Contacts, guardians and sponsors

For: directors, head teachers and secretaries (change); everyone with access to students (read)

Contacts are people or organisations around a student. A contact belongs to the whole organization, so siblings in different schools share the same mother, and a sponsor organisation is recorded once for all its sponsored students. A contact is not a user account.

The section Contacts of the student record has three lists: Guardians, Emergency contacts and Sponsors.

Add a guardian or an emergency contact

1. Choose Add guardian or Add emergency contact.
2. Under Kind, choose Person or Organisation (for example a children’s home).
3. For a person, enter First name, Last name, Phone number, optionally a Second phone number, Email and Place of residence. For an organisation, enter the Name of the organisation, the Country (two letters, for example TZ), optionally a phone number, email and Contact person.
4. Choose the Relation to the student, for example Mother, Grandmother, Aunt, Legal guardian or Institution.

While you type, the app looks for Existing contacts with the same phone number or a similar name. If the right person is already registered, for example the mother of a sibling, choose Connect instead of Create new contact. Then both children are connected to the same person.

The same person can be guardian and emergency contact of the same student.

Main contact

One guardian per student can be the Main contact. Choose Make main contact; the previous main contact loses the mark. Only a guardian can be the main contact.

Remove a connection

Remove ends the connection to this student. The contact itself stays, because other students may be connected to it.

Sponsors

1. Choose Add sponsor and select or create the person or organisation, as above.
2. Enter the Start of the sponsorship and optionally the Reference at the sponsor, for example the child number the sponsor uses.

A student can have several sponsorships. To end one, choose End sponsorship and enter the Last day. Ended sponsorships stay visible in the record. Delete (not started yet) is only possible before the start date, for example after a mistake.

The contact page

Open contact shows the contact with Connected students and Sponsored students, for example all students of a sponsor organisation with school, start and reference. You only see the students whose records you may read. Edit contact changes the contact’s details for all connected students.