In this guide we will look at how to add a Contact using the Others page, this includes the MIS checking to prevent duplication when adding new records to the MIS. The system will now alert users if matching records are found based on First Name and Last Name.
Access: The minimum permissions required to access Others > Contacts is found in the Framework module from within Config > Setup > Roles and Permissions
See Also: How to Manage and Add Contacts from the Students List
From the left hand menu, select Others.
Click on the New button.
This will open the Create New Contact pop-up which is made up of 5 sections:
Personal Details
Enter the basic Personal Details for the new Contact. Any fields marked with an asterisk (*) are required.
Once you’re happy click Save, then move over to the Linked Students tab.
Job Details
Enter the Contact’s NI Number, Place of Work and Job Title and select their Occupation Field from the dropdown, then click Save.
Linked Students
First, select Click to Link New Student.
Then, search for the Student you would like to link to the Contact in the Student field and select them from the dropdown.
Once you have selected the Student the below screen will be displayed.
For each student in the Linked Students tab you need to identify the following:
- Relationship – this is the Contact’s Relationship to this Student select from dropdown list
- Parental Responsibility – this is key when sending Communications through Bromcom to Contacts
- Grant access to student details in MCAS – this will give access to Student information on the Parent Portal
- Parental Ballot, Student Reports and Correspondence – these allow Contact lists to be filtered on these items
- Transfer Address – will Transfer the Contact Address with the Student
- Court Order Restricted Access – select if there is a Court Order in place to Restrict Access
- Source of Contact Priority – select from dropdown list
- Contact Priority – this is the Contact’s Priority to the Student
- Alternative Contact Notes – is Free Text
Phone & Email
Click the + icon and select whether you would like to add a Phone Number or Email Address.
Enter the required information and once you’re happy, click Save.
Note: The Priority applies to Phone Number or Email Address priority and not the Contact priority.
Address
There are two options for the Address, Link to Known Address or Click to Add New Address.
If a new Address is being added, enter the Address Type (for example Home or Work), add the Start Date this address is being used from, the Postcode and click on Search to find a list of addresses within that Postcode. Select the Address from the list and click on the Use button, when complete click on the Save button.
Note: By using the Postcode Finder it will automatically be a validated address with a URPN for Census purposes.
Or use the Link to Known Address option.
User Defined Fields
This will show any User Defined Fields that have been created for the Contact Details data group. Fill in any required information and click Save.
The Contact Record is now complete and you can close the pop-up.
In this guide we will look at how to add a Contact using the Others page.
See Also: How to Manage and Add Contacts from the Students List
From the left hand menu, select Others.
Click on the New button.
This will open the Create New Contact pop-up which is made up of 6 sections:
Personal Details
Enter the basic Personal Details for the new Contact. Any fields marked with an asterisk (*) are required.
Once you’re happy click Save, then move over to the Job Details tab.
Job Details
Enter the Contact’s NI Number, Place of Work and Job Title and select their Occupation Field from the dropdown, then click Save.
Linked Students
First, select Click to Link New Student.
Then, search for the Student you would like to link to the Contact in the Student field and select them from the dropdown.
Once you have selected the Student the below screen will be displayed.
For each student in the Linked Students tab you need to identify the following:
- Relationship – this is the Contact’s Relationship to this Student select from dropdown list
- Parental Responsibility – this is key when sending Communications through Bromcom to Contacts
- Grant access to student details in MCAS – this will give access to Student information on the Parent Portal
- Parental Ballot, Student Reports and Correspondence – these allow Contact lists to be filtered on these items
- Transfer Address – will Transfer the Contact Address with the Student
- Court Order Restricted Access – select if there is a Court Order in place to Restrict Access
- Source of Contact Priority – select from dropdown list
- Contact Priority – this is the Contact’s Priority to the Student
- Alternative Contact Notes – is Free Text
Phone & Email
Click the + icon and select whether you would like to add a Phone Number or Email Address.
Enter the required information and once you’re happy, click Save. If the Contact has requested communication via SMS ensure that the Type selected is Mobile and that Use this mobile for text messages is ticked.
Note: The Priority applies to Phone Number or Email Address priority and not the Contact priority.
Address
There are two options for the Address, Link to Known Address or Click to Add New Address.
If a new Address is being added, enter the Address Type (for example Home or Work), add the Start Date this address is being used from, the Postcode and click on Search to find a list of addresses within that Postcode. Select the Address from the list and click on the Use button, when complete click on the Save button.
Note: By using the Postcode Finder it will automatically be a validated address with a URPN for Census purposes.
Or use the Link to Known Address option.
User Defined Fields
This will show any User Defined Fields that have been created for the Contact Details data group. Fill in any required information and click Save.
The Contact Record is now complete and you can close the pop-up.
Prevention of Duplicates
The system will alert users if a new contact being added matches details with an existing contact across all contact lists in the MIS.
Matching criteria:
- First Name: The system will match partial names (consisting of two or more letters) or full names.
- Last Name: The system will match partial names (consisting of two or more letters) or full names.
After entering the new contact and clicking Save, a Matched Contact(s) popup will appear if matches are found across both fields (First Name and Last Name). The Matched Contact(s) table mirrors the Matched Student(s) table, with the addition of a Relationship column.
Users can either:
- Edit the existing record.
- Cancel to return to the Create New Contact popup.
- Click +New to continue creating the Contact record.