/MM/YYYY format.
  • Student Age: The student's age calculated in years and months (e.g., "5 years 3 months").
  • Student Age Decimal: The student's age as a decimal number (e.g., 5.2).
  • Concession card type: The type of concession card the student holds, if applicable.
  • Concession expiry date: The expiry date of the student's concession card, if applicable.
  • Student Level: The skill level assigned to the student for this activity category.
  • Medical Conditions: A list of any medical conditions recorded for the student.
  • Relation Type: The relationship between the student and the primary contact.

    If/Then Example:

    • If the student is a child linked to an adult, this will show "Parent".
    • If the student is an adult enrolled for themselves with no history of being linked to a guardian, it will show "(Independently Enrolled)".
    • If the student was previously linked to a guardian, but the link was not active at the time of the class, it will show "(No Relation At Time Of Class)".
    • Other relationships like "Spouse" may also appear.
  • Relation User Number: The user number of the parent or guardian.
  • Relation Name: The first name of the parent or guardian.
  • Relation Surname: The last name of the parent or guardian.
  • Contact Phone: The primary contact phone number.
    For example: This will show the parent's phone number if the student is a child, or the student's own phone number if they are enrolled independently.
  • Contact Email: The primary contact email address.
    For example: This will show the parent's email if the student is a child, or the student's own email if they are enrolled independently.
  • ContractId: The unique system ID for the contract associated with this enrollment.
  • Contract start date: The date the contract became active.
  • Contract end date: The date the contract is set to expire.
  • Status of Relevant Contract: The current status of the contract (e.g., 'Active', 'Ended', 'Cancelled').
  • Payment Plan: The name of the payment plan linked to the contract.
  • Enrollment Rule: The specific enrollment rule applied, which dictates pricing and other conditions.
  • Contract discount by class: Any discounts applied specifically to this enrollment.

    If/Then Example: The format explains the discount's validity period.

    • If a discount has no start or end date, it will show as "10% Sibling Discount (No expiry set)".
    • If it has an end date, it will show as "10% Sibling Discount (Expires 31/12/2025)".
    • If it has a start and end date, it will show as "10% Sibling Discount (From 01/01/2025 to 31/12/2025)".
  • Contract discount by payment plan: Any discounts applied at the payment plan level.
  • Contract Payment Method: Explains how the contract is charged.

    If/Then Example:

    • If there are no fees, it will show "No cost".
    • If there is a recurring fee and a per-class fee, it will show "Cost per interval and class (Direct Debit)".
    • If there is only a recurring fee, it will show "Cost per interval".
    • If there is only a per-class fee, it will show "Cost per class (Credit Card)".
  • Contract Ends With Course: Shows whether the contract is set to automatically end when the course finishes.
  • Payment Interval: The frequency of recurring payments (e.g., "Weekly", "Monthly").
  • Membership Fee: The recurring fee charged per payment interval.
  • Cost per Class: The additional cost charged for each class attended, if applicable.
  • Student Balance: The student's overall account balance (positive or negative).
  • Contract Balance: The outstanding balance specifically for this contract.
  • Payment Source: The method of payment used for the contract.
    For example: It might show "CreditCard". If the payment source belongs to someone other than the student (e.g., a parent), it will show "CreditCard (Jane Doe M1002)". For upfront payments, it will be prefixed, such as "(Upfront) Cash".
  • Last Visit: The date and time of the student's last recorded entry into the club for any reason.
  • Last Attended This Group: The date and time of the last class this student was marked as present for in this specific group.

Hints

  • This report shows one row for every scheduled class instance within your selected date range. This means a student enrolled in a weekly class will appear multiple times if your date range covers several weeks.
  • The report includes information on deleted classes and groups to ensure accurate historical reporting. These items will be clearly marked with a (DELETED) prefix.
  • The contact and relation information shown is what was active at the time of the class. This is useful for looking back at who the responsible guardian was on a specific date.

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