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Select a Report Type

Here's a basic guide to Zen Planner's report types. Choosing a report type is significant because it controls the data fields that are available for you to choose when you create and merge an email or document template. In short, you may only use a People report to send out emails using a People email template.

For specific questions about choosing a report type, please contact Zen Planner Support.

 

People-related Report Types

People

The People report is the foundation for most reports in Zen Planner. It's designed to keep track of all the personal and prospect information for every person in your database. All the fields that you can see on the Personal Info and Prospect Info boxes of a person's profile can be used to filter the People report.

People (show Programs) - Program Enrollment

The People - Program report was created to keep track of person's attendance, rank history and memberships in a specific program. This comes in handy when a person is enrolled in more than one program at your school. All the fields that you can see in the Program boxes of a person's profile can be used in a People - Program report.

Families

The Families report is a comprehensive report that lets you view all the members of a particular family and the designated family head. Using the Referred By field, you can use this report to determine which of your students has referred the most families to your school.

The Families report also allows you to view all the family head's billing information, as well as all bills and payments associated with a family. The Billing Status field is used to identify families who still have unpaid bills because payment was declined. A similar report is the Families with Autopay Suspended, which is available from the Dashboard -> Customize -> Financial tab.

Attendance

The attendance report records every class or event attended by a student in your database. You can also use this report to view class attendance by staff member, which helps you determine your most popular classes and instructors. You can use the RSVP? and Attended? fields to view events where the person reserved a space in the class ahead of time and then actually attended the class.

 

Billing-related Report Types

Bills

The Bills report is useful when you want to view a list of bills (paid and unpaid) for a person. You can view all the basic bill information on this report, including bill amount, tax amount, date due, date paid and the amount paid.

In addition, you can see view bills that are set to be automatically paid, that have been approved for automatic payments, the date the bill was approved for automatic payment and whether the person has a credit card or electronic checking account saved in their profile.

Bills (show Payments)

The Bills (show Payments) report allows you to view all the bills that have been paid by a specific payment. It also allows you to view partial payments or split payments made towards the same bill. This report comes in handy when you're trying to trace who has made payments for a particular bill and there is more than one person paying for the family's bills.

Payments

The Payments report is a record of all the attempts made to send a person's payment for processing to the bank and the response returned by the bank. You can view this report by payment method, payment status and payment receipt number to troubleshoot failed or declined payments.

 

Membership-related Report Types

Memberships

The membership report contains all the fields you would normally included in a membership agreement for your student, such as their personal information, the begin and end dates of their agreement. You can filter by membership status, program or class enrollment.

If you offer pre-paid or limited memberships, like a 10-class card, you can use the Attendance Total, Attendance Limit and Attendance Remaining fields to filter the report for memberships that are close to their Attendance Limit.

Holds

Use this report to analyze students who have memberships on hold by date or by hold reason. You can also add the Memberships on Hold report to your Dashboard by clicking on Dashboard -> Customize -> Memberships.

Drops

This report type lets you analyze students who have dropped their membership by date or by drop reason. You can add the Dropped Memberships report to your Dashboard by clicking on Dashboard -> Customize -> Memberships.

Enrollment-related Report Types

Classes (show People) or Class Registration

This report provides you with a list of all the people are registered for every class in your database and other data fields that can help you determine the student's readiness for the next promotional test, such as current rank, last test date and attendance since the last test.

You can also use this report type to identify students with low attendance by adding data fields such as the last attendance date, the number of days since last attendance date, and the number of attended classes in the last 30 days to your view.

Events (show People) or Event Registration

This report lets you list of all the people who are registered for an event, the date they registered for the event, and whether or not they actually attended the event. You can use this report to check event attendance.

Promotional Tests (show People) or Test Registration

This report lists all the people who are registered for any promotional test in your database, the rank they are attempting to earn in the test, the date of the test and the duration of the test. You can also view the date is the student eligible for the next test and the date the student registered for the next test.  Finally, you can use this report to total the testing fees you collected from each test in your database.

 

Operations-related Report Types

Expenses

You can use the Expense report to analyze your spending by vendor or by category over a period of time when used the historical graph option. You can also use this report to total your expenses by category - helpful around tax season!

Tasks

This report allows you review all the tasks in your database filter the report by date, category, task status, and assigned staff member. You can also search for tasks that contain keywords in description or title.

Notes

The Notes report type can be used to view all the notes that have been entered into the system and filter it by type, date, status or person. You can also use to track the activity of your staff members by filtering the report by the Updated By field. This comes in handy when you're trying to train new staff on how to use your system.

 

School Setup-related Report Types

Program

This basic report provides you with a list of all the programs in your database and the number of classes in each program. For a detailed report about a person and what programs they are in enrolled in, use the People (show Program) or Program Registration Report.

Classes

This basic report provides you with a list of all the classes in your database. This report can be sorted by program, class begin and end dates, and class capacity. You can also filter the report by whether the class is active or open for registration from the member website. For a detailed report about who is registered for your classes, use the Classes (show People) or Class Registration Report.

Classes (show Calendar) or Class Calendar

This basic report lists all the classes in your database and allows you to filter it by program, class date, calendar color and class location. Helps you locate a specific class in your calendar.

Events

This basic report provides you with a list of all the events in your database and lets you filter the report on simple fields such as date, category, price. You can also view events based on whether or not they are open for registration or viewable from your member website. For a detailed report about who is registered for your events, use the Events (show People) or Event Registration Report.

Promotional Tests

This report list all the promotional tests in your database and view the list by test date, test description and the total number of people registered for the test. You can also choose to view the report by tests that are viewable on your member website. For a detailed report about who is registered for your events, use the Promotional Tests (show People) or Test Registration Report.

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