Lesson #8 - Class Enrollment Management

There are several ways you can be aware of all new online registrations:

• You or your staff will receive an email notification.
• On the Executive Dashboard, in the Key Metrics section, there is a link to a report of all new Online Registrations in the past week - just click the link:
  
  
  
• Go to Reports (menu) > Find Reports > Classes/Enrollments (left menu) > Enrollment (tab) > Online Registrations and run a custom report based on the Location and Date Range of your choice.

Complete the Registration/Enrollment Process

"What do I do once a new family registers/enrolls online?"

Scenario A: If your settings are such that class Tuition fees are automatically posted during enrollment then you will need to:

1. Verify the family, student(s), and enrollment information was entered correctly/completely.
2. Wait for cash or check payment OR if you are using ePayments, you can process the payment now or any time, by using the Payment/Credit button on the family page.  This is not an automated feature - you must initiate the process to hit their credit card or bank account.

Scenario B: If your settings are such that class Tuition fees are NOT posted during enrollment (because you use Post by Hours or Discounting), then you will need to:

1. Verify the family, student(s), and enrollment information was entered correctly/completely.
2. Post the appropriate tuition fee(s) by using the Make Sale/Post Fees button on the family page OR in bulk by using Transactions > Post Tuition Fees using your standard discounting structure (and use the Duplicate Tuition Fee Detection filter as to not post duplicate fees to those who have already had tuition fees posted for the current billing period). You may also need to manually adjust this posted fee if you need to pro-rate.
3. If you are using ePayments, you can process the payment now or any time, by using the Payment button on the family page.  This is not an automated feature - you must initiate the process to hit their credit card or bank account.

The Key Metrics section of the Executive Dashboard offers quick links to enrollment information.

Click on Settings to Edit Dashboard Settings. Click Save when done.

The Process Class Registrations report allows you to review all registrations and class enrollments including those coming in through Online Registration, from the Parent Portal, and those done from within Jackrabbit.  Additions to waitlists are also displayed. 

This one-stop shop provides you with a report to work through registrations and class enrollments, giving your team visibility so they can work together efficiently.

• Streamline registration workflow and improve efficiency.
• Review pertinent information and process registrations and class enrollments from a centralized location.
• Identify families who did not have fees posted with their registration or class enrollment.

Note: The date range for this report is limited to 60 days.

Business Scenario

The Process Class Registrations report is perfect for verifying that registration fees are posted for all Parent Portal enrollments. With the ability to see the registration source on this report, easily find Parent Portal enrollments and post fees accordingly. 

To create this report use these three search filters:

• Session = 2021
• Date from 6/10/2021 through 6/11/2021
• Registration Source = Portal

The Weekly Calendar button on the Executive Dashboard opens a calendar view of your classes by week. This is your class command center and allows you to manage almost all areas of your classes from one screen! Note: The Weekly Calendar is for internal use only, it is not available to your families.

You'll also have access to the Weekly Calendar using the Calendar link above the blue menu bar on all screens in your database. 

The Weekly Calendar opens in a new window and displays a week-long calendar of classes. While the Weekly Calendar is most easily accessed from the Executive Dashboard, you can also navigate to this calendar from the Reports (menu) > Find a Report > Classes/Enrollment (left menu) > Classes (tab) > Weekly Calendar. Other calendar/schedule views, such as a monthly or by room, are also available. These are discussed in more detail in our Help article Class Calendars and Schedules.

Note: The Weekly Calendar and other calendar options (daily, monthly, and room) only include your class offerings. At this time your Events are NOT included. Access to the Events calendar can be located at Events (menu) > Calendar.

Weekly Calendar Features

1. Calendar Criteria and display buttons allow you to customize your calendar view.
   • When first opened your Weekly Calendar will bring up the current week's schedule with no criteria selected (no filters applied, all classes showing). 
   • Use the Prev and Next buttons, or the date field, to change the week you are viewing. 
   • The currently selected criteria are displayed. 
   • Use the Change Criteria button to edit those selections.
   • Use the Add Class button to quickly add a class. You can also add a class by clicking into a specific time slot.
   • Click the Settings button to change the time range that your calendar displays. Set this to your facility's opening and closing time.
   • Select Show Students to add the enrolled students' names to the class information that displays when you rest your mouse pointer over the class on the calendar (hover without clicking).
     
     
     
   • The Show Full Classes checkbox defaults to checked to display full classes as well as classes with openings. Clear the checkbox to hide classes that are full which makes it easier to find a class with an opening to enroll a student in.
     
     
2. Click the link on a date to look at the daily view. The display criteria you have selected will also be applied to that daily view. For more information on the daily view see our Help article Class Calendars and Schedules.
3. Review the summary information for each class on the calendar at a glance. Click the link for quick access to the class record. Note: The class record opens in the main Jackrabbit window and may be hidden behind the Weekly Calendar window; drag the Weekly Calendar window until you can see the main window.
   • Class name
   • Number of openings (#)
   • Number of future drops #FD
   • Number of future enrolls #FE
   • Number of absences for that day (#a)
   • Number of makeups for that day (#m)
4. Accurate enrollment counts are displayed in real-time! A full class (0) that has a future drop scheduled for the following week will accurately reflect that opening (1) when you advance the Weekly Calendar to that date. 

More Calendar Actions

• Double click into any open time slot to add a class. The Add Class window will open with the start date and time for the slot that you clicked into pre-selected; these values can be edited. You can also use the Add Class button in the Criteria section to open the Add Class window with no pre-selection made.
• Click a link for any of Future Drops, Future Enrolls, Absences, or Makeups to open a window with more detail including student names. 
• Click Enroll Existing Students to enroll an existing student into the class or click Register New Students to open the Registration Form to add a new family and enroll a student in the class. If the class is full you will see CLASS FULL and a Waitlist button to click to add a student to the class waitlist. Once the waitlist is also full the button will drop off and you will only see CLASS FULL.
• When the Show Students checkbox (in the criteria/settings section) is not checked private lessons (max size = 1) will display with the enrolled student's name. If Show Students is checked the calendar will display the class name and openings information (0) and the enrolled student's name will appear in the class information window that displays when you hover over the class.
• Classes can display color-coded by Category 1 if you assign colors to your Category 1 drop-down values in the Drop-Down List Editor (Gear icon > Settings > General > Drop-down Lists). When darker colors are chosen the text display will change to white. This makes it easy to distinguish between the different types of classes you offer!
  
  

Adding a class from the Weekly Calendar is a great way to build your class schedule as it offers a visual of open time slots. Use the Change Criteria button to customize the calendar view, for example for only a specific room or a specific instructor. Learn more about the powerful Weekly View calendar in our Help Center article Executive Dashboard: Weekly Calendar.

1. Click Weekly Calendar on the Executive Dashboard to view the Calendar and change the criteria if needed.
2. Click the Add Class button or double click a time slot on the calendar where you want to add the class.
   
   
   

3. Enter the class details in the Add Class window. At a minimum, you must enter all required (*) information.  Note: If you select a Session for the class, and you have defined the start/end dates for the session in your drop-down list editor, you may get a Potential Date Conflict pop-up window. This is simply to alert you that the date you have used as the class start date (the date you clicked on the calendar) falls outside of the session's defined start/end dates. You can opt to leave the current dates or use the new session dates. 
4. Click Save.

After the class is created you will be given the option to Add Another Class, View Calendar, Enroll (an existing student), or Quick Reg (add a new student).

The Openings report provides you with a list of classes that display your classes that have openings. In addition, there is a % Full column that displays a graphic representation of how full your classes are. This report can be found under the Classes (menu) > Class Reports > Openings.

Some of the columns contain clickable links that open additional information.

Jackrabbit can be set to track absences or track attendance (days attended). The Student Attendance report is available regardless of what your database is set to track and allows you to see important attendance metrics quickly and easily!

• See how often students attended or missed class to promote students, assess instructor effectiveness, and review the current session schedule for class popularity. 
• View attendance details showing which students were late for class, left class early or were only observing the class that day. Identify any patterns and address the situation by sending an email directly from the report results.

The Student Attendance Report can be found under the Student (menu) > Student Reports. Note: Only students who are enrolled in the class will appear in the report.

In addition, you have the option to create an individual student attendance report from the Students (menu) > All Students > click the row menu> Absence/Attendance. This opens the Student Attendance Report and will generate a report for the selected student. 

Business Scenario

You would like to find all students with perfect attendance for the previous month in order to hand out Perfect Attendance awards.

The Student Attendance report pictured above was created using the Attendance Filter search criteria:

• % Attended, is equal to 100

The display setting for Show Attendance Issues was selected. 

Search Criteria 

The Student Attendance Report can be generated for a single date or a range of dates.

The Attendance Filter criteria is a great way to search for students with a specific number or percentage of absences or attendance. 

If you have multiple locations in your database, use the Family Location criteria to drill down to only those students in Family records with a specific location or the Class Location criteria to look at only students enrolled in classes at a specific location.

Other search criteria allow you to search for students enrolled in classes with a specific:

• Class Status (Active, Archived, Inactive, Terminated)
• Session
• Category 1, 2, or 3
• Instructor

You can also use search fields to select a specific Class, Family/Acct, or Student.

Display Settings

There are three display settings that affect your report output.

Show Attendance Issues

Select this checkbox to see which students were marked Late, Left Early, or Observing when attendance was taken in the Staff Portal.

Show Class Details or Student Summary

There are two display formats available:

• Show one row per student per class - each class the student is enrolled in shows on a separate row with the attendance details for that specific class.
• Show one row per student - shows 'the big picture' for each student and combines the attendance details for all classes they are enrolled in into one row in the report.

How do you want to count the number of days the classes met

There are two options to calculate the number of days a class met:

• Use class start and end dates - The Class Start and End Dates are used to figure out what days the student could have attended. This is how most people will run this report.
• Ignore class start and end dates - The Class Start and End Dates are ignored,   only the overall days the student attended this same class is considered. This is useful if you have perpetual classes where you change the Class Start Dates frequently.

The Report Results

The students included in the report results all had perfect attendance, however, the Show Attendance Issues lets you know that student Kadie Bowden was late for 20% of her classes and Sallie Bowden was late for 20% of her classes and left one class early. This may disqualify them from the award depending on your tolerance.

The report is sorted by family name as the default, but you can click on the column header of any column to re-sort the results based on that column. The report in the above image was sorted by student in alphabetical order.

Email directly from the report results! Use the Email button to create an email to the families in the report results. Select the Email All checkbox to include all families or select only some families using their checkbox. A record of this email is kept in the Family record on the Misc tab > View Sent Emails for 365 days.

There are many columns of information available in the report results. Customize your report with the Show/Hide Columns button; select only the information important to you. 

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.

# Days Classes Met, # Absences and # Attended Explained

# Days Classes Met

This is the number of times the class met during the time frame used when you created the report. This number may differ between students because it takes into account a student's enrollment date and drop date. If you have added any Closed Dates, these are also factored in.

Example

• Class meets on Mondays
• Report generated for month of September 2022
• Closed date entered for Labor Day (9/5/22)
  

- A student who was enrolled on 9/01/22 would have 3 in the # Days Classes Met column.
- A student who was enrolled on 9/15/22 would have 2 in the # Days Classes Met column.
- A student who was enrolled on 9/01/22 but dropped on 9/20/22 would have 2 in the # Days Classes Met column.

The # Days Classes Met is also affected by the report Display Option setting How do you want to count the number of days the classes met (see above).

# Absences

• When you are taking attendance in the Staff Portal, this is the number of times the student was marked absent (during the time frame used for the report).
• If your database is set to track absences, and you are not using the Staff Portal for attendance, this is the number of times an absence was recorded for the student in the Class record (during the time frame used for the report).
• If your database is set to track attendance, and you are not using the Staff Portal for attendance, the # Absences column will show zeros.

# Attended

• When you are taking attendance in the Staff Portal, this is the number of times the student was marked present (during the time frame used for the report).
• If your database is set to track attendance, and you are not using the Staff Portal for attendance, this is the number of times attendance was recorded for the student in the Class record (during the time frame used for the report).
• If your database is set to track absences, and you are not using the Staff Portal for attendance, the # Attended column will show zeros.

In addition to being accessible from the Reports menu, the Student Attendance Report can also be generated from the Student and Class records using the Absence/Attendance button.

When generated from the Student record, the search field for Select Student is automatically filled with the student name in the search criteria.

When generated from the Class record, the search field for Select Class is automatically filled with the class name in the search criteria.

When Jackrabbit is set to track absences, you will find the Absences-Makeups report under the Students (menu) > Student Reports. Regardless of the way you record absences in Jackrabbit, this report provides you with the following:

• See who is eligible for a makeup class.
• Review students who have makeup classes scheduled and the dates of those classes.
• View the Makeup class expiration date.
• Review the student's attendance for scheduled makeup classes.

Business Scenario

You would like to know if any students were absent from class on a specific date and if they are eligible to sign up for a makeup class. 

Search Criteria

Select a specific date or date range to see what students were absent. For this example, we have selected 6/17/2022. Set Eligible for Makeup to Yes and click Submit.

Report Results

The report indicates that one student, Spencer Cain, was absent from class on 6/17/2022. 

• This student is eligible for a makeup class for the class he missed. 
• The note created in the Staff Portal shows in the Note column.
• Makeup Exp. Date is listed in the report (if applicable).
• If a student was absent or present for a makeup class it is displayed in the Makeup Attendance column. 
• An email can be sent directly from this report.

The Class Record

The Absences tab on the Class record shows one student was absent from the class. In this example, the student was absent twice from this class with the last absence on 6/17/2022.

The Staff Portal

When attendance was taken in the Staff Portal on 6/17/2022 there were four students present and one student absent and makeups are allowed. The student's absence is reflected in the Absences - Makeups report above.

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 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.

• Easily spot enrollment trends, this will help you determine if you should schedule more popular classes to increase revenue.
• Recognize seasonal trends by checking enrollment by sessions, for example, summer session.
• Students archived to the Lead File (after 11/11/2015) will be included in this report.
• Customize your report using the Show/Hide Columns button. Select from over 30 columns of available data.

Business Scenario

You are looking to generate more business and you'd like to identify the students that completed classes last year and didn't enroll for classes in the new year.

To create this report, select the following Search Criteria:

• Active Classes Only = No
• Enrollment Status = Past Enrollment - Completed Class
• Enrolled Date From = 1/01/2022 Through 12/31/2022

Search Criteria

You can filter your list of students by using any or all of the available Search Criteria and Jackrabbit will compile a report of students who meet ALL of the criteria chosen.

• 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. 
• Set the following:
  • Student Status = Inactive
  • Enrollment Status = Past Enrollment - Completed Class
• Select Enrolled in Session/Not Enrolled In Session along with other Search Criteria to determine which students did not return (for retention reporting).
  
  

Display Settings

• 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.
  
  

Report Results

The report lists the students that met the criteria selected. You can email directly from the report results! Use the Email button to create an email, and select the Email All checkbox to include all the families. A record of this email is kept in the Family record on the Misc tab > View Sent Emails for 365 days.

The report can be customized to include more than 30 columns of data with the Show/Hide Columns selections.

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 database, add the email address and re-archive the family.

Compare Enrollment from Session to Session

Class sessions are not required in Jackrabbit but are helpful in many instances, including comparing enrollment. Using class sessions in Jackrabbit makes comparing enrollment from session to session very easy. The Enrollment Detail Report allows you to see who was enrolled in one session but not enrolled in another. 

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 do a comparison. 

Analyze Retention by Instructor

If you have concerns over an instructor's performance, you can pull the Enrollment Detail Report to find a list of drops by an 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.

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 under the Students (menu) > Student Reports (menu).

• Customize the list of student enrollments with several optional filters, including Enroll Date, Category, Session, and Current Student Status.
• Students archived to the Lead File (after 11/11/2015) will be included in the report results.
• Send an email to all, or select families directly from the report results, including archived families.

Business Scenario

You would like to generate a list of students who were enrolled in classes during the 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 = 2022
• Current Student Status = Inactive

The report results will include all students enrolled in 2022 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.

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.

Report Results

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 365 days. 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 database, add the email address and re-archive the family.
• Click the Show/Hide Columns button to select which columns of information you want to be 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. ...

The Drop History report located under the Students (menu) > Student Reports shows students that have dropped classes based on filters (Search Criteria) you select.

• Run the report separately to show all drops only, only those students who transferred classes or only the students who completed classes.
• This report lists the drop date (including future enrollments), class, instructor, student, balance, phone, email, drop reason, and the number of days in a class.
• Students archived to the Lead File (after 11/11/2015) will be included in the report results.
• Send an email to all, or select families directly from the report results, including archived families.

Business Scenario

You are starting to plan for your next session's staffing needs and want to determine if any students are going to drop or transfer from classes. Additionally, you would like to email some of the students to see if you can register them for a new class.

To create this report, select the following Search Criteria: 

• Show Drops = Drops Only and Transfers
• Dropped From Date = Enter the date range
• Current Student Status = blank
  
  

Report Results

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

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 database, add the email address and re-archive the family.

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 #8 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. The quiz includes Review questions.

Quiz #8 - Class Enrollment Management

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