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How to add a new Address to a Contact and link it to related Students

England
Northern Ireland

In this guide, you will be shown how to add a new Address to a Contact and then how to link that same Address to related Students. This can be used when a Student’s home situation changes and you want to transfer the new address from a new Contact. We will look at how to End date an existing Address as well as how to add a new one.

Access: The minimum permissions required to access Addresses are found in the Framework Module of Config>Setup>Roles and Permissions.

Permissions

To begin, go to the Students List page and select a Student.

Once they are highlighted Blue, press View to open their Record.

Pathway

Once the Record loads, scroll down slightly to their Contacts, however over the Contact who you would like to add an Address to and use the Pencil icon to Edit them.

Edit Contact

End Dating an Address

If the Student’s Home Address is changing, before you can add the new one you will need to End Date the Existing Address.

To do this, navigate to the Address Tab, hover over the Existing Address and click the Pencil Icon on the right hand side to Edit it.

Edit Address

In the End Date field, select the Calendar Icon to open the date selector, find the required End Date and select it. Once you’re happy click Save.

Date Selector

This will take you back to the Address tab of the contact record. Notice that the Previous Address now displays a Start Date and an End Date.

End Dated Address

Adding a New Address

Navigate to the Address Tab and then press Click to Add New Address.

Click to Add New Address

If possible, use the Postcode Finder by entering the Postcode and clicking the magnifying glass. This will populate a dropdown with all possible Addresses within that Postcode for you to select from. Select the Address from the drop down and press Use.

Postcode Finder

Entering the Address this way means the UPRN with be automatically populated as well as the other Address details, which can prevent errors surfacing in future Census’.

Address Details

If you are unable to use the Postcode finder you also have the option to enter the Address details manually.

Once you’re happy, press Save.

Note: you can only have one Priority 1 or Home address active at any given time, if you attempt to add a Home Address, whilst there is already a Home Address active you will receive an error message and will need to either End Date the current Home Address before adding the new one, or add the additional Address as a Second Home.

Once the Address is added, it will be visible in the Address Tab of the Contact’s Record and it can now be linked to the Student.

Multiple Addresses

Linking an Address to a Student

To link the Address to the Student, hover over the Contact Details/Address area of their Record and press the Edit icon.

Edit Student Details

Then Navigate to the Address Tab and press Link to Known Address.

Link to Known Address

Now if you type the Contact’s name, click on them once they appear.

Select Contact

Note: The Type drop down will be on Related by default, which means only Contacts or Siblings related to the Student will appear for selection.

After you have clicked on the Contact, select the newly added Address that you wish to link to the Student.

Select Address

Double check the Priority, Type and Start Date of this Address and once you are happy, press Save.

The Student has now been linked to the new Address that was added to the Contact, without any prior Address records being affected.

In this guide, you will be shown how to add a new Address to a Contact and then how to link that same Address to related Students. This can be used when a Student’s home situation changes and you want to transfer the new address from a new Contact. We will look at how to End date an existing Address as well as how to add a new one.

Access: The minimum permissions required to access Addresses are found in the Framework Module of Config>Setup>Roles and Permissions.

Permissions

To begin, go to the Students List page and select a Student.

Once they are highlighted Blue, press View to open their Record.

Pathway

Once the Record loads, scroll down slightly to their Contacts, however over the Contact who you would like to add an Address to and use the Pencil icon to Edit them.

Edit Contact

End Dating an Address

If the Student’s Home Address is changing, before you can add the new one you will need to End Date the Existing Address.

To do this, navigate to the Address Tab, hover over the Existing Address and click the Pencil Icon on the right hand side to Edit it.

Edit Address

In the End Date field, select the Calendar Icon to open the date selector, find the required End Date and select it. Once you’re happy click Save.

Date Selector

This will take you back to the Address tab of the contact record. Notice that the Previous Address now displays a Start Date and an End Date.

End Dated Address

Adding a New Address

Navigate to the Address Tab and then press Click to Add New Address.

Click to Add New Address

If possible, use the Postcode Finder by entering the Postcode and clicking the magnifying glass. This will populate a dropdown with all possible Addresses within that Postcode for you to select from. Select the Address from the drop down and press Use.

Postcode Finder

Entering the Address this way means the UPRN with be automatically populated as well as the other Address details, which can prevent errors surfacing in future Census’.

Address Details

If you are unable to use the Postcode finder you also have the option to enter the Address details manually.

Once you’re happy, press Save.

Note: you can only have one Priority 1 or Home address active at any given time, if you attempt to add a Home Address, whilst there is already a Home Address active you will receive an error message and will need to either End Date the current Home Address before adding the new one, or add the additional Address as a Second Home.

Once the Address is added, it will be visible in the Address Tab of the Contact’s Record and it can now be linked to the Student.

Multiple Addresses

Linking an Address to a Student

To link the Address to the Student, hover over the Contact Details/Address area of their Record and press the Edit icon.

Edit Student Details

Then Navigate to the Address Tab and press Link to Known Address.

Link to Known Address

Now if you type the Contact’s name, click on them once they appear.

Select Contact

Note: The Type drop down will be on Related by default, which means only Contacts or Siblings related to the Student will appear for selection.

After you have clicked on the Contact, select the newly added Address that you wish to link to the Student.

Select Address

Double check the Priority, Type and Start Date of this Address and once you are happy, press Save.

The Student has now been linked to the new Address that was added to the Contact, without any prior Address records being affected.

Updated on May 14, 2024

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