The Patron Information screen allows you to create a record for a new patron, update the information for an existing patron, and update or modify enrollments. The sections below detail the rules that each part of the screen follows.
here are some additional resources if you need more information:
The top-most section of any patron's information screen, whether you're adding a new patron or modifying an existing one, lists the patron's basic information. You can also select a picture for the patron. The particular fields are listed in the table below.
| Field Name | Description |
|---|---|
| Patron ID |
This field lists the patron's unique identification number. No two patrons may have the same Patron ID; this number is used to distinguish between patrons at the Point of Sale, and when performing patron imports. If you are using a Student Information System (SIS), this number should be identical to the patron's number in the SIS.
Note that if you have selected "Auto Assign Patron ID" in Patron Configuration, this field will be auto-populated when you save the patron. Once a patron has been granted a Patron ID, this number cannot be altered. |
| Last Name | This field lists the patron's last name as it appears on the patron's enrollment record. |
| First Name | This field lists the patron's first name as it appears on the patron's enrollment record. |
| Middle Name | This field lists the patron's middle name as it appears on the patron's enrollment record. If the patron has no middle name, you do not need to enter one in this field. |
| SSN | This field lists the patron's social security number. You may enter all nine digits of the patron's SSN, or just the last 4 digits. |
| Birth Date | This field lists the patron's date of birth as it appears on the patron's enrollment record. |
| POS PIN |
This field lists the patron's Point of Sale identification number. This number is separate from the Patron ID, and is sometimes used to identify patrons at the Point of Sale. If "Allow Duplicate POS PINs" is selected in Patron Configuration, this number does not need to be unique.
At any time, you may click "Generate POS PIN" for an existing patron to generate a new unique POS PIN. |
| Ethnicity | This drop-down list displays all of the currently active ethnicity types created on the Ethnicity Types setup screen. |
| Patron Type | This drop-down list displays all of the currently active patron types created on the Patron Types setup screen. This field will also determine whether the patron will qualify as a Student or Non-Student when calculating reimbursements and eligibility. |
| Gender |
This drop-down list displays a list of genders that can be selected for the current patron. The options are:
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| Race | Clicking the magnifying glass opens a window that lists all of the currently active racial types that have been created on the Racial Types setup screen. Select the racial types that apply to the current patron and click Save to add them to the patron's record. |
| Allergies |
Clicking the magnifying glass opens a window that lists all of the currently active allergies that have been created on the Allergies setup screen. Select the allergies that apply to the current patron and click Save to add them to the patron's record.
If a patron has one or more allergies, a warning message will appear on the POS client notifying the user that the patron has allergies, along with a list of allergies for that patron. |
When entering a new patron, you will be required to enter information in this section to designate the school at which the patron is enrolled. This information is used on the application, as well as when determining where the patron will appear when serving meals at the Point of Sale.
When modifying an existing patron, you may alter or drop enrollments from the table provided, or add a new enrollment. The following table lists the fields that are used in this section.
| Field Name | Description |
|---|---|
| Enrollment Type |
This drop-down list displays a list of all the currently active enrollment types created on the Enrollment Types setup screen.
Note that in order to enter an application for a patron, that patron must have an enrollment with an enrollment type of "Regular Enrollment". |
| School |
This drop-down list displays a list of all the currently active schools created on the School Information screen. Note that only schools to which you have access based on your user's School Group will appear in this list.
Until you have selected a school from this list, the Grade, Calendar, and Homeroom fields will not be active. |
| Grade | Once you have selected a school, this drop-down list will display a list of all the currently active grades that are available for selection at the selected school. |
| Calendar | Once you have selected a school, this drop-down list will display a list of all the currently active calendar types created on the Calendars setup screen. |
| Start Date | The date entered in this field will be the first day of the patron's enrollment. |
| Homeroom | Once you have selected a school, this drop-down list will display a list of all the currently active homerooms that have been created for the selected school on the School Information screen. |
| Drop Date | When modifying an existing enrollment, you may enter a date in this field to specify the end date of the selected enrollment. When the drop date listed here is prior to the current date, the enrollment will be dropped. |
| Drop Patron | When modifying an existing patron, you may click this button to drop all of the patron's current enrollments. You will be prompted to enter a drop date, which will be added to all of the patron's currently active enrollments. |
| All Enrollments | When modifying an existing patron, you may select this option to display all of the selected patron's enrollments, including those that have been dropped or expired. |
Every patron must be added to an existing household or a new household. You may select an existing household, which will populate the fields in this section automatically, or you can create a new household by entering the information in this section manually. Once you have selected a household, the Address and Phone Number lists will appear, as well as a list of other patrons in the same household. The following table describes the fields used in this section.
| Field Name | Description |
|---|---|
| Household Number | This field displays the household's unique identification number. This field must be unique. Clicking the magnifying glass allows you to locate and select an existing household, which will populate this and all other fields in this section. |
| Last Name | This field displays the last name of the household, which will be used when printing letters for patrons in this household. |
| First Name | This field displays the first name of the household, which will be used when printing letters for patrons in this household. This field is not required. |
| This field displays the contact email address for the household, which will be used when printing letters for patrons in this household. This field is not required. | |
| Language | This drop-down list displays all of the languages for which there are translations available |
| Phone Numbers |
If the patron has a household selected, this table lists all of the phone numbers for that household. You can also create a new phone number by clicking "Add New".
One of the phone numbers in this list may be set as Primary, which will allow that phone number to be used on letters. |
| Addresses |
If the patron has a household selected, this table lists all of the addresses for that household. You can also create a new address by clicking "Add New".
One of the addresses in this list may be set as Primary, which will allow that phone number to be used on letters. |
| Other Patrons | If the patron has a household selected, this table will display a list of all other patrons in the system that are members of the same household. |
When creating a new phone number or editing an existing one, the following fields are displayed in the window that appears:
| Field Name | Description |
|---|---|
| Phone Type | This drop-down list displays all of the currently active phone types created on the Phone Types setup screen. |
| Phone Number | This field displays the ten-digit phone number for the selected phone type. |
| Primary | If this option is selected, the phone number entered will be used on letters printed for patrons in the selected household. |
When creating a new address or editing an existing one, the following fields are displayed in the window that appears:
| Field Name | Description |
|---|---|
| Address Type | This drop-down list displays all of the currently active address types created on the Address Types setup screen. |
| Address | This field displays the primary street information for the selected address. |
| Address 2 | This field displays the secondary street information for the selected address. |
| City | This field displays the city in which the selected address is located. |
| State | This field displays the state in which the selected address is located. This field is limited to two characters. |
| Zip Code | This field displays the postal zip code used for the selected address. |
| Primary | If this option is selected, the phone number entered will be used on letters printed for patrons in the selected household. |
If you have created any custom fields on the Custom Patron Fields setup screen, those fields will be displayed in this section. Note that only currently active fields will be displayed in this section.
When modifying an existing patron, the Comments section allows you to enter and view comments for the currently selected patron. You can search for a previously entered comment using the date range fields provided and clicking Search. Click Add New to add a new comment.
Certain actions will also add comments, such as changing the patron's enrollment. These comments will be displayed in this section.