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Using Applicant Records

Using the Applicant Record Tabs > Applicant Contact Details

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Kevin Main
Updated

Use the Contacts tab in an applicant record to view and manage contact information:

Use the Pupil Contact Notes and Option section to add Contact Notes. Add notes to highlight information regarding applicant contacts. This is useful for explaining relationships between the applicant and their contacts. See Add Applicant Contact Notes.

Use the buttons available in the contacts list to manage applicant contacts. The buttons available are explained below:

Button

Click to...

Add Contact

Display the Student Contacts window. Use this window to add more applicant contacts, including emergency contacts. See Adding Contact Details for help completing the Student Contacts window.

Arrange Contacts

Arrange Applicant Contacts. Change the order that contacts are displayed.

Copy applicant contacts into any format. This is useful for compiling lists of selected pupil contacts in Word or Excel. See Copy Applicant Contacts for more information.

Edit an applicant's billing details. It is not recommended that you edit any billing details from here. Use the Fees Billing module to edit billing details.

Delete an Applicant Contact. Deleting an applicant contact from an applicant record also removes that applicant contact from sibling records.

Add Applicant Contact Notes

Add Contact Notes to applicant records to hold information regarding the applicant contacts. This is useful for highlighting sensitive applicant contact relationships, etc. Contact Notes can be viewed in the applicant record or in an applicant record list when you choose to display Contact Cards.

An example of Contact Notes in the applicant records list is shown below:

To add applicant Contact Notes, follow the steps below:

  1. In the Admissions module, select a records tab:
  2. Search and select an applicant record to work with and select the Contacts tab.
  3. Enter your note in the Contact Notes field:
  4. Either:
    • Click Save Record to save the new data.
      or
    • Click Reload Record to refresh the record with the last saved data.

Arrange Applicant Contacts

Choose to arrange the order that applicant contacts are listed. This is useful if you have added applicant contacts and you want to arrange the list in a logical order. You also have the option of adding a message above your list of applicant contacts. The message you add can be used to highlight who should be contacted first.

To arrange applicant contacts, follow the steps below:

  1. In the Admissions module, select a records tab:
  2. Search and select an applicant record to work with and select the Contacts tab.
    Applicant Contacts are displayed at the bottom of the screen:
  3. Click Arrange Contacts.
    The Arrange Contacts window is displayed:
  4. Either:
    • Add a Custom Order Message in the field available.
      or
    • Click No Order Message if no message is required.
      or
    • Click Restore to Default Message. Select this to inform other users that contacts are listed in order of priority.
  5. Click on an applicant contact and use the arrows available to move the contact up or down the list:
     
    This determines the order that contacts are listed in the applicant record.
  6. Click Arrange Contacts.
    The Arrange Contacts window closes and contacts are displayed in the revised order.

Copy Applicant Contacts

Use the clipboard to copy applicant contacts into an alternative format. This is useful if you want to compile a list of contacts in Word or Excel.

To copy applicant contacts, follow the steps below:

  1. In the Admissions module, select a records tab:
  2. Search and select an applicant record to work with and select the Contacts tab.
  3. Click  in your selected contact.
    You are prompted Do you want to allow this webpage to access your Clipboard?
  4. Select Allow Access.
    You are prompted when the contact details have been added to your clipboard.
  5. Click OK.
  6. Paste the applicant contact into your preferred format.

Edit Applicant Contact Details

Edit applicant contact details, if required. Use this to ensure that applicant records are up to date. Select preferred methods of contact and the type of information which can be forwarded to contacts.

To edit applicant contact details, follow the steps below:

  1. In the Admissions module, select a records tab:

  2. Search and select an applicant record to work with and either:

    1. Select the Contacts tab. Applicant Contacts are displayed at the bottom of the screen:

    2. Click  in your selected contact to display the Student Contacts window.
      or

    1. Select the Family tab (only parents can be edited this way). The Family Tree is displayed at the top of the screen:

    2. Click  next to your selected contact. The Student Contacts window is displayed:

      • Use the AutoComplete checkbox in the top of the Student Contacts window for fields to capitalise automatically as you complete them. Uncheck theAutoComplete box to override automatic capitalisation.
      • Click  next to a field to add a new option to a drop down list.

  3. Select the Contact Details tab and edit the Core Contact Information section:

    Field

    Explanation

    Contact Type

    Select the Contact Type which best describes the applicant contact. Only select joint contacts for contacts who reside at the same address.

    Your selection in Contact Type may change where the Address Details are displayed in the Student Contacts window.

    Academic Reports

    This checkbox is not in use.

    Contact Only

    Check the box if the applicant contact is to receive no correspondence. Use this to list an applicant contact for information only.

    Private Contact

    Check the box if the applicant contact is not to be linked to sibling contacts. Check the box and re-enter the Student Contacts window to access the Linked Pupils tab. Private Contacts are useful for blended families where the pupil contact has no relevance to other siblings.

    Mail Options

    Check the boxes to select the type of correspondence that the applicant contact receives:

    • All Merges. To receive all correspondence.
    • Billing. To receive applicant invoices.
    • Correspondence. To receive all general school correspondence, such as weekly newsletters.
    • Reports. To receive the applicant's academic reports.

    Contact can be shared with other Parents

    Check the box if the applicant contact is happy for their details to be shared with other parents. It is sometimes useful for applicant contacts to be shared among intake groups so that parents can contact each other.

    List Shared Contacts in an SSRS report, if required. Contact the Help Desk if you need help writing an SSRS report.

    Copy Bill Recipients

    This can only be checked if Billing is checked in Mail Options.

    Check the box to send a copy of the bill to another applicant contact. Select the contacts to receive a copy of the bill. Hold Ctrl to make multiple selections.

  4. Select a Contact Location from the drop down list and check the Student Home box if this is the same as the applicant's home address. Student Home must be checked if you want use the Send to Home selection when writing to applicant contacts.

  5. Edit the 1st Person Contact and 2nd Person Contact sections, as required. The 2nd Person Contact section is only displayed for selected joint Contact Types.
    • Enter male contact details in the 1st Person Contact section when adding joint contacts. This ensures that the Family tab operates as expected in an applicant record.
    • Check the Deceased box if a contact has died. All contact and address details for contacts marked deceased are removed. The contact is listed as deceased in applicant records.
    • Check the PTFA box to indicate that the contact is a member of the 'Parent, Teachers and Friends Association'. List contacts marked PTFA in an SSRS report, if required. Contact the Help Desk if you need help writing an SSRS report.
  6. Edit the Contact Address section (this section is only displayed in the Contact Details tab when a 2nd Person Contact is not listed). You cannot add multiple addresses here.
    Either:
    • Enter the contact's address details manually.
      or
    • Enter a postcode in the appropriate field and click the Find Address button. Select the correct address, this saves time.
  7. Edit the Contact Telephone Information. Also use this section to enter a fax number, if required.
  8. Edit Contact Salutations for written correspondence, as required.
  9. Edit the Emergency Contact Information for the pupil. Use the text box to enter the emergency contact's name, telephone number and address.
  10. Click Save Contact.

Edit Applicant Address Details

Edit applicant address details, if required. Use this to ensure that applicant records are up to date. This tab is only displayed when a 2nd Person Contact is listed in the Contact Details tab. Use the Contacts Details tab to edit the applicant address if no 2nd Person Contact is listed.

To edit applicant address details, follow the steps below:

  1. In the Admissions module, select a records tab:
  2. Search and select an applicant record to work with and either:
    1. Select the Contacts tab. Applicant Contacts are displayed at the bottom of the screen:
    2. Click  in your selected contact to display the StudentContacts window.
      or
    1. Select the Family tab (only parents can be edited this way). The Family Tree is displayed at the top of the screen:
    2. Click  next to your selected contact. The Student Contacts window is displayed.
  3. Select the Address Details tab:
  4. Select a Contact Location for the contact. Check the Student Home box if this is the same as the pupil's home address. Student Home must be checked if you want use the Send to Home selection when writing to pupil contacts.
  5. Either:
    • Complete the tab with the address details of the contacts listed in the Contacts Details tab.
      or
    • Enter a postcode in the appropriate field and click the Find Address button. Select the correct address, this saves time.
  6. Click Save Contact.

Edit Applicant Custom Contact Groups

Edit which Custom Contact Groups an applicant contact is linked to. Custom Contact Groups are used to group together applicant contacts and can be selected for mail merges. For example, add an applicant contact to a parent's association group to include them in correspondence sent to the parent's association.

To edit applicant Custom Contact Groups, follow the steps below:

  1. In the Admissions module, select a records tab:
  2. Search and select an applicant record to work with and either:
    1. Select the Contacts tab. Applicant Contacts are displayed at the bottom of the screen:
    2. Click  in your selected contact to display the StudentContacts window.
      or
    1. Select the Family tab (only parents can be edited this way). The Family Tree is displayed at the top of the screen:
    2. Click  next to your selected contact. The Student Contacts window is displayed.
  3. Select the Custom Groups tab:
  4. Select Contact Groups for the applicant contact. Hold Ctrl to make multiple selections.
  5. Click Save Contact. The applicant contacts which you add to the Custom Contact Groups are listed in the Custom Group Manager tab in the Pupil Manager module:

Delete an Applicant Contact

Deleting an applicant contact from an applicant record also removes that applicant contact from sibling records.

To delete an applicant contact, follow the steps below:

  1. In the Admissions module, select a records tab:
  2. Search and select an applicant record to work with and select the Contacts tab.
    Applicant Contacts are displayed at the bottom of the screen:
  3. Click  in your selected contact.
    You are prompted Are you sure you want to delete this contact from this applicant?
  4. Select Yes.
    The contact is removed.
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