The Household profile establishes parameters for adding households to your database. The Household profile also allow you to set checks for Duplicate Households.
Making changes to a profile is an Audited Event. Additionally, Linking, Removing, Purging, and Cloning profiles are also Audited Events.
See Also: Topic Doc - RecTrac Profile Assignments Screen, Hierarchy Guide, and Profile Listing.
See Also: Video - Profile Review
SAProfile_Household_Household_Tab1
City (SAProfileDetails_City)
Enter the name of your municipality in this field, if desired .For example, Bedford Falls. The information you enter here can be used on receipts.
See Also: Organization Name and Address Information on Receipts and Reports for information regarding how RecTrac draws this information.
Household profile only: When adding a new household to your RecTrac database the information you enter in this field will be used as the default entry for the City field in Household Update.
DeleteState/Province (SAProfileDetails_State)
Select the two-letter abbreviation for your state or province, if desired. This list is populated by the entries in the 'State' Option List field on the Static Parameters profile • Misc Settings group.
See Also: Organization Name and Address Information on Receipts and Reports for information regarding how RecTrac draws this information.
Household profile only: When adding a new household to your RecTrac database the information you enter in this field will be used as the default entry for the State field in Household Update.
DeleteZip (SAProfileDetails_Zip)
Enter a zip code in this field, if desired. For example, 05414. The information you enter here can be used on receipts.
See Also: Organization Name and Address Information on Receipts and Reports for information regarding how RecTrac draws this information.
Household profile only: When adding a new household to your RecTrac database the information you enter in this field will be used as the default entry for the Zip Code field in Household Update.
DeleteArea Code (SAProfileDetails_AreaCode)
Enter a telephone area code in this field, if desired (For Example: 802). When adding a new household to your RecTrac database, the information you enter here will populate the Phone Number fields by default.
DeleteDefault New Household Category (SAProfileDetails_DefaultHHCategory)
Expand the Drop-down list to select your Default Household Category, if desired. When adding a new household to your RecTrac database, the Category Code you select here will populate the Category field for the household by default.
Household Category codes are System Codes. Type = Category (Household/Family Member/Team).
DeleteFamily Member Option: If The Household Category Changes, On Save: (SAProfileDetails_CategorySyncOption)
Expand the Drop-down list and select the sync option for Changes to a Household's Category upon Save, if desired. If a household's category changes, the option you select here will determine whether changes are made automatically to the family members associated with that household.
For Example: If you change a Household's Category from Resident" to "Non-Resident you could have the system change the Category for all Family Members in this Household to Non-Resident" as well OR you could opt NOT to change the Category of the Family Members.
Your options are:
- Do Not Sync Family Members - If the Household Category is changed no changes to Family Member category will take place.
- Sync Family Members Linked Only to the Changed Household - If the Household Category is changed the Category for all Family Members linked to the Household you are changing will be changed as well. IF a Family Member/Family Members in this Household exists in other Households in your database the Category of the duplicate Members in other Households will NOT be changed. This is the default option.
- Sync All Family Members - If the Household Category is changed the Category for all Family Members linked to and associated with the Household you are changing will be changed as well. IF a Family Member/Family Members in this Household exists in other Households in your database the Category of the duplicate Members in other Households ALSO WILL BE changed.
Team Option: If The Household Category Changes, On Save: (SAProfileDetails_LSCategorySyncOption)
Expand the Drop-down list and select the sync option for Changes to a Household's Category upon Save, if desired. If a household's category changes, the option you select here will determine whether changes are made automatically to the teams associated with that household.
For Example: If you change a Household's Category from Resident" to "Non-Resident you could have the system change the Category for all teams in this Household to Non-Resident" as well OR you could opt NOT to change the Category of the teams.
Your options are:
- Do Not Sync Teams - If the Household Category is changed no changes to Team category will take place.
- Sync All Teams - If the Household Category is changed the Category for all teams linked to and associated with the Household you are changing will be changed as well.
Family Member Option: If The Household Status Changes, On Save: (SAProfileDetails_StatusSyncOption)
Expand the Drop-down list and select the sync option for Changes to a Household's Staus upon Save, if desired. If a household's status changes, the option you select here will determine whether changes are made automatically to the family members associated with that household.
For Example: If you change a Household's Status from Batch" to "Active you could have the system change the Status for all Family Members in this Household to Active" as well OR you could opt NOT to change the Status of the Family Members.
Your options are:
- Do Not Sync Family Members - If the Household Status is changed no changes to Family Member Status will take place.
- Sync Family Members Linked Only to the Changed Household - If the Household Status is changed the Status for all Family Members linked to the Household you are changing will be changed as well. IF a Family Member/Family Members in this Household exists in other Households in your database the Status of the duplicate Members in other Households will NOT be changed. This is the default option.
- Sync All Family Members - If the Household Status is changed the Status for all Family Members linked to and associated with the Household you are changing will be changed as well. IF a Family Member/Family Members in this Household exists in other Households in your database the Status of the duplicate Members in other Households ALSO WILL BE changed.
Family Member Option: If The Household Fee Code Changes, On Save: (SAProfileDetails_FeeCodeSyncOption)
Expand the drop-down list and select the sync option for changes to a household's fee code upon save, if desired. If a household's fee code changes, the option you select here will determine whether changes are made automatically to the other family members associated with that person's household.
For example: If you change a household's fee code from Resident" to "Non-Resident you could have the system change the fee code for all family members within that household to Non-Resident" as well OR you could opt NOT to change the fee code of the family members.
Your options are:
- Do Not Sync Family Members - If the household's fee code is changed no changes to other family member's fee code will take place. This is the default option.
- Sync Primary Guardian Only - If the household's fee code is changed the fee code for the primary guardian of the household you are changing will be changed as well. The fee code for the other members in the household will NOT be changed.
- Sync Family Members Linked Only to the Changed Person - If the household's fee code is changed the fee code for all family members linked to the household you are changing will be changed as well. IF a family member/family members in this Household exists in other households in your database the fee code of the duplicate members in other households will NOT be changed.
- Sync All Family Members - If the household's fee code is changed the fee code for all family members linked to and associated with the household you are changing will be changed as well. IF a family member/family members in this household exists in other households in your database the fee code of the duplicate members in other households ALSO WILL BE changed.
Family Member Option: If The Household Primary Email Changes, On Save: (SAProfileDetails_PrimaryEmailSyncOption)
Expand the drop-down list and select the sync option for changes to a household's primary email upon save, if desired. If a household's primary email changes, the option you select here will determine whether changes are made automatically to the other family members associated with that person's household.
For example: If you change a household's email from HouseholdEmail@yahoo.com" to "NewHouseholdEmail@gmail.com you could have the system change the primary email for all family members within that household to NewHouseholdEmail@gmail.com" as well OR you could opt NOT to change the primary email of the family members.
Your options are:
- Do Not Sync Family Members - If the household's primary email is changed no changes to other family member's primary email will take place. This is the default option.
- Sync Primary Guardian Only - If the household's primary email is changed the primary email for the primary guardian of the household you are changing will be changed as well. The primary email for the other members in the household will NOT be changed.
- Sync Family Members Linked Only to the Changed Person - If the household's primary email is changed the primary email for all family members linked to the household you are changing will be changed as well. IF a family member/family members in this Household exists in other households in your database the primary email of the duplicate members in other households will NOT be changed.
- Sync All Family Members - If the household's primary email is changed the primary email for all family members linked to and associated with the household you are changing will be changed as well. IF a family member/family members in this household exists in other households in your database the primary email of the duplicate members in other households ALSO WILL BE changed.
- Note: All options except for Do Not Sync Family Members will keep the household's primary email synced with the primary guardian. If the primary guardian's primary email is changed the household's primary email will be updated to keep them in sync.
Team Option: If The Household Status Changes, On Save: (SAProfileDetails_LSStatusSyncOption)
Expand the Drop-down list and select the sync option for Changes to a Household's Staus upon Save, if desired. If a household's status changes, the option you select here will determine whether changes are made automatically to the league teams associated with that household.
For Example: If you change a Household's Status from Batch" to "Active you could have the system change the Status for all teams in this Household to Active" as well OR you could opt NOT to change the Status of the teams.
Your options are:
- Do Not Sync Teams - If the Household Status is changed no changes to team categories will take place.
- Sync All Teams - If the Household Status is changed the Status for all teams linked to and associated with the Household you are changing will be changed as well.
Email 'Batch' Household Their User Name On Status Change To 'Active' (SAProfileDetails_SendEmailOnBatchChange)
Select this option to have the system email Households their WebTrac User Name and Password when the Household's Status is changed from 'Batch' to 'Active.'
De-select this option to omit the sending of an email when a household's status is changed from 'Batch' to 'Active.'
Household status change is performed in Household Management. Filter the DataGrid by Status for 'Batch' and update household records individually.
The setting to determine whether a household created in WebTrac is 'Batch' or 'Active' upon creation is maintained on the WebTrac Parameters profile.
DeleteDefault New Household To Require Full Payment (SAProfileDetails_DefaultRequireFullPayment)
Select this option to make the Require Full Payment option enabled by default for all new households when they are added to the database. In the Standard VSI Default design, the Require Full Payment option is located on the Financial Info tab of Housedhold Management. Your design may vary.
De-select this option to have the Required Full Payment option disabled by default for all new households when they are added to the database.
DeleteDefault Lookup (SAProfileDetails_HHDefaultLookup)
Expand the Drop-down list and select your default lookup option.
Note: Default Lookup Options for Household Management is set on the Household profile • Default Lookup field.
Default Lookup Options for Global Sales is set on the Daily Processing profile • Default Lookup field.
- Household Last Name - The system will look up by last name all or partial. Entering 'L' will list all households with a last name beginning with 'L.' Entering 'Li' will list all households with a last name beginning with 'Li.' Entering 'Lil' will list all households with a last name beginning with 'Lil.' Etc….
- Household Number - The lookup lists and sorts by exact Household Number. For Example: Entering '3' will find Household Number 3. Entering '33' will find Household Number 33.
- Family Member - The system will look up by last name all or partial. Entering 'L' will list all family members with a last name beginning with 'L.' Entering 'Li' will list all family members with a last name beginning with 'Li.' Entering 'Lil' will list all family members with a last name beginning with 'Lil.' Etc….
- Phone - The lookup lists and sorts by Phone Number all or partial. The system will find phone numbers that contain the numbers you enter in the sequence you enter them For Example: Entering '802' will find all households with '802' in sequence anywhere in the phone number such as 802-223-5247 313-802-1970 505-524-1802 etc….
- Address - The lookup lists and sorts by Street Address all or partial. The system will find addresses that contain the data you enter in the sequence entered. For Example: Entering 'West' will find all households with 'West' in the street address such as 123 West Street 443 West Main Street 27 Park Place West 89 Westford Road etc….
- Email - The lookup lists and sorts by Email Address all or partial prior to the ampersat (@) symbol. The system will find email address that contain the data you enter in the sequence you enter it For Example: Entering 'smith' will find all households with 'smth' in sequence anywhere in the email address as it appears prior to the ampersat (@) symbol such as john_smith@… smithwesson@… smithwicks@… etc…..
- Team Name - The lookup lists and sorts by Team Name all or partial beginning with the first letter entered.
Display Members In DataGrid (RecTrac) If Household Has More Than 'X' Members (SAProfileDetails_ShowFamilyMemberDatagrid)
Accept the default value (10) or expand the Drop-down list and make an alternate selection from 1-20 if desired.
When a household has more family members than the threshold value entered here family members other than the Primary Person and Secondary Guardian (if any) will be displayed in an Additional Family Members DataGrid in Household Update as displayed in the image below.
Households with a total family member number equal to or fewer than the threshold value entered here will have family members displayed in their own panel on the Household Update screen.
For Example: You enter "5" in this field. The Simpson household would have their family members displayed in panels because they have five (5) total family members: Marge (Primary); Homer (Secondary); Bart; Lisa; and Maggie and thus are equal to or under the '5' value entered. The Brady household however would have their Additional Family Members listed in a DataGrid they have eight (8) total family members: Carol (Primary); Mike (Secondary); Greg; Marsha; Danny; Jan; Bobby; and Cindy and thus are over the '5' threshold value entered.
Optionally you can select "Always Show DataGrid" from the Drop-down list. When set like this all Additional Family Members (who are neither Primary nor Secondary Guardians) will display in a DataGrid regardless of how many Family Members are in the household.
Delete
Prompt for households with less than 'X' Emergency Contacts (SAProfileDetails_EmergencyContactCheck)
Accept the default value ('Never Prompt') or select another value as desired. The number you select in this field is the number of emergency contacts that should be linked to a household. RecTrac will alert the user in the following scenarios if the number of Emergency Contacts linked to the household is less than the number entered here.
- When Saving a household via Household Management
- When accessing a household via Household Management
- When accessing a household via Global Sales
- When swiping in a member of the household in Attended Visit mode
- When checking in a child from the CYMS Location Dashboard
Enter 'Never Prompt' in this field to skip this check in RecTrac.
Notes:
- This setting applies only to Emergency Contacts linked at the Household-level and does not take into account Emergency Contacts linked to individual Family Members.
- This setting does not apply to WebTrac. The WebTrac Parameters Profile contains settings for minimum and maximum Household Emergency Contacts which is enforced only when creating or updating Household account information via WebTrac
Household Duplicate Check Option (SAProfileDetails_DupeHousehold)
Click the Combo Box icon to select your Household Duplicate Check Option(s), if any.
Duplicate Checks are triggered when you create a new household and enter data in a Dupe Check field selected here OR if you are updating an existing household and modify data in a Dupe Check field selected here. The check is run when you <TAB> or mouse-click out of the field.
- When Creating a new household, the system gives you the option of going to the potential Duplicate Household OR continuing with the creation of the New Household. Going to the potential Duplicate Household exits the household creation process and puts you into Household Update mode for the existing Household you selected.
- When Updating an existing household, the system provides an Information message detailing the potential Duplicate Household(s). You do not have the option of continuing to a Duplicate Household when updating.
Your Duplicate Check options are:
- Email Address - Dupe Check will look for exact email matches in any Household email field. If an exact match is found, the system will notify you.
- Phone - Dupe Check will look for exact phone number matches in any Household phone field. If an exact match is found, the system will notify you.
- Primary Address/Name - Dupe Check will look for exact matches in the name and primary address fields. If an exact match is found in both fields, the system will notify you.
The system runs Dupe Checks individually by type/types selected, so if you choose more than one option, the system will perform a separate Dupe Check for each field, in its turn, as it is addressed.
For Example: You select Email and Phone as your Dupe Checks. When entering an Email Address for a new household and then <Tabbing> out of the Email Address field, the system will notify you if an exact match is in your database regardless of whether the Phone Number field has been filled out. When you fill out the Phone Number field and <Tab> out of it field, the system will notify you if an exact match is in your database regardless of whether the Email field is filled out.
DeleteFamily Member Duplicate Check Option (SAProfileDetails_DupePerson)
Click the Combo Box icon to select your Family Member Duplicate Check Option(s), if any.
Press and hold the <CTRL> key and click with your mouse to multi-select.
Duplicate Checks are triggered when you add a new Family Member to a household and enter data in a Dupe Check field selected here OR if you are updating an existing Family Member and modify data in a Dupe Check field selected here. The check is run when you <TAB> or mouse-click out of the field.
Your options are:
- Name/Birthday - Dupe Check will look for exact matches in the name and birthday fields. If an exact match is found in both fields, the system will notify you.
- Email Address - Dupe Check will look for exact email matches in any Family Member email field. If an exact match is found, the system will notify you.
The system runs Dupe Checks individually by type/types selected, so if you choose more than one option, the system will perform a separate Dupe Check for each field, in its turn, as it is addressed.
DeleteMax Duplicate Matches to Show (SAProfileDetails_MaxMatches)
Expand the Drop-down list and select the maximum number of duplicate matches you wish the system to show you in the event multiple duplicates are found. Your options are 1-20, and Show All.
Delete