Form Status Summary report

What the report shows

Use the Form Status Summary report to see, at a glance, which participants have completed required forms for a given season, and which forms are still pending or not started.

The report lists one row per participant and adds one column for each live form in the selected season, with a color-coded status in each cell.

Permissions and access

The Form Status Summary report is part of the general reports module.

• You must have report access enabled on your staff account.

• The report does not require financial permissions.

• Inactive participants do not appear in the report.

Run the report

Use these steps to open the report and set the filters.

Filters

These filters control which participants and forms appear in the table.

Season (required)

• What it does: Chooses the product group (season) whose forms and participants you want to view.

• Behavior:

  • The report only loads once you select a season.

  • The list of form columns is based on live forms attached to the selected season.

  • Participant rows include only active users in that season.

Session (optional)

• What it does: Limits results to participants in a specific session (product) within the season.

• Behavior:

  • When blank, shows all sessions for the season.

  • When set, filters participants and sub-session options to that session.

Sub-session (optional)

• What it does: Narrows results to a particular sub-session (product price) within the selected session.

• Behavior:

  • This dropdown appears and populates only after you choose a session.

  • When selected, the report shows only participants tied to that sub-session.

What you see in the table

Once filters are set, the main table shows one row per active participant and one column per live form for the season.

Participant column

• Name: Displays as Last name, First name.

• Profile link: Click the name to open the participant’s profile at /profile/?an=... in a new or current tab, depending on your browser settings.

Form columns

For the selected season, the report adds:

• One column for each live form associated with that season.

• Each column header uses the form’s title.

• Each cell in the column shows the participant’s status for that form, using a short code and background color.

If you add or archive forms for the season, the set of columns will update the next time you run the report.

Status colors and codes

Each form cell shows the participant’s current form status using a two-letter code and color.

• AP – Approved

  • Color: green

  • Meaning: Staff have reviewed and approved the form.

• PE – Pending

  • Color: purple

  • Meaning: The participant submitted the form and it is waiting for staff review or approval.

• IP – In Progress / Progress

  • Color: orange

  • Meaning: The participant has started the form but has not submitted it yet.

• Not Started – expected but no submission yet

  • Color: white background with an empty or plain cell

  • Meaning: The participant is expected to complete this form for the season, but has not started or saved anything.

• Not applicable – form does not apply

  • Color: plain blank cell, no status code

  • Meaning: The form is not required for this participant based on your form assignment rules.

Exporting and working with columns

Use the buttons above the table to export or adjust what you see.

• PDF export: Download a PDF snapshot of the current table, using the filters you selected.

• CSV/Excel export: Export the current table as CSV or Excel for further analysis or sharing.

• Column visibility: Show or hide specific form columns to focus on the forms you care about most.

Exports and column visibility respect your current filters (season, session, sub-session) and which columns are visible.

Common uses

Administrators and staff use the Form Status Summary to:

• Identify families or participants who have not started or finished required forms.

• Follow up on forms that are Pending approval and need staff review.

• Confirm that all approved forms are in place before the start of a session.

• Track form completion across multiple forms without opening each participant profile.

• Export a list of participants missing a particular form for targeted reminders or outreach.

Troubleshooting and common questions