PAR - Parents

*Parent Code

The 'Parent Code' must be unique and must follow the format defined by your school in Student Admin > Parent Records > Setup Information > Parent Records Setup.

(A = Alphabetic; 9 = Numeric; X = Alphanumeric.)

If 'Auto Numbering' has been ticked in Student Admin > Parent Records > Setup Information > Parent Records Setup a 'Parent Code' is automatically allocated by the system when the new record is saved and therefore cannot be entered.

If a parent's code is entered 'ANDR001' where a parent code of the same format already exists the system will alter this code to the next available code, being 'ANDR002'.

*Surname

This is a 30 character text field.

Status

The default value is ‘Non-Current’ until Children (Student Record/s) have been associated with the Parent record. Refer to Step 2 below for more information.

*Parent Lounge Access

This field determines if the parent has access to the Parent Lounge portal and Parent Orbit app.   To allow access, select ‘Yes’. To deny access, select ‘No’.

Refer to Step 2 below for more information.

Parent Lounge Password

This field is used to enter the login password allocated to a parent for access to the Parent Lounge Portal.

Passwords are case sensitive.

Where the 'Parent Lounge Access' field is 'Y', this field is mandatory.

The password that is entered is not displayed, as it is written to the database using an encryption technique and is case sensitive.

Parent/Caregiver 1 / Parent/Caregiver 2

Name

You must enter a name for 'Parent/Caregiver 1' or 'Parent/Caregiver 2', or both.

This field will display the name based on the options selected in Community > Setup Information for 'Display Name Setups' > 'Parent Display Names'.

Click here for details on editing the Parent/Caregiver's name.

If a search for an existing Parent/Caregiver has been performed and no matches were returned (i.e. using the 'Binoculars' icon on the Enrolment or Parent Record), a new Parent/Caregiver can be created using the 'Create New Person' modal.

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Very Important!

To prevent duplicate entries, it is critical to determine if the parent is already in the database (as a Current, Enrolled, or Past Parent). To do this, enter a search string directly into the 'Search' field at the top right of the screen. Click on the 'Binoculars' icon or press 'Enter' key to execute the search.

You can also search for students by entering Student First Name and Surname or Student Preferred Name and Surname.

You would normally search on Parent or Student Surname.

The 'Search Results' screen will display the records that the system found, based on the search criteria that you entered.

For more information on executing a search, refer to 'Adding a New Enrolment'.

If the parent record is not displayed, you can either search again (and use a wildcard in your search) or click the 'Edit' button to open the 'Create New Person' modal.

Create New Person Modal

For further details about the fields below, refer to the 'Person Tab' in Community Plus program People.

The new person's details will not be stored until the record (Enrolment or Parent) is saved. Therefore, complete the fields required, click the 'Create New' button to enter the details and then click 'Save' to commit the change to the TASS database.

Parent/Caregiver 1 / Parent/Caregiver 2 

Occupation

Use the drop-down list to select the appropriate occupation.

Parent/Caregiver 1 / Parent/Caregiver 2

Gender

Select a gender from the drop-down list.

The gender options available on this picklist are maintained using the Community Plus program Setup Information in 'Gender Setup'.

Parent Code

This will have been created in Step 1.

See 'Step 1' section 'General Tab', above.

Surname

This will have been entered in Step 1.

See 'Step 1' section 'General Tab', above.

Status

This field is determined by the system. A scheduled task to update parent statuses is run every night.

The 'Current' status will be applied where the parent has at least one current student at the school. 

The parent record is directly attached to a current student.

The parent records are directly attached to students through the 'Parent Code' field on the 'General' tab in program Student Admin > Student Records > Student Information > Students, or

The parent record is not directly attached to a current student but is attached to a current student via a 'Communication Rule' on the 'Addresses & Communication Rules' tab in program Student Admin > Student Records > Student Information > Students.

A student is defined as current when his/her 'Date of Entry' is less than or equal to today and has no 'Date of Leaving' or his/her 'Date of Leaving' is greater than or equal to today.

Customer Code

If your school has established a separate trading entity using the Commercial Debtors module (such as the gym) and this parent is a customer in that trading entity, you can link the parent record to the customer record.

The customer's address (in the Commercial Debtors module) will then be derived dynamically from the linked parent's address rather than being stored on the customer record.

The linkage has to be initiated using program Finance > Commercial Debtors > Customer Information > Customers.

Parent Lounge Access

This may have been created in Step 1. 

This field determines if the parent has access to the Parent Lounge portal and Parent Orbit app.  

To allow access, select ‘Yes’. To deny access, select ‘No’.

Click the 'Login History' link to display a list of this parent's Parent Lounge login history. The pop-up will display the last 30 logins.  

If there is a Parent Lounge split family access arrangement for this family, the 'SFA #' column will indicate which of the 'splits' logged in each time.

Click the 'Print All' button to produce a listing of this parent's entire login history.

To produce a Parent Lounge login history list for multiple parents, use TASS.web program Student Admin > Parent Records > Listing & Reports > Parent Details Listing. Select 'Last PL Login' from the 'Additional Fields' box.

Click the 'Ghost Logon' link to log into Parent Lounge as this parent.

Click the 'Parent Orbit Ghost Logon' link to log into Parent Orbit as this parent. 

The 'Ghost Logon' can be used to provide a parent with support for Parent Lounge and Parent Orbit by being able to log in and see what they can see.  It can also be used to check the permissions the parent has been given access to.

If there is a Parent Lounge split family access arrangement for this family, a 'Split Family Access Ghost Logon' screen will be displayed. A 'Ghost Logon' link will be available for each split family access record.

If the ghost logon has been used to access Parent Lounge or Parent Orbit, the username of the TASS.web user will be recorded in the 'Login History'.

Each time a 'Parent Orbit Ghost Logon' is requested a new QR code will be generated, allowing the administrator to ghost in as the parent.  The QR code can be scanned from the Parent Orbit app when logged in as an Administrator. For security purposes, each QR code will expire after 30secs.

Parent Lounge Password

This may have been created in Step 1.

See 'Step 1' section 'General Tab', above.

Split Family Access

This is used to set up and maintain Parent Lounge access for split families. The setups entered here, determine the address and student details that each person in a split family has access to.

As an example, a family may have a scenario where Parent/Caregiver 1 is allowed to view and update their own address details but not Parent/Caregiver 2's details (and vice versa). Parent/Caregiver 1 may be able to view details on all students in the family, however, Parent/Caregiver 2 is only allowed to view details on one.

They will also not be able to access Parent Lounge program Student Details > Parent Details.

If there is no split family arrangement in place for this parent record, then this field will display 'No' and an 'Add' link may be available to create a new arrangement.

Split Family Access can also be set up in TASS.web program Student Admin > Parent Records > Parent Setup Information > Parent Lounge Setup.

If a Split Family Access (SFA) arrangement exists for the Parent record, this field will display 'Yes', and a 'View' link may be available to view and maintain this arrangement.

Click ‘View’ then ‘Edit’ to update the Parent Lounge Password, Addresses, Payment Methods, and Students associated with the SFA record.

 For more information, refer to the 'Split Family Access' section of the 'Parent Lounge Setup' article.

Parent/Caregiver 1 / Parent/Caregiver 2

Name

You must enter a Name for 'Parent/Caregiver 1' or 'Parent/Caregiver 2', or both.

This field will display the name based on the options chosen in program Community > Setup Information for 'Display Name Setups' > 'Parent Display Names'.

Move (available for both Parent/Caregiver 1 / Parent/Caregiver 2)

This link is used to move either Parent/Caregiver 1 or Parent/Caregiver 2 from this parent record to a new parent record to create a Complex Split.

There are conditions that determine whether this link is active and detailed instructions on the process in the 'How to' guide, Moving a Parent/Caregiver to a new Parent Record (Complex Split).

Parent/Caregiver 1 / Parent/Caregiver 2 

Occupation

Use the drop-down list to select the appropriate occupation.

Gender (for both Parent/Caregiver 1 / Parent/Caregiver 2)

It is a display-only field.

The genders options available on this picklist are maintained using the Community Plus program Setup Information in 'Gender Setup'.

Deceased (available for both Parent/Caregiver 1 / Parent/Caregiver 2)

If Parent/Caregiver 1 or Parent/Caregiver 2 is deceased, change this field to 'Yes'.

The program can't check other address blocks on this parent record to ensure that there is no address or contact information for the deceased person. Therefore you MUST manually check these before setting this flag to avoid accidental reference to the deceased parent through mail merges and other communications, e.g. If Parent/Caregiver 1 is deceased, check that the correspondence, billing, and alternative emergency blocks for this parent record do not contain any reference to the 'Parent/Caregiver 1'.

You will not be able to update this field when Parent/Caregiver 1 or Parent/Caregiver 2 is a Past Student. To flag a parent who is also a past student as deceased, you must enter a 'Date of Death' on the Past Student record.

Person No. (for both Parent/Caregiver 1 / Parent/Caregiver 2)

This field will display the system-allocated Community 'Person Number' for Parent/Caregiver 1 / Parent/C

Hover over the ‘puzzle’ icon to see the other ‘Entity Types' that have been set up for the selected person in the TASS database. For example: they may also be a past student of the school, Current Employee, Current Teacher, Donor, etc.

Click the ‘puzzle’ icon to open the nominated person's record in the Community program.

‘Person Details’ and ‘Entity Types’ can be maintained in the program area where the ‘Entity Type’ originated from and TASS.web Community program.

Parent Name

The name entered here should be as you would expect it to appear on an envelope.

This is a 60 character field. 

Use this field to start typing the address. As soon as the second character is entered, matching addresses will be displayed.

Click on the matching address and the address tokens will be stored for this address.

If the address doesn't exist (e.g. International addresses), manually enter the address in the fields below.

Click to view the address tokens for a validated address.

Click to edit the address lines for a validated address.

Address Line 1

When an address has been validated, this field will appear in view mode.

If the address has not been validated, enter up to 60 characters.

Address Line 2

When an address has been validated, this field will appear in view mode.

If the address has not been validated, enter up to 60 characters.

Address Line 3

When an address has been validated, this field will appear in view mode.

If the address has not been validated, enter up to 60 characters.

Town/Suburb

When an address has been validated, this field will appear in view mode.

This field will up-shift the characters as they are entered for addresses not validated.

State

When an address has been validated, this field will appear in view mode.

This is a 3 character field and will up-shift the characters as they are entered.

Postcode

When an address has been validated, this field will appear in view mode.

This is a 12 character alphanumeric field.

Country

When an address has been validated, this field will appear in view mode.

If an address is not validated, this field is not mandatory and should only be completed for overseas addresses.

Postal

A 'person' icon will display if the address has been validated.

GPS

A 'person' icon will display if the geolocation has been identified for this address.

Home Phone

This is a 30 character field. 

Bus Phone

This is a 30 character field. 

Facsimile

This is a 30 character field. 

Mobile Phone 1

Mobile Phone 2

For schools in Australia, this is a 10 character field.

For schools located outside of Australia, this is a 15 character field.

International mobile numbers must be prefixed with a + plus symbol followed by the appropriate country code.

Characters that are entered in this field that are not numeric (eg: comments) will be wrapped in parenthesis if you tick the corresponding 'SMS' box.

SMS

This field is active if a mobile phone number has been entered.

Tick this option if SMS messages can be generated using:

• Staff Kiosk program Staff > Notifications.

• TASS.web program Student Admin > Parent Records > Processing > Generate/Send SMS Messages.

• TASS.web program Student Admin > Attendance > Processing > Generate/Send SMS Notifications.

When ticked, the Mobile Phone number above will be immediately validated to ensure it is the correct format for SMS messaging. An error message will be displayed if it is invalid.

For schools in Australia the correct format for a mobile number is NNNNNNNNNN (e.g. 0400123123) or +61NNNNNNNNN (e.g. +61400123123). 

Schools located outside of Australia can enter up to 15 characters.

If you enter a valid number with spaces the program will remove them.

If any text has been entered to identify the owner of a mobile phone number (e.g. 'M' for mother or 'F' for father), the text will be wrapped in parenthesis.

For example (M) NNNNNNNNNN.

The programs (listed above) that use the Mobile Phone will strip out any text within the parenthesis when sending SMS messages.

Salutation

Enter the correct salutation for use in mail merges. 

Salutation is the text that appears after 'Dear' in a letter.

Email 1

Email 2

This is a 140 character field. The program will validate that this is in the correct email address format (e.g. Must be in a format of text@text.text)

To enter multiple email addresses in these fields you must enter a semicolon separator.

Parent Name

The name entered here should be as you would expect it to appear on an envelope.

This is a 60 character field.

Property Name

Enter the property or community name only, e.g. 'Ponderosa'.  

If there is no property or community name leave this blank.  

Labels generated using program Student Admin > Student Records > Listings > Labels/Letter Merges will accommodate for blanks in this line by moving 'Address Line 2' up directly under 'Parent Name'.

The 'Address Line' fields allow the entry of up to 50 characters to cater to overseas addresses etc.  To view the full 50 characters, hover over the field (after the address has been saved).

Address Line 2

For a house number and street name and type.

For a unit or flat number as well, enter the unit/flat number with a slash and no spaces,

For a Lot, Section, Portion or RNN plus street name and type.

Address Line 3

Use where needed.

Town/Suburb

This field will up-shift the characters as they are entered.

State

This field will up-shift the characters as they are entered.

Post Code

Alpha/Numeric 10 character field.

Country

This field is not mandatory and should only be completed for overseas addresses.

Address Barcode

This field is updated by the POSTman® software and is not a field that you should enter data into manually.

Home Phone

This is a 30 character field. 

Bus Phone

This is a 30 character field. 

Facsimile

This is a 30 character field. 

Mobile 1

Mobile 2

For schools in Australia, this is a 10 character field.

For schools located outside of Australia, this is a 15 character field.

International mobile numbers must be prefixed with a + plus symbol followed by the appropriate country code.

Characters that are entered in this field that are not numeric (e.g. Comments) will be wrapped in parenthesis if you tick the corresponding 'SMS' box.

SMS

This field is active if a mobile phone number has been entered.

Tick this option if SMS messages can be generated using:

• Staff Kiosk program Staff > Notifications.

• TASS.web program Student Admin > Parent Records > Processing > Generate/Send SMS Messages.

• TASS.web program Student Admin > Attendance > Processing > Generate/Send SMS Notifications.

When ticked, the 'Mobile Phone' number above will be immediately validated to ensure it is the correct format for SMS messaging. An error message will be displayed if it is invalid.

For schools in Australia the correct format for a mobile number is NNNNNNNNNN (e.g. 0400123123) or +61NNNNNNNNN (e.g. +61400123123).

Schools located outside of Australia can enter up to 15 characters.

If you enter a valid number with spaces the program will remove them.

If any text has been entered to identify the owner of a mobile phone number (e.g. 'M' for mother or 'F' for father), the text will be wrapped in parenthesis.

For example (M) NNNNNNNNNN.

The programs (listed above) that use the 'Mobile Phone' will strip out any text within the parenthesis when sending SMS messages.

Salutation

Enter the correct salutation for use in mail merges. 

Salutation is the text that appears after 'Dear' in a letter.

Email 1

Email 2

This is a 140 character field. The program will validate that this is in the correct email address format (e.g. Must be in a format of text@text.text).

To enter multiple email addresses in these fields you must enter a semicolon separator.

Address Section

Address Line 1 to 3

Town/Suburb

State

Post Code

Country

Address Barcode

Phone Number Section

Home Phone

Bus phone

Facsimile

Mobile Phone Section

Mobile Phone 1

Mobile Phone Section

Mobile Phone 2

Email Section

Email 1

Email Section

Email 2