This support article will discuss how you can create almost any custom report on the People page. This page contains all Enrollments (active and inactive) in your company. With this feature, you can control your views, which are unique per user.
NOTE: We will be adding Saved Views to this page in the future.
Choosing Columns
Clicking the Columns button opens a window that allows you to manage columns and column orders. On the left side, you will see the SHOW / HIDE section where you can show or hide five categories of fields (Enrollments, Enrollees, Accounts, Program Options, and Program Forms) using a "Select all" check box or selecting them one at a time.
Click "Apply" to apply the columns (to reorder columns, see Reordering Columns below).
Column Sections
Column Sections
Enrollment Section
The Enrollment section has the following options:
Enrollment Tags
Enrolled (date)
Class
Class Name
Class Time (if applicable)
Class List (if applicable)
Class Category (if applicable)
Location
Location Status
Location Archived
Enrollment Period
Enrollment Period Status
Enrollment Period Archived
Days
Payment Plan Type
Payment Plan Name
Billing Notes
Enrollee Section
The Enrollee section has the following options:
Enrollee Tags
Photo
Enrollee
First Name (Enrollee)
Last Name (Enrollee)
Gender (if visible on Enroll Form)
Birthdate (if visible on Enroll Form)
Age (if Birthdate is visible)
Custom fields from your Enroll Form Fields under "Enrollee Info"
Account Section
The Account section has the following options:
Account Tag
Account (Primary Account Holder)
On File (payment information is on file)
Auto-Pay
Has Pin
$ Balance (account balance)
Email
Account First Name
Account Last Name
Account Cell (if visible on Enroll Form)
Street Address fields (Address, City, State, Zip) (if visible on Enroll Form)
Custom fields from your Enroll Form Fields under "Account Info"
Program Options
The Program Options include the following:
All Program Options under each current Enrollment Period (i.e., "Program Name," "Schedule," etc.)
Program Forms
These are a set of custom, conditional questions triggered only when a user selects a specific Program during enrollment. They are also attached to specific Programs. See this article for how to create a Program Form. The Program Forms will be listed on the Columns window in order they are listed on the Enroll Form builder page.
Column Headings
Sometimes custom enroll form fields are rather long and can get unwieldy on the table. To remedy this, do one of the following:
1 - Extend the Column Width
Place your cursor in between a column and drag the column to the left or right to widen or narrow it.
2 - Rename the Column
We provide a way to create a nickname for each custom field label. This way, you have the context of the custom field label (or the intake question) before creating a shortened column header using a nickname.
3 - Edit the Enroll Form Field
You can also just edit the enroll form field itself on the Enroll Form builder. Once the field is edited, it will automatically change on the table. See this article for steps on how to edit an Enroll Form field.
Reordering Columns
To reorder the columns you have selected to display, the Reorder section is on the right side of the column window. Just drag each column up or down to reposition them on the table. The ones at the top will display to the left on the table. Then click "Apply" to make your changes take effect.
Filtering Columns
Filters are powerful ways to refine your dataset further. Every field type has different options for filtering, so rather than explaining them all, here are just a few worth taking note of:
Age filter and Account Balance - allow you to set a Min and Max value.
Tags - The only Tags that will show under each type (Enrollment Tags, Enrollee Tags and Account Tags) will be those that have been used as such. For example, a Tag named "Allergies" was only used as an Enrollee Tag. "Allergies" will show as an option for the filter "Enrollee Tags," but not for "Account Tags."
Active - You can filter for both active and inactive Enrollments
Enrolled - enables you to pick a date range.
Auto-Pay and On File - Find those with ACH and/or credit card as their payment method or who has Auto-pay on and which payment method they are using. Also find those who have Auto-pay turned on/off.
Payment Plans - enables you to choose one or more specific Payment Plan types (scheduled, installment, or subscription) or one or more specific Payment Plans by name.
Billing Notes - These are the internal notes on a customer's Billing page. Filter by if this field is not empty or contains specific phrases. Coupon codes can be found in the Billing notes.
Location and Enrollment Period Status and Archived - Filter by multiple current or archived Locations (if applicable) or Enrollment Periods (these are where your Program live, i.e. "[Year] School Year"). You can also filter by archived date (use the "Location/Enrollment Period Archived" filter).
Single and Multi-Select fields (including Program Options) - allow you to choose one or many options.
You can select filters (that are in alphabetical order) from the dropdown menu, or search for them in the search box.
When a filter has been selected, it will show up under the "Filter" button that can be removed by clicking the "x" icon.
And/Or Logic on Columns
To assist you in finding the data you are searching for, we have added the ability to have and/or logic. This means you can filter the table to only show rows that have ALL the conditions selected, or you can show the rows that have AT LEAST ONE of the conditions selected. Here is the breakdown of how the AND and OR logic is applied:
1. AND Logic (Within a Group)
When you add multiple conditions inside a single Filter Group, the system uses AND logic. This means an enrollment must meet all the criteria in that group to appear in your list.
Example: If you set
Class Name = Yoga 101ANDBalance > 0, only people in that specific class who also owe money will show up.
2. OR Logic (Between Groups)
When you click Add Filter Group (OR), you create a separate set of criteria. The system uses OR logic between these groups, meaning an enrollment will show up if it matches either Group 1 or Group 2.
Example: * Group 1:
Age > 18OR
Group 2:
Program Name = Adult Workshops and Adult EnrichmentResult: You will see everyone over 18 (regardless of class) and everyone in Adult Workshops and Adult Enrichment Programs (regardless of age).
Pro Tip: Think of a Group as a single "bucket." If you want to find a very specific person, keep adding conditions to the same group. If you want to create a list of several different types of people, add more groups.
Be sure to click "Apply" to apply the filters to the table. Once filters are applied, open the Filters window back up to delete or edit filters.
Sorting Columns
The default sorting options are:
1st - Sorting by Enrollee column in descending alphabetical order
2nd - Sorting by Enrolled column in descending order (from oldest to newest)
How Multi-Column Sorting Works
Think of multi-column sorting as a hierarchy of rules. Instead of the list moving in just one direction, you are telling the system exactly how to handle "ties."
1. The Primary Rule (The "Anchor")
The first column you sort by is your Primary Sort. The entire list will follow this rule first.
Example: Sorting by Enrollee (A-Z) anchors the list alphabetically by name.
2. The Secondary Rule (The "Tie-Breaker")
When the system finds two or more rows with the exact same value in your primary column (like multiple enrollments for the same student), it looks to your Secondary Sort to decide which one goes on top.
Example: If "Jane Doe" has five enrollments, the system uses the Enrolled date column to break the tie.
3. Mixed Directions
The "trick" is that each rule can move in a different direction. You can sort names A $\rightarrow$ Z while simultaneously sorting their dates Newest $\rightarrow$ Oldest.
At a Glance: The Logic Table
If Column A is... | The system looks at... | Result |
Different | Column A only | Standard alphabetical or date order. |
Identical | Column B (Tie-breaker) | The secondary rule decides the order for those specific rows. |
Example:
In this example, the first column that is sorting is "Enrollee." The second one is the "Enrolled" column. So the table is first sorting on Enrollee names (by last name) so the Enrollees column will sort from A-Z (ascending order). The next column to
How to Edit Sorting
All Columns that are being sorted show up in the "Sorting" window. Click on the "Sorting" button to open up this window. You can change the columns being sorted as well as the order. Click the trashcan icon beside a sort to delete it.
There are a few columns that cannot be sorted; these are:
Tag columns (Enrollment, Enrollee, and Account)
Days (Enrollment section)
Payment Plan Type and Payment Plan Name (Enrollment section)
Class (Enrollment section)
Photo (Enrollee section)
You can also see which columns are being sortd on table itself by checking for arrows. Click these arrow to change the sorting order or remove it.
When you click on the arrow beside a column that is being sorted, you have several options:
Remove the column sort by clicking the "x" icon beside "Sorting on [#] columns" OR clicking the trashcan icon beside "Sorting 1st, 2nd, etc" (if you are sorting on more than one column).
Change the sort hierarchy by clicking the minus ("-") or plus ("+") icon to change the order. For example, in the example below, we are sorting first on the Enrolled column. If I want to change this to sort by this column second, I would click the plus icon to change the sort order.
Edit the sort order (asending/descending 1-10/A-Z) by clicking the arrow icon.
Selecting Enrollees
Check the box at the top to select all, OR check the box(es) next to the rows you want to export. Once you select the Enrollees, the menu will become active where you can do the following actions:
Bulk Add/Remove Tags
Create Bulk Invoices, Credit, or Bulk post Payments
Print or export data (when exporting, you have the choice to export only the current columns (the ones showing) or all data (all columns)
Send a SMS text to the Primary Account Holder or Secondary Account Holder, or both
Copy emails of the Primary Account Holder or Secondary Account Holder, or both
Upcoming Improvements
Upcoming Improvements
In the future, we plan to include the following tabs on the People page:
Enrollees
Accounts
Contacts
Admins
Teachers
Activities
Documents
This page will eventually replace the current Enrollees Table.