Overview & When to Use

The Session Enrollment by Session report provides a session-level view of enrollment data across sites and activities. It answers core operational questions such as: How many students are enrolled in each session? Which sessions are approaching their maximum enrollment? How are students distributed across activities and sessions at each site?

The typical audience includes program administrators, site coordinators and others responsible for managing capacity and enrollment across after-school, enrichment, tutoring, and other program types.

This report is most useful when:

• Monitoring enrollment counts against session capacity limits to identify sessions that are under-enrolled or maxed out.
• Reviewing how students are distributed across sessions within a given activity or site.

How to Read the Report (What to Look At First)

• Start with the Site column to orient yourself to which site each row represents — rows are grouped by site, making it easy to focus on one location at a time.
• Review the Activity column next to understand which program type (e.g., STEM, After-School, Tutoring, Snack) the session belongs to.
• Read the Session column to identify the specific session within that activity (e.g., a grade-level group, time-of-day program, or day-of-week cohort).
• Check the Maximum Enrollment and Enrolled Count columns together — comparing these two values immediately reveals whether a session has available capacity, is at capacity, or has no cap set.
• Note the Location column where populated, as it provides the physical space assigned to the session, which can be relevant for scheduling and capacity planning.

Key Metrics

Statuses, Colors, and Alerts

• No explicit status flags, color coding, or alert indicators used in this report.
• Capacity status must be inferred manually by comparing Enrolled Count to Maximum Enrollment — there is no automated highlight or threshold indicator shown.
• Sessions with a blank Maximum Enrollment have no cap configured; users should not assume these sessions are unlimited by design.

Notes, Limitations, and Related Reports

• Sessions with no Maximum Enrollment value set will show a blank in that column, which can make capacity comparisons incomplete if caps have not been configured consistently across all sessions.
• The report displays one row per session; it does not break down enrollment by student demographic, grade, or other sub-groupings within a session.
• Enrolled Count reflects the current state of enrollment records and may not account for pending, waitlisted, or historically dropped enrollments.

Report Filters

The Session Enrollment by Session report includes three filters that allow users to narrow the data displayed:

• Site (In List): Limits the report to one or more selected. Use this filter when you want to focus on a specific site or subset of sites rather than viewing all sites at once. Multiple sites can be selected. If left blank, all sites are shown.
• Activity (In List): Limits the report to one or more selected activities (STEM, Tutoring, etc.). Use this filter to isolate enrollment data for a specific activity. Multiple activities can be selected. If left blank, all activities are shown.
• Session (In List): Limits the report to one or more specific named sessions of the above-selected activity. Use this filter when you need to drill into a particular session rather than viewing all sessions across all activities. Multiple sessions can be selected. If left blank, 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 June 12, 2026 14:27