Future Student Maintenance - Relations tab

Use the Relations tab to:

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

Note: Relationships represent how one member of the community relates to another. For example, a mother-daughter relationship. Constituencies define how community members relate to your organisation. For example, the community member may be a student, staff member or debtor. Constituencies can be system or user-defined.

Opening the Relations tab

To open the Relations tab:

Select Module > Future Students > Future Student Maintenance from the main menu.
The Set Future Student Search Criteria window is displayed.
Tip: You can also access the future student functions by clicking .
Search for the future student. See Searching for future students.
Click the Relations tab.
The Relations tab of the Future Student Maintenance window is displayed.

Future 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 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.
Receive Email	Relation's email contact (i.e. person who sends the relation emails) as defined in the Use Email field.
Give Portal Approval	Whether the 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.
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 Alt AH	Relation's alternative phone number for after hours. Note: This field displays Silent Phone if the relation's phone number is a silent 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 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.

Icons

Button	Description
	Displays an Information window providing details about the emails sent to parents. Key points: Emails are sent to relations with the Use Email field populated SMS messages 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 Future Student Maintenance. See Future Student Maintenance - Contacts tab.
	Displays an Information window providing details about the Use SMS/Email and Receive SMS/Email fields. Key points: Relations with the Use Email/SMS fields populated receive emails/SMSs from your organisation about the selected future student Relations with the Receive Email/SMS fields populated have their emails/SMSs sent to the selected future 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.
	Displays an Information window providing details about the Portal Approval field. Key points: Future students are always approvers for themselves Future students are always approvers for their spouses (if they have one) Relations can be set as approvers for future 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 Future Student Maintenance - Contacts tab Tip: You can set future students as approvers for community members using the Relations tab of Community Maintenance. See Community Maintenance - Relations tab.

Buttons

Button	Description
	Add a new relation for the student. See Adding new relations (Future students).
	Delete the selected relationship. See Deleting relationships.
	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.
	Compose a letter to the relation. See Composing letters with Microsoft Word in the Introduction manual.
	Send an email to the relation. See Sending emails in the Introduction manual.