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The Contacts tab provides a list of all contact information. You may have as many contacts per family, carer or staff member as required, though for families one person must always be designated as the Accounts Contact. The system uses this contact for addressing and emailing of statements and various debtor summary reports. Mail merges also use this contact to address family correspondence.
Colour Coding
This allows for child custody issues.
Add
This allows the user to enter emergency contact details. Most of these fields are self explanatory.
Edit
Allows the user to edit contact details.
Delete
Allows the user to delete contact details.
Adding and Editing Contacts
Most fields in the contact details screen are optional. You should check your organisation's privacy policies before requesting and recording any information.
Title
Contact title (e.g Mr, Mrs, Dr etc). Used in mail merges for a formal salutation.
First Name
Contact's first name.
Surname
Contact's surname.
Relation
Choose an appropriate relation from the drop down list (e.g. Mother, Father, Doctor, Friend etc).
Mobile No.
Contact's mobile number
Contact's email address. For Account Contacts, this address is used as the To: address for email statement runs.
Home Details
Various address details (if applicable).
Work Details
Various work details (if applicable).
Notes
Use this area for any notes you have about a particular contact.
Custom
Used to enter data for any custom fields you may have defined. See Custom Fields (Database Options) for information on creating custom fields.
Languages
List the language and fluency or languages spoken by the contact.
Gender
N/A, Male or Female.
DOB
Date of birth.
COB
Country of birth.
Can Collect Child(ren)
Indicates whether or not the contact can pick up children. You can also set it to N/A for contacts such as a Doctor.
Show on Quick List
Adds this contact to the Contact Quick List report. The Quick List report contains information on the most important contacts, such as might be used when taking children on an excursion.
Picture
Insert / remove this contact's picture in the photograph library. See Storing Pictures.
Last Checked
If you are updating the database from an enrolment form press Update to enter the current date as the Last Checked Date. It's often useful to know how current the information is.