Mail Options and Merge Types
Mail Options and Merge Types are one of the single most important things when managing a contact. It controls what correspondence each contact should recieve and if done incorrectly could result in a data breach.
Viewing existing Mail Options and Merge Types
When looking at the list of contacts for a pupil, you can see a set of columns to the very right. The Merge column will show what type of Mail that contact is currently setup to receive:
- All - Receive all communications about this pupil
- COR - Receive just general correspondence (not billing or school reports)
- BIL - Receive Just billing correspondence
- RPT - Just School Reports
- An envelope with a red cross - Non-Contact, do not send any correspondence at all
The column with a credit card shows which contacts are currently setup as billing contacts or bill payers.
Editing Merge Options
Click on the green tick next to a contact to edit their options or add a new contact.
The top section shows the key information you need to edit:
- Contact Only - Tick this box if the contact should not be used for mail merges or any pupil coms. See Non-Contact Parent Procedure for more information
- All Merges - If ticked this contact will be included in all email merges and correspondence for this pupil. This is most common for parents. When ticked, the correspondence and reports boxes have no effect and should be left un-ticked.
- Billing - Tick this box if the contact is the bill payer for this pupil. Only one contact can be bill payer at a time.
- Correspondence - Tick this box if the contact should receive general correspondence but not anything else.
- Reports - Tick this box to allow the contact to view School reports for this pupil.
- Academic Reports, Private Contact, Contact can be shared with other parents and Copy Bill Recipients should all be left un-ticked.
If you change the billing contact you must notify accounts of the change so they can check their system