Students that fill out the New Student Form on Wednesdays get added in to the system if an existing match can't be found.  As a result, these new students get put in DB w/o parent information.  The form won't add in birthdate or gender either.  In order to clean up the new profiles & attach students to parents (or add parents in) we will use the Add/Edit Family Tool along with the student's form answers.



1. Start on the All Form Responses Page in MP (under the Custom Forms Folder): https://my.crosspoint.tv/ministryplatform/#/424

***It may be helpful to have 2 tabs open to Ministry Platform: one to the All Form Responses page mentioned above, and another open on the Contacts Page (you may need to go back and forth between the 2 pages): https://my.crosspoint.tv/ministryplatform/#/292.  


2. Search for your list of students: Press the drop down menu in the top-center that says 'All Records' & select your view for New Student Forms: It will be called [Your Name] New Student Forms


  


3. Click on a record to open it, then go to Tools>Add/Edit Family Tool:

***I like to keep the Add/Edit Family Tool open in a smaller, separate window & move it so I can see the form answers at the bottom of the other window.  You'll need to scroll through the list of answers to find the contact info for the student & their Parent/Guardian.



    


4.  In the Add/Edit Family Tool, verify the following information is listed for each student:

     a. DOB
     b. Gender

     c. Household Position (should be 'Minor Child')

     d. at least one Head of Household listed 

5.  If the student is already in a Household with a parent (someone whose household position is listed as 'Head of Household') then all you need to do is to make sure the student's contact info is in correctly & add in any missing info.


6.  If there is no Adult listed in the household, use the search bar in the Add/Edit Family Tool to search for the student (to make sure they don't have a duplicate record), and then search for the parent. You'll use the form responses at the bottom of the main page to get parent's name. 








Here's what to do for different scenarios if No Adult (Head of Household) is showing up in the Add/Edit Family Tool with your student:


     a.  IF when you search for the student you find that they have 2 profiles (they are listed twice in your search results with the same contact information): If you are confident the student has 2 contact profiles, send an email to support@crosspoint.tv with the details (as much info as you can give is helpful) & we will merge the profiles. Go ahead & make sure all the info is entered for the student under the record you've pulled up on your form responses page.




     b.  IF your student doesn't have a duplicate profile, but the parent is already in the system in a separate Household:  If you search for the parent & find them already in the system, you'll need to go to the student's contact record & edit their profile to add them into the parent's household (make sure to add any missing contact info to the student's profile before you attach them to their new household).




****Go to the Contacts page & search for the student/open their profile. Under the student's contact record, click Edit, then click the ... next to the field for Household.








****Search for the household with the student's parent/guardian in it and click to select it:


***Click Save



    c.  IF the student doesn't have a duplicate profile AND the parent/guardian isn't already in the system:  If when you search for the parent they aren't already in the system you will add them into the student's household from the Add/Edit Family Tool already open. 







7.  Once you've verified & entered all the information on the Student and their Parent/Guardian, click Save & close out of the Add/Edit Family tool, then click Next under the from response page to move to the next record.