Creating and Maintaining Caregiver Information Fields

When viewing caregiver information, all data is stored as Fields within Sections. Editing the contact, and clicking the 'i' button will take you directly to the Basic Details section and display the fields related to that section i.e. First name, Last name. To navigate to a different section i.e. Address, click on the section name.

Hero enables School Administrators to customise the sections and fields to cater for the needs of your school.

NAVIGATING TO MANAGE FIELDS

From the Administration Menu click on Manage Fields

You will see all the sections that currently exist for learners. Click on CAREGIVERS to see the sections that currently exist for caregivers.

From here you can create a new section, delete user-created sections, edit the name of a section or adjust customisable fields within a section.

A new field can be added to any section.  You do not need to create a new section in order to create a new field.  You will only require a new section if you are creating an entire group of fields for a specific cause e.g. Caregiver Ethnicity Information.   See Creating and Maintaining Sections further down in this article.

CREATING AND MAINTAINING FIELDS

Adding a Field

1. Navigate to the Section that your field belongs in.

2. Click on the Section Name.  All existing fields in that section will be displayed.

3. Click + below the existing field list

4. Enter the name of your new field in the Field Label.

5. Select the Field Type from one of the following options:

Text - a short to medium length field for entering text

Textarea - an area for a large amount of text e.g. Medical Condition

Radio boxes - small circle to be clicked (single selection only)

eg.

Checkbox(es) - small square boxes to be clicked (multiple boxes can be selected)

Date - a valid date must be entered or selected from the calendar

Email address - a valid email address must be entered

Number - only numeric content will be accepted

URL - a valid web link must be entered

Select - a dropdown list of options will be displayed for selection (single selection only)

Multiple select (chips) - a dropdown list of options will be displayed for selection (multiple entries can be selected)       

Switch - a slider that must be either On or Off.  This differs from a Radio Button which can be blank 

e.g.

Jurisdictional ID - applicable for students only

6. Enter Field Options if prompted. Radio Boxes, Checkboxes, Select and Multiple select (chips) will all require field options to be added. Enter the name in the Label field. The name will default to the Value field. Click the plus to add the option.

Note: remember to click the plus on your last option to save it as an option

7. If this is a mandatory field, tick the Must be Entered check box. 

Use this with care as setting a new field 'Must be Entered' will require all existing caregiver records to be updated.

8. Select either "Caregiver Medical" or "Caregiver Sensitive" to restrict viewing this field to staff members with specific permissions. Leave this option set to "None" if the field is not restricted. This is explained fully in the help article - Managing Restricted Student, Staff and Caregiver Fields

9. Set the Default Value (optional - the field will default to the value entered when a staff member is created)

10. Click SAVE FIELD

Changing the Order of Fields

Fields can appear in whatever order suits you best. To re-sequence the fields:

1. Click ENABLE SORTING at the top right of the section list.

2. Move the cursor to the section you wish to move.  The hand icon will appear.

3. Drag the section to the desired position.

4. Once sorting is complete, click STOP SORTING

Deleting a Field

To remove a field from your Caregiver Information:

1. Click DELETE at the end of the field.

2. Click YES, DELETE THIS FIELD

Note: It is possible to retrieve information from a field that is accidentally deleted. Please contact the Helpdesk in this situation.

Editing a Field Label

1. Click EDIT at the end of the field.

2. Make any changes required (refer to Adding a Field for field definitions)

3. Click SAVE FIELD when editing is complete.

CREATING AND MAINTAINING SECTIONS

Adding a Section

1. Click + below the existing section list

2. Enter the Section Name (mandatory - this is the name that will appear in the caregiver information section row)

3. Enter the Section Description (optional - information to further describe the content of the section)

4. Click SAVE SECTION

The new section will be displayed below the already existing sections.

Changing the Order of Sections

The sections on your Caregiver Information screen can appear in whatever order suits you best. To resequence the sections:

1. Click ENABLE SORTING at the top right of the section list.

2. Move the cursor to the section you wish to move. The hand icon will appear.

3. Drag the section to the desired position.

4. Once sorting is complete, click STOP SORTING

Deleting a Section 

To remove a section from your Caregiver Information screen:

1. Click DELETE at the end of the section line.

2. Click YES, DELETE THIS GROUP

This will remove all fields within this section and delete the section. It cannot be undone

Editing a Section Name or Description

1. Click EDIT at the end of the section line.

2. Type the new name and/or description.

3. Click SAVE SECTION