The second lesson in this Learning Series, Front Desk Staff, is designed to get you familiar with updating existing families/accounts. You may wish to review the articles listed below before beginning.
The review articles in the bullet list below will open the Help article in a new tab. When you are finished reviewing the material, close the tab and return to this page to access the next article using the links below.
- Active vs Inactive Families
- The Family Record
- Work With All Families - View, Search, and Mass Actions
- Work with All Students - View , Search, and Mass Actions
- Search for People in your Database
- Contacts in the Family Record
From within Jackrabbit, adding a student to an existing family is as simple as clicking the Add Student button in a Family record.
If the family has not yet been created in your database, you will need to add them. You can add the family and student information in one step from one of the following:
- Families (menu) > All Families > Add New Family (icon)
> Use Quick Registration Form (button) - Families (menu) > Quick Registration
> Use Quick Registration Form (button)See Add Families/Accounts for more information.
Occasionally you may find a duplicated Family record in your database. Jackrabbit attempts to prevent possible duplications with a detection utility; however, there may be instances where a duplicate family is produced. These duplicate records can be combined using Merge Families under the Families (menu).
Note: A user must have the Merge Families/Accounts permission in the Families category to have the ability to merge duplicate Family records.
Caution should be used when merging families; there may be a fee involved to have the families restored.
Merge Families moves information from one Family record to another Family record. Not all information is moved, so the designation of which Family record to move information FROM and the Family record to move the information TO is very important.
This information in the FROM family will be merged into the TO family:
- Students and Contacts - Note: If the same student/contact exists in both families (same first and last name), the TO Student/Contact record is kept and is not updated*. Any information in the FROM Student/Contact record that is not in the TO family Student/Contact record must be manually added to the TO family Student/Contact record before the merge is done. Example: If the FROM Contact record has a Portal User ID and the TO Contact record does not, it must be manually added to the TO family Contact record before the merge, or it will be lost.
* with the exception of enrollment - Class Enrollment - Current, Past, Future, and Waitlist
- Event Enrollment
- Transaction History
- Web Registrations
This information in the FROM family will NOT be merged into the TO family (these fields in the TO family are NOT updated):
- Summary tab: Registration date, Primary Phone, Address, Neighborhood, Problem Account status.
- Billing Info tab: Credit card/Bank account information, Membership Type, ePayment Schedule, Family Discount, Fixed Fees, Billing Instructions.
- Misc tab: Email history, Family User-defined fields, Contract dates, Booster, Referral, Emergency Contact, Enrollment Form, Notes, Source, Prospect, Portal messages.
The FROM family will be deleted after their information is merged into the TO family. All information that does not merge should be manually copied into the TO family prior to doing the merge.
Merge Two Family Accounts
- Point to the Families (menu) > Merge Families or click the Merge Family button from within a Family record.
- Click the Search link in the From section to open the Family/Account Search pop-up. If the Merge Families button was used to start the merge, that family will be populated into the From section.
- Enter the first few letters of the Family/Account Name and click Search
- Click to select the Family record that you want to move the information FROM.
- In the To section, click the Search link and select the Family record that you want to move the information TO.
- Confirm your selections and check the box to indicate that you understand that the FROM family will be deleted after the merge.
- Click Merge.
- Click Ok in the warning pop-up window to complete the merge or click Ok & View Merged Family to be taken to the newly merged Family record.
Frequently Asked Questions
Q. I merged the wrong two family accounts. How can I fix this error?
A. If you made an error when merging two family accounts, please submit a Support Ticket through Jackrabbit with the account names and IDs for the records affected. Our Support Team will be able to un-merge the records for you.
The family ID is located at the bottom left in the Family record:
- Locate the family you would like to update:
- Go to Families (menu) > All Families > select the row menu
for the family > click View/Edit to open the family record. - Use the global search at the top of each page to locate the family.
- Go to Families (menu) > All Families > select the row menu
- Click the Family Name button.
- Enter the new name in the Rename Family pop-up box. Indicate whether the change should apply to:
- none (leave alone)
- All (Students and Contacts)
- Students Only
- Contacts only
- Click the Save button.
for the family > click View/Edit to open the family record.
Once you have decided to delete a family from Jackrabbit, it must be done in the following order:
- Drop students from all classes.
- Delete all students.
- Delete the family.
Drop and Delete Students from All Classes
- Locate the family you want to delete:
- Go to Families (menu) > All Families > select the row menufor the family > click View/Edit to open the family record.
- Use the global search at the top of each page to locate the family.
- Go to Families (menu) > All Families > select the row menu
- Click on the student's first name to open their Student Record > Summary (tab).
- Click the Drop link in the last column.
- Complete the Drop from Class information. Select the Drop Date and a Drop Reason. Add Notes if applicable.
- Click Drop. The student will be removed from the class on the selected drop date.
- Click Delete after all classes are dropped. The Student Record will be deleted.
Repeat the process until all students in the family have been dropped from their classes and their records deleted.
Delete the Family
If a family has no students and no enrollment, it may be deleted by clicking the Delete button in the Family Record. You also have an option to archive a family. If you choose to archive a family, the family will be moved to the Lead File and the family can be restored at a later date. Families in the Lead File do not count towards your Jackrabbit subscription fee.
When you choose to permanently delete a family you are presented with two options:
- Delete Family and Save Transactions - keeps the financial information and it will appear on reports with but no Family/Acct name associated with it.
- Delete Family and Transactions - all family information is deleted from the system and can't be restored.
Once deleted, family information is not recoverable. As a Best Practice, consider archiving a family to the Lead File instead. Families moved to the Lead File retain basic information and can be restored. Families in the Lead File are not considered when determining your Jackrabbit subscription fee.
There may be instances where you find it necessary to 'flag' a family/account as a Problem Account. A family flagged as a Problem Account can still log in to their Parent Portal to make payments and review their account.
Flag a Problem Account
- Locate the Family record.
- Go to the Families (menu) > All Families to locate the family.
- Use the global search at the top of each page to locate the family.
- Click the Summary tab.
- Select the checkbox for Problem Account.
- Click Save Changes.
Locate Problem Accounts
To identify Problem Account families, go to the Families (menu) > All Families and filter for Financial Details > Problem Accounts > Is Problem Account? In addition, any family marked as a problem account will be displayed in red in the All Families grid or in the list of families located using Global Search Results.
Prevent Problem Families from Enrolling
When a family is flagged as a Problem Account, it is possible to prevent them from enrolling in classes and events via the Parent Portal.
Go to the Gear icon > Settings > Parent Portal > Settings (tab) > Class Enrollment Settings > Prevent Problem Families from enrolling in Classes and Events and select the checkbox. Save Changes. The family will continue to have access to the Parent Portal but won't be able to enroll. Parents will see this message, "There is a problem with your account and you cannot enroll at this time, please contact us directly."
Want to practice what you've just learned? Great!
- Go to https://app.jackrabbitclass.com/jr4.0/Login and log in with the credentials below for your Jackrabbit edition.
- Go through some or all of the practice scenarios below as they apply to you.
 |
| Edition | User ID | Password |
| Cheer | LMSCheer | Training1 |
| Class | LMSClass | Training1 |
| Dance | LMSDance | Training1 |
| Music | LMSMusic | Training1 |
| Swim | LMSSwim | Training1 |
The Practice Database is refreshed each day at approximately 5:00 am Eastern Standard Time. Anything you enter will be erased at that time.
Determine the family/student information your organization requires for each family.
Use fake names, addresses, etc. as any information you add could be viewed by others outside of your organization.
Add a student to an active family.
- Go to Families > All Families and select a family.
- Click the Add Student button on the family page.
- Enter the information for the student in the popup window and click Save.
- On the Student page, enter more student information as needed.
- Click Save Changes.
When you have worked through all of the articles outlined in the lesson above, select the Take the Quiz button to be taken to the Lesson #2 Quiz where you can test your understanding of the concepts in this lesson. You will be asked to enter an email address for quiz results to be sent. The quiz includes Review questions.
Quiz #2 - Update Existing Families/Accounts
| Number of Questions | Total Possible Points | Points Needed for an "A" | Points Needed for a "B" | Points Needed for a "C" |
|---|---|---|---|---|
| 10 | 10 | 9 | 8 | 7 |
Return to Front Desk Staff Menu to continue to next lesson
Click here to provide feedback for this lesson
Student sizes can be entered directly into Jackrabbit or recorded on a Measurement Worksheet to be entered into Jackrabbit at a later date.
When you use the Staff Portal, you can enable staff to view and update student sizes through the Portal. Learn more about General Staff Portal Settings.
Enter Sizes/Measurements in a Class Record
- Open the Class record.
- Click the Sizes/Measurements button.
- Enter sizes and measurements for each student in the Student Size Entry window.
- Click Save Changes.
Enter Sizes/Measurements for a Student in a Student Record
- Open the Student record and click on the Sizes tab.
- Enter the size and measurement information you have for the student.
- Click Save Changes.
Mass Delete All Student Sizes
Jackrabbit Support can assist you in deleting all student size and measurement information on the Sizes tab in each Student Record. Please contact Jackrabbit Support via the Jackrabbit Help icon
in your system to request that all student size information be deleted.
A student's girth must be entered for Jackrabbit's Costume (Apparel) Auto-Size feature to work properly.
A student's picture can be added to their record so that it is displayed in the Parent Portal, the Staff Portal, and when using the Barcode Scanner for attendance tracking. As well, it is possible to display a picture on Student Information Sheets if it has been uploaded to the student's record.
When you upload a picture, Jackrabbit will automatically resize the image and center it. A student picture can be added from several areas in Jackrabbit:
The Student record |
|
The Parent Portal |
|
The Staff Portal |
When the Staff Portal is launched from a smart device, such as an iPad or iPhone, staff can take a student's photo and add it on the spot!  |
The Grade Level field on the Summary tab of the Student record can be increased or decreased by one grade level for all students at once. Any Jackrabbit User with the Student permission Clear Answers in Student User-defined Fields and Update Student Grades can update grade levels.
- Go to the Students menu > Update Grade Levels.
- Select your Action - Increase Grade Levels by One or Decrease Grade Levels by One.
- Select a date For Students Created Before. Students who were added after this date will be ignored because their grade level is assumed to be correct for the coming year.
- Click Submit.
Mass Clear Student Grade Levels
Jackrabbit Support can help you clear all student grade level information on the Summary tab in each Student record. Contact Jackrabbit Support via the Jackrabbit Help iconin your system to request that all student grade levels be cleared.
Yes, you can mass delete all answers in User-defined fields from the All Families menu. From the Families (menu) > All Families select multiple families in the 1st column you wish to update or leave the 1st column unchecked to select all the families. Click More (Mass Actions button)
and select Clear UDF Answers.
You can mass delete the User-defined fields for ALL students at once from All Students. Go to Students (menu) > All Students leave the check box blank in the 1st column to select all students. Click the More (Mass Actions button)and select Clear UDF Answers.
User Permissions
The User ID must have the permission under Families to process a mass delete: Clear Family User Defined Fields and Family/Student Fixed Fees and Discounts.
When you have worked through all of the articles outlined in the lesson above, select the Take the Quiz button to be taken to the Lesson #2 Quiz where you can test your understanding of the concepts in this lesson. You will be asked to enter an email address for quiz results to be sent.
Quiz - Optional - Update an Existing Family
| Number of Questions | Total Possible Points | Points Needed for an "A" | Points Needed for a "B" | Points Needed for a "C" |
|---|---|---|---|---|
| 9 | 9 | 8 | 7 | 6 |
