The Family record provides a centralized area to keep all information related to a specific family. It's like a file cabinet; it stores and organizes important information.
You can access a Family record from the following locations in Jackrabbit:
- Families (menu) > All Families and click on a family name to open the record.
- Families (menu) > All Families > row menu> View/Edit to open the record.
- Use the global search at the top of each page to find a family.
Refer to Work with All Families - View, Search, and Take Action for more information on the All Families grid.
In the Family record, the information is grouped and organized on different tabs. Buttons allow you to perform an action for the family, for example, post a fee, and many links are provided throughout the record for convenient access to additional relevant information. Other links can be used to do things like enrolling a student.
The Current Balance displayed here is pulled from the Transactions tab. A black balance means a zero balance, a red balance indicates an amount is owed to you, and a green balance indicates a credit. This color code feature is applied on the Transactions tab as well.
Expand each section to see the Family record tab and button descriptions.
Family Tab Descriptions
The Summary tab offers a summary of details for the primary contact and displays key information about the students in the family. The main address is stored on this tab, the registration date is displayed, and if the family is a Problem Account, it is designated here.
Information about the contacts in the Family record, including emergency contact details, is summarized in a grid on the Contacts tab. Use the View link for additional information about a specific contact or control their Parent Portal access.
The Classes tab provides details for the current and future enrollments for all students within the family. The ten most recent past enrollments are displayed, as well as a listing of any waitlists the students are on. See the Student record or use the Enrollment Detail Report for details on older past enrollments.
The Events tab stores all current and past event enrollment details for the family. The student's name is shown when enrollment into the event was by the student (versus by family).
The Transactions tab displays the 20 most recent transactions for a family (fees, payments, and credits). Click the View Transaction History button for the family's entire transaction record. View Unapplied Credits & Unpaid Fees displays a listing of these types of transactions, which can be helpful when correcting linking errors.
The Billing Info tab contains all of the billing details set for a family, such as credit card/bank account information, Family Fixed Fees, and details about any discounts to be applied to tuition fees.
Additional important family information is stored on the Misc tab, including Family User-defined Fields, Emergency Contact Form, and family-specific Parent Portal Login Message.
See details of registrations done through the Parent Portal, Online Registration, and Quick Registration (View Registrations button) and review a history of emails sent to the family (View Sent Emails button).
In addition, some businesses find it helpful to mark families as Prospects for tracking purposes.
Add, edit, or delete notes for a family here. Search notes, filter the notes by tags, and sort the notes by the date created or by the date modified. Learn more about Notes in Jackrabbit.
Upload files and add hyperlinks (URLs) to the family's record. Store up to 15MB of data. Learn more about Resources in Jackrabbit.
Policies associated with the classes the family is enrolled in are shown in this tab.
The family's classes and their related Policy Groups are listed, along with an indicator of the policies that have been agreed to or may need agreement from the family. Learn more about Legal Policies & Policy Groups.
Family Button Descriptions
|Make Sale/Post Fees|
Use the Make Sale/Post Fees button to post fees or make a store sale to a family. Once a fee or sale has been posted, it is visible under the family's Transactions tab. Learn more about posting fees.
View the last 20 payments a family has made and choose a payment to refund. Learn more about refunds.
Print or email a statement for an individual family. Learn more about statements.
Add students to the Family record.
Add contacts to the Family record.
Archive a family to your Lead File. Learn more about the Lead File.
Use this button to change the last name on the Family record and select if it should apply to students, contacts, or both.
Generate an email to the family and select which family members should receive it. Learn more about emailing in Jackrabbit.
Email the current class schedules for all active students in the family. Learn more about emailing student schedules.
Click through a two-step Submit an absence workflow to record any student in the family as absent.
Merge duplicate family records. This family becomes the 'from' family. Learn more about merging duplicate families.
Frequently Asked Questions
Q. What is the difference between "Date Created" and "Registration Date" on the Summary tab in a Family record?
A. Here are the differences between the Date Created and the Registration Date on the Family record:
This is the date the family's record was created in Jackrabbit. This date is located in the bottom left-hand corner of the Family record. The Organization ID is below the Date Created.
The date is auto-generated and cannot be changed.
The date the family was created in Jackrabbit.
This date can be changed and updated on the Family record > Summary tab.
If the Birth Date column is highlighted in yellow, this indicates the student's birthday is coming soon.