> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Reports & Monitoring Overview
> Every built-in report, dashboard chart, and monitoring tool in College Management - what each one tells you, who uses it, and what decisions it supports.
College Management includes nine built-in reports and three workspace dashboard shortcuts that together give you a complete view of your institution's operations. This page explains all of them - what question each one answers, who it is for, and when to use it.
***
## How Monitoring Works in College Management
Your team monitors College Management in three ways:
1. **Workspace Shortcuts** - live counts at the top of the Education workspace that show key numbers at a glance, every time you open the page
2. **Standard Reports** - detailed tabular reports with filters that you run on demand to answer specific questions
3. **List Views with Filters** - you can filter any record list (Student Applicant, Assessment Plan, Fees, etc.) to see pending or specific records instantly
There are no pre-built dashboard charts or number cards in the Education workspace - the workspace shortcuts serve as the real-time indicators for day-to-day operations.
***
## Workspace Shortcuts as Live Indicators
| Shortcut | What It Shows | Business Question Answered |
| -------------------------- | ---------------------------------------------- | --------------------------------------------- |
| **Student (Active)** | Count of students with Enabled = Yes | How many students are currently enrolled? |
| **Instructor (Active)** | Count of instructors with status = Active | How many active teaching staff do we have? |
| **Programme** | Total programme count | How many programmes are we running? |
| **Course** | Total course count | How many courses are active? |
| **Sales Invoice (Unpaid)** | Count of fee invoices with outstanding balance | How many students have unpaid fees right now? |
The **Sales Invoice** shortcut is particularly important for finance teams - it is the immediate daily indicator of outstanding fee collection without having to run a full report.
***
## Attendance Reports
### 1. Absent Student Report
| Attribute | Detail |
| ------------- | --------------------------------------------- |
| **Type** | Script Report |
| **Reference** | Student Attendance |
| **Access** | Education workspace → Attendance Reports card |
**What it tells you:** A list of every student who was marked Absent on any day within your chosen date range.
**Business question answered:** Which students were absent? When? How often?
**Who uses it:**
* Pastoral staff checking for students with repeated absences
* Instructors reviewing their own class's absence patterns
* Academic administrators preparing attendance warnings
**Typical use case:** Every Monday morning, the student welfare coordinator runs this report for the previous week. Students with three or more absences are flagged for a welfare check call.
**Decision it supports:** Identifying at-risk students before absences reach a threshold that affects progression or regulatory compliance. Initiating contact with students or guardians.
**Key filters:** Date range, Student Group, Course
***
### 2. Student Monthly Attendance Sheet
| Attribute | Detail |
| ------------- | ------------------------------------------------------------------- |
| **Type** | Script Report |
| **Reference** | Student Attendance |
| **Access** | Education workspace → Attendance Reports card OR workspace shortcut |
**What it tells you:** A grid showing every student in a group across every day of a selected month - each cell shows P (Present), A (Absent), or L (On Leave). Totals at the end of each row show the student's monthly attendance count and percentage.
**Business question answered:** What was each student's complete attendance record for this month?
**Who uses it:**
* Registrar generating official monthly attendance records
* Instructors reviewing a specific student's attendance pattern
* Management checking group-level compliance
* Parents or guardians requesting official attendance documentation
**Typical use case:** On the last working day of each month, the registrar generates this report for all student groups and files it as the official attendance record for that month. Any student below 75% is noted for review.
**Decision it supports:** Official record-keeping; triggering attendance warnings; parent/guardian communication; regulatory reporting.
**Key filters:** Student Group, Month, Year
***
### 3. Student Batch-Wise Attendance
| Attribute | Detail |
| ------------- | --------------------------------------------- |
| **Type** | Script Report |
| **Reference** | Student Attendance |
| **Access** | Education workspace → Attendance Reports card |
**What it tells you:** Attendance rates summarised at the student group or batch level for a selected period - one row per group showing the number of sessions held, attendance percentage, and absent count.
**Business question answered:** Which classes or batches have the lowest attendance? Are there systemic attendance problems in specific groups?
**Who uses it:**
* Academic administrators comparing attendance health across groups
* Department heads reviewing their department's attendance figures
* Management identifying groups that may need intervention
**Typical use case:** At the end of each term, the academic director reviews this report to identify student groups with attendance below the 75% institutional minimum. Groups below threshold trigger a review of potential causes (scheduling issues, instructor engagement, student welfare concerns).
**Decision it supports:** Resource allocation; identifying instructors or groups that need support; academic board reporting.
**Key filters:** Student Group, Date range
***
## Assessment Reports
### 4. Course Wise Assessment Report
| Attribute | Detail |
| ------------- | --------------------------------------------- |
| **Type** | Script Report |
| **Reference** | Assessment Result |
| **Access** | Education workspace → Assessment Reports card |
**What it tells you:** All assessment results for a specific course - one row per student, showing scores for each assessment criterion, total score, and final grade.
**Business question answered:** How did each student perform in this course? What is the grade distribution?
**Who uses it:**
* Course instructors reviewing class performance after marking
* Academic administrators compiling results for publication
* Programme coordinators checking course-level outcomes
**Typical use case:** After the final exam, the lecturer runs this report for their course before submitting results to the registrar. They can see at a glance which students passed, which failed, and whether the grade distribution is normal.
**Decision it supports:** Identifying failing students for re-examination or supplementary assessment; grade moderation; academic board reporting; highlighting students for academic recognition.
**Key filters:** Course, Academic Year, Academic Term, Student Group
***
### 5. Final Assessment Grades
| Attribute | Detail |
| ------------- | --------------------------------------------- |
| **Type** | Script Report |
| **Reference** | Assessment Result |
| **Access** | Education workspace → Assessment Reports card |
**What it tells you:** A student's grades across all assessments taken in a selected academic term or year - aggregated into a summary of overall performance.
**Business question answered:** What is each student's final academic standing for the term? Who passed, who failed, who excelled?
**Who uses it:**
* Registrar preparing official results releases
* Academic board reviewing progression decisions
* Management preparing institutional performance data
**Typical use case:** At the end of each semester, the registrar runs this report for all student groups. Students with grades below the pass mark are brought to the academic board for progression decisions.
**Decision it supports:** Progression to the next year; academic awards; academic probation; early intervention for struggling students.
**Key filters:** Student Group, Academic Year, Academic Term
***
### 6. Assessment Plan Status
| Attribute | Detail |
| ------------- | --------------------------------------------- |
| **Type** | Script Report |
| **Reference** | Assessment Plan |
| **Access** | Education workspace → Assessment Reports card |
**What it tells you:** For each Assessment Plan, whether it has been completed (results submitted) or is still pending. Shows the scheduled date, student group, and course for each plan.
**Business question answered:** Which assessments still have no results entered? Are we on track to complete all results by the deadline?
**Who uses it:**
* Academic administrators chasing incomplete result entry
* Registrar managing the results publication timeline
* Department heads monitoring their faculty's completion rate
**Typical use case:** Two weeks before the official results publication date, the registrar runs this report. Any Assessment Plans with no submitted results trigger a follow-up email to the relevant instructor.
**Decision it supports:** Ensuring all results are in before results boards or publication deadlines; accountability for result entry.
**Key filters:** Student Group, Academic Year, Academic Term
***
### 7. Student Report Generation Tool
| Attribute | Detail |
| ---------- | ------------------------------------------------------------ |
| **Type** | Document Generator (accessible from Assessment Reports card) |
| **Access** | Education workspace → Assessment Reports card |
**What it produces:** Formatted, print-ready report cards for each student in a selected group - showing their grades across all assessments for the selected term.
**Who uses it:** Registrar, Academic Administrator
**Typical use case:** At end of term, the registrar generates report cards for all student groups and distributes them to students and guardians.
***
## Fee Reports
### 8. Student Fee Collection
| Attribute | Detail |
| ------------- | -------------------------------------- |
| **Type** | Query Report |
| **Reference** | Fees |
| **Access** | Education workspace → Fee Reports card |
**What it tells you:** For each student, the total amount invoiced, amount paid, and outstanding balance - along with the due date and programme.
**Business question answered:** Which students have outstanding fee balances? How much is owed? Who has paid in full?
**Who uses it:**
* Finance officers monitoring collection week by week
* Accounts managers chasing overdue balances
* Management reviewing fee income health
**Typical use case:** Every Friday, the accounts officer runs this report, filters to students with outstanding balance > 0, exports to Excel, and uses it to make collection calls or send reminder emails.
**Decision it supports:** Fee collection follow-up; identifying students to place on academic hold for non-payment; forecasting expected income.
**Key filters:** Academic Year, Academic Term, Programme, Student
***
### 9. Programme Wise Fee Collection
| Attribute | Detail |
| ------------- | -------------------------------------- |
| **Type** | Script Report |
| **Reference** | Fees |
| **Access** | Education workspace → Fee Reports card |
**What it tells you:** Fee collection summarised at the programme level - total billed, collected, and outstanding for each programme.
**Business question answered:** Which programmes are generating the most revenue? Which have the highest outstanding collections? How does our collection rate compare across programmes?
**Who uses it:**
* Finance Manager for management accounts
* Management reviewing programme-level financial performance
* Leadership making programme viability decisions
**Typical use case:** On the last working day of each month, the finance manager runs this report and includes it in the management accounts pack - showing fee revenue recognised and outstanding by programme for the month.
**Decision it supports:** Programme financial performance reporting; management accounts; strategic decisions about fee levels and collection processes.
**Key filters:** Academic Year, Programme
***
## Other Reports
### 10. Student and Guardian Contact Details
| Attribute | Detail |
| ------------- | ---------------------------------------- |
| **Type** | Script Report |
| **Reference** | Programme Enrolment |
| **Access** | Education workspace → Other Reports card |
**What it tells you:** A consolidated contact list for all enrolled students - including the student's own email and mobile, plus linked guardian names and contact details.
**Business question answered:** How do we reach each student and their family? Do all records have valid contact details?
**Who uses it:**
* Admissions team auditing contact data at the start of term
* Communications team sending bulk correspondence
* Pastoral team needing emergency contact information
**Typical use case:** At the start of every academic year, the admissions team exports this report and checks that all enrolled students have valid email addresses and at least one guardian contact. Missing records are flagged for completion.
**Decision it supports:** Communication planning; emergency contact readiness; data quality assurance.
**Key filters:** Programme, Academic Year, Student Group
***
## Report Summary Table
| Report | Category | Frequency of Use | Key Decision Supported |
| ------------------------------------ | ---------- | -------------------- | ------------------------------------- |
| Absent Student Report | Attendance | Weekly | Identify at-risk students |
| Student Monthly Attendance Sheet | Attendance | Monthly | Official record; parent communication |
| Student Batch-Wise Attendance | Attendance | Term-end | Systemic attendance issues |
| Course Wise Assessment Report | Assessment | After each exam | Grade review; moderation |
| Final Assessment Grades | Assessment | Term-end | Progression decisions |
| Assessment Plan Status | Assessment | Pre-results deadline | Ensure all results are entered |
| Student Report Generation Tool | Assessment | Term-end | Official report cards |
| Student Fee Collection | Fees | Weekly | Chase outstanding balances |
| Programme Wise Fee Collection | Fees | Monthly | Management accounts |
| Student and Guardian Contact Details | Other | Start of term | Data quality; communications |
***
## How to Export Any Report
1. Run the report with your desired filters
2. Click the **Menu** icon (⋮) in the report toolbar
3. Select **Export**
4. Choose **Excel** or **CSV**
5. File downloads automatically to your device
All exports include the full dataset for your selected filters - not just the rows visible on screen.