How to Access and Use Insights and Quick Reports in Cialfo:
Our Reports has been renamed "Insights" and "Quick" reports
Insights reports and Quick reports in Cialfo provide valuable data on students, applications, and universities, which can help educators and administrators make informed decisions. This guide will walk you through how to access these insights and reports, as well as how to use filters to find specific data.
On your left hand side menu bar click on "More" and you will be able to view both "Insights" and "Quick Reports".
Welcome to Insights Reports
This page will guide you through the available reports and how to use them. If you're already familiar with reporting, feel free to dive right in. Otherwise, read on for a quick overview.
Available Reports
Our data is organized into 10 key reports, you can also narrow down data using filters like "Graduation Year" or "Application Year" at the top of each report section. Combine multiple filters for specific results, and reset them anytime to view the full dataset.
Applications: Track application statuses and where students are applying and attending, including historical data.
cDocs Documents: Monitor the status of cDocs documents linked to your applications.
College Visit Attendees: Review participation in college visits hosted by your school.
Common App Sending: See which Common Applications have been submitted or are still pending.
Matriculations: Discover where students are attending, both in the current and past application cycles.
School Profiles & Board Reports: Access data for building board reports and tracking where students are attending.
Student Transcript Requests: Check the status of transcript requests, including outstanding requests and due dates by counselor.
Students: Get a detailed breakdown of students by citizenship, ethnicity, gender, outcomes, grades, and test scores.
Universities - Accepted Student Profiles: View accepted student profiles by university and graduation year to help advise students.
University Representatives: Easily access data on university representatives visiting your high school.
Quick Reports
Reports (Classic) has been renamed to Quick Reports.
You can customize the student range by graduation year, then run the report and download the Excel file directly.
The list of reports is as below:
Class Profiles
Student Data
Applications by College
Shortlist by College
Longlist by College
College Matriculation
Application Likelihood
Score Profiles
Summary Data
Teacher Recommendation Students by Teacher
Teacher Recommendations Summary count
Test Ranges
Student Outcomes
Outcomes
Cialfo Usage Report
Note: For accurate results, we recommend generating all Quick Reports in 3–5 year intervals only. If a larger date range is selected, the report may get stuck during generation and can take up to 24 hours to reset automatically.
If you need data for larger intervals, you can use Insights Reports instead.
Troubleshooting & FAQs
Who Can cccess the Cialfo Usage Report?
Who Can cccess the Cialfo Usage Report?
The Cialfo Usage Report under Quick Reports was only accessible to admin-level users and not visible to school counselors.
However, the school counselors can now access and view Quick Reports, including the Cialfo Usage Report, directly from their standard counselor account no admin access required.
If the quick report is not visible to the counselors, reach out to Chat with Cialfo with your counselor account's email address
Why can't I select a date range longer than 3 Years in Quick Reports?
Why can't I select a date range longer than 3 Years in Quick Reports?
Users may experience issues generating "Quick Reports" when selecting large date ranges. Quick Reports are designed to support a maximum date range of 3 years. Selecting a date range beyond this limit may prevent the report from being generated.
For reporting needs that span more than 3 years, it is recommended to use "Insights Reports", which are designed to handle larger data sets and provide more advanced filtering options.
How to Troubleshoot?
If you are unable to generate or access a Quick Report:
Verify that the selected date range does not exceed 3 years.
If you require data for a longer period, use Insights Reports instead of Quick Reports.
Check whether your account role has been assigned as a Admin counselor and whether your account has access to Quick Reports.
Refresh the page and try generating the report again.
If you do not have access to Quick Reports, please reach out to Chat with Cialfo.
Why is the Applications Report showing an incorrect application year for a student?
Why is the Applications Report showing an incorrect application year for a student?
Users may notice that a student's application year in the Applications Report does not align with their graduation cohort. For example, a student graduating in a future cohort may appear with application records from an earlier year, resulting in inconsistencies when reviewing application history.
This behavior may occur when historical application data is associated with student records that have undergone status changes, such as deactivation.
How to Troubleshoot?
If you identify a student with an incorrect application year in the Applications Report:
Verify the student's graduation year in their profile.
Review the student's application records to confirm whether the displayed application year aligns with their current application cycle.
Check whether the student has any historical or deactivated records that may be contributing to the discrepancy.
Refresh the report and regenerate it to ensure the latest data is being displayed.
If you are still experiencing this issue contact Cialfo through Chat and share the student's name, graduation year and the affected report
Why is the LOR completed count incorrect in Quick Reports?
Why is the LOR completed count incorrect in Quick Reports?
Counselors may notice that the "Teacher Recommendation Students by Teacher" Quick Report does not reflect the latest completed Letter of Recommendation (LOR) counts. This can occur due to a delay in report data synchronization.
How to Troubleshoot?
If the completed LOR count appears incorrect:
Check on the student's cDocs page if the LOR uploaded by the teacher is reflecting on the cDocs - Documents page.
Allow a few hours for the latest data to be reflected in Quick Reports.
Re-run the report after some time to check whether the counts have updated.
If the discrepancy persists after 24 hours, please contact Chat with Cialfo and provide the student name, teacher's name, graduation year and screenshot/report that was generated.
Why is my Quick Report not showing the latest data?
Why is my Quick Report not showing the latest data?
Quick Reports may not immediately reflect the latest updates made on the platform. This can occur due to temporary delays in report data refresh.
How to Troubleshoot?
If a Quick Report appears to contain outdated information:
Wait a few minutes and re-run the report.
Confirm that the changes are visible elsewhere on the platform.
Refresh the page and generate the report again.
If the report continues to display outdated information after 24 hours, please contact Chat with Cialfo and provide the report name and details of the missing or outdated data
Why are my report exports taking so long to download?
Why are my report exports taking so long to download?
In some cases, report exports may take longer than expected, especially when generating reports with large datasets.
How to Troubleshoot?
If an export is slow or does not complete:
Narrow the date range before exporting, generate a data set between 1-3 years.
Apply filters such as Graduation Year to reduce the dataset size.
Retry the export after applying additional filters.
If exports continue to be unusually slow or fail to download, please contact Chat with Cialfo and provide the report name/file , applied filters and approximate year range
Why am I getting an error when downloading the Insights Application Report?
Why am I getting an error when downloading the Insights Application Report?
Users may encounter errors when downloading the Application Report from Insights, particularly when the report contains a large volume of application records.
How to Troubleshoot?
Apply a Graduation Year filter to reduce the size of the dataset (1-5 years)
Narrow any additional filters where possible.
Try downloading the report again after applying the filters.
💡Need more help?
Our Client Support team is available via Live Chat 24 hours a day, Monday through Friday, so you can get help anytime during the work week through Chat with Cialfo.
If you're unable to find a solution in our help articles or need further assistance, you can contact the Cialfo Support team via Live Chat or email us at [email protected]