Relationship Management
In C360, households can be dynamically designed by establishing relationships between constituents. This feature enables better contact and payment management within the system.
To effectively manage parent/guardian constituents, it is recommended to assign them the "Parent" persona. Additionally, you need to establish a relationship between the parent/guardian and their corresponding participant to create a connection between them.
When a parent registers a participant online, OnTrack automatically generates a relationship between them. This automated process ensures that the parent is linked to their registered participant without manual intervention. This relationship allows for easy access and management of relevant information related to the participant and their parent/guardian within the system.
Relationship Hierarchy
To keep a relationship tree clean, here is the recommended hierarchy for relationships.
A participant has a relationship with a parent
A participant has a relationship with an emergency contact
A participant has a relationship with a sibling
A parent has a relationship with an emergency contact
This guarantees that the appropriate permissions are available for each persona when interacting with OnTrack. Each relationship automatically has a counter to the other person, but it's where its assigned that's important. In the above list, the relationship should be created from the persona on the left to the persona on the right.
Contacts
In OnTrack, each relationship between constituents can have additional metadata associated with it, such as pick-up authorization or emergency contact information. This allows you to provide specific details about the nature of the relationship.
For example, if there is a Parent-Participant relationship, you can specify whether the parent has pick-up authorization for the participant or if they are designated as an emergency contact.
Additionally, when a parent and participant have a Parent-Participant relationship, the participant will be listed under the "Participants" section of the parent's sidebar profile. This provides a convenient location for managing and registering new participants associated with that parent.
If a participant already exists in your database and you want to connect them to a parent or guardian, you can do so by adding the appropriate relationship between them. This ensures that the participant is properly associated with the relevant parent or guardian within the system.
Adding a Relationship
To add a new relationship between constituents in OnTrack, follow these steps:
Scroll down to the Contacts section of the constituent's sidebar profile.
Click on the "Add New" button at the bottom of the Contacts section.
This will open a new contact window where you can enter the details of the other constituent with whom you are establishing the relationship. Select the appropriate relationship Type from the dropdown menu.
Enter the Name of the other constituent.
Fill in any additional details or metadata associated with the relationship, such as pick-up authorization or emergency contact information.
Once you have entered all the necessary information, click "Save" to create the new relationship.
It's important to note that when you add a relationship to one constituent, a corresponding counter relationship will automatically be created for the other constituent selected. This ensures that the relationship is bi-directional and properly reflected for both constituents involved.
Quick Accessing Parents
From a Participant's profile, you can quickly access the associated parents or guardians. This feature allows you to easily retrieve their contact information in case of an emergency.
Creating Relationship Types
To add a relationship type, follow these steps:
Navigate to the SiteSetup Module.
Select the Relationship Types tab.
To add a new relationship type, click on the "Add Relationship Type" button located in the top right corner of the page.
This will open a form where you can enter the details of the new relationship type, such as the name and any additional settings or metadata. Fill in the required information and click "Save" to add the new relationship type.
To edit an existing relationship type:
In the Relationship Types tab, locate the relationship type you want to edit.
Click on the relationship type to select it.
Then, click on the edit button (represented by a pencil icon) to make changes to the relationship type.
Update the desired fields or settings and click "Save" to save your changes.
To delete a relationship type:
In the Relationship Types tab, locate the relationship type you want to delete.
Click on the relationship type to select it.
Then, click on the delete button (represented by a trash bin icon) to remove the relationship type.
Confirm the deletion when prompted.
By managing relationship types in the SiteSetup Module, you can customize and tailor the available relationship options to fit the specific needs and context of your organization and the unique families you serve.
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