Articles on: Reports

Guardian Contact Report

This report will provide you with a comprehensive and easily accessible record of guardian details.

When would I use this report?

This report will enable administrators to swiftly identify and contact guardians, ensuring efficient communication and coordination regarding the children under their care.

Additionally, the report will help identify new guardians who have recently joined the service, facilitating targeted outreach and marketing efforts to engage and inform them about relevant programs and opportunities.

The report will display all active and inactive children within your service and includes a unique identifier to allow you to cross-reference across multiple reports.

How do I use this report?

The report will allow you to view a record of guardian details so that I can quickly identify and contact Guardians.

As well as allowing you to view a record of guardian details so that I can quickly identify and contact Guardians.

All reports are available via the Xap Analytics screen. For full details on managing and filtering reports via Xap Analytics see: Xap Analytics screen overview.

The report is broken into 2 parts:

Guardian Summary - Provides you with a summary of the Guardian information.
Guardian Families - Provides you with a further summary of the Guardian information

The report displays 1 line per Guardian with all children they are a guardian for. The report includes all contacts set as a Guardian level permission not just Primary guardians.

Legend

Centre's Family Status

Active = A
Inactive = I
Archived = R
On Wait List = W

Childs Relation

Primary Contact = P
Emergency Contact = E
Contact Priority = 1 (Dependent on what has been set per Contact)

Guardian Summary section

The information displayed on this Guardian summary **section provides you with a summary of the contact information, as a **1-line entry per family.

The Important columns to note are:

Contact information for Guardians and Nominees
Centre/s they are connected to for your Organisation and Contact Priority
Custom Fields - Contacts any additional custom questions that have been created for the Guardian /Nominee sections of the Enrolment form
SMS Opt-out - Displays Y if the Nominee has been opted out from receiving SMS messages by the Guardian (blank if opted IN)

Guardian Families section

The information displayed on this Guardian Families section provides you with similar information to the Guardian summary tab displayed as a 1-line entry per Guardian linked to a Family.

Example of multiple Guardians linked to the same Family, and their individual information

Updated on: 27/03/2026

Was this article helpful?

Thank you!