Enrollment, attendance, roster, and waiting-list reports

Use this family of reports to answer who is enrolled, who attended, who cancelled, and who is waiting for space. Start with the question you need to answer, because similar-looking reports can use different dates and statuses.

#Before you begin

Choose one known season, class, schedule date, or student that you can use to test the result.
Confirm whether you need current enrollment, a dated class meeting, attendance history, cancellations, or waiting-list position.
Check the report's date labels. A class date, enrollment date, cancellation date, and date added to a waiting list are not interchangeable.
Treat names, attendance, contact information, and exported rosters as private studio records.

#Choose the report that matches the question

Question	Report to start with	Important distinction
Who belongs to a class?	Classes or Students Enrolled	Enrollment status is not the same as attendance for a particular meeting.
What should an instructor use for a dated class meeting?	Roll Sheet	Select the correct schedule date, not only the class or season.
Who attended or had another attendance status?	Attendance at a Glance	Results depend on recorded schedule attendance.
Which purchases were connected to attendance?	Attendance by Sales Item	This is purchase-oriented and is not a replacement for a class roster.
Who cancelled, and when?	Cancellations	Verify which cancellation date and status filters the report uses.
Who is waiting for a class?	Waiting List	A waiting record does not prove that a place is reserved or that the student has been promoted.
Which classes are coming up?	Upcoming Classes	This is date-oriented and can include communication helpers.
How full are scheduled classes?	Utilization Tracker	Utilization depends on the stored schedule capacity and counted students.

Other useful reports include Number of Classes, Student Schedule, Students by Program, Recently Added Classes, and—when enabled—Student Eligible Classes.

#Run a class or enrollment report

Open Reports in the left navigation.
Select Classes, Students Enrolled, or another report that matches the question.
Set the season or date range first.
Narrow by class, program, category, location, instructor, or enrollment status only as needed.
Apply the filters and review the result count before exporting.
Open one linked family, student, or class record when the report provides a link.
Compare the report row with the class's Students list and the student's current enrollment status.

Do not assume that an empty result means there are no students. Clear optional filters and confirm that the selected date range overlaps the season and schedule.

#Prepare a Roll Sheet

Open Reports > Roll Sheet.
Choose the program, season, class, and date requested by the report.
Preview the roster before opening the PDF or spreadsheet output.
Confirm the class name, meeting date, instructor, and expected students.
Generate only the output needed for the class.

The Roll Sheet is a working roster. Use the live Calendar > Day View attendance controls to record official attendance when that is the studio's approved workflow; do not assume that writing on a printed sheet updates Dance Studio Manager.

#Review attendance

Open Reports > Attendance at a Glance.
Enter Start Date and End Date.
Apply the available genre, program, level, or instructor filters.
Review Date, Class, Staff, Students, and Status in the result.
If exporting, choose whether the Excel output should group by schedule when that option is available.
Compare at least one row with the matching Calendar day and roster.

Attendance status changes can have downstream purchase, fee, scheduled-payment, and message effects. A corrected report row proves only that the current attendance value is represented; it does not prove that every earlier financial or communication effect was reversed.

#Review the Waiting List

Open Reports > Waiting List.
Select one or more classes, or use the season shortcut when appropriate.
Enter Start Date and End Date.
Apply the filters.
Review Status, First Name, Last Name, Class, and Date Added.
Use Get Excel only after confirming the visible sample.

Current-status caution: Waiting List is visible in the live a test studio menu and has a current report surface, but its product catalog and an older menu test disagree about whether it should be exposed. Treat it as available where shown, without promising that every studio will have it.

Moving someone from waiting to active enrollment is a separate operational action. Confirm capacity, eligibility, required purchases, charges, and communication before changing the enrollment record.

#Confirm the result

For a dependable report sample, reconcile the same fictional student in three places:

the selected report;
the class's Students or schedule roster; and
the student's family/account record.

For attendance, also compare the matching Calendar day. For a waiting-list result, confirm the student's current enrollment status and the recorded Date Added.

Record the report name, filters, run date, and export filename when the result supports a decision or is sent to someone else.

#Troubleshooting

#A student is missing

Clear status and class filters, widen the dates, and check whether the student is active, waiting, eligible, declined, archived, or attached only to particular schedules. Confirm that you selected the intended season and member mode.

#Enrollment and attendance totals differ

Enrollment describes the student's relationship to a class. Attendance describes a status for a dated schedule. A student can be enrolled without a recorded attendance row, and a drop-in or historical record can appear differently across reports.

#The waiting list order looks wrong

Compare Date Added, current status, class, and any studio policy used to prioritize or invite students. Do not promote or remove a student solely to make the report order look different.

#The export does not match the screen

Confirm whether the export includes every filtered row, uses a grouped layout, or applies its own date/status rules. Save the filter values and a privacy-safe example before reporting a discrepancy.