Lesson #2 - Searching in Jackrabbit

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Data Visuals - Key Information at a Glance

Data visuals (charts) provide a quick view of key information about your families. The elements included in the data visuals are predefined by Jackrabbit.

The All Families data visuals are interactive and can be hidden. Use the Hide/Show Data visualsicon to toggle back and forth.

Locations	If you have multiple Locations in Jackrabbit, this element will display the proportion of families in each Location. Hover to see the number of families in each Location. Click on a segment of the chart and the exact number of families in that segment displays. As well, the families in the grid are filtered for the selected segment, and the breadcrumbs display that filter. Use the red x next to the filter in the breadcrumbs to remove it and reset the list of families.
Status	The number of active versus inactive families is shown in this data visual. Hover to see the number of active or inactive families. Click on a segment of the chart and the exact number of families in that segment displays. As well, the families in the grid are filtered for the selected segment, and the breadcrumbs display that filter. Use the red x next to the filter in the breadcrumbs to remove it and reset the list of families.
Accounts Receivable	The number of families with unpaid fees (Accounts Receivable) will display as a fraction of all families, e.g., 11/31. The chart breaks those families down by the age of the fees owed. Hover to see the number of families in each segment. Click on a segment of the chart and the exact number of families in that segment displays. As well, the families in the grid are filtered for the selected segment, and the breadcrumbs display that filter. Use the red x next to the filter in the breadcrumbs to remove it and reset the list of families. Links are provided to easily access the families with the highest Top 5 Balances.
Policy Status	The chart breaks down all families by the status of their signed legal policy agreements:  - Have agreed to all current policies - Have not agreed to all current policies Hover to see the number of families in each segment. Click on a segment of the chart and the exact number of families in that segment displays. As well, the families in the grid are filtered for the selected segment, and the breadcrumbs display that filter. Use the red x next to the filter in the breadcrumbs to remove it and reset the list of families.
ePayment Status	Families are grouped by the ePayment method on file:   - Has both CC and ACH  - Only has CC on file  - Only has ACH on file  - No ePay Methods Hover to see the number of families in each segment. Click on a segment of the chart and the exact number of families in that segment displays. As well, the families in the grid are filtered for the selected segment, and the breadcrumbs display that filter. Use the red x next to the filter in the breadcrumbs to remove it and reset the list of families.

Use Filters to Search for Specific Families

Select the Filter icon to open the Filter Drawer. The Filter Drawer houses various criteria to help you drill down to specific families, for example, to list all inactive families or find families with more than two students. 

Each filter you select will narrow the results down further.

• Once filters are selected and applied, they will appear in the breadcrumbs. Use the red x next to a filter in the breadcrumbs to clear it and refresh the displayed families.
• Filters are grouped and organized into sections for ease of use and pull information from the various tabs in the Family record. 
• Use the arrow (>) to expand a section to see the filters within, or use the Expand All/Collapse All option at the top of the Filter Drawer.
• Search for a filter by entering a keyword in the search box at the top of the Filter Drawer. For example, enter "ePay" to quickly locate and navigate to the ePayment Method filter in the Financial Details section.
• Select date fields by clicking on the calendar icon or manually enter dates.

Save your Favorite Filtered Grid Views

Work with the Information in the Grid (Table)

Jackrabbit grids, located throughout the system, are very powerful and allow you to group and sort your data to customize how your results are displayed. Each grid has core features, such as grouping data by dragging a column to the grouping bar. Row menus and column menus offer different options depending on the grid.

Learn more about working with grids.

Add a New Family

Use the Add New Family (icon)to open the Add Family window. We recommend you always select the Use Quick Registration Form button whenever possible. This allows you to add all the new family information, including students, and sign them up for classes at the same time. 

You also have the option to add a family account 'on the fly' with just their name, location, and registration date when you click on the Enter Family Name Only link.

Take Action for an Individual Family

Use the rowmenu to edit that row and access options for working with an individual family. Click on the icon, and a new browser tab or pop-up window will open depending on the action you select. 

Click directly on the row menu for the family you want to work with; do not use the checkbox in the 1st column. When any checkboxes (for use with mass actions) are selected in the 1st column, the row menus are deactivated and won't display.

• View/Edit - opens the Family record
• Post Fees - opens the Make Sale/Post Fees page
• Accept Payment/Post Credit - opens the Payment Transaction Entry page
• Add a Note - opens the Add a note window
  
  

Take Action for Multiple Families (Mass Actions)

Choose one of these options to select families and perform a mass action:

• Select all families - leave the checkbox in the 1st column unchecked, and all families in the grid are selected. You will be able to Send a Message, Refresh the Grid, Add a New Family, and perform all the mass actions in the drop-down list, including Print and Export to Excel.
• Select specific families - in the 1st column, select the checkboxes for the families you want to work with. You will be able to Send a Message and perform all the mass actions in the drop-down list shown.

  

• Current families displayed on the page (max. 250/page) - select the checkbox in the 1st column header. You will be able to Send a Message and perform all the mass actions in the drop-down list shown below.

Mass Actions

	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 families you want to be included in the message. You can select individual families across multiple pages. To send to all families currently displayed on a page (max 250/page), select the checkbox in the column header.  To send to ALL families on ALL pages, leave all checkboxes empty. All families will be included.
	ePayment Schedule - Update the ePayment Schedule (choosing from a drop-down list) or remove the existing ePayment Schedule from the selected Family records. Click Update.
	Family Discount - Update the Family Discount (amount, expiration date, and discount type) or remove the existing Family Discount from the selected Family records. Click Update.
	Family Fixed Fee - Update the Family Fixed Fee (amount, expiration date, and Category 1) or remove the existing Family Fixed Fee from the selected Family records. Click Update.
	Membership Type - Update the Membership Type (choosing from a drop-down list) or remove the existing Membership Type from the selected Family records. Click Update.
	Clear UDF Answers - Clear the User-defined fields for the selected families. Click Clear.
	Print - Open a print window to print the family information in the grid (max. 250 rows) or save it as a file for future use. The print option is only available when the checkboxes remain unselected in the 1st column of the grid.
	Export to Excel - Download an Excel file of all the filtered information in the grid to your computer. The export option is only available when the checkboxes remain unselected in the 1st column of the grid. All families in the grid will be included (no maximum).

Data Visuals - Key Information at a Glance

Data visuals (charts) provide a quick view of key information about your students. The elements included in the data visuals are predefined by Jackrabbit.  

The All Students data visuals are interactive and can be hidden. Use the Hide/Show Data visuals icon to toggle back and forth.

Locations	If you have multiple Locations in your organization, this element will display and show the proportion of students in each Location. Hover to see the numbers of students in each segment or click on a segment of the chart and the exact number of students in a location displays. In addition, the students from the selected location are listed in the grid.
Status	The number of active versus inactive students is shown in this data visual. Hover to see the numbers of students in each segment or click on a segment of the chart and the number of active students shows. In addition, the active students will populate in the grid.
Absences (last 14 days)	If your organization tracks absences, this data visual shows student absences, within the last 14 days, in 3 views: Students had absences # of absences Top 5 students with absences Click on the links or graph to show more details. When you click on a visual, the students are listed in the grid. Click the student's name in the Top 5 list to open the student's record in a separate tab.
Drops (last 14 days)	Shows the number of students who have dropped classes, within the last 14 days, in 3 views: Students had drops # of drops Top 5 students with dropped classes Click on the links or graph to show more details. When you click on a visual, the students are listed in the grid. Click the student's name in the Top 5 list to open the student's record in a separate tab.
Makeups Owed	If your organization allows students to makeup missed classes, the number of students who are owed makeups is displayed in this section. Students are owed makeups # of makeups Top 5 students with makeups Click on a link or the graph and the student's information is listed in the grid. Click the student's name in the Top 5 list to open the student's record in a separate tab.

Use Filters to Search for Specific Students

Select the Filter icon to open the Filter Drawer which houses various criteria to help you drill down to specific students, for example, to list all inactive students or to filter students by category.

Each filter you select will narrow the results down further.

• Once filters are selected and applied, they will appear in the breadcrumbs. Use the red x next to a filter in the breadcrumbs to clear it and refresh the displayed students.
• Filters are grouped and organized into sections for ease of use and look to information located in the Student record, on the various tabs. 
• Use the arrow to expand a section to see the filters within, or use the Expand All/Collapse All option at the top of the Filter Drawer.
• Search for a filter by entering a keyword in the search box at the top of the Filter Drawer. For example, enter "skills" to quickly locate and select from the Skills/Levels group of filters. Select the filter and click on any field to see a drop-down list to make additional selections. Choose as many filters as needed.
• Select date fields by clicking on the calendar icon or manually enter dates.

Save your Favorite Filtered Grid Views

Work with the Information in the Grid (Table)

Jackrabbit grids, located throughout the system, are very powerful and allow you to group and sort your data to customize the way your results are displayed. Each grid has core features such as grouping data by dragging a column to the grouping bar. Row menus and column menus offer different options depending on the grid.

Take Action for an Individual Student

Use the Row Menu (icon)  to edit that row and access options for working with an individual student. Click on the icon and a new browser tab or pop-up window will open depending on the action you select. 

Click directly on the Row  Menu  for the student you want to work with; do not use the checkbox in the 1st column. When any checkboxes (for use with mass actions) are selected in the 1st column, the row menus are deactivated and won't display.

• View/Edit - opens the Student record
• Enroll - opens the Student Enroll page
• Email Schedule - opens the Email Student Schedules page
• Info Sheet - opens the Student Information Sheet
• Absence/Attendance - opens the Student Attendance Report
• Add a note - opens the Add a note pop-up window
  
  

Take Action for Multiple Students (Mass Actions)

Choose one of these options to select students and to perform a mass action:

• Select all students - leave the checkbox in the 1st column unchecked and all students in the grid are selected. You will be able to Send a Message and perform all the mass actions in the drop-down list including Print and Export to Excel.
• Select specific students - select the checkboxes for individual students in the 1st column to mass update Student fixed fees, Clear UDF Answers, and Add a note for the group or send a message.
• Current students displayed on the page (max. 250/page) - select the checkbox in the 1st column header.

	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 students you want to be included in the message. You can select individual students across multiple pages. To send to all students currently displayed on a page (max 250/page) select the checkbox in the column header.  To send to ALL students on ALL pages, leave all checkboxes empty. All students will be included.
	Student fixed fees - Update student fixed fees for the students selected* in the grid. Indicate the Amount, Expiration date, and the Fixed Fee Category 1. Toggle to remove fixed fees from the selected students. Click Update to save the fixed fees.
	Clear UDF Answers - Clear the User-defined fields for the selected students*. Select the User-Defined Field Answers you would like to clear. Click Clear.
	Add a note - Opens the Add a note pop-up window. Create the note, add a Title, compose the contents of the note for the selected students*, include tags (if needed), and click Add. The notes that are added are added to the student record and can be edited or deleted at any time.
	Print - Opens a print window to print the student information in the grid (max. 250 rows) or save it as a file for future use.  The print option is only available when the checkboxes remain unselected in the 1st column.
	Export to Excel - Downloads an excel file of all the filtered information in the grid to your computer.  This option is only available when the checkboxes remain unselected in the 1st column and all students in the grid will be included.

*The grid displays a maximum of 250 students per page.

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Data Visuals - Key Information at a Glance

Data visuals (charts) are interactive and provide a quick view of key information about your classes. The elements included in the data visuals are predefined by Jackrabbit. 

The All Classes data visuals are interactive and can be hidden. Use the Hide/Show Data visuals icon to toggle back and forth.

Locations	If you have multiple Locations in your organization, this element will display and show the proportion of classes in each Location. Hover to see the number of classes in each segment or click on a segment of the chart, and the exact number of classes in a location displays. In addition, the classes from the selected location are listed in the grid.  Click the breadcrumb red x  to reset the grid and remove the sort.
Status	Class Status shows the number of active versus inactive classes. Hover to see the number of classes in each segment, or click on a segment of the chart, and the number of active classes shows. In addition, the active classes will populate the grid.  Click the breadcrumb red x to reset the grid and remove the sort.
Sessions	Sessions that have active enrollment are shown in this data visual. Hover on a segment to view the session name and the number of classes in the session. In addition, click the segment, and the session/classes in the session will populate the grid.  Click the breadcrumb red x to reset the grid and remove the sort.
Category 1	This data visual shows Category 1 classes with active enrollments. Hover on a segment to see the number of Category 1 classes. Click on the segment, and those classes will populate the grid. Click the breadcrumb red x to reset the grid and remove the sort.
Absences (last 14 days)	If your organization tracks absences, this data visual shows classes with absences within the last 14 days in 3 views: Classes had absences # of absences Top 5 classes with absences Click on the links or graph to show more details. When you click on a visual, the classes are listed in the grid. Click the class name in the Top 5 list to open the class record in a separate tab.  Click the breadcrumb red x to reset the grid and remove the sort.
Drops (last 21 days)	Shows the number of classes that have dropped students within the last 21 days in 3 views: Classes had drops # of drops Top 5 classes with dropped students Click on the links or graph to show more details. When you click on a visual, the classes are listed in the grid. Click the class name in the Top 5 list to open the class record in a separate tab.  Click the breadcrumb red x to reset the grid and remove the sort.
Classes with Openings	This data visual shows classes with openings: Classes with openings # of openings Top 5 classes with the number of openings in the class Click on the links or graph to show more details. When you click on a visual, the classes are listed in the grid. Click the class name in the Top 5 list to open the class record in a separate tab.  Click the breadcrumb red x to reset the grid and remove the sort.
Classes with Waitlists	Classes that have students who are waitlisted display in this section: Classes with waitlists # of students Top 5 classes with waitlists Click on a link or the graph and the class information is listed in the grid. Click the class name in the Top 5 list to open the class record in a separate tab.  Click the breadcrumb red x to reset the grid and remove the sort.

Use Filters to Search for Specific Classes

Select the Filter icon to open the Filter Drawer, which houses various criteria to help you drill down to specific classes, for example, to list all classes that have openings for enrollment. You can select multiple filters to narrow the results down further. 

Alternatively, you can click on a Data visual to filter the data in the grid.

• Once filters are selected and applied, they will appear in the breadcrumbs. Use the red x next to a filter in the breadcrumbs to clear it and refresh the displayed classes.
• Filters are grouped and organized into sections for ease of use and pull information from the Class record on the various tabs.
• Use the arrow to expand a section to see the filters within, or use the Expand All/Collapse All option at the top of the Filter Drawer.
• Search for a filter by entering a keyword in the search box at the top of the Filter Drawer. For example, enter "enrollment" to quickly locate and select from the Enrollment Details group of filters. Select the filter and click on any field to see a drop-down list to make additional selections. Choose as many filters as needed.
• Select date fields by clicking on the calendar icon or manually enter dates.

Save your Favorite Filtered Grid Views

View the Classic Class Calendar and Enroll Students

View your classic class calendar in daily, weekly, and room views. Use the calendar to enroll an existing student or register a new student.

1. Go to the Classes menu > All Classes, filter as needed, or select a data visual to populate classes in the grid.
2. Click the Filtered Calendar iconand choose how you'd like to view your filtered classes (daily, weekly, room). The calendar defaults to the current day for daily and room views and to the current week in the weekly view.
   • The Classic Daily Class Calendar displays a single date's class schedule.
   • The Classic Weekly Class Calendar opens a calendar view of your classes by the week.
   • The Classic Room View Class Calendar displays a single date's class schedule by room.
3. Click on a class in a calendar to open the class information, see the enrolled students, and enroll an existing student or register a new student.

The filtered calendar has checkboxes to Show Students on Hover and Show Full Classes (the latter defaults to checked).

Work with the Information in the Grid (Table)

Jackrabbit grids, located throughout the system, are very powerful and allow you to group and sort your data to customize the way your results are displayed. Each grid has core features, such as grouping data by dragging a column to the grouping bar. Row menus and column menus offer different options depending on the grid.

To learn more about working in our grids, visit our Help article, Work with Reports - Grid Style, where you'll pick up lots of tricks and tidbits like this one:

Take Action for a Single Class

Use the Row Menu (icon)to edit that row and access options for working with an individual class. Click on the icon and a new browser tab or pop-up window will open depending on the action you select. 

Click directly on the row menufor the class you want to work with; do not use the checkbox in the 1st column. When any checkboxes (for use with mass actions) are selected in the 1st column, the row menus are deactivated and won't display.

• View/Edit - opens the Class record
• Enroll Student - opens the Find students page to locate students to enroll in the selected class
• Email/Text Class - opens the Email/Text Class page
• Enter Absences - opens the Enter Absences page for the class
• Post Class Transactions - opens the Post Class Transactions page
• Copy Class - opens a window to copy the selected class
• Mass Drop - opens a window to mass drop all the students in the selected class
• Add Note - opens the Add a note pop-up window
• Add Resource - opens the Add a Resource pop-up window
• Archive Class - opens a window to archive the class
  
  

Take Action for Multiple Classes (Mass Actions)

Choose one of these options to select classes in the grid and perform a mass action:

• Select all classes - leave all checkboxes in the first column clear and all classes in the grid selected across all pages. You will be able to Send a Message (email, text, or push notification), Add a New Class, and perform all the mass actions in the drop-down list, including Print and Export to Excel.
• Select one or more classes - select the checkboxes for individual classes in the first column to Send a Message and to perform mass updates to the selected classes.
• Current classes displayed on the page (max. 250/page) - select the checkbox in the first column header.

	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 classes you want to be included in the message. You can select individual classes across multiple pages. To send to all classes currently displayed in the grid (a maximum of 250 items/page), select the checkbox in the column header.  To send to all classes on all pages, leave all checkboxes empty. All classes will be included.
	Add Absences - Opens an Add Absences window where you can create absences for multiple classes at once.  Refer to Enter Student Absences from the All Classes Grid for more information. Note: This option is hidden when your Jackrabbit system is set to track attendance.
	Add Note - Opens an Add a note window. Create the note, add a Title, compose the contents of the note for the selected classes, include tags (if needed), and click Add.  A new note is added to the class records selected. To modify notes you have to open the individual class record to make an edit or delete. Refer to Notes in Jackrabbit for more information about notes.
	Add Policy Groups - Opens the Add Policy Groups window. Click in the Begin typing... field and select from the list to add Policy Groups to the selected classes. Refer to Legal Policies & Policy Groups for more information.
	Add Resource - Opens the Add a Resource window. Enter the Name of the resource, define the Audience, choose the Resource location (upload or select a link to the resource), and click Add. This will add a resource to the class records selected in the grid. To modify an added resource you have to open the individual class record to make an edit or delete. Refer to Resources in Jackrabbit for more information.
	Remove Policy Groups - Opens the Remove all policy groups window for the selected classes.
	Mass Drop - Opens a Mass Drop Students window. Complete the details in the window, select a Reason from the drop-down list*, add a Note (if applicable), and click Drop. This will drop the students from the selected classes. *Note: To create the drop-down list, go to the Gear icon > Settings > Users & Permissions > Drop-down Lists (left menu) > Student (left menu) > Drop Reason.
	Mass Edit - Opens the Edit Classes page. Use the top row to make global changes to the selected classes in the grid or edit individual classes as needed on the page. Click Save Changes.
	Export to Excel - Downloads an Excel file of all the filtered information in the grid to your computer. It is only available when the checkboxes remain unselected in the first column, and all classes in the grid will be included.
	Print - Opens a print window to print the class information shown in the grid (max. 250 items/page) or save it as a file for future use. The print option is only available when the checkboxes remain unselected in the first column.

Frequently Asked Questions

Q.  How can I search for classes with openings?  

A.  Go to the Classes (menu) > All Classes and use the top scrollbar to scroll over to the Classes with Openings data visual. Click the large blue number (that's the number of classes with openings) and all classes with openings will display in the grid.

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Select Search Criteria

All of the Search Criteria pull information from fields that are located in the Staff record.

Define Instructors' Classes

The selections made in this section apply only to staff who are instructors assigned to classes. The selections pull information from fields located in the Class record.

Choose Display Settings

Use these settings to optionally add a column(s) to the report results to display Staff Skill and/or Staff Certifications.

Work with Report Results

• The Show/Hide Columns button allows you to customize your report by selecting which information to display.
   
  • Select Apply to apply these selections only to 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.
  • Use Restore Columns to view all available columns.
• Send an Email directly from the report results. Use the Email All column to send to only selected staff or send to all.
• The Weekly Schedule link will open the Activity Calendar filtered for that instructor.
• Use the Calendar link to open the Classic Monthly Class Calendar filtered for that instructor.
  
  Note: If the staff person is not an instructor and you have set their Instructor setting (on the Summary tab of the Staff record) to No, they will not appear on the calendars.