Update Family & Student Information

Add a parent to an existing family

Under Edit Parent Information, enter Parent 2 First Name and Parent 2 Last Name.

Edit parent information

School Family ID Number: A unique identifier for the family if your school integrates with a student information system.
Split Family: If a family needs two accounts for one student or the family is split with different students on two separate accounts, you can use Split Family to link the accounts so you can easily move from one account to the other. Set Split Family to Yes, then select the link icon to search for and select the second family.

Note: Linking accounts does not give a parent access to account information unless the parent is on both accounts as a primary or secondary contact. Parents will not have access to both accounts on the parent site and separate account logins will be required for the accounts.
Your school is responsible for splitting tuition, fees, and discounts across separate family accounts for a student.

Tip: For more information on split families, see Knowledgebase: How can I enroll a student on two separate accounts? And for information on allowing split families to be created with Blackbaud Enrollment Management System integrated contracts, see Knowledgebase: How do we allow separate Tuition Management accounts (split family accounts) to be created through the integrated contract process?
First and Last Name: For Parent 1 and Parent 2 (payers and head of household).
Third Party Payer: If someone other than the primary or secondary contact is making payments toward a student's tuition, enter that person's name and email address here.

Note: A third party payer will receive emailed invoices including payment information, but they will not be provided with any account information if they contact the Parent Help Center.
Include name in emails: Parent 1's name is always included in email communications. For Parent 2 and Third Party Payer, you can choose if you want to include the payer's name in emails. By default, the option is set to Yes.

Note: Include name in emails currently only affects the Welcome Letter, Prior to Debit reminder, and E-invoice email communications.
Type Code: (Optional) Codes vary by school. For example, your school may use codes to indicate that a family has other students who attend the school. You may also differentiate between parishioners and non-parishioners. If your school uses Blackbaud Financial Aid Management, this is also known as the Family Code.
Language Spoken: Primary language.
Watchlist: Indicates a family needs extra attention or monitoring. To see all of the families on the watchlist, create a custom report. See Custom Reports for more information.

Contact Information

Address: Primary mailing address for billing purposes
Bad Address: Indicates the family's address is invalid. When set to On, all payment materials are sent to email.
Email: Primary and secondary addresses. Set the secondary address to Mirror to send a duplicate of all emails to that address. Set the secondary address to Supplemental to use it as a backup email if messages sent to the primary address bounce back.
Phone: Main and extension, secondary and extension, mobile, and international .

Access

Username: Must be unique for each user in Tuition Management for all schools.
Password: Strong passwords should:
- Include upper and lower case letters.
- Include numbers.
- Include symbols.
- Not include words or names.
- Only be used to log in to Tuition Management and not other sites.
Invoice ID: If your school integrates with a general ledger, such as Blackbaud Financial Edge or Quicken's QuickBooks, this is the unique identifier for the payer in your general ledger.
Opt Out of Targeted Ads: Select if the payer requests to opt out of targeted advertisements. If your school engages in targeted advertising, you can use this field to identify payers that want to opt out. This helps you comply with U.S. privacy laws.
Opt Out of Sale: Select if the payer requests to opt out of the sale of their personal information. If your school engages in the sale or sharing of personal information, you can use this field to identify payers that want to opt out. This helps you comply with U.S. privacy laws.

Tip: You can run a custom report including Opt Out of Targeted Ads and Opt Out of Sale selections. Select Reports, Create a New Custom Report. Hover over Activity Reports and select Communications. Select the Opt Out fields to include under Additional Fields.

Add a student to an existing family

On the Students tab, select Add New Student. Edit the student's details. Some fields will prompt you to confirm your changes and justify the change. The new student is saved once you select Save Changes at the bottom of the page.

School Student ID: This unique identifier is relevant if your school integrates with a student information system. This field is optional and will auto-fill if your school has set up integration with the SIS.
First and Last Name: These are required fields.
Gender: Select the student's gender. This field is not required. You can customize your school's gender options in Manage Codes and Gender.
Student Grade: Entering or current grade level. This is a required field.
Student Code: Codes vary per school. Your school might use this to indicate that a student is gifted in arts or athletics, has special education needs, or is international. To learn more about Student Codes, check out Manage Codes and Gender.

Tuition: You can use this to manually enter a tuition amount.
Invoice ID: If your school integrates with a general ledger, such as Blackbaud Financial Edge or Quicken'sQuickBooks, this is the unique identifier for the student in your GL.
Date of Birth: This needs to be in MM/DD/YYYY format.
Duplicate: If a student belongs to multiple families/households, mark the second instance of the student's record as a duplicate.

Edit student(s)

School Student ID: This is relevant if your school integrates with a student information system.
First and Last Name: These are required fields.
Gender: Female or male. This field is not required.
Student Grade: Entering or current grade level. This is a required field.
Student Code: Codes vary per school. Your school might use this to indicate that a student is gifted in arts or athletics, has special education needs, or is international. To learn more about Student Codes, check out Manage Codes and Gender.

Tuition: You can use this to manually enter a tuition amount.
Invoice ID: If your school integrates with a general ledger, such as Blackbaud Financial Edge or Quicken'sQuickBooks, this is the unique identifier for the student in your GL.
Date of Birth: This needs to be in MM/DD/YYYY format.
Duplicate: If a student belongs to multiple families/households, mark the second instance of the student's record as a duplicate.

Remove a student from an existing family

If no charges or payments are associated with a student, you can delete the student. Under Edit Student(s), locate the student and select Remove.

Unlink a parent BBID account

You can unlink a Blackbaud ID (BBID) upon request, allowing the payer to create a BBID with a different email address.

To disconnect a BBID, while in Update Parent & Student Info for a family:

Open the Settings tab.
Select Disconnect BBID Account.
A popup will ask you to confirm your decision. Select OK.

The change will be reflected under Audit Log at the bottom of the page.

Deactivate family

If a family is not attending the school, has a zero balance, and never made a payment, select Deactivate Family to disable the family's login and notifications.

Warning: You must zero out the account needs prior to deactivation. If payments were made, you must withdraw the students instead of deactivating them.