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How to Manage Relationships and Create Relationship Groups

Kathryn Johnson
Kathryn Johnson
  • Updated

SST can maintain relationships between people for two important purposes.

  1. To provide a place to record adult contact information for students, such as emergency contacts, authorized pick-up people, etc.
  2. Form relationship groups by connecting participants, such as siblings and parents. A benefit of creating these groups is that referrals and notes can be assigned to more than one person at a time.
Click the People tab in your lefthand navigation menu.
 
 
Open the List of Participants
 

Locate the participant in your List of Participants

There are several tools to navigate your list of participants.

You can type a whole or partial name into the search bar. The list will filter down as you type to match your search criteria. 
 
You can scroll down the list to find the name. By default, 25 participant records will appear on one page. At the bottom right, use the menu to change how many participant records are displayed per page, and use the arrows to navigate through different sections.
 
LOP Functions.png
Click the pencil icon to open the Participant’s record.  
 
OSTT Make a Part Record form a Rel Record Edit.png
 
Navigate to the Relationships tab of the Participant’s record.
 
OSTT Relationships Tab.png
 

Any existing Relationship records will be listed in the table. 

Under the Indicators heading, some letters may be listed for each Relationship person. Here is a key to what each indicator means:  

  • P – Primary Contact 
  • P/G – Parent/Guardian 
  • LW – Lives With 
  • E – Emergency Contact 
  • CR – Contact Restrictions exist 
 
OSTT Relationship Indicators.png
 

Under the Actions heading are some management options. 

  • The pencil icon allows users to edit or update the Relationship record.
  • The trash can icon allows users with adequate permissions to delete a Relationship record.
  • The eye symbol indicates that the Relationship person also has a Participant record. Clicking on the symbol will immediately take you to the Participant record for that person, leaving the Participant record you were viewing.
  • The person symbol indicates that the Relationship person does not have a Participant record; they are just a Relationship person for this Participant. Clicking this icon will start the process of making them a Participant in the system, saving time and maintaining the existing relationship with this Participant. See the Making a Participant Record from a Relationship Record article for details on this process.

OSTT Relationships Actions.png

To create a new relationship person for this Participant, click the Add Relationship+ button. 

The system will immediately search for likely relationships among all the Participant records within your District or Institution based on:

  • the same last name as the Participant
  • the same street address and zip code as the Participant
  • the same email address (useful if all students have a family email listed) as the Participant
  • the same phone number as the Participant

OSTT Add Rel Existing Part.png

 
If the search doesn’t find a match, but you are confident the person is in the system and want to add them to the Relationship group, you can type in all or part of the person’s first or last name in the search bar.
If one of the found records is the person you want to add as a relationship, click the circle to the left of their name and then Next Step.
 
 
OSTT Add Rel Existing Part Button.png
 

Complete the fields, noting that those with red asterisks are required.

Your district may have added some required custom fields that you must complete.  

Click Save Relationship when done, and the person will be added as a Relationship person for the Participant. 

OSTT Save Rel Existing Part.png

 

If you know the person you are adding as a relationship is not in StudentSupport Tracker – or if a correct match was not found in the Search - click the New Person button to add a new Relationship record.

OSTT Add Rel New PErson.png

This opens an empty Add Relationship form.

Complete the fields, noting that those with red asterisks are required.

Your district may have added some required custom fields that you must complete. 

Click Save Relationship when done, and the person will be added as a Relationship person for the Participant.

 

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