Reporting on the number of students enrolled in your school

This article explains how to view the number of students enrolled in your school, highlighting that current figures are available on the homepage. For different date ranges or comparisons, users should navigate to the Custom Report Writer to create a report.

Permissions

You'll need the Enrolment: Administer All Students permission to see enrolment statistics for all students enrolled in the school, year groups, registration forms and houses.

You'll need School: General Admin: Export Data to create a custom report 

If you don't have permission, contact your office staff - they can follow this guide to give you the right permission.

Reporting on Enrolments

Today's Enrolment numbers from the Homepage

You can see the number of students enrolled in your school today on your homepage in the Attendance KPI section. It is not possible to edit the date range or student groups shown. More on how this works here.

Using the Enrolment Statistics page

To see enrolment figures on a different date, across a date range or for a specific student group, we recommend using the Students > Enrolment > Statistics page to see your enrolment numbers in a table

The table has columns for:

• The group in question
• The enrolment number for that group
• The % of the Total number of students in the school that are in the group

Use the Filter at the top of the page to change the data in the table. You can customise your filter with the following settings:

• Start and End Dates - these are the dates between which enrolments in your school or specific groups are counted in the table. The default setting is today's date for both the start and end dates.
  
  For example, if you set your date range to be your autumn term (e.g. Sep 1st to Dec 31st), your enrollment numbers in the table will include any students who were enrolled at any point between those dates, including students who left during the term. The table will not show students who left before the start date or joined after the start date.
   

• Students who are... - this setting lets you narrow down students to include in your table. By default, this is set to include All Students. The Students who are... dropdown works as an OR filter; students need to be in one or another of the groups to be included. Meaning you can select multiple groups, and (as long as the student is a part of one of the groups between your start and end dates) they will be included.

  For example, if you specify Students who are... Year 11, the table will only show statistics for students who are in Year 11. If you set the dropdown to be Year 11, Year 12 and Year 13, the table shows statistics for years 11 through 13.

  Things you might consider using are:

  - Specific year groups and forms

  - Specific demographics (e.g. Compulsory school age, SEN, etc)

  - Specific custom groups

  - Specific courses or interventions
   

• +and who are also - use this setting to add an additional Students who are... dropdown (max 3.). Adding an additional Students who are...dropdown works as an AND filter; students need to be in one of the groups from dropdown one and one of the groups in dropdown two to be included. Meaning that students are only included if they fall within the groups listed in both dropdowns.
  
  For example, if you used +and who are also to add an additional dropdown and keep dropdown one set to Year 11, Year 12 and Year 13, setting dropdown two to Pupil Premium Eligible means the only students who are Pupil Premium Eligible AND in Year 11, Year 12 or Year 13 within your date range are included.
   

• Show data by... - this setting allows you to group your results once you have narrowed down which student to include. Each segment within the grouping has its own row in the table. Each segment is not mutually exclusive, so if a student was in both groups within the same date range, they are included in the statistics twice.

  For example, if you want to view enrolment for Year 5 students, and then want to see how many of those students are male and female, you would use the Students who are... dropdown to narrow your students down to Year 5 only. Then, you would use Show data by... to group the table by Sex. In the resulting table, you then see a row for each sex, with the number of students in Year 5 who fall within each sex within your date range.

  

  
  You can group the data by: 
   

  • Custom group - creates a row for each custom group on your site
  • Demographics - creates a row for each of the following demographics:
     
    • Pupil Premium Recipient
    • Gypsy / Roma / Traveller
    • EYPP Recipient
    • Gifted
    • Mobile (Y10 & Y11)
    • Has Key Worker Guardian
    • Young Carer
    • Service Child
    • Ever 6 Service Child
    • Looked After (In Care)
    • EAL
    • Mobile (Y5 & Y6)
    • Talented
    • Gifted + Talented
    • In Year Admission
    • FSM
    • SEN
    • Pupil Premium Eligible
    • Ever 6 FSM
    • Disadvantaged
    • Disadvantaged (Ofsted 2023)
    • Out Of Age Group Cohort
    • Female
    • Male
    • Compulsory School Age (5 - 15)
  • Demographics & Inverse - creates a row for each of the demographics above, and corresponding rows for groups that are not included in those demographics
  • Ethnicity - creates a row for each ethnicity
  • Houses  - creates a row for each house
  • Registration form  - creates a row for each form group
  • Sex - creates separate rows for Not Specified, Not Known, Female and Male
  • Student - creates a row for each student. use this to split the statistics of a group so you can see which students make up the group
  • Teaching group  - creates a row for each teaching group
  • Year group - creates a row for each year group

• And also by... - use this to add a second grouping. For example, you might add a grouping by Registration Form and Sex to a table already filtered by Year 5 if you want to see the enrolment numbers male and female students by form groups in Year 5.

  

• Once you are happy with your filter settintg, click Apply and refer to the table for your statistics.

Using the Custom Report Writer to report on enrolments

If you want to compare two date ranges or see data for a certain point in a previous academic year, all within the same report, you'll need to create a report in the Custom Report Writer.

To get started creating a report about enrolments:

• Go to School > Custom Report Writer
• Click Create new report in the top-right corner\
• Click Create a New Report on the slide-over
• Set your report focus to School
• Give your report a title
• Tick the Skip- setup wizard box
• Click Next
• On the next screen, in the columns section, add a Number of Enrolled Students column for each date range you want to look at
• Add filters and groupings as needed
• Click Save & View report