The Family Record

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.


Expand each section to see the Family record tab and button descriptions.

Family Tab Descriptions

Summary

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.

Contacts

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 to see additional information about a specific contact or control their Parent Portal access.

Classes

The Classes tab provides details for the current and future enrollments for all students within the family. The 10 most recent past enrollments display as well as a listing of any waitlists the students are on. For details on older past enrollments see the Student record or use the Enrollment Detail Report.

Events

The Events tab stores all current and past event enrollment details for the family. When enrollment into the event was by student (versus by family), the student's name is shown.

Transactions

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.

Billing Info

The Billing Info tab contains all of the billing details that have been 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.

Misc

More important family information is stored on the Misc tab, including Family User-defined Fields and the date of the family's last agreement to your legalese. See details of registrations done through the Parent Portal, Web 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 useful to mark families as Prospects for tracking purposes.

Notes

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.

Resources

Upload files and add hyperlinks (URLs) to the family's record. Store up to 15MB of data. Learn more about Resources in Jackrabbit.

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.

Payment/Credit

Use the Payment/Credit button to enter a payment the family made or post a credit to a family. Learn more about entering payments and posting a credit.

Refund

View the last 20 payments a family has made and choose a payment to refund. Learn more about refunds.

Statement

Print or email a statement for an individual family. Learn more about statements.

Add Student

Add students to the Family record.

Add Contact

Add contacts to the Family record.

Archive Family

Archive a family to your Lead File. Learn more about the Lead File.

Family Name

Use this button to change the last name on the Family record and select if it should apply to students, contacts, or both.

Email

Generate an email to the family and select which members of the family should receive it. Learn more about emailing in Jackrabbit.

Email Schedules

Email the current class schedules for all active students in the family. Learn more about emailing student schedules.

Submit Absences

Click through a two-step Submit an absence workflow to record any student in the family as absent.

Merge Family

Merge duplicate family records together. This family becomes the 'from' family. Learn more about merging duplicate families.


If you notice a birthday in the Birth Date column highlighted in yellow, this indicates the student's birthday is coming up soon.

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