Contacts
Edumate Contacts will keep all your records in one place, for all time. Store hundreds of thousands of contact records on staff, future students, current students and past students, carers / parents, suppliers and even your Aunty May. Best of all there is no need to archive information, or move groups of people from one area of a database to another. Every person, every phone number, every address and all other relevant information – it’s all in the one place.
Keen on student history? Edumate has been designed to keep an entire lifetime of a students' record. From the time they apply to start at the school, till the day they attend their 20th anniversary dinner. All records for all students, everything, in the one place. Looking for someone? Can't spell their name? The famous Edumate search tool will find them. Get quick access to staff, parent and general contact data within one mouse click. Not only will Edumate find them, but also it will tell you where they are with Current Location. Edumate contacts search and find anyone - instantly.
Manage all your contact data from one place.
Future, present and past students, staff, external contacts, association members and parents Edumate manages all your contacts all from one place. Automated workflow built into Edumate makes managing your enrolments easy. Enter a student for the first time and they become an 'Inquiry', tell Edumate the date you make an offer and they will become 'Offered Place', enrol a student into next year and the student is 'Place Accepted', the last enrolment is completed and the student becomes 'Alumni'. With Edumate you never need to enter the same information twice. No duplication ever. Along with easy data management Edumate makes producing your daily documents a one-click process. Simply create your sample letters in a word processor and upload them to Edumate, next time you send a waiting list offer letter, click the button and out comes the letter already addressed and ready for the envelope.
Wear more than one hat.
With Edumate your contacts can wear more than one hat. An Edumate contact can start life as a prospective inquiry, become a student, move into the schools alumni, come back to the school as a staff member and then become a parent of a current student. All information from all aspects of the contact's involvement with the school is kept, no data is lost and no information is ever re-entered.
Complex families? One simple solution.
Edumate will help you manage the complexities of split families. Gone are the days where a space for the mother and a space for the father are enough. Edumate will track a student's relationships from family friends to great grandmothers. And best of all, its automatic. Enter a parent for a student and Edumate will scan the database to determine who else would be related to the student and add those relationships for you. Let Edumate help fill in the gaps. Aside from storing relationships Edumate can help manage special considerations for families. Using the Access Alert feature Edumate can alert relevant staff of any custody or family issues that they will need to be aware of. With Edumate you can keep all staff on the same page.
Find people. Quick.
Looking for someone? Edumate can tell you the location of any staff or student within one click of the mouse. From any screen, anywhere. Simply type in part of the name of the person you are looking for and let Edumate do the rest. Between looking up the timetable, excursions and events, staff replacements and room changes Edumate can tell you where someone is right now. Need to know more? Access the Where Is section of the person’s profile and see where they will be next period, or just access their calendar.
No exporting. 'Merge' documents directly with the contacts list.
Create documents in an easy to use word processor, save and upload to Edumate. No exports, no CSVs no spreadsheets. Merge the information you want, presented in the way you want. Every single field from the entire contacts system is available to use in your custom OpenOffice XML templates. Your custom templates can be added to the Contacts Main List print button as well as the print buttons for each type of contact record. What does this mean? You can now 'mail merge' any contact data into a professional printout in seconds without the need to export information to Excel first. The Edumate contacts list can generate addressed letters for mail outs, labels, enrolment application forms / letters and any other type of correspondence or printout that would use data stored in Edumate's database.
The Edumate3 template system provides tremendous power when extracting data from the database. Information from any area of the contacts system can be extracted and placed onto a printed report without prior knowledge of how the Edumate database is put together, or even SQL. Anyone who has performed mail merges in the past will be able to create new templates. With Edumate3 you can leverage your student, parent, staff and contact data quickly and easily.
See the difference with photos.
Students, staff, carers and everyday contacts can have passport size photos attached to their contact records. Each photo is kept as part of the contacts history, so that as life moves on and more photos are entered into Edumate you can view all past photos for any contact. Edumate will even tell you their age when the photo was taken. And to help make loading your photos easier, Edumate includes a photo importer. This means any photo in a JPEG or GIF format can be imported at the click of a mouse.
Generate lists.
Photo rolls and class lists? No problem! Teachers and staff can login to Edumate and 'self serve' their own customised lists using Edumate's powerful Generate List feature. Simply choose the group of students you’re looking for, choose generate list and tick the boxes for the information you want. Photos, parents, siblings, empty columns, and more.
Advanced medical records.
Edumate can keep track of all of your student's medical information from one easy to use interface. From a student Medicare number to their allergies Edumate keeps everything all in the one place. Whether you're a boarding school or a day school Edumate can store all the medical information you would ever need. Best of all your medical details are integrated with other areas of Edumate. If a student has a specific medical alert, all teachers can be made aware without them needing access to any confidential information.
Edumate Medical also has a sickbay register. This register will keep track of all sickbay check-ins and checkouts and makes them available to parents on the parent portal. Best of all, if a student is checked into sickbay the online class roll is automatically updated to reflect this. With Edumate you can have one attendance register for the entire school all from one easy to use system.
Stay safe with the Medical Information Importer.
Need a quick way to enter or update medical data for hundreds of students at a time? Medical information can be imported directly into the database using the Edumate Import Data tool. To make the import easier to manage the import has been broken into 5 parts, one for each section in the medical record. General, Medical Conditions, Asthma Details, Immunisation Records, and Scheduled Medications. Plus, the importer is also an updater! Information can be imported at any time and will update any existing information on file for the student, so you can use the importer to update your student's medical records after a data collection exercise in no time at all.
Contacts Feature List
- Future student records
- Full waiting lists
- Current students
- Medical information including sickbay and medication register
- Alumni and past students
- Letter generation
- Easy to use generate list function for groups, classes and forms
- Quick find feature - find any student within on mouse click
- View complete history for a student for their entire life at the school