Adding new contacts (Future students)

To add a new contact in Future Student Maintenance:

  1. Open the Contacts tab of Future Student Maintenance. See Future Student Maintenance - Contacts tab.
  2. Click .
    The Create New Future Student Contact - Name window is displayed.

New contacts can be Personal, Company or Personal Company. Select the appropriate radio button at the top of this window. The data input windows that follow depend on your choice of record type:

  • Personal is for an individual person or couple.
  • Company is for a company where the company is the primary contact. For example:Jackson HoldingsAttn: Mr John Roberts
  • Personal Company is for a company where a person is the primary contact. For example:Mrs Anne JohnsonSalbut Enterprises

If you select Company, the windows that follow are similar but do not require any individual personal information. If the information you enter matches one or more members of the community database, Synergetic displays a window showing possible matches. You can either:

  • Select a record from the grid and make them the student's contact.
  • Create a new record. This creates a completely new member in the community database and puts them in the student contacts constituency.

The following windows are displayed after the name details window, depending on the selections made:

  • Spouse details, if applicable. See Spouse Name window in the Community manual.
  • Address details. See Address window in the Community manual.

    You can use RAT to match addresses with the Australia Post or New Zealand Post barcode databases. See Maintaining postal addresses in the System maintenance manual.
  • Contact's phone and occupation details. See Phone/Occupation window in the Community manual.
  • Contact details (see below).
  • Select relationship (see below).

If there is already a community member matching the name/ID you entered, you are prompted on the next screen whether to use that person or create a new one.

Completing the Contact Details window

To complete the Contact Details window:

  1. Select the contact type.

    You cannot select a contact type that already exists for the student.
  2. If required, select the appropriate checkboxes. For example, if the contact is a parent, select Is a parent of the student.

Completing the Select Relationship window
To complete the Select Relationship window:

  1. Select the relationship between the two people.

    This window is only displayed the first time a particular person is added as the student's contact. For example, if a parent already exists as the SC2 contact and you want to add them as the SE1 contact, the Select Relationship window does not appear as their relationship has already been defined.

    Note: See the key fields on the Contacts tab of Future Student Maintenance. See Future Student Maintenance - Contacts tab.
  2. Click .
    The contact details for the student are added.

    Depending on your organisation's preferences and the type of relationship, the Use Email or Use SMS flags may be automatically set to Default. For example, relationships of Mother may be configured to be Default. Check the grid area Relations tab to override any inappropriate email or SMS settings for both members of the relationship.