Lesson #1 - Add Families

This lesson is designed to get you familiar with adding families/accounts.  You may wish to review the articles listed below before beginning.

• Jackrabbit Basics Category

• The Family Record
• The Student Record

If you already have your family and student information in another software system, we can assist you in importing it into your Jackrabbit system at no charge. Please see our Imports page for additional information on this process. Contact our Imports Team at imports@jackrabbittech.com.

To manually enter your existing family data, and whenever you need to add a new family to your system, the most efficient method is to use the Quick Registration form.  

This form is essentially the same as the Online Registration form your parents will use to register from your website, but this form is used internally by your staff. Settings for the Quick Registration form follow the settings you choose for your Online Registration Form from the Gear icon > Settings > Online Registration.

When you are getting started, it is not necessary to customize the Online Registration/Quick Registration form. However, at a later time, it can be edited to include the fields that are important to your organization. See the Online Registration section for details on editing and customizing your registration form.

Add a New Family

To add a new family to Jackrabbit:

1. Go to the Families menu > Quick Registration.
2. Enter the information for the family and students. Fields marked with an asterisk (*) are mandatory fields.
3. You can submit the form without selecting classes for students, or you can choose to select classes and enroll the students now. For more detailed information on enrolling a student during Quick Registration, see the Help article Enroll a New Student into Classes using Quick Registration.

If you did not enroll a student during Quick Registration, there are several other ways to enroll students. For more details, see our Help article Methods for Staff to Enroll a Student.

To accommodate different workflows, the Quick Registration form can also be accessed from the All Families page.

1. Go to the Families menu > All Families.
2. Click the Add New Family iconto open the Add Family window.
   
   
   
3. Click the Use Quick Registration Form button to open the Registration form.

Jackrabbit will try to avoid the creation of a duplicate Family record whether it is a user adding a family at the front desk with the Quick Registration form or a family registering from your website with the Online Registration Form.

Quick Registration

The Quick Registration form for in-house registrations offers a Duplicate Search link that will alert you to any possible duplicates based on the Family Name entered. 

If the search displays an existing record for the family, the user should exit the Quick Registration form and go to that family's record to update it and/or enroll students in classes.

If the record is not a duplicate and the remainder of the registration is completed, Jackrabbit will perform the family duplicate detection check when the form is submitted. This will look at, in this order: Last Name, Zip Code, and the first 8 characters of the Home Address/Address 1.

A match on these criteria will pop up the Family Duplicate Detection window, which displays the match and asks the question, "Is this the same family?"

• If Yes is clicked, the information in the Quick Registration form will be added to the existing record.
• If No is clicked, a new Family record will be created.

Online Registration

A family's email address is required when registering online. If the email entered for Contact #1 matches an email address already in your database, Jackrabbit will display a pop-up message directing the family to log into their Portal by clicking OK. They will not be able to continue with the Registration Form using the existing email address.

If no match is found on the email given, the form can be completed and submitted at which time Jackrabbit will perform the family duplicate detection check. This will look at, in this order: Last Name, Zip Code, and the first 8 characters of the Home Address/Address 1.

If a match is found based on these 3 criteria, Jackrabbit will update that Family record with any new information included on the Registration Form (such as the addition of a contact). If no match is found a new Family record is created. This may be the result of a misspelling or other minor discrepancy such as the '#' in front of a unit/apartment number and can result in a duplicate Family record.

By directing your existing families (families that already have a record in your database) to enroll their students in classes through their Parent Portal, you can greatly reduce the occurrence of duplicate records. See Parent Portal for more information.

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Frequently Asked Questions

Q.  Will a family in the Lead File be found by family duplicate detection when they re-register?

A.  Families located in your Lead File are not searched in the duplicate detection process. If a family you have archived to the Lead File registers again with you online, Jackrabbit will not detect them as a duplicate and a new Family record will be created. The Lead File record should be restored and the accounts merged.

The Quick Registration Form is used by a Jackrabbit User to add a new family and enroll students in the family at the same time. 

The Quick Registration Form follows the settings selected for your Online Registration Form. See our Help section Customize your Online Registration Form for more details.

Access the Quick Registration Form

You can access the Quick Registration Form from the Families (menu):

• Families (menu) > Quick Registration
• Families (menu) > All Families and click the Add New Family (icon). Click the Use Quick Registration Form (button) in the Add Family window.

Add a Family in the Quick Registration Form

Complete as much of the Family Information section as possible. This will eliminate the need to add more details to the Family record at a later date. There are some required fields designated with an asterisk (*).

Add Students and Enroll through Quick Registration

You can add up to 5 students in the Student Information section. Enter as much of the information as possible into the form. This will avoid additional work later on.

Use the Search button to search classes. Office staff can select up to 5 classes per student during the Quick Registration process. Additional classes can be added as needed after registration is complete. 

The options for enrolling during Quick Registration vary:

• If Allow Trial Enrollment is set to Yes on the selected class' Summary tab, you'll have the option of indicating whether or not the student is a Trial Enroll.  
• If Allow Future Enrollments is set to Yes under the Gear (icon) > Settings > General > Organization Defaults (left menu) > Class Settings, you'll see an option to adjust the Enroll Date and add a Future Drop Date.
• If Send Enrollment Email to Instructors is set to Yes under the Gear (icon) > Settings > General > Organization Defaults (left menu) > Class Settings, you can clear the Email Instructor checkbox when you don't want instructors to receive an email. See our Help article, Organization Default Settings - Class Settings, for more information.

Continue adding information and enrolling students in classes using the additional Student Information fields.

Enter Payment Information & Post Fees

In the Credit Card Verification section, enter the Credit Card or eCheck/Bank Draft information to be used for payment.

After all required information is entered, click Submit Registration Information. The Post Enrollment Fees window opens, and you have the option to post all fees immediately, check the classes to post fees for, add Registration Fees, and add Additional Fees.

Once all the fees are selected or added, select one of the buttons to complete the enrollment:

• Post Selected Fees Now
• Post Selected Fees & Pay Now
• Skip this... I'll Post Fees Another Time.

 The family is added to your system, and any students with classes selected have been enrolled accordingly.

A Family can contain as many contacts as needed and is not limited to parents. Additional contact types can be added by going to the Gear (icon) > Settings > General > Drop-down Lists (left menu) > Family > Contact Types. 

Add a Family Contact

1. Go to Families (menu) > All Families to locate the family or use the global Find a family search at the top of a page.
2. Click Add Contact (button) on the Family record.
3. Fill in the information in the pop-up window.
4. Click Save. A new contact page is created and opens.
   • Additional information that can be entered on a Contact's page includes employer details, driver's license #, birth month & day, social security #, address, and phone numbers, etc.
   • By default, the first contact added becomes the Billing Contact. The Billing Contact is used when sending statements. Change the Billing Contact by selecting Billing Contact = Yes or Billing Contact = No as applicable and Save Changes.
     
     

New Contact Page

Changing a Family Address (on the Family Summary page) does NOT change a contact's address on the Contact's page. Changes to the contact's address must be done from the Contact page itself. Changing a Contact's Address does NOT change a family's address on the Family Summary tab. Changes to the family's address must be done on the Family's Summary tab.

All Families, located in the Families menu, generates a list of all active and inactive Family records in Jackrabbit. Lead File families are not included.

• Use optional data visuals to view key information at a glance with interactive charts.
• Drill down to specific families using filters organized in a slide-out filter drawer.
• Save your favorite view  (filters, selected columns, etc.) as your default view.
• Display a list of families in a powerful grid: you can group, sort, and customize the information.
• Take Action - add a new family, send a message, work with a single family, or apply a mass action to multiple families at once.

Sample All Families Grid

1. Breadcrumbs display the currently selected filters.
2. Data Visuals provide family information at a glance.
3. Open filters (filter drawer), Save as favorite, Favorites, Hide/Show Data visuals.
4. Adjust columns, Send a Message, Refresh Grid, Add New Family, and More.
5. Column Search - enter a search term in the search field.
6. Row Menu - use the row menu to perform an action for an individual family.

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Data Visuals - Key Information at a Glance

Data visuals (charts) provide a quick view of key information about your families. The elements included in the data visuals are predefined by Jackrabbit.

The All Families data visuals are interactive and can be hidden. Use the Hide/Show Data visualsicon to toggle back and forth.

Locations	If you have multiple Locations in Jackrabbit, this element will display the proportion of families in each Location. Hover to see the number of families in each Location. Click on a segment of the chart and the exact number of families in that segment displays. As well, the families in the grid are filtered for the selected segment, and the breadcrumbs display that filter. Use the red x next to the filter in the breadcrumbs to remove it and reset the list of families.
Status	The number of active versus inactive families is shown in this data visual. Hover to see the number of active or inactive families. Click on a segment of the chart and the exact number of families in that segment displays. As well, the families in the grid are filtered for the selected segment, and the breadcrumbs display that filter. Use the red x next to the filter in the breadcrumbs to remove it and reset the list of families.
Accounts Receivable	The number of families with unpaid fees (Accounts Receivable) will display as a fraction of all families, e.g., 11/31. The chart breaks those families down by the age of the fees owed. Hover to see the number of families in each segment. Click on a segment of the chart and the exact number of families in that segment displays. As well, the families in the grid are filtered for the selected segment, and the breadcrumbs display that filter. Use the red x next to the filter in the breadcrumbs to remove it and reset the list of families. Links are provided to easily access the families with the highest Top 5 Balances.
Policy Status	The chart breaks down all families by the status of their signed legal policy agreements:  - Have agreed to all current policies - Have not agreed to all current policies Hover to see the number of families in each segment. Click on a segment of the chart and the exact number of families in that segment displays. As well, the families in the grid are filtered for the selected segment, and the breadcrumbs display that filter. Use the red x next to the filter in the breadcrumbs to remove it and reset the list of families.
ePayment Status	Families are grouped by the ePayment method on file:   - Has both CC and ACH  - Only has CC on file  - Only has ACH on file  - No ePay Methods Hover to see the number of families in each segment. Click on a segment of the chart and the exact number of families in that segment displays. As well, the families in the grid are filtered for the selected segment, and the breadcrumbs display that filter. Use the red x next to the filter in the breadcrumbs to remove it and reset the list of families.

Use Filters to Search for Specific Families

Select the Filter icon to open the Filter Drawer. The Filter Drawer houses various criteria to help you drill down to specific families, for example, to list all inactive families or find families with more than two students. 

Each filter you select will narrow the results down further.

• Once filters are selected and applied, they will appear in the breadcrumbs. Use the red x next to a filter in the breadcrumbs to clear it and refresh the displayed families.
• Filters are grouped and organized into sections for ease of use and pull information from the various tabs in the Family record. 
• Use the arrow (>) to expand a section to see the filters within, or use the Expand All/Collapse All option at the top of the Filter Drawer.
• Search for a filter by entering a keyword in the search box at the top of the Filter Drawer. For example, enter "ePay" to quickly locate and navigate to the ePayment Method filter in the Financial Details section.
• Select date fields by clicking on the calendar icon or manually enter dates.

Save your Favorite Filtered Grid Views

Save time and effort each time you open a grid page to view your data! After you have applied filters or clicked on a data visual, set the grid column widths, and you can save the filtered data as a Favorite.

Saved favorites can be set as a default view and shared with other Jackrabbit Users in your organization. There is no limit to the number of filtered grid views you can save. 

Save a Favorite	Once filters are selected, it's simple to save your favorite views: Filter the grid for the information you are looking for.  Use the filter (icon) or click on a data visual. Adjust column widths as needed. Click the Save as favorite (icon). Enter a favorite name. Select if you want to set the favorite as the default view. This view will automatically load when you return to the page. Select if you want to share with your team.  Click Save. Your filtered data, column width, and column-locked positions are all saved.
Open a Favorite	Load or open a saved favorite: Click the Favorites (icon). Select your saved favorite from the drop-down list or start typing in the search field. Choose one of the saved views and click Load. The grid populates the data, and the breadcrumbs indicate the selected filters. If you opened a saved favorite grid view and would like to make it your default view, resave it as a favorite and toggle the Make this your default view? to the right. Click Save.
Delete a Favorite	If you created a Favorite, you will be able to delete it: Click the Favorites (icon). Select the favorite you would like to delete. Click Delete.

Contact Jackrabbit Support if you want to delete a Favorite filtered view created by another User.

Work with the Information in the Grid (Table)

Jackrabbit grids, located throughout the system, are very powerful and allow you to group and sort your data to customize how your results are displayed. Each grid has core features, such as grouping data by dragging a column to the grouping bar. Row menus and column menus offer different options depending on the grid.

Learn more about working with grids.

Use Column Search to quickly find information in a column. For example, enter a family last name or part of a name, and all the matches will populate in the grid. Use the red x to clear the information in the search field.

Add a New Family

Use the Add New Family (icon)to open the Add Family window. We recommend you always select the Use Quick Registration Form button whenever possible. This allows you to add all the new family information, including students, and sign them up for classes at the same time. 

You also have the option to add a family account 'on the fly' with just their name, location, and registration date when you click on the Enter Family Name Only link.

To accommodate different workflows, the Quick Registration form can also be accessed directly from the Families (menu).

Take Action for an Individual Family

Use the rowmenu to edit that row and access options for working with an individual family. Click on the icon, and a new browser tab or pop-up window will open depending on the action you select. 

Click directly on the row menu for the family you want to work with; do not use the checkbox in the 1st column. When any checkboxes (for use with mass actions) are selected in the 1st column, the row menus are deactivated and won't display.

• View/Edit - opens the Family record
• Post Fees - opens the Make Sale/Post Fees page
• Accept Payment/Post Credit - opens the Payment Transaction Entry page
• Add a Note - opens the Add a note window
  
  

The Send Message (icon)can be used to send emails, text messages, and push notifications  (through the Jackrabbit Plus mobile app) to individuals or multiple families.

Take Action for Multiple Families (Mass Actions)

Choose one of these options to select families and perform a mass action:

• Select all families - leave the checkbox in the 1st column unchecked, and all families in the grid are selected. You will be able to Send a Message, Refresh the Grid, Add a New Family, and perform all the mass actions in the drop-down list, including Print and Export to Excel.
• Select specific families - in the 1st column, select the checkboxes for the families you want to work with. You will be able to Send a Message and perform all the mass actions in the drop-down list shown.

  

• Current families displayed on the page (max. 250/page) - select the checkbox in the 1st column header. You will be able to Send a Message and perform all the mass actions in the drop-down list shown below.

Mass Actions

	Send a Message - Choose to send an email, push notification, or text message to chosen recipients in the selected records, e.g., Primary Contacts only or Primary, Billing, and Other Contacts.  Select the checkbox for the families you want to be included in the message. You can select individual families across multiple pages. To send to all families currently displayed on a page (max 250/page), select the checkbox in the column header.  To send to ALL families on ALL pages, leave all checkboxes empty. All families will be included.
	ePayment Schedule - Update the ePayment Schedule (choosing from a drop-down list) or remove the existing ePayment Schedule from the selected Family records. Click Update.
	Family Discount - Update the Family Discount (amount, expiration date, and discount type) or remove the existing Family Discount from the selected Family records. Click Update.
	Family Fixed Fee - Update the Family Fixed Fee (amount, expiration date, and Category 1) or remove the existing Family Fixed Fee from the selected Family records. Click Update.
	Membership Type - Update the Membership Type (choosing from a drop-down list) or remove the existing Membership Type from the selected Family records. Click Update.
	Clear UDF Answers - Clear the User-defined fields for the selected families. Click Clear.
	Print - Open a print window to print the family information in the grid (max. 250 rows) or save it as a file for future use. The print option is only available when the checkboxes remain unselected in the 1st column of the grid.
	Export to Excel - Download an Excel file of all the filtered information in the grid to your computer. The export option is only available when the checkboxes remain unselected in the 1st column of the grid. All families in the grid will be included (no maximum).

Family information in the All Families grid lives in the Family record. Click a Family link in the grid to open the family's individual record.

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.

Determine the family/student information your organization requires for each family.

Add a family with a fake name and address.  

1. Go to Families > All Families.  Click the Add Icon and then Use Quick Registration Form button.  
2. Enter the information for the Family and Student(s). Fields marked with an asterisk (*) are mandatory fields.
3. You can submit the form without selecting class(es) for student(s) or you can choose to select classes and enroll the student now. 

When you have worked through all of the articles outlined in the lesson, select the Take the Quiz button to be taken to the Lesson #1 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 #1 - Add a Family/Account

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