Person Relationships

Overview

A relationship between two people is defined with a relationship record in Veracross. On the relationship record, the relationship can be defined (mother, father, daughter, brother, etc.) and additional data can be tracked to define attributes of the relationship.

Relationship records can be added manually and auto-generated. The system will automatically create reciprocal relationships for any relationships manually added (eg. if Sue is added as the brother to John, John will have a sister relationship added for Sue).  The system will also add relationships based on existing relationships (eg. if Sue is brothers with John and John has a mother Jane, Sue will have a relationship created for Mother/Daughter with Jane).  When a relationship is created automatically, the Auto-Generated field is populated and notes are added in the Notes field on the relationship record with “GMR” (generated missing relationship), followed by the date and notes on why the relationship was added.

To search for relationships or any specific relationship details, use the Find Relationships query from the System homepage.

Defining Relationships

The following fields can be defined on person relationships between parents, students and other relatives.

  • Relationship – indicates what the actual relationship is between the two records. This means that “the Related Person is the Relationship to the Person” on a relationship record
  • Resident  – indicates if this person resides with people they are related to. This automatically populates if the person is in the same household as the record they are related to
  • Legal Custody – indicates the custody status of the parent to the child. To learn more about the custody status definitions, see the documentation here
    This is automatically toggled to YES during the overnight scripts for resident parents of current students, prospects, applicants, and future students
  • Custody Status – a calculated field that designates the custody status as defined in the documentation above
  • Emergency Contact – indicates if a person is an emergency contact for a child. If this is checked, the relationship will appear on the Emergency tab of the child’s record
  • Pick Up Contact – indicates if a person has pick-up privileges for a student. This is used to manage transportation permissions
  • Receive General Correspondence – indicates if a person should receive general school correspondence for a student. If this is toggled to YES, the person is placed on email distribution lists ending with the .p suffix (“parents (and GC) of the students in this group”). This field automatically includes resident parents, but can be used for non-resident parent and non-parent roles
    This is automatically toggled to YES during the overnight scripts for resident parents of current students, prospects, applicants, and future students
  • Receive Invoices – indicates if a person should receive the student’s invoice. This field can be used by the Business Office when mailing invoices
    This is automatically toggled to YES during the overnight scripts for resident parents of current students, prospects, applicants, and future students
  • Profile Update Permission – indicates the person can make updates to a student’s information on the HPU form
  • Online Enrollment Access – indicates whether or not the parents have access to a related student’s online enrollment. The available options are: “No Access”, “Read-only”, “Read-only + payments”, “Standard”, and “Standard + signature required”. Worth noting:
    • for signature access, all signers must have matching Online Enrollment Access settings. For example, example, all signers having a “Standard” setting would work properly and all signers having a “Standard + Signature Required” setting would be fine, but one having one and one having the other is a misconfiguration
    • for contract amounts, if they are filtered using a group of adults, the Related Person for filtering must have ORE access
  • Admissions Access – grants access to the related student’s admission portal in cases of the person not having legal custody of the child. Parents with legal custody are automatically granted access to the Admissions Portal