The Session Enrollment by Participant report is a participant-level detail report that shows every activity session a participant is currently enrolled in. Because one participant can be enrolled in multiple sessions, each participant typically appears in multiple rows — one row per session enrollment. This makes it easy to see the full program picture for any individual student.
Overview & When to Use
This report answers questions like: Which sessions is a specific student enrolled in? Who is enrolled in a particular activity or session? What is the contact email for a participant’s primary relationship? It is primarily used by site coordinators who need to verify or audit individual enrollment records.
- Use this report when confirming that a student is correctly enrolled in all expected sessions.
- Use it when you need to pull contact information (primary relationship email) for participants in a specific activity or session
- Use it when auditing enrollment completeness — for example, checking whether all expected participants appear in a given session.
How to Read the Report
- Check the record count in the header (e.g., “1–100 / 356”) to understand the total number of enrollment rows returned — remember this is rows, not unique participants.
- Scan the LastName / FirstName / ParticipantID columns to identify the participant. The same participant will repeat across multiple rows if they are enrolled in multiple sessions.
- Read the Activity and Session columns together — Activity is the broader program (e.g., “2025-2026 PRIMETIME,” “STEAM Hover Craft”), and Session is the specific grouping within that activity (e.g., “Blue Group,” “7th Grade”).
- Check GradeLevel to confirm the participant’s grade is populated; missing grade level may indicate an incomplete participant record.
- Review PrimaryRelationshipEmailAddress to confirm contact information is on file; a blank email means no primary contact email has been recorded.
Key Metrics
| Metric | What It Measures | How it is Calculated | Notes |
|---|---|---|---|
| Row Count | Total number of session enrollment records returned | One row per participant-session combination | Not the same as unique participant count |
| LastName / FirstName | Participant identity | Pulled directly from the participant record | Used to identify and sort participants |
| ParticipantID | Unique system identifier for each participant | ||
| GradeLevel | The grade level associated with the participant | Pulled from the participant’s profile | May be blank if not entered |
| Activity | The program or activity the participant is enrolled in | Pulled from the activity record linked to the session | |
| Session | The specific session within an activity | Pulled from the session record | Multiple sessions per activity are possible |
| PrimaryRelationshipEmailAddress | Email address of the participant’s primary contact/guardian | Pulled from the primary relationship record | May be blank if no email is on file |
Statuses, Colors, and Alerts
- No color coding, status flags, or alert indicators are visible in this report.
- Blank GradeLevel cells indicate the participant’s grade has not been recorded — this may warrant follow-up.
- Blank PrimaryRelationshipEmailAddress cells indicate no contact email is on file for that participant’s primary relationship.
Notes, Limitations, and Related Reports
- Because the report is at the enrollment row grain (not the participant grain), the same participant will appear multiple times if enrolled in multiple sessions. Do not count rows to get a unique participant count.
- If a participant is not enrolled in any sessions, their name will not appear in this report.
- Sorting and filtering are available within the report interface; additional slicing can be done via Excel export.
Report Filters (How to Slice the Data)
The filter panel for this report provides two filters, both operating as “In List” selections (meaning you can select one or more values to include):
- Activity filter — Narrows the report to show only enrollments belonging to the selected activity or activities (e.g., showing only “STEAM Hover Craft” rows). Use this when you want to focus on a specific activity. No default value is set; without a selection, all activities are shown.
- Session filter — Narrows the report further to show only enrollments in the selected session or sessions within an activity (e.g., “Blue Group” or “7th Grade”). Use this in combination with the Activity filter to drill into a specific cohort. No default value is set; without a selection, all sessions are shown.
To apply filters (not available for all reports), use the filter icon available at the top right of the report header. The filter options shown in this report are the same for all users.
To filter by additional fields that are not available on-screen, export the table to Excel, turn on filters for the header row (Data > Filter), and use Excel’s filter dropdowns. For a quick tutorial, see Microsoft’s “Filter data in a range or table” video on https://support.microsoft.com/.
Updated