Contacts Tab

Created by Daniel Kamran, Modified on Mon, 22 Apr at 11:08 AM by Hannah Whitaker

The Contacts tab records information about people to contact with relation to the Learner. You are able to specify which type of contact they are and give a priority order for contacting.

At the top of the Contacts panel there is a space to add any important information with relation to contacts.

The Contacts list itself is where you add personal contacts like family members. You can also add General Address contacts like a Doctor/GP, Social Worker etc. that may go across multiple Learners.

Contacts List

The Contacts List holds a list of related contacts for the Learner. This provides a visual record of the important information held for each contact.

Individual Contact

To add a new contact, click Add new Contact for an individual related to that Learner only.

When adding a new contact you can enter the standard information such as name, address contact numbers etc. There are also options to add further information items.

You may wish to add a photo of the contact for security purposes. Click Change under the photo box to add a new photo. Navigate to the image location and click Update when finished.

When adding a new contact you can record the following more specific information in addition to the more standard information.

Option	Description
Next of Kin	This contact is the next of kin for the Learner
As Learner	When entering the address tick to make the contact address the same as the Learner's address
Advocate	This contact is an advocate for the Learner
Emergency	This contact can be contacted in the case of an emergency involving the Learner
Parental Responsibility	This contact has parental responsibility for the Learner. Ticking this also allows them to be imported on the Parent Logins screen.
Show on Care Plan	List this contact on the care plan when printing
SMS Contact	If ticked, this contact will receive a text message when using the SMS Announcements widget.
Professional Relationship	The relationship to the student in the workplace, when selecting a General Address contact this is filled in automatically.

Under Other Information there are a series of check boxes. These are customisable and the labels for these options are configured in the Administration -> Standard Values area under the Custom Fields option in the Student Values section.

General Address

The other option for adding contacts is using the Add General Address Contact button where you will find addresses that can relate to multiple Learners.

General Addresses are setup in your Standard Values. To do so navigate to Administration -> Standard Values -> General Values -> General Addresses.

When adding a General Address contact you will be asked to choose the Address Type and Address from the drop down. As mentioned above both the General Address Types and Contacts are setup in the Administration -> Standard Values area.

Clicking the notepad icon next to a contact entry in this list will show more detailed information about the contact - information that you have recorded when creating the contact.

Information
You can send an SMS to the contact while viewing the contact's details by using the Send SMS button (assuming you have setup the SMS functionality).

The arrows next to a contact in the contacts list allow you to move the contact up or down in the list, so that the most important/useful contacts are held at the top of the list.

Clicking the bin icon will remove the contact from the list.

The following information is shown in the contacts list columns.

Column	Description
Contact	The contact's name
Known as	Any other name the contact may be known as
Tags	This column displays the tags for the contact; Next of Kin, Advocate, Parental Responsibility, Emergency Contact
Relationship	What is the contact's relationship to the student?
Tel (Home)	Home telephone number of the contact
Tel (Work)	Work telephone number of the contact
Email (Home)	Home email address of the contact
Email (Work)	Work email address of the contact
Mobile	Mobile telephone number of the contact
O.I.	Is there Other Information recorded for the contact?

Emergency Contact Preferences

Emergency Contact Preferences detail whether the Learner wants an emergency contact to be contacted for a described question (scenario). This is intended for Learners to specify their own preferences.

For example, if a question was 'When I am injured', the option set may be to 'Always' contact an emergency contact. The other two options are to 'Prompt' (i.e. ask the Learner) or 'Never' contact. You can set up a series of possible questions, initially ask the Learner their preferences and record them here, and review the answers at periods.

The questions are configured in Administration -> Standard Values, in the Emergency Contact Questions option under Learner Values.

To add a new question, click Add new Emergency Contact Preference.

Add the Question from the configured dropdown list and specify which action/preference for it and finish by clicking Add.

As a reminder, the Action options are:

Action	Description
Always	Always contact the emergency contact for this question/scenario
Ask Me	Ask the Learner at the time of the scenario/incident in the question if they want their emergency contact to be contacted
Never	Never contact the emergency contact for this question/scenario