Add Contact Details

Use the Student Contact window to enter the details of a pupil's contacts. Select preferred methods of contact and the type of information which can be forwarded to contacts.

The Student Contact window is displayed when working in the Pupil Manager module and can be accessed when:

• Adding a new pupil record.
• Adding contact details to an existing pupil record.
• Editing a pupil contact.
• Linking pupil contact records.

To add contact details, follow the steps below:

1. Once you have accessed the Student Contact window, select the Contact Details tab:

   

2. Check the AutoComplete box in the top right of the window for fields to capitalise automatically as you complete them. Uncheck the AutoComplete box to override automatic capitalisation.

3. Complete the Core Contact Information section:

   Field	Explanation
   Contact Type	Select the Contact Type which best describes the pupil contact. Only select joint contacts for contacts who reside at the same address. Click to add a new contact type, if required. Additional contacts can be setup once a pupil record has been created. Your selection in Contact Type may change where the Address Details are displayed in the window.
   Academic Reports	This checkbox is not in use.
   Contact Only	Check the box if the pupil contact is to receive no correspondence. Use this to list a pupil contact for information only. Contacts marked as Contact Only are idenitified by the  icon in contact records.
   Private Contact	Check the box if the pupil contact is not be linked automatically to the pupil's siblings. An additional tab (Linked Pupils) is displayed once you save this contact. Use the Linked Pupils tab to link selected pupils to this contact, if required. Private Contacts are useful for blended families where the pupil contact is only linked to selected siblings or other pupils. Contacts marked as a Private Contact are idenitified by the  icon in contact records.
   Mail Options	Check the boxes to select the type of correspondence that the pupil contact receives: All Merges (ALL). To receive all correspondence. Billing (BIL). To receive pupil invoices. Correspondence (COR). To receive all general school correspondence, such as weekly newsletters. Reports (RPT). To receive the pupil's academic reports. Mail options are identified by the abbreviations shown above in the Merge column of contact records. Contacts marked for All Merges and Billing correspondence now have the  icon displayed. Click this icon to update billing contact details.
   Contact can be shared with other Parents	Check the box if the pupil contact is happy for their details to be shared with other parents. It is sometimes useful for pupil contacts to be shared among form groups so that parents can contact each other. List Shared Contacts in a 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 pupil 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 pupil's home address. Student Home must be checked if you want use the Send to Home selection when writing to pupil contacts.
5. Complete 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 a pupil 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 pupil 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 a SSRS report, if required. Contact the Help Desk if you need help writing a SSRS report.
6. Complete 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. Enter Contact Telephone Information. Also use this section to enter a fax number and second email address, if required.
8. Enter Contact Salutations for written correspondence, as required. Salutations are configured in the Management Options tab.
9. Enter Emergency Contact Information for the pupil. Use the text box to enter the emergency contact's name, telephone number and address.
10. Either:
    
    • Select the Address Details tab. This tab is only available if a 2nd Person Contact is listed for the pupil.
      or
    • Select the Billing Email Address tab and enter an email address for the pupil's billing contact. This tab is only available if the contact is marked for receiving Billing correspondence on the Contact Details tab. This updates details listed in the Fees Billing module.
      or
    • Select the Custom Groups tab to add pupil contacts to Custom Contact Groups. Custom Contact Groups are used to group together pupil contacts and can be selected for mail merges.
      or
    • Click Save Contact. The new contact is listed in the pupil record.
11. Either:
    
    • Complete the Linked Pupils tab to link other pupils to your new pupil contact.
      or
    • Finish adding the record, if you are adding a pupil. See Stage 5: Finish Adding a Pupil for more information.
      or
    • Return to the Contacts tab if you are amending a pupil record.

If you are adding a new pupil, additional contacts can be setup once a pupil record has been created.