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Multiple student contacts

Student contacts have been modified so that each student can have any number of contacts. The existing contacts have been migrated to the new format and a report has been created to manage any incorrect data.

For each student, once contact can be set as the primary contact and this is displayed on the main screen. This is taken from what was previous under “Parent / Carer”. The “Alternative contact” has now been added as a secondary contact.

Each contact can have the following information:

  • Name

  • Contact type (currently Parent or Carer)

  • Phone number

  • Email address

  • Address

  • Notes

  • Warning

You can also confige the following:

  • Primary contact: This specifies whether this contact is the primary contact, as discribed above.

  • Send newsletter: Specifies whether this contact should be sent newsletters. Note that the newsletter functionality is not yet implemented; however, it is sensible to start ensuring student contacts are appropriately configured.

The student list

The primary contact is displayed on the student list when your mouse hovers over the icon on the left hand side, as shown below:

Note that when a contact has a warning, the contact details are not shown, as shown below:

This forces users to view the warning before contacting them.

The student page

The student page now has a section called “Student contacts”. This lists all the contacts, as shown below, showing the primary contact first, then the others in alphabetical order:

Each contact entry has the following features:

  1. The primary contact has a blue border.

  2. The contact type is specified with a badge. Note that this will not be set for all contacts. See the section below about the Contact Import report.

  3. A note indicated by this icon. Hover over the icon to view the note.

  4. Contact details are displayed here.

  5. Click here to expand the contact details and edit the contact.

  6. If a warning is present, this icon is displayed instead of the contact details. Hover over the icon to see the warning and expand the contact to view the contact details.

  7. Click here to add a contact.

Once the contact is expanded, the following is displayed:

  1. This is checked if the contact is the primary contact for the student
  2. This is checked if the contact should be included in any newsletters. Note that the newsletter functionality has not yet been implemented.
  3. The contact type, currently either Parent or Carer. This field is not required, as it may be that there are other types of contacts which are not yet implemented.
  4. Click here to edit the contact
  5. Click here to delete the contact.

The contact imports report

Users with “StudentView” permission can access the “Contact Imports report” by going to Menu->Report and clicking the “Contact Imports report” icon.

The report lists all contacts that were imported from the old contact format including any student notes. Note that only contacts for students who have not left are displayed.

The purpose of this report is to provide the details necessary to fix any issues present in the contacts. These issues could be any of the following:

  • Warnings are currently placed in the student notes section and need to be copied or moved to the contact warning section.

  • The current email address is invalid.

  • There is not currently a contact type specified.

An example of the report is shown below:

The report shows the following:

  1. This email address is not valid

  2. This contact does not have a contact type set

  3. Click this button to either view the contact or confirm that the contact details. As shown below, you can only confirm the contact details are correct if the email address is valid and the contact type is selected:

In many cases it may be sufficent to selected confirm and remove the contact from the list. However, in some cases there will be a note, such as the following:

In this case, the student should be viewed and the note copied to the appropriate contact’s warning.

When a contact is modified, as long as the email address and contact type are correctly set, it will be removed from the report.