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 Setup > ID Number Options.

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 red outline of a box with dots inside 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When a family is no longer active at your parish, enter the date they left, or click the calendar icon red outline of a box with dots inside to select a date. You can select Inactive as well.

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 Setup > Initial Setup. 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 green plus sign, delete red minus sign, and reorder blue arrow pointing up next to blue arrow pointing down icons to manage keywords.