Contact Management
The pupil contacts section of iSAMS is incredibly powerful but has important quirks that might not be obvious on first inspection. It is important that all data stored in the pupil contacts is done so accurately and correctly. Failure to follow the guidelines here could result in a data breach or worse.
Key Points
- Introduction to the Contacts tab
- Parents must have the father on the left, mother on the right. See Creating and Editing Contacts
- Work or alternative contact information for existing contacts should be added as a separate contact entry with the Contact Location set as Work, Holiday, Second Home etc...
- If you update a billing contact you need to notify Accounts so they can check their systems remain in sync. See Mail Options and Merge Types
- Understand and use the correct Contact Type and Contact Locations
- Some parents are non-contact for legal or safeguarding reasons, ensure they are setup correctly with this guide: Non-Contact Parent Procedure
- A pupil can only have one "Home" address at a time: Managing Pupil home address
- SOS information should be just the contacts name in the SOS box for that contact. See managing SOS Contact information
- Once flagged as part of the same family e.g. sisters, all pupils in the family will share the same contacts and update automatically. Deleting a contact for one, will delete it for all other pupils in that "Family" See Managing Families and Siblings
- You can search for a contact by name, useful when dealing with parent queries where they don't give information about their daughter.
Specific Procedures
- Guardians MUST be setup using Linked Contacts (see Guardian Contacts)
- When parent split, a very specific procedure must be followed: Splitting Parent Contacts