Move a Mother or Father to a New Parent Record (Complex Split)
This article explains how you would move either the father or the mother from an existing TASS parent record to a new parent record to create a Complex Split.
Refer to ‘How to Handle Split Family Arrangements’ for a detailed definition.
You then use the ‘Addresses & Communication Rules’ tab on the Student Record (for each child in the family) to define:
The parent/guardian addresses from both the original and additional parent records that teachers will see when using Staff Kiosk.
The parent/guardian addresses from both the original and additional parent records that teachers will be able to use for communication for each student in the family when using Staff Kiosk.
The parent/guardian(s) from both the original and additional parent records with whom the student lives.
The parent/guardian(s) from both the original and additional parent records who will serve as the emergency contact.
The parent/guardian(s) from both the original and additional parent records who will receive correspondence generated out of TASS.web.
The parent/guardian(s) from both the original and additional parent records who will receive SMS notifications for student absentees (if enabled at your school).
The 'Move' option on the Parent Record is only available once 'Communication Rules' have been enabled. Refer to Setting up Communication Rules for further details of this process.
This guide assumes that your school's address block structure adheres to the recommendations specified in Setting Up Parent Addresses in TASS.web.
Step | Menu Path | Details | ✅ |
1 | Determine if the 'Mother' or 'Father' is to be moved from the original parent record to an additional parent record. The original parent record is the one with the existing School Fee Account. Therefore, you should move the person who is NOT responsible for the existing School Fee Account to the additional Parent Record. The School Fees Account, including historical transactions, cannot be transferred. Therefore, take care when deciding which parent to move to the new parent record, as the School Fees Account belongs to the original parent record. Once the additional parent record has been created, you can then incorporate a Split Billing Arrangement if required. This is the first step in changing a Nuclear or Simple Split family to a Complex Split family. Example This guide uses the example of:
Therefore, if the 'Move' that you are undertaking is the other way around, you need to make the appropriate adjustments when following the steps. | 🔲 | |
2 | TASS.web Student Admin > Parent Records > Parent Information > Parents on the 'General' tab. | On the Parent Record, use the 'Children Details' section on the 'General' tab, click the 'Edit' link in the 'Action' column to access each student's record. Set the 'Multi Parenting Arrangements' field on the 'General' tab to 'Yes' for all students who belong to this family. To return to the Parent Record from the Student Record after setting the flag, go to the 'Parents' tab and click on the 'Edit' button. Don't use the back button in your browser, or you will get a record lock. Alternatively, you can use TASS.web Student Records > Student Information > Students on the ‘General' tab directly. | 🔲 |
3 | TASS.web Student Admin > Parent Records > Parent Information > Parents on the 'General' tab. | Check that the 'Mother' and 'Father' details on the 'General' tab are correct. You need to have both 'Mother' and 'Father' names for the 'Move' link to become active. | 🔲 |
4 | TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab. | Check and, if necessary, modify the following parent addresses: Correspondence, Father Correspondence, Mother Correspondence. Then, save these changes. Example Correspondence: 'Parent Name' to reflect the father only. E.g.: Change from: Mr & Mrs EP Clark to Mr E Clark. The Address, Phone Number, Salutation, and Email details should also be for the Father only. Father Correspondence: Check and, if necessary, modify the address links so that they link back to the Correspondence Address. Check and, if necessary, enter 'Parent Name' and 'Salutation' for the Father. Mother Correspondence: Remove all address links. 'Parent Name' to reflect the Mother only. E.g.: Mrs P Clark. The Address, Phone Number, Salutation, and Email details should also be for the Mother only. Other Address Blocks: Check that the details in the Residential and Billing address blocks correctly reflect the mother's situation. Then, save these changes. | 🔲 |
5 | TASS.web Student Admin > Parent Records > Setup Information > Parent Lounge Setup on the ‘Split Family Access’ tab. | Delete the 'Split Family Access' arrangement for this parent code. | 🔲 |
6 | TASS.web Student Admin > Parent Records > Parent Information > Parents on the 'General' tab. | Click the 'Move' link next to the 'Mother' name on the 'General' tab. You will be directed to a screen titled: 'Parent – Move [mother name] to a New Parent Record'. E.g.: 'Parent – Move Pamela Clark to a New Parent Record'. Review and adjust the details for this parent, then click 'Save'. | 🔲 |
7 | TASS.web Student Admin > Parent Records > Parent Information > Parents on the 'General' tab. | Reload the original Parent Record for the Father. On the 'General' tab in the 'Children Details' section of the screen, use the 'Edit' link in the 'Action' column to access each student's record. On each Student's Record, set up the appropriate rules using the 'Addresses & Comm. Rules' tab. You will need to add the additional parent for each student, where applicable (e.g., the mother, Pamela Clark), by clicking the 'Add Parent' button. Alternatively, you can set up these rules directly using TASS.web Student Records > Student Information > Students, on the 'Addresses & Comm. Rules' tab. | 🔲 |
8 | TASS.web Student Admin > Parent Records > Setup Information > Parent Lounge Setup on the 'Split Family Access' tab. | Add 'Split Family Access' arrangements for these parent codes if necessary. Review and adjust the access, addresses, payment methods, and student details available to the original and the additional parent codes as required. Schools can show or hide all unassigned Payment Methods to all parents in Parent Lounge. This setup is done in TASS.web Student Admin > Parent Records > Setup Information > Parent Lounge Setup on the 'General' tab. | 🔲 |
9 | TASS.web Finance > Parent Accounts > Billing Cycle > Split Billing Accounts (optional) | If required, create a split billing arrangement between the original parent code and the additional parent code. These arrangements enable an original parent account (called the 'Splitting Parent') to 'split' some of their fee charges or credits with the additional parent account (called the 'Split Recipient'). The ‘Splitting Parent' account must have the ‘Auto Billing Account' flag set to 'S’ for 'Split-bill’ in TASS.web Finance > Parent Accounts > Account Information > Parent Account Inquiry on the 'Account Details' tab before this can be implemented. Refer to the 'Split Billing Accounts' article for more information. Split Billing Accounts are used during the Auto Account Billing Process. If the split occurs mid-billing cycle and the outstanding amount requires division between the two parents:
For tailored guidance, please reach out to the TASS Customer Care team. | 🔲 |
10 | Testing (optional) | Use the 'Ghost Logon' option in TASS.web Student Admin > Parent Records > Parent Information > Parents on the 'General' tab to access the Parent Lounge accounts and review the information available to each parent. | 🔲 |
