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Use the Relations tab to:

  • list family and guardianship relationships
  • view the constituencies of the relations
  • view the contact details of the relations
  • maintain relationships
  • manage communications with relations.

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Expand
titleOpening the Relations tab

To open the Relations tab:

  1. Select Module > Development > Past Student Maintenance from the main menu.
    The Set Past Student Search Criteria window is displayed.
    Tip: You can also access the past student functions by clicking Image Removed Image Added.
  2. Select the past student. See Searching for past students (on page ).
    The Personal tab of the Past Student Maintenance window is displayed.
  3. Click the Relations tab.
    The Relations tab of the Past Student Maintenance window is displayed.
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Past Student Maintenance - Relations tab key fields and buttons
Grid area fields

Field

Description

Relation

Relationship from the perspective of the student.

Constituencies

Constituencies that the relation belongs to.
Constituencies that are displayed in:

  • UPPERCASE are Synergetic constituencies. For example, the @DEB constituency is displayed as DEB (debtor).
  • lowercase are user-defined constituencies. For example, the counc (school council) user-defined constituency is displayed as counc.

Use SMS

Whether the relation elects to receive SMS text messages from your organisation with regard to this person (No, if not), and if so which mobile phone number to use:

  • Default mobile
  • Personal mobile
  • Occupation mobile.

Use Email

Whether the relation elects to receive email messages from your organisation about this person (No, if not), and if so which email address to use:

  • Default email
  • Personal email
  • Occupation email.

Note: Selecting No prevents sending emails from grids but not sending emails using Communications Maintenance.

Portal Approval

Whether the selected relation is approved to:

  • fill out the
student
  • community member's excursion permission forms on the Community Portal
  • access and update the community member's My Details information on the Community Portal.

Receive SMS

Relation's SMS contact (i.e. person that sends the relation SMSs) as defined in the Use SMS field.
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Receive Email

Relation's email contact (i.e. person who sends the relation emails) as defined in the Use Email field.
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Give Portal Approval

Whether the student has been approved to selected relation has given approval for the community member to:

  • fill out their excursion permission forms on the Community Portal
  • access and update the community member's My Details information on the Community Portal
for the selected relation
  • .

ID

Synergetic ID of the relation.


Fields
The fields in the Details area correspond to the selected record in the grid area.

Field

Description

Name

Relation's name.

Address

Relation's address.

Phone BH

Relation's business hours telephone number.

Phone AH

Relation's after hour's telephone number.

Phone Mobile

Relation's mobile telephone number.

Email

Relation's email address.

Use SMS

Whether the relation elects to receive SMS text messages from your organisation with regard to this person (No, if not), and if so which mobile phone number to use:

  • Default mobile
  • Personal mobile
  • Occupation mobile.

Use Email

Whether the relation elects to receive email messages from your organisation about this person (No, if not), and if so which email address to use:

  • Default email
  • Personal email
  • Occupation email.

Note: Selecting No prevents sending emails from grids but not sending emails using Communications Maintenance.

Portal Approval

Whether the selected relation is approved to fill out the student's excursion permission forms on the Community Portal.

Icons

Button

Description

Image Added

Displays an Information window providing details about the emails sent to parents.

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Key points:

  • Emails are sent to relations with the Use Email field populated
  • SMSs are sent to relations with the Use SMS field populated
  • When the Use Email or Use SMS grid area column is blank, the corresponding communication is sent to relations with the Lives With flag selected on the Contacts tab of Past Student Maintenance. See Past Student Maintenance - Contacts tab.

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Displays an Information window providing details about the Use SMS/Email and Receive SMS/Email fields.

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Key points:

  • Relations with the Use Email/SMS fields populated receive emails and SMSs from your organisation about the selected past student
  • Relations with the Receive Email/SMS fields populated have their emails and SMSs sent to the selected past student.

Tip: You can maintain community member communications using the Relations tab of Community Maintenance. Managing communications between relations in Community Maintenance provides the most flexibility because all community member records are available for configuration. For example, you could select the community record of a parent and allow one of their children to receive their communications. See Community Maintenance - Relations tab.

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Displays an Information window providing details about the Portal Approval field.

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Key points:

  • Past students are always approvers for themselves
  • Past students are always approvers for their spouses (if they have one)
  • Relations can be set as approvers for past students using the Portal Approval field
  • When the Portal Approval field is blank the approvers are:

    - Contacts with the Parent flag selected
    - Contacts whose ID is used as the contact.

    See Past Student Maintenance - Contacts tab.

Tip: You can set past students as approvers for community members using the Relations tab of Community Maintenance. See Community Maintenance - Relations tab.

Buttons

(on page ).

Button

Description

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Add a new relation for the student. See Adding new relations

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H_23200H_23200

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Delete the selected relationship.

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Copy the address details of the selected relation to the Windows clipboard.
Go to the Microsoft Windows application you are using and paste the address details into the document you are editing.

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Compose a letter to the relation. See Composing letters with Microsoft Word in the Introduction manual.

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Send an email to the relation. See Sending emails in the Introduction manual.

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