Watch a (1:38) video tutorial on How to Find a Report
Jackrabbit offers great flexibility in reporting with over 100 reports for families, students, classes, staff, enrollment, financial information, and more.
Many of these reports are located throughout the various menus (Families, Students, Classes, etc.), however, all reports can be found in the Reports menu.
The Reports menu offers four ways to help you locate the report you are looking for.
Report Categories and Tabs
Visible from Find Reports, Favorite Reports, New Reports, and All Reports, report categories group related reports together.
Tabs provide further breakdown within each category.
Note: Reports may be found in more than one category or within multiple tabs in a category.
Find Reports from the Reports menu opens a Keyword Search.
There are three ways a key word is matched to a report:
- Keyword Match - The key word matches a tag that Jackrabbit Developers add to reports.
- Desc. (description) Match - The key word appears in the report description viewable when hovering over the report title.
- Title - The key word appears in the title of the report.
Watch a (0:18) video tutorial on Favorite Reports
Set your most frequently used reports as your Favorites! These reports will be listed when you select Favorite Reports from the Reports menu.
Favorite reports are set per User ID and are only categorized as a Favorite when logged in as that User ID.
Reports that you have selected as your Favorite reports are indicated by a red heart next to the report name in all report lists.
To mark a report as a Favorite, hover over the report name until you see the description and a gray outlined heart icon at the end of the name. Click on the icon and the heart becomes red.
If you no longer consider a report a Favorite, click on the red heart to change it back to a gray outlined heart.
Note: Favorite reports are different than report search criteria Favorites which are used to save report settings and criteria as a template for quick and consistent report creation.
Watch a (1:39) video tutorial on Favorites - Report Criteria Templates
Favorites (criteria templates) are a huge time saver and are available in most Jackrabbit screens. 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 choose them all again 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).
Search criteria Favorites are different than Favorite Reports in the Reports menu which are reports that you have marked as being your most commonly used or your 'go-to' reports.
Create a Favorite
- Enter all applicable Search Criteria and Display Settings.
- 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.
- Click the Save button.
- Click OK. The Favorite is now saved and available for use.
Use a Saved Favorite
- Click the Favorites button.
- In the Select Favorite window, select the Favorite you want to use from the drop-down list.
- Click the Load button.
- The Favorite loads on on screen with the saved fields highlighted in yellow.
Modify a Saved Favorite
The User must have Search Criteria Favorites checked in Tools > Manage Users & Permissions in order to modify Favorites.
- Click the Favorites button.
- In the Select Favorite window, select the Favorite to be modified from the drop-down list.
- Click the Load button.
- Make changes fields as needed.
- 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 Tools > Manage Users & Permissions in order to delete favorites.
- Click the Favorites button.
- In the Select Favorite window, select the Favorite name to be deleted from the drop- down list.
- Click the Delete button.
- In the Are you sure you want to delete this favorite? window, click OK.
Throughout Jackrabbit you will see grids, sometimes referred to as tables. These grids display the data you have entered into your Jackrabbit system. The grids are powerful - allowing you to group, sort, filter for specific information, and more. Note: Not all features are available in every grid throughout Jackrabbit.
Expand each section below to see a sample grid and to review how to use grids.
View a Sample Grid
1 - Breadcrumb Bar displays the currently selected filters.
2 - Drag and drop a Column Header into the Grouping Bar to group results.
3 - Click a Row Menu to open action items for the selected row.
4 - Page number displays up to 250 items per page.
5 - Filters have been applied when the column menu changes to blue.
6 - Column Menu sorts and/or filters the data in a column (options in this menu vary depending on the type of grid).
7 - Manage Certifications opens the Drop-down List Editor to edit (for the Certifications page only).
8 - Send Message and Add New icons (depending on the page you are on these may not be displayed).
9 - Slider shows more columns in the grid.
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.
Filter Data in the Grid
There are multiple ways you can sort and filter data in a grid. Select the sorting 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.|
|Multi-sort columns in the grid, for example:|
Take a Single Action
Each grid is designed to provide ease of use and to simplify different actions you may want to take. These single actions allow you to edit a single row, delete a single row, add additional data for the selected row, and link to take additional actions.
|Click on the Row Menu to work with individual rows in the grid. Depending on which page you are on in Jackrabbit, you will see different options:|
Note: the row menu actions offered will vary between the different grids in Jackrabbit.
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.
Perform a Mass Action
Mass actions allow you to work with multiple rows in the grid at one time. Note: Each page in a grid displays a maximum of 250 rows of data.
|Click Send Message to open the email editor and send an email.|
|When one or more rows in a grid are selected, use the More icon to access actions that can be taken with multiple 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.|
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 a 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. 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 for more details on the family data visuals.
- Refer to Work with All Students - View, Search, and Take Action for more details on the student data visuals.
Many reports have Search fields. Type a word into the Search field to quickly locate information.
Column Headers are sortable. Click the column header to sort the report by the data in that column.
At the top of many reports, there are several button options.
Click the Arrows to move back / forth through multiple pages. Click the drop-down arrow to increase the number of records displayed.
This button is available only if the report contains multiple pages of information. Click Show All to display all the information on one page.
Click Print to print 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.
Click Export to export the report to either an Excel (XLS) file, Comma Separated Value (CSV) file, or a Portable Document File (PDF). See Report Export Options. Note: The ability to export information is controlled by the Export Grid Information user permission located in the General category.
Refresh reloads the page display.
This button is available on most reports and allows you to display or hide columns of information in the report. Use this to customize your report with the information that is important to your business.
Click the Export button to export a report to one of the following:
- Excel Spreadsheet (XLS)
- Comma Separated Values (CSV) - Plain text files that contain a comma after each entry. CSV files can generally be imported into any spreadsheet file or database regardless of the type of software or computer you are using.
- Portable Document Format (PDF) - PDF is the standard for the exchange of documents across different formats.
When a report has Search fields in the column headers, you'll be offered options after clicking the Export button.
- All grid data exports the entire report (all pages, all data) regardless of whether you have used a Search field.
- Filtered grid data exports only the results displayed after using a Search field.
- Filtered and paged data exports only the page you are viewing (assuming there are multiple pages of data) as well as the results displayed after using a Search field.
Select the export format in the Export Data pop-up box.
The ability to export information is controlled by the Export Grid Information user permission located in the General category.
Many Jackrabbit Reports can be viewed / saved in different outputs. If the report criteria/display page has a Report Output Format field, you can choose from several formats.
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 files are spreadsheet files and are generally used with Microsoft Excel.
Hypertext Markup Language is the standard language used to create webpages.
Word files are document files and are generally used with Microsoft Word.
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.
Tagged Image Format Files is most often used with graphic, image, and desktop publishing programs but can be used on any operating system.
Watch a (1:33) video tutorial on Understanding Enrollment Types
If the student is currently enrolled in an Active class, their Enroll Type = Enrolled and Class(es) appear in the Current Enrollment section of the student's Classes tab.
The student did not complete the class. The student was dropped before the class was completed using the Drop link. This is considered a 'true drop' and will appear on the Drop History Report. If a student is dropped from a class, the class appears in the Past Enrollment section of the student Classes tab. Note: It's important to archive classes (rather than drop students from class after it ends) so that reports will only display 'true' drops. See Archive Classes.
A student is considered transferred when they have been moved from one class to another. This creates a Past Enrollment record, but this is not considered a drop. It is treated as a Transfer and does not negatively reflect on the school / class / teacher and is excluded form the drop reports.
The ability to enroll in a class as a trial is a per class option. When a student enrolls into a class on a trial basis, their Enroll Type = Trial. See Trial Enrollment.
If a trial student enrolls in class, it is good practice to change the student Enroll Type to Trial-Enrolled. See Trial Enrollment.
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.)
Located under the Reports menu, the Drop History Report shows students that have dropped classes. You can also run this report to show transfers, or students that have completed classes. In the Search Criteria, choose one of the following from the Show Drops drop-down list.
Excludes drops resulting from a transfer into another class and drops on or after the end of a class (completed class).
Shows students who were dropped on / after the end of class.
Shows transferred students who were transferred from one class to another using the Transfer link.
All (Completed, Drops, Transfers)
Shows all history
The report results will include: drop date, class, instructor, student (and family), family balance, phone, email, drop reason and number of days in the class. Use the Email button to quickly generate an email to all, or only select, students in the report.
The Enroll History report provides you with a list of students and the date each student was placed into the class, based on filters (Search Criteria) you select.
You can find this report in the Reports menu. Go to Reports > Classes/Enrollment > Recommended (tab) > Enroll History.
- Customize the list of student enrollments with several optional filters including: Enroll Date, Category, Session, and Current Student Status.
- Send an email to all, or only some, of the families directly from the report results.
If you use this report frequently, make it a Favorite Report for quick and easy access!
You would like to generate a list of students who were enrolled in classes last session, however, they have not enrolled in any classes for your upcoming session. It’s time to send out your new session class list and would like to encourage them to sign up for new classes.
To create this report use these search filters:
- Enrolled in Session = Fall 2019
- Current Student Status = Inactive
The report results will include all student enrolled in Fall 2019 classes and are currently Inactive. Use the Email button in the report results to contact these student families to encourage them to sign up for another session.
Note: The Enrollment Detail Report can also be used for this business scenario and has more options.
Filter your list of students using any or all of the available Search Criteria and Jackrabbit will compile a report of who meet ALL of the criteria chosen.
The report results can be further customized with the ability to show or hide columns of information, sort columns, or modify column width.
- Email directly from the report results. Use the checkbox in the Email All column to select the contacts you would like to email. Click the Email button to open the Jackrabbit email editor and select an email template or create a new email message. A history of this email is kept in the Family record, Misc tab> View Sent Emails for 180 days.
- Click the Show/Hide Columns button, to select which columns of information you want displayed.
- Select Apply to have these selections applied to only the report you are currently viewing.
- Select Apply & Save to have these selections applied and saved for your User ID. When logged in as your User ID, you will see only the columns of information you chose previously. Other Users will see the columns they selected and saved, which may differ from yours.
Jackrabbit defaults to tracking absences rather than attendance. If you are set up to track by attendance, this report gives you the option to view the Last Date Attended for the students. Refer to Track Absences or Attendance for more details.
The Enrollment Detail Report is extremely powerful and allows you to create many reports based on current and historical class enrollment.
Customize your report using the Show/Hide Columns button. Select from over 25 columns of available data.
Search Criteria Tips
- By default, this report searches active classes only. Set Active Classes Only? = No to include archived classes. See Archive Classes for an explanation of archived classes.
- Select Enrolled in Session / Not Enrolled In Session along with other Search Criteria to determine which students did not return (for retention reporting).
- Set Active Classes Only=No, Current Student Status=[blank], & Enrollment Status=All (Current/Past) Enrollments, along with other Search Criteria, for historical reporting.
- To display a Student Summary (each student counts once) set Show Enrollment Details or Student Summary? = Student Summary.
- To display an Enrollment Summary (a student in multiple classes counts for each class), set Show Enrollment Details or Student Summary? = Enrollment Details.
How to Analyze Enrollment Growth
How to Analyze Enrollment Retention
Contributor(s): Amber Smith, Laura Bruck, Laken Flanders, Sandi Olson
What are the benefits of analyzing enrollment?
The data is already there...why not use it! Analyzing enrollment can identify areas of growth or decline in your program. Specifically, the Enrollment Detail Report can help:
- Easily spot enrollment trends - If a cheer class has higher enrollment than a dance class, you can schedule more cheer classes next session.
- Recognize seasonal trends - Maybe your fall session is more popular than your summer session.
- Ensure your business is growing - If you find you are not growing, look at why students are dropping or what instructors have a poor retention rate. You have the resources to do the research!
- Take the guesswork out - You can make business decisions based on data without making business decisions blindly.
Analyzing your enrollment works best when you use class sessions. You also want to make sure you are keeping your database clean by properly transitioning your sessions and archiving classes that have ended.
Understanding the Enrollment Detail Report Search Criteria
As with any report in Jackrabbit, to obtain the best results it is critical to understand where the Enrollment Detail Report pulls data from.
Most of the fields from the report’s search criteria pulls information that lives on the Class or Student record. The image below shows where the information is pulled from with the Class criteria highlighted in orange and the Student criteria highlighted in blue.
Compare Enrollment from Session to Session
Class sessions are not required in Jackrabbit but are often helpful in many instances, including comparing enrollment. For more information on sessions and how to use them, read our Best Practice on Class Sessions - What They are and How They Can Help Your Business.
Using class sessions in Jackrabbit makes it very easy to compare enrollment from session to session. The Enrollment Detail Report gives you the ability to see who was enrolled in one session but not enrolled in another session.
Watch a (1:46) video tutorial on how to Analyze Enrollment Growth
Can I still compare enrollment data without using sessions?
You can compare enrollment using a date range, however, this requires some additional steps. Jackrabbit cannot find non-returning students with just a date range. You will need to run the Enrollment Detail Report for a list of total students for each time frame and compare. A strong knowledge of Excel is helpful if you want to narrow down the specific students who did not return.
Analyze Retention by Instructor
If you have concerns over an instructor's performance, you can easily pull the Enrollment Detail Report to find a list of drops by instructor and include the drop reason. Comparing results by Instructor allows you to see if there is a pattern or concern. This information is also helpful when building the next session of classes and conducting their performance review.
Watch a (2:03) video tutorial on how to Analyze Enrollment Retention
Consider Contacting the People Who Have Not Returned
The results in the Enrollment Detail Report provide you with a list of names, email addresses, and the option to email directly from the report. This makes it quick and easy to send an email inviting them to come back to your facility! Make this part of your regular routine as you start a new session.
The Enrollment Detail Report has all the information needed to help you quickly compile and compare data so you don't have to look through each class to see trends. Remember, if you need help, don’t hesitate to reach out to our Support team for assistance!
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
|Number of Questions||Total Possible Points||Points Needed for an "A"||Points Needed for a "B"||Points Needed|
for a "C"