Interviews: Manual changes to family data

Modified on Fri, 26 Sep at 4:59 AM

Once Family data exists in the system, changes can be made directly into the system, such as updating a family's email address.

It is important to note however that the next time an upload of a .csv file is performed, it will overwrite the information on the server as long as the family code matches with existing family data. Otherwise, new family data is created and you may have duplicates.

Therefore, if you make manual changes to Family data directly on the web server, it is important that the changes are also made in the originating data so that the information does not get compromised.

Edit existing family data

Navigate to Admin > Family data and find/search the family requiring editing
Click on the edit icon
Make the change and Save

Create new families

New families may be created directly into the Edval server, keeping in mind, as above, that further .csv uploads should also contain all correct information.

Navigate to Admin > Family data
Choose 'Create family' from the Actions panel on the right hand side

Enter all required fields, Save

Note that students cannot be connected to a family until they have been entered into the .etz timetable file and sync'd to the webserver.

If the family/person being added is the 'Non-custodial' party, tick the 'Non-custodial' box and enter the child's name there instead of the 'Children' field.

Make existing families inactive

There may be times where the school needs to revoke access to a family. This is not the same as a student exiting the school, as when this occurs the timetabler would remove them from the timetable, which would be sync'd to the webserver, and they would then automatically be removed from any current or future interview events. The inactive function is for the case where the student has one or two families associated to them, perhaps the parents are separated, or the grandparents have been set up to attend an interview, and this access needs to be denied for a time, or indefinitely. Families may be made inactive at any stage. If they have current bookings, they would automatically be removed from the interviews schedule and would no longer be able to log into the system using their WebCode .

Navigate to Admin > Family data
Click on the edit icon
Select the 'Inactive' radio button and Save

Families may be made active again at any time by editing the family and choosing the 'Active' radio button. This action would result in the original WebCode being made active again. If they had made bookings prior to being made inactive, these will not be re-instated (they may no longer exists as available) so bookings would need to be made afresh.
It is also important to note that if a student only has one family and they were made inactive, then the student must be manually added back into any current or future event through editing the event. On screen prompts will guide the administrator of this.

Deleting Family Data

Sometimes family data will need to be deleted either due to duplicates created from the csv import or the student is no longer enrolled in the school.

Navigate to Admin > Family Data and find/search the family requiring removal
Select the checkbox for the family you wish to delete or the checkbox next to the 'Name' heading to select all for that page.
Click on the red 'Delete family' button.

When deleting in bulk, all selected families either needs to not have any children linked, not involved in any event or the status needs to be 'inactive'.
Often there are times you may try delete a blank family data which you may see the message 'Successfully deleted' but they may not be deleted and upon refreshing you may see those family back or upon adding students back to the venue and see those family in the family data again. However, what it does it is deleting them in batches on multiple trying or attempting or deleting it in smaller badges will probably delete everything.

If you get a warning message that says 'Booking or preference exist for "Family name", so this family cannot be deleted. Edit the Family entry instead to make the Inactive', what this message means is that the family data that you are trying to delete is being used in previous Interview events. To not get this message you will need to delete all the previous Interview events that has that family data in it.

Separate one family into two families

In the case of a single family needing to be divided into two separate families (such as family separation), the process is as follows:

Navigate to Admin > Family data and find/search the family requiring editing
Click on the edit icon
Edit the details such as the name, email, etc to 1 parent/family and Save
Create a new family, as detailed in this document

The original WebCode will remain the same as when the family was first set up. If you wish to re-issue this WebCode, select the family in the left hand side check box, then select 'Reissue WebCode' from the Actions panel on the right hand side.