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How to report on guardians so that their details appear in separate columns or rows in Custom Reports

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Customer Ops Team

There are two ways to include guardian contact details in a Custom Report Writer (CRW) report, the right approach depends on whether you need one row per student or one row per guardian.

When you create a report with the focus Students, you can choose to show all of their guardians' contact details in a single cell/column, or you can configure columns to surface guardian details based on the Emergency Contact Priority.

If you need full details for every guardian (regardless of priority) on a separate row, or if your guardians don't have priorities set, use the Parents, Guardians and Contacts base report instead.
 

Option 1: Use the Students base report; one row per student

If you want each student to appear on a single row, with guardian contact details in separate columns alongside them, use the Students base report. More on these types of reports here: Reporting on Students. This functionality is available in both School MIS and MAT MIS.
 

Which columns can I add?

When creating or editing a custom report about students, add columns for each guardian priority you want to appear separately in the report. Find these columns under Family & Contacts. Type the word "priority" to narrow down the list to the relevant columns.
 
 
You can add the following fields to pull Priority 1 and Priority 2 emergency contact details directly into student-level columns:
 
Priority 1 Guardian
 
  • Priority 1 Guardian Name
  • Priority 1 Guardian Email
  • Priority 1 Guardian Main Telephone Number
  • Priority 1 Guardian Postal Address
 
Priority 2 Guardian
 
  • Priority 2 Guardian Name
  • Priority 2 Guardian Email
  • Priority 2 Guardian Main Telephone Number
  • Priority 2 Guardian Postal Address
     

What does this look like in a report?

Adding a separate column for each priority, ensures guardians are not grouped together in a single cell.

See an example of what this looks like below. The second column from the left adds primary guardians regardless of their contact priority and includes each contacts name. The two columns to the right adds those same telephone numbers but in separate cells.

How do we use other priority contacts (e.g. Priority 3 contacts)?

You can change the priority filter in each field's settings to pull a different priority level (e.g. Priority 3) if needed. To do this:
  • Add or edit (the Pencil  icon) a Priority 1 or 2 column 
  • Use the Guardian Priority dropdown to select the priority you want


     
  • Click Save

Why do some students have multiple guardians' details in a single column?

These fields work best when each guardian has a unique priority set on their profile. If two guardians share the same priority level, their details will be concatenated into a single cell. To fix this, update the priority data on the student's profile so each guardian has a distinct priority number. More on setting guardian contact priority can be found here: How to change Guardian Priority

Option 2: Use the Parents, Guardians and Contacts base report — one row per guardian

If you would rather have one guardian per row of your report, use the Parents, Guardians and Contacts report focus. More on these reports here: Reporting on Parents, Guardians and Contacts
 

This report type is useful when you need a comprehensive contact list and are happy to handle multiple rows per student, or when you're exporting to a system that accepts this format.

Simply create a report with this focus and it automatically creates one row per guardian, regardless of priority. See what this look like below.

 

 

You can use the Emergency Contact Priority or Is Primary Guardian? columns or filters to narrow down or sort the results.
 

 
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