Family Information Field Descriptions
- ID Number
- Enter the family's ID number. You can configure the program to automatically assign IDs when adding new families. On the File menu, click .
- Inactive
- Select if the family is inactive. If selected, the family's record remains in the database, but it's ignored by the program during processing.
- Add/View Documents
- Upload additional documents to support the information you've already entered. For more information, see Documents.
- School
- Select if this family is involved with your affiliated school. If you don't see "School" beside the checkbox, it may have been renamed for your purposes in the Initial Setup window.
- Daycare
- Select if this family is involved with your affiliated daycare. If you don't see "Daycare" beside the checkbox, it may have been renamed for your purposes in the Initial Setup window.
- Also Visible In
- If you share data with other PDS Office programs, changing this record affects the matching record in the program indicated.
- Registered
- Enter the date (MM/DD/YYYY) that the family registered, or click the calendar icon
to select the date.
- Left Parish
- When a family is no longer active at your parish, enter the date they left, or click the calendar icon
- Street Addr.
- Enter the address of the family residence. If the mailing address is different from the home address, enter it on the Mailing Addr. tab. If the family has an alternate address where they stay for part of the year, enter it on the Alternate Addr. tab, along with the active dates.
- Map
- View a map for the address listed. The map displays an Internet mapping service. To select another map service, click Mapping Preferences at the top of the window. You must have an active Internet connection to use this feature.
- Addr Line 2
- If a second line is required for the address, enter it here. If the family has a mailing address, like a P.O. Box, enter it on the Mailing Addr. tab.
- City/State
- Enter the city/state for the street address. This optional keyword field uses names from the City/State Names list. If the city/state name you enter is not in the keyword list, a dialog box displays where you can add it.
- ZIP/Postal
- Enter the postal code. To view the CASS Certification information, click in this field. The Extra Information window displays. You can also view or edit the Delivery Point, Carrier Route, and Line of Travel information here.
- Geog. Area
- Define a geographic area that you can use to group families in close proximity. This optional field can be useful if you want to organize neighborhood canvasing or if you just want to inform people of an upcoming event in their areas.
You can use any combination of numbers and letters. If you use numbers and letters, entry must be consistent or it can seem as though families are not sorted correctly when you print reports sorted by area. For example, if you define your geographic area with an alpha-numeric format, such as AB–12, then make sure you use that format consistently for all the family records within that geographic area.
- Phone Numbers
- Depending on your setup, you can add and remove phone numbers in the complete list of family and member phones or in the grid itself. If you see the list, you can enter any phone numbers, and select whether to show each one for the whole family or individual members. If applicable, you can enter up to six digits for a phone number extension. Select a description keyword to identify the phone number, such as "Home" or "Cell." Select Unl to indicate an unlisted number. There is no limit on the number of phones you can enter.
- Email Addresses
- Depending on your setup, you can add and remove email addresses in the complete list of family and member emails or in the grid itself. If you see the list, you can enter any email addresses, and select whether to show each one for the whole family or individual members. You can add multiple email addresses, and send an email to all listed email addresses at once. Select a description keyword to identify the phone number, such as "Personal" or "Office." Select Preferred if the family/individual prefers to receive email rather than mail, and select Unl to omit the email from reports created for external use.
Note:
You can set the way you want phone and email grids to work. On the File menu, click . Under Student & Family Options, select or clear Show the Complete List of Family and Members when Managing Phones/Emails.
Alternatively, you can select Automatically Add Family Phones/Emails to Family Members to always assign family phones/emails to member records.
- Family Keywords
- Use this list to enter miscellaneous information that describes the family. You can select from the keywords that were set up in the family keyword lists, or you can add them. If you enter keywords that aren't included in the predefined list, the Not in the List dialog box displays. Use the add
, delete
, and reorder
icons to manage keywords.