Lesson #15 - Enrollment Reports

Jackrabbit offers great flexibility in reporting with over 100 reports for families, students, classes, staff, enrollment, financial information, and more! 

These reports come in a few different formats.

All reports can be accessed from the Reports (menu), which offers many options for finding reports. Customize your Reports menu by marking your most frequently used reports as My Reports. Learn more about The Reports Menu.

For each option in the Main Menu (blue menu bar), you can use a link to access the related reports. For example, go to the Staff (menu) > Staff Reports to go to the Staff tab of the Staff Reports section.

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Click Here to Learn about the Various Reports 

Use the links below to learn about each section of the reports.

Frequently Asked Questions

Q.  What can cause blank search results in a report?

A.  If a report returns blank results, check to ensure that you do not have a blank field under Gear (icon) > Settings > General > Drop-down Lists (left menu).

Additionally, it is very important that you do not delete or edit a Drop-down Field. Check to be sure that the search criteria have not been edited or changed in some way. 

Example: A Session that has been changed from 2011-12 to 2011-2012 in Gear (icon) > Settings > General > Drop-down Lists (left menu) will create an issue for Jackrabbit when searching.

Q.  Which reports provide tax details?

A.  The Transaction Listing Report and Paid Fees Report provide tax details.

Q.  Why don't I see an Export or Print button on the report I generated?

A.  Check to be sure both the Export Grid Information and Print Grid Information user permissions, located in the General category, are selected.

Q.  How do I stop my pop-up blocker from preventing reports from displaying?

A.  Hold down the CTRL (Control) key while clicking Submit to prevent a pop-up blocker.

Jackrabbit offers great flexibility in reporting with over 100 reports for families, students, classes, staff, enrollment, financial information, and more. All reports can be accessed from the Reports menu.

There are a few different ways for you to navigate through the reports to find the one you are looking for:

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Report Categories & Tabs

Visible from Find Reports, report categories group related reports together. Additional tabs provide further breakdowns within each category.

 Note: Reports may be found in more than one category or within multiple tabs in a category.

Find Reports

Find Reports, from the Reports menu, opens a Keyword Search.

There are three ways a keyword is matched to a report:

• Keyword Match - The keyword matches a tag that Jackrabbit developers add to reports.
• Desc. Match - The keyword appears in the report description viewable when hovering over the report title.
• Title - The keyword appears in the title of the report.

My Reports

Choose your most frequently used reports and save them as My Reports! When you click on the Reports (menu) > My Reports a new page opens and all selected reports are displayed with red hearts.

In addition, once a report is a designated My Report, it will be added to the Reports menu and you can select it from the Reports menu list. 

• Each User ID selects and saves their own group of reports. 
• There is no limit to the number of My Reports you can add to the menu list.
• If you no longer want the report to be listed under My Reports, just click on the red heart to change it back to an outlined heart.
  
  

Find a Report

1. Go to the Reports (menu) > Find Reports.
2. Type in a Keyword Search term to find a specific report. Additionally, you can click on a category in the left menu to open a list of reports related to that category.
3. Hover over the report title to see a brief report description.
   • Click on the outlined heartat the end of the report name and the heart turns red. This means it has been selected as a frequently used report and has been added to your My Reports list.
4. Click on the report to open.

Add a Report to the Reports Menu

Go to the Reports (menu) > Add Report. Select a report from the All Reports list. Or click a category from the left menu to filter reports under a specific category. Click on the outlined heartat the end of the report name and the heart turns red. The report has been added to your My Reports list.
Once you have selected a report as a frequently used report and added a red heart, it will appear under the Reports menu. Click on My Reports or select one of the saved reports in your personalized list to open and run a report. To remove a report from your My Reports list, click on the red heart. The report will be removed from your My Reports list and removed from the Reports menu.

Many reports in Jackrabbit return results that are formatted in a table style.

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Use Search Fields to Locate Information in Reports

Many reports have column search fields. Enter a word into a search field to quickly locate information.

Search Results

Sort Your Report Data Using Column Headers

Click a column header in a table to sort the data in that column, either from lowest to highest or highest to lowest. The table is then reordered based on the values in the selected columns.

Button Options in Reports

At the top of many reports, there are several button options.

The arrows allow you to move back and forth through multiple pages, and the drop-down arrow increases the number of records displayed.

Show All

This button is available only if the report contains multiple pages of information. Select Show All to display all the information on a single page.

Print

Click Print to send the report to a printer. 

Note: The ability to print information is controlled by the Print Grid Information User Permission located in the General category.

Export

Click Export to send the report to:

•  Excel Spreadsheet (XLS) file 
• Comma Separated Value (CSV) file
• Portable Document File (PDF)

Note: Exporting information is regulated by the Export Grid Information User Permission, found in the General category.

Refresh

Select Refresh to reload the page display.

Show/Hide Columns

The Show/Hide Columns button is available on most table style reports and allows you to customize the display or hide specific columns of information within the report.  Use this option to tailor your report with important information that fits your business.

Throughout Jackrabbit, you will see grids, which are sometimes referred to as tables. These grids display the data you have entered into Jackrabbit; they are incredibly robust - allowing you to group, sort, filter for specific information, and more.  Note: the features available in each grid throughout Jackrabbit may vary.

Sample Grid

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Group Your Data

Drag and drop column headers to the grouping bar to create groups within your report. 

• Click on the column title in the grouping bar to re-sort the column in ascending or descending order.
• When multiple columns are added to the grouping bar, the first column on the left is the first level of grouping. The second column added to the grouping bar will group the rows within the first column, etc. 
• Click and drag the column headers left or right within the grouping bar to change the order. 
• Use the X  in the column header to clear a column from the grouping bar.

Sort and Filter Data in the Grid

There are multiple ways you can sort and filter data in a grid. Select the options that work best for you:

You can reorder the columns in a grid by clicking and dragging them to the spots you want them in. Double arrowheads indicate where the column will drop (behind the arrowheads).
Click on the column header to sort in ascending or descending order. An arrow displays to show the current sorting order; no arrow indicates that no sorting has been done on the column.
Use the column menu to access the sorting options for each column. Ascending order Descending order
Multi-sort columns in the grid, for example: Click the Family column header to sort the column in ascending order A-Z (as on the right). An up arrow and the number 1 indicates this is the 1st column in the sort. Next, click the Status column header and all the active families will be listed first in the grid. An up arrow and the number 2 indicates this is the 2nd column in the sort. The column width expands to show the sorting information.
Click Columns in the column menu to select the columns you would like to view in your grid.
Click Set Column Position in the column menu to lock/unlock a column. When a column is locked, you can scroll horizontally, and the column will always remain in the display. Use the horizontal scroll bar (lower right when visible) to move the grid from left to right.
Click Filter in the column menu to drill down further into your column data (only available in some grids). More than one column can be filtered at a time. Applied filters display in the breadcrumb bar. The column menu for a filtered column is highlighted in blue. Column filters vary depending on the data in the column. Some filtering will list all values in the column with checkboxes and a search field while other filters allow you to define the filter with options such as "Is equal to" or "Contains".

Many grids offer column searching, which allows you to find information within a column quickly. For example, on the All Students page, you can enter a student's name in the search field of the Student column. The grid will then display only the rows that contain that name in the Student column. 

Take Action

Each grid is designed to provide ease of use and to simplify different actions you may want to take. Work with an individual record (e.g., a specific family), or apply an action to several records at once (mass action).

Action Icons

Located on the right-hand side of the grid, the action icons available will vary between grids.

	Click the Adjust columns icon to squeeze or expand the columns in the grid. Squeeze grid allows you to see all the columns on the page, Expand grid makes the columns wider and you may have to use the slider (bottom right) to horizontally scroll, depending on the number of columns in the grid. Either view can be saved as default or favorite view.
	Send a Message - Choose to send an email, push notification, or text message to chosen recipients in the selected records, e.g., Primary Contacts only, or Primary, Billing, and Other Contacts.  Select the checkbox for the records (e.g., families or students) you want to be included in the message. You can select individual records across multiple pages. To send to all rows displayed on a page (max. 250/page), select the checkbox in the column header.  To send to ALL records on ALL pages, leave all checkboxes empty. All records will be included.
	Use the Refresh Grid icon to reload the data in the grid after making a change.
	Click the Add New icon to open a pop-up window to add new data. This icon is visible depending on which grid you are viewing, for example, on the Staff Certifications page Add New Certificate window opens or on the All Families page an Add New Family window opens.  If any rows are selected in the grid, an Add New icon will not be visible.
	Use the More icon to access actions that can be taken with one or more records at once. The options available will differ between grids, e.g., in All Families, you can update Family Fixed Fees, Family Discounts, Clear UDF Answers, and more. In All Students, you can update Student Fixed Fees, Add a Note, and more. Select the checkbox for the rows you want to have included in mass action. You can select individual rows across multiple pages or select the checkbox in the column header to select all rows currently displayed on the page (max 250/page). Print and Export functions (where available) are accessed from the More icon. Depending on how you have customized the grid, printing may take some setting adjustments. Check out this short video tutorial Print from Grids in Jackrabbit for tips.

Row Actions

Click on the Row Menuto access actions that can be taken with the record in that row. The row actions offered will vary between the different grids in Jackrabbit and may include:

• View/Edit - click on the link to open the content in the row and make changes.
• Delete - remove a row from that grid.
• Add a Note - add a note to the record.
• Additional actions - click on the row menu to see the other action options.

If any checkboxes are selected in the first column of a grid, the row menus are deactivated and are no longer visible.

Data Visuals

Some of the grids in Jackrabbit have visual elements, referred to as data visuals. Click on the sections of the visual to see the information populate in the grid results. 

In addition, there is a filter drawer to make additional selections that narrow down results in the grid. Within the filter drawer, the criteria are organized into sections. Use the search field at the top of the drawer to locate specific criteria and be taken directly to the matching filter. Use the Expand All link to open all sections or the arrow next to each section header to open individual sections. Click the Apply button to filter the data in your grid using the criteria you selected; these filters will display in the breadcrumb bar. 

• Save your filtered data as a Favorite. Once filters are selected, click the Save as favorite (icon), enter a favorite name, choose if you want to make the favorite a default view, and decide if you want to share with your team. Your filtered data, column width, column locked positions are all saved. Click Save.
• Load a Favorite by clicking on the Favorites (icon), select your saved favorite from the drop-down list, and click Load. The grid populates the data and the breadcrumbs indicate the selected filters.

Refer to Work with All Families - View, Search, and Take Action, Work with All Students - View, Search, and Take Action, and Work with All Classes - View, Search, and Take Action for more details on the All Families, All Students, and ALL Classes data visuals.

Saving the criteria for reports is a huge time saver and is available in most Jackrabbit reports. We refer to them as Favorites and they are used to store regularly used search criteria and display settings for reports. Favorites allow you to quickly recall your selections; there is no need for you to select the same criteria every time you run the report.

Favorites also contribute to your reporting accuracy and ensure consistent reporting. When you save your criteria selections as a Favorite you can create your reports quickly and with confidence, knowing that the same data is being pulled into the report each time it's run.

Create and name multiple Favorites with any combination of criteria and settings. A Favorite can be Public (shared with all User IDs) or Private (only available to the User ID that created the Favorite).

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Create a Favorite

1. Enter all applicable Search Criteria and Display Settings.
2. Click the Save Favorites button.
   • In the Save Favorite window, give the Favorite a name.
   • If the Favorite should be available to all Users, select the Public checkbox.
     
     
     
3. Click the Save button.  
4. Click OK. The Favorite is now saved and available for use.

Use a Saved Favorite

1. Click the Favorites button.
   • In the Select Favorite window, select the Favorite you want to use from the drop-down list.
     
     
     
2. Click the Load button.
3. The Favorite loads on the screen with the saved fields highlighted in yellow.

Modify a Saved Favorite

The User must have Search Criteria Favorites permission checked under the Gear (icon) > Settings > Users & Permissions > select a User ID > User Permissions (left menu) in order to modify Favorites.

1. Click the Favorites button.
2. Click the Load button and change criteria fields as needed.
3. Click the Save Favorites button.
   • In the Save Favorite window, choose to overwrite the existing Favorite by clicking Save Existing button or give the Favorite a new name and click the Save as New button. (Don't forget to decide if the is Public or Private.)
     
     

Delete a Saved Favorite

The User must have Search Criteria Favorites checked in Gear (icon) > Settings  > Manage Users & Permissions in order to delete favorites.

1. Click the Favorites button.
2. In the Select Favorite window, select the Favorite name to be deleted from the drop-down list.
3. Click the Delete button.
   • In the Are you sure you want to delete this favorite? window, click OK.
     
     

Many Jackrabbit reports can be viewed/saved in different output formats. If the report criteria/display page has a Report Format field, you can choose from several formats.

PDF

Portable Document Format is the standard for the exchange of documents across different formats. When a document is saved as a PDF file, it is converted to PDF, it looks the same way it would if you printed it. A PDF viewer, such as Adobe Reader, is required to view a PDF file.

Excel

Excel files are spreadsheet files and are generally used with Microsoft Excel.

HTML

Hypertext Mark-up Language is the standard language used to create web pages.

RTF

Rich Text Format is a document file format used by Microsoft products, such as Word and Office.

Text

Text Files generally are pure text with very little formatting. Files saved as .txt files can generally be read by any program that is capable of reading text.

Tiff

Tagged Image Format Files is most often used with graphic, image, and desktop publishing programs but can be used on any operating system.

In the Student record > Classes tab you will see the enrollment type for the class. The drop-down list can be edited on the Drop-down List Editor page (Gear icon > Settings > General > Drop-down Lists > Student > Enroll Type). Some Enrollment Types (reserved) are the ones that Jackrabbit has created and cannot be deleted. You can create additional ones that match the needs of your business.

Sample Student Record > Classes Tab

In the Past Enrollment section (Student Classes tab), the Comp? column indicates whether the student completed the class (Yes) or did not complete the class (No).

The Drop History report lists students who have dropped classes in the time frame designated in the Search Criteria. You can also run this report to show students who have transferred or completed classes.

This report can be found under the Students menu > Student Reports.

• Run the report to identify future staffing needs.
• Email to all, or select families directly from the report results, including archived families.
• Includes students archived to the Lead File (after 11/11/2015) in the report results.

Search Criteria

To find the classes students dropped, use the Search Criteria.

• Select a time frame in the Search Criteria. 
• Search for a specific class using the Search link (Dropped from Class).
• Select Drops Only, Completed Class, or Transfers from the drop-down menu for Show Drops.
• Hold down the shift key to select all Show Drops, or Ctrl to select more than one from a list.
  
  

Report Results

Review the results and use the checkbox in the last column to select the students to email.  Use the Email button to quickly generate an email to students in the report. Show/Hide the columns as needed. In this example, 9 columns are hidden.

• Use the active links in the report to go to a Class, Family, or Student record.
• Click the Email All checkbox to select all the students to email.
• Use the Show/Hide Columns button to change the columns.

Note:  Although archived families are included in this report, if there is no email address for the family in the Lead File, they must be restored to the main system, add the email address, and re-archive the family.

The Enroll History report provides you with a list of students and the date each student was placed into a class, based on the filters (Search Criteria) you select.  

You can find this report under the Students menu > Student Reports.

• Generate a report of previously enrolled students who have not enrolled in a new class.
• Identify inactive students using the filter for Current Student Status.
• Send an email to all, or select students directly from the report results, including archived students in the Lead File (after 11/11/2015).

Search Criteria

Filter your list of students using any or all of the available Search Criteria, and Jackrabbit will compile a report of who meets ALL of the criteria chosen. In this example, we have selected a Current Student Status of Inactive.

• Set a time frame in the Search Criteria.
• Hold down the shift key to select all, or Ctrl to select more than one from the drop-down lists.
  
  

Report Results

Review the results and use the checkbox in the last column to select the students to email. Click the Email button to quickly generate an email to all or the selected students in the report. A history of this email is kept in the Family record, Misc tab> View Sent Emails for 365 days.

• Use the active links in the report to go to a Class or Student record.
• Show/Hide the columns as needed. In this example, 8 columns are hidden.
• Report results can be further customized with the ability to sort columns, and modify column width.

Note:  Although archived families are included in this report, if there is no email address for the family in the Lead File, they must be restored to the main system, add the email address, and re-archive the family.

The Enrollment Detail Report is extremely powerful and allows you to create multiple reports based on current and historical class enrollment. You can find this report under the Students (menu) > Student Reports > Enrollment Detail.

• Spot enrollment trends effortlessly, enabling you to discover whether scheduling more popular classes will boost revenue.
• Check enrollment by sessions, such as the summer session, to recognize seasonal trends.
• Monitor retention by student or instructor.
• Customize your report using the Show/Hide Columns button. Select from over 35 columns of available data.
• ...and so much more!!!

The Enrollment Snapshot 1 and 2 reports are not historical and only look at current enrollment at the time the report is generated. Each creates, in different formats, a snapshot of the current enrollment and includes current revenue (current size x tuition fee) vs. the maximum revenue (max size x tuition fee).

This report is intended to be a quick "snapshot" of your enrollment multiplied by the tuition fee. Any discounts, prorating, fixed fees, etc. are not included in the calculations of this report.

For a detailed look at class or event revenue, we recommend using the Class/Event Revenue Summary Report. 

Transfers that have taken place within the selected date range can inflate the enrollment number as it will show as enrollment on the initial class and the transferred class.

When you have worked through all of the articles outlined in the lesson, select the Take the Quiz button to be taken to the Lesson #15 Quiz where you can test your understanding of the concepts in this lesson.  You will be asked to enter an email address for quiz results to be sent.

Quiz #15 - Enrollment Reports

Return to Supervisors and Managers Menu

Click here to review a related lesson (Lesson #8 - Class Enrollment Management)

Click here to provide feedback for this lesson