Staff Maintenance - Relations tab

The Relations tab displays any relatives of the staff member in your organisation's community. 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. Constituencies define how community members relate to your organisation. For example, the community member can be a student (@SC), staff member (@STF) or debtor (@DEB).

You cannot make any changes to the relative's details on this tab. You can launch into Community Maintenance, if you want to change any details relating to an individual. See Maintaining community members in the Community manual for more information.

Opening the Relations tab

To open the Relations tab:

Select Module > Human Resources > Staff Maintenance from the main menu.
Tip: You can also access the staff functions by clicking .
Search for the staff member. See Searching for staff members.
The Personal tab of the Staff Maintenance window is displayed.
Click the Relations tab.
The Relations tab of the Staff Maintenance window is displayed.

Staff Maintenance - Relations tab key fields and buttons

Grid area fields

Field	Description
Relation	Relation, from the perspective of the staff member. For example Master Garry Aderman is Karena's Son.
Constituencies	Constituencies that the relation belongs to.
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.

Tip: Double click on the selected relation to launch Community Maintenance. See Maintaining community members in the Community manual.

Fields

Field	Description
Name	Relation's full name.
Address	Relation's address.
Phone BH AH Mob	Relation's contact telephone numbers: during Business Hours during After Hours (home phone) Mobile number.
Use SMS	Select which mobile phone number an SMS (Short Message Service) text message should be sent to, or whether an SMS should not be sent. For example, send an SMS to the person's default number or their personal number.
Use Email	Select which email address an email should be sent to, or whether an email should not be sent.
Receive SMS	Relation's SMS contact (i.e. person that sends the relation SMSs) as defined in the Use SMS field. For example, if Amanda Adamski has her father selected as a Use SMS contact his record will list Amanda as a Receive SMS contact.
Receive Email	Relation's email contact (i.e. person who sends the relation emails) as defined in the Use Email field. For example, if Amanda Adamski has her father selected as a Use Email contact his record will list Amanda as a Receive Email contact.
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.
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	Staff member's community ID.

Icons

Button	Description
	Displays an Information window providing details about the emails sent to relations. Key points: Emails are sent to relations with the Use Email field populated SMSs are sent to relations with the Use SMS field populated. Query: Is there different validation for Staff members and Community members? There is no Contacts tab for Staff Maintenance or Community Maintenance.
	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 staff member Relations with the Receive Email/SMS fields populated have their emails/SMSs sent to the selected staff member. 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 information about the Portal Approval field. Key points: Staff members are always approvers for themselves Staff members are always approvers for their spouses (if they have one) Relations can be set as approvers for staff members using the Portal Approval field. Query: Is there different validation for Staff members? There is no Contacts tab for Staff Maintenance or Community Maintenance. Tip: You can set staff members as approvers for other community members using the Relations tab of Community Maintenance. See Community Maintenance - Relations tab.

Buttons

Button	Description
	Add a new relation for the staff member. See Adding new staff relations.
	Delete the selected relationship.
	Send an email to the relation. See Sending emails in the Introduction manual.
	Compose a letter to the relation. See Composing letters with Microsoft Word in the Introduction manual.
	Copy the address details of the selected relation to the Windows clipboard. Go to the Microsoft Windows program you are using and paste the address details into the document you are editing.