Add a Contact

Modified on: Tue, May 28, 2024 at 8:15 AM

Add a New Contact

Edit features are only available if the AdminPlus Supervisor has requested edit from [email protected] and has selected to edit Contacts in AdminPlus.com.

To add a new contact to a student, do the following:

Select Students > One Student.
In the Contacts tile, click . The Add New Contact box opens.
You can also add a contact on the Contacts Tab > Select Add New Contact.
Select Create New Contact.
Be sure to review existing contacts to avoid duplicates. If you want to add an existing contact, see: Add an Existing Contact to a Student
.
The Edit Contact window opens. Enter in the information for the contact.
Last Name and Relationship are the only Mandatory fields.

See the diagrams and table below for details:

Edit Contact Window
A	Enter the Contact Name: Salutation (optional) First Name Middle Name Last Name (Mandatory) Suffix
B	Basic Details Global Fields: The details entered on the left are considered Global Fields. This is because they remain the same for the contact regardless of the student the contact is connected to. Global fields contain the following: Language choice E-mail Address Home Phone and Mobile Phone Household ID If this contact is associated with another student, that Household ID will display. Home Address
C	Basic Details Local Fields: The details entered on the right are considered Local Fields. Local Fields aonly applies to the contact in relation to this student. Local Fields contain the following: Relationship and the option to select Primary Contact (Mandatory). Permissions to: Enable Parent Portal Access. Select which Reports for the student can sent to or be printed for this contact.
D	User Defined Global Fields: The fields viewed on this tab are custom fields defined by the school. These fields will remain the same no matter which student this contact is linked to.
E	User Defined Local Fields: The fields viewed on this tab are custom fields defined by the school. These fields will differ depending on which student they are linked to. Your school created a field called Pick-up. The contact may be linked to two students. This field will establish if the contact can pick up the child from school.

Add an Existing Contact to a Student

In addition to adding a new contact, you can link an existing contact to a student. To add an existing contact to a student, do the following:

Select Students > One Student.
In the Contacts tile, click . The Add New Contact box opens.
There are three different ways to add an existing contact to a student. Choose one of the following options:
- Use contact from another student in the same household: When selected, this option will display any contacts that are linked to students who have the same Household ID.
- Copy contacts from another student with the same last name: When selected, any students who have the same last name will display.
- Copy a contact from all contacts: When selected, you can search all contacts by either Contact or Student.
  Depending on what you search on will depend on which information is displayed. For example, when searching on Contact Full Name, their name and number will display. If you search on Primary Email, the contacts name, email address and number will display.
Search for an existing contact by:
- Search by Contact if you know the details of the contact.
- Search by Students if you know the details of the student linked to the contact.
- Select the field you would like to search on such as Full Name or Primary E-mail.
- Choose to search using Contains or Begins with and type 3 or more characters to limit the search results.
Click Search. Contact Name will always display along with:
- Contact Primary Email Address.
- Home Phone Number.
- Displays the linked student Name, Relationship to Student, grade, year, and school it is linked in.
Select Next.
Confirm this is the correct contact by checking that the data under Basic Details Global Fields are correct.
If any changes are made, such as E-mail Address or Address, this will change the information for any student this contact is linked to.
Under Local Fields, set the following:
- Relationship: This will apply what the relationship of this contact is to the student. Select Primary Contact if this is the primary contact for this student.
- Permissions: If this contact should have access to PlusPortals, select Enable Parent Portal Access.
- Reports: Select which types of reports can be printed for / sent to for this contact.
Select the User Defined Fields tab. Here you can update the data in the User Defined Fields. Any changes made to Global Fields will update for any student this contact is linked to. Any changes made to the Local Fields will only apply to this student.
Select Save after confirming their details.