System Reports
1. What Are Reports?
The Reports module is an analysis tool that allows you to obtain consolidated information on various aspects of the institution: academic performance, financial status, guardian data, and infrastructure. Each report presents key performance indicators (KPIs) at the top and a detailed table with the broken-down information.
Tip
Reports can be filtered by school year, period, section, grade, and date range as applicable. Use the side panel filters to narrow the information to what you need.
2. Module Access
From the side menu, select Virtual Classroom → Reports. You will see a catalog of cards organized by category. Each card shows the name, description, and a priority indicator (high, medium, or low) that helps you identify the most critical reports for your daily management.
3. Financial Reports
Financial reports allow you to have a complete view of the institution's money flow: what has been collected, what is pending, and how much has been spent.
R-03 — Students with Pending Payments
Identifies students who have overdue installments, meaning charges whose due date has passed and have not yet been paid.
| Data | Detail |
|---|---|
| Available filters | School year, section, date range, concept, payment arrangement |
| Indicators (KPIs) | Students in arrears, total pending in C$, total pending in $, average days overdue |
Table columns: Student, section, charge concept(s), amount, currency, due date, days overdue (with color traffic light), payment arrangement (if applicable), guardian, and guardian contact.
Important
The days overdue traffic light works as follows: more than 30 days is marked in red (critical), between 15 and 30 days in yellow (warning), and less than 15 days in blue (informational). This allows you to prioritize collection management.
R-13 — Revenue Summary
This is the complement to R-03: while that one shows what remains to be collected, this report shows what has already been collected. It lets you know how much the institution has collected in a given period.
| Data | Detail |
|---|---|
| Available filters | School year, section, date range |
| Indicators (KPIs) | Collected in C$, collected in $, payments processed (with student count), primary payment method |
Table columns: Student, section, concept(s), charge amount, amount collected, currency, due date, payment date, payment method, and invoice number.
Tip
Compare the R-13 collected totals with the R-03 pending amounts to get a complete picture of the institution's financial health. The date range filter allows you to analyze revenue month by month.
R-14 — Expenses and Spending History
Lists all expenses (expenditures) recorded in the system, grouped by type, beneficiary, and payment status. It lets you track how the institution's money has been invested.
| Data | Detail |
|---|---|
| Available filters | School year, date range |
| Indicators (KPIs) | Total expenses in C$, total in $, number of records (with paid count), category with highest spending |
Table columns: Date, expense type (e.g., Travel Expenses, Refund, Minor Purchases), beneficiary, description, amount, currency, payment method, status (Paid/Pending/Voided), reference, and receipt number.
Financial balance
With reports R-03, R-13, and R-14 you have a complete financial cycle:
- R-03: How much is owed to you (accounts receivable)
- R-13: How much you have received (revenue)
- R-14: How much you have spent (expenses)
4. Academic Reports
These reports help you monitor student academic performance and teacher progress with their grading.
R-04 — Students with Incidents
Record of disciplinary incidents with current status and the teacher involved.
| Data | Detail |
|---|---|
| Available filters | School year, section, incident status, date range |
| Typical use | Identify behavior patterns and follow up on open cases |
R-05 — Attendance Problems
Detects students whose attendance percentage is below the threshold configured in the system. Includes the guardian's contact to facilitate communication.
| Data | Detail |
|---|---|
| Available filters | School year, section, attendance threshold (%) |
| Typical use | Early intervention with students at risk of dropout due to absenteeism |
R-06 — Students Without Student Code
Lists enrolled students who do not have a student code assigned. This can affect the generation of report cards and official documents.
| Data | Detail |
|---|---|
| Available filters | School year, section |
| Typical use | Incomplete data review at the beginning of the school year |
R-07 — Students at Academic Risk
Identifies students with low performance by combining three factors: grade average, attendance percentage, and number of disciplinary incidents.
| Data | Detail |
|---|---|
| Available filters | School year, period, section, grade |
| Typical use | Teacher council meetings to define support plans |
Important
This is one of the most valuable reports for decision-making. It cross-references information from three different modules (grades, attendance, and incidents) in a single view.
R-08 — Evaluations Pending Grading
Shows the grading progress of each created evaluation: how many enrolled students have been graded and how many are left. It helps you identify which teachers have overdue evaluations.
| Data | Detail |
|---|---|
| Available filters | School year, academic period, section |
| Indicators (KPIs) | Total evaluations, completed (100%), with pending, average progress (%), and teacher with the most overdue grades |
Table columns: Section, subject, evaluation name, period, teacher, date, enrolled, graded, pending, and progress percentage (with traffic light).
Tip
Use this report before the end of each academic period to ensure all teachers have completed their grading. Evaluations appear sorted from lowest to highest progress, showing the most overdue first.
R-16 — Student Ranking
List of students sorted by overall average with podium indicators (🥇🥈🥉).
| Data | Detail |
|---|---|
| Available filters | School year, period, section, grade |
| Typical use | Awards ceremonies, identification of outstanding students |
5. Guardian Reports
These reports help you verify that parent and guardian information is complete and that they can access the parent portal without issues.
R-01 — Parents Without Portal Access
Identifies guardians who have not logged in to the parent portal or who don't have an account created.
| Data | Detail |
|---|---|
| Available filters | School year, section |
| Typical use | Portal activation campaigns |
R-02 — Parents Without Communication Channels
Guardians who have neither a phone nor email registered. Without this data, the institution cannot contact them.
| Data | Detail |
|---|---|
| Available filters | School year, section |
| Typical use | Data update at the beginning of the school year |
R-11 — Parent Portal Activity
Access history and activity of guardians on the parent portal.
| Data | Detail |
|---|---|
| Available filters | School year, section, channel (email/WhatsApp) |
| Typical use | Measure portal adoption and detect inactive guardians |
R-12 — Guardians Without Portal Account
Guardians who have no record on the parent portal. Distinguishes which ones have an available email to create their account.
| Data | Detail |
|---|---|
| Available filters | School year, section |
| Typical use | Identify guardians who can be sent a direct invitation |
R-17 — Students Without a Guardian
Students with active enrollment who have no guardian linked in the system.
| Data | Detail |
|---|---|
| Available filters | School year, section |
| Typical use | Data verification during the enrollment process |
Important
A student without a linked guardian will not appear on the parent portal and notifications cannot be sent to their family.
R-18 — Guardians Without Students
Guardians registered in the system who have no link to students. These are orphan records that may need cleanup.
| Data | Detail |
|---|---|
| Available filters | None (global report) |
| Typical use | Maintenance and cleanup of the guardian database |
6. Administrative Reports
Reports oriented toward resource management: teachers, enrollment, and infrastructure.
R-09 — Teachers and Academic Workload
List of teachers with their sections, assigned subjects, total active courses, and weekly class hours.
| Data | Detail |
|---|---|
| Available filters | School year, grade, section |
| Typical use | Schedule planning and equitable course distribution |
R-10 — Enrollment by Section and Grade
Status of active, withdrawn, or inactive enrollments by section, with the occupancy percentage of the assigned physical classroom.
| Data | Detail |
|---|---|
| Available filters | School year, grade, section |
| Typical use | Planning section openings or closings based on demand |
R-15 — Classroom and Schedule Usage
For each physical classroom in the school, shows the assigned section, capacity vs. active enrollment, weekly time blocks, class hours, and number of subjects. Includes a usage level indicator.
| Data | Detail |
|---|---|
| Available filters | School year |
| Indicators (KPIs) | Total classrooms, average occupancy (%), saturated classrooms (>90%), unused classrooms |
Table columns: Classroom, assigned section, grade, homeroom teacher, capacity, enrolled, occupancy percentage (traffic light), blocks per week, hours per week, subjects, and usage level (Saturated/Optimal/Low/Empty).
Tip
A classroom marked as Saturated (more than 90% capacity) indicates you may need to redistribute students. An Empty classroom with no active enrollment could be reassigned or used for extracurricular activities.
7. Complete Catalog Summary
| ID | Report | Category | Priority |
|---|---|---|---|
| R-01 | Parents Without Portal Access | Guardians | High |
| R-02 | Parents Without Communication Channels | Guardians | High |
| R-03 | Students with Pending Payments | Financial | High |
| R-04 | Students with Incidents | Academic | High |
| R-05 | Attendance Problems | Academic | High |
| R-06 | Students Without Student Code | Academic | High |
| R-07 | Students at Academic Risk | Academic | High |
| R-08 | Evaluations Pending Grading | Academic | High |
| R-09 | Teachers and Academic Workload | Administrative | High |
| R-10 | Enrollment by Section and Grade | Administrative | Medium |
| R-11 | Parent Portal Activity | Guardians | Medium |
| R-12 | Guardians Without Portal Account | Guardians | Medium |
| R-13 | Revenue Summary | Financial | High |
| R-14 | Expenses and Spending History | Financial | High |
| R-15 | Classroom and Schedule Usage | Administrative | Medium |
| R-16 | Student Ranking | Academic | Medium |
| R-17 | Students Without a Guardian | Guardians | High |
| R-18 | Guardians Without Students | Guardians | Medium |
Technical note
All student reports filter only students with active enrollment (enrollment status = enrolled). Withdrawn or inactive students do not appear in the results.