Roster report (daycare)

This report shows the roster of students enrolled in a daycare program for a specified date or date range, and can include enrollee details such as age, gender, emergency contact information, customer and staff notes, and payment information.

 

The Roster is similar to the Enrollee List, except that the roster provides a daily list of enrollees for each day specified, while the Enrollee List only provides one general list of all enrollees without specifying the dates when they are attending.

Location

Reports > Daycare Reports > Roster

 

Clicking the Recall / Schedule a saved report definition button at the top of the page takes you to the Form Definitions page, where you can select a previously saved report definition.

 

The following fields are available on the Roster page:

Name of Field

Type

Description

Filters

Report Filter

Hyperlink

The following filters are available on the Roster page: Daycare Program Type, Program, Department, Category, Session, Dates (From, To), Program Site, Geographic Area, Custom Question Answer, Daycare Fee, Package and Package Category.

 

Click the Report Filter link to learn more about reports and their filters.

Sort by Filter

Dropdown list

The following filters are available on the Roster page: Customer Name and Age + Customer Name.

 

Click the Report Filter link to learn more about reports and their filters.

Options

Residency

Dropdown list

Include enrollees on the list based on their residency status:

  • Active Residents (have current residency status)

  • Non-Residents (do not have residency status)

  • Expired Residents (have residency status, but it has expired)

  • All Customers

Status

Dropdown list

Filter the report based on the status of the daycare program.

Optional Field 1, 2, 3 and 4

Dropdown list

Option to display up to 4 optional customer detail fields on the roster, as selected from the following: Cell Phone, Customer #, Date of Birth, Email, Emergency Contact Name 1, Emergency phone 1, Emergency Contact Name 2, Emergency phone 2Home Phone, Other Phone, Pager, Payer's Name, Payer Email, Head of Household, Head of Household Email, Member Number, and Work Phone.

Customer Name Format

Dropdown list

Display format of the customer name, as selected from either Lastname, Firstname or Firstname Lastname.

Group By

Dropdown list

To group the data in the report, choose one of the following from the Group by list:

  • Session
  • Age
  • Birth Month

Calculate Age Based On

Radio button

Option to select the start date to calculate customer ages:

  • Report Date
  • Program start date
  • Specified Age Calculation Date

Show Customer Registration Date

Checkbox

Option to include registration dates in the report

Include Check In Notes

Checkbox

Option to include the check in notes on the roster.

 

Check in notes can be added when a student is checked in for a session.

Show Authorized Pick Ups

Checkbox

Option to show the list of people who are authorized to pick up the student.

 

If Microsoft Excel (Tabular Format) is selected as the output type, then only one of the following options can be selected. Other check boxes are automatically disabled.

  • Show Charges for Customer?
  • Show All Flex Registration Custom Questions?
  • Show Customer Alternate Keys?
  • Show Customer Pass Numbers?
  • Show Customer Skills?
  • Show Incomplete Waivers Only?
  • Show Authorized Pick Ups?
  • Show Emergency Contact?

Show Emergency Contacts

Checkbox

Option to show the list of people who are  emergency contacts.

 

If Microsoft Excel (Tabular Format) is selected as the output type, then only one of the following options can be selected. Other check boxes are automatically disabled.

  • Show Charges for Customer?
  • Show All Flex Registration Custom Questions?
  • Show Customer Alternate Keys?
  • Show Customer Pass Numbers?
  • Show Customer Skills?
  • Show Incomplete Waivers Only?
  • Show Authorized Pick Ups?
  • Show Emergency Contact?

Show Charges for Customer

Checkbox

Option to show the daycare fees charged to the customer.

 

If Microsoft Excel (Tabular Format) is selected as the output type, then only one of the following options can be selected. Other check boxes are automatically disabled.

  • Show Charges for Customer?
  • Show All Flex Registration Custom Questions?
  • Show Customer Alternate Keys?
  • Show Customer Pass Numbers?
  • Show Customer Skills?
  • Show Incomplete Waivers Only?
  • Show Authorized Pick Ups?
  • Show Emergency Contact?

Include Customer Notes

Checkbox

Option to include customer notes on the roster.

 

Customer notes are general notes that entered on the customer record (for example: customer preferences).

Include General Alert Notes

Checkbox

Option to include general alert notes on the roster.

 

General alert notes are alert notes for agency staff that are entered on the customer record (for example: Do not accept checks from this customer).

Include Medical Alert Notes

Checkbox

Option to include medical alert notes on the roster.

 

Medical alert notes are medical notes for agency staff that entered on the customer record (for example: customer allergies or medication).

Show Customer Skill?

Checkbox

To include the customer's skills in the report, select this option.

 

Note: When you select Show Customer Skill?, the evaluator's name is also included on the report.

 

If Microsoft Excel (Tabular Format) is selected as the output type, then only one of the following options can be selected. Other check boxes are automatically disabled.

  • Show Charges for Customer?
  • Show All Flex Registration Custom Questions?
  • Show Customer Alternate Keys?
  • Show Customer Pass Numbers?
  • Show Customer Skills?
  • Show Incomplete Waivers Only?
  • Show Authorized Pick Ups?
  • Show Emergency Contact?

Show All Custom Questions

Checkbox

Option to include all custom questions and the customers' answers on the roster.

 

Custom questions are attached to daycare programs and are asked during registration.

 

If Microsoft Excel (Tabular Format) is selected as the output type, then only one of the following options can be selected. Other check boxes are automatically disabled.

  • Show Charges for Customer?
  • Show All Custom Questions?
  • Show Customer Alternate Keys?
  • Show Customer Pass Numbers?
  • Show Customer Skills?
  • Show Incomplete Waivers Only?
  • Show Authorized Pick Ups?
  • Show Emergency Contact?

Show Incomplete Waivers Only?

Checkbox

Option to only include customers who have incomplete waivers.

 

Waivers are attached to daycare programs and are normally required to complete daycare registration.

 

If Microsoft Excel (Tabular Format) is selected as the output type, then only one of the following options can be selected. Other check boxes are automatically disabled.

  • Show Charges for Customer?
  • Show All Flex Registration Custom Questions?
  • Show Customer Alternate Keys?
  • Show Customer Pass Numbers?
  • Show Customer Skills?
  • Show Incomplete Waivers Only?
  • Show Authorized Pick Ups?
  • Show Emergency Contact?

Include Staff's Transaction Notes

Checkbox

Option to include agency staff's transaction notes on the roster.

 

Staff transaction notes are added during daycare registration.

Include Customer's Transaction Notes

Checkbox

Option to include customer's transaction notes on the roster.

 

Customer transaction notes are added during daycare registration.

Show Total Balance?

Checkbox

Option to show the customer's payment balance on the roster.

Show Past Due

Checkbox

Option to show the past due balance.

Show Payer Names

Checkbox

Option to include the names of the payers who paid for the daycare registration.

Show Customer Alternate Keys?

Checkbox

Option to include alternate keys and information relating to the alternate keys in the report.

 

If Microsoft Excel (Tabular Format) is selected as the output type, then only one of the following options can be selected. Other check boxes are automatically disabled.

  • Show Charges for Customer?
  • Show All Flex Registration Custom Questions?
  • Show Customer Alternate Keys?
  • Show Customer Pass Numbers?
  • Show Customer Skills?
  • Show Incomplete Waivers Only?
  • Show Authorized Pick Ups?
  • Show Emergency Contact?

Show Customer Pass Numbers?

Checkbox

Option to include customer pass numbers and information relating to customer pass numbers in this report.

 

If Microsoft Excel (Tabular Format) is selected as the output type, then only one of the following options can be selected. Other check boxes are automatically disabled.

  • Show Charges for Customer?
  • Show All Flex Registration Custom Questions?
  • Show Customer Alternate Keys?
  • Show Customer Pass Numbers?
  • Show Customer Skills?
  • Show Incomplete Waivers Only?
  • Show Authorized Pick Ups?
  • Show Emergency Contact?

Enrollment Status

Dropdown list

Option to include enrollees on the roster based on their enrollment status, as selected from either Roster - all current enrollees, Waitlist - all current waitlist entries or All - Both enrollees and waitlist entries.

Output Type

Dropdown list

The output type or format of the report, as selected from a predefined list.

 

The available output types are Adobe Acrobat Reader, HTML, Microsoft Excel and Microsoft Excel (Tabular Format).

 

If Microsoft Excel (Tabular Format) is selected as the output type, then only one of the following options can be selected. Other check boxes are automatically disabled.

  • Show Charges for Customer?
  • Show All Flex Registration Custom Questions?
  • Show Customer Alternate Keys?
  • Show Customer Pass Numbers?
  • Show Customer Skills?
  • Show Incomplete Waivers Only?
  • Show Authorized Pick Ups?
  • Show Emergency Contact?

Each Customer as One Record

Check box

Option to display multiple customer skills or custom questions and answers in multiple columns

This option is displayed only when Microsoft Excel (Tabular Format) is selected as the output type.

When either Show All Customer Skills or Show all Flex Registration Custom Questions is checked, customer skills or custom questions and answers are displayed in multiple columns.

Save Report Definition

Report Title

Text

Option to save the report definition for later use.

 

Click the Report Filter link to learn more about report definitions.