Relationships
- Robert Lenk
- Chris Barrett
- Nate Parsell
Relationships
Relationships allow connections between or among individuals or organizations. For example, a student to a parent, or an alumnus to an employer. By recording relationships, you can report on them. For example, if you need to find all the parents of your students.
Prerequisites
If relating people to entities like employers or internship hosts, create those organizations.
Required permissions
Module | Number | Description |
|---|---|---|
System Admin | 113 | View or create relationship types |
Global | 1115 | Create, change or deactivate relationship reciprocals |
Global | 1116, 1218 | Record relationships |
Global | 1129 | Create a related person or organization |
Global | 983 | Record a spouse without creating their own record |
View or create relationship types
Relationship types (codes) define the relationship. For example, parent, employer, etc.
Campus Cafe delivers some relationship types. To see them:
Go to Admin > STParm.
In Search enter MRRLCC. The relationship types appear.
You can also create your own relationship types to align with your business practices.
Go to Admin > STParm.
In Parameter Code enter MRRLCC and in Parameter Value enter a short code, for example MOM for mother. Then click Add.
In Description and Long Description enter the relationship type. For example Mother.
Click Save.
Go to Admin > Refresh Data Cache.
Create relationship reciprocals
Reciprocal relationship rules automatically create a relationship between two relationship types. For example, if someone is indicated as a wife of the original person, you can automatically create a husband-wife relationship.
Go to Registrar > Relationship Reciprocals.
In Primary Relation select the first half of the pairing. For example wife.
In Reciprocal Relation select the other half of the pairing. For example husband.
Select the Primary Gender and the Reciprocal Gender.
Select (check) Active to make the relationship live.
Select (check) Add Reverse for the rule to apply in the opposite direction. For example, this would mean if you said that the Chris is the husband of Sarah, Sarah would automatically be marked as the wife of Chris.
Select (check) Add Soft Credit to automatically add soft credit when the other half of the relationship makes a payment on a gift.
Click Submit.
Change relationship reciprocals
You may decide that a relationship reciprocal no longer meets your needs and you want to adjust the relationship between two relationship types. For example perhaps you decide the wife/husband relationship shouldn’t have specific genders tied to it.
Go to Registrar > Relationship Reciprocals.
In Primary Relation select the first half of the pairing you wish to change. For example wife.
In Reciprocal Relation select the other half of the pairing. For example husband.
Select the Primary Gender and the Reciprocal Gender.
Select (check) Active to make the relationship live.
Select (check) Add Reverse for the rule to apply in the opposite direction. For example, this would mean if you said that the Chris is the husband of Sarah, Sarah would automatically be marked as the wife of Chris.
Select (check) Add Soft Credit to automatically add soft credit when the other half of the relationship makes a payment on a gift.
Click Submit.
Deactivate relationship reciprocal
You may decide you no longer need a relationship reciprocal. You can deactivate it to stop it from occurring in the future.
Go to Registrar > Relationship Reciprocals.
Next to the reciprocal to discontinue click Deactivate.
Record relationship between two parties
Campus Cafe offers two ways to create a relationship between two people or a person and an organization.
The first, recommended, option is to create both parties with their own, independent records in Campus Cafe. This allows you to search for either party and show both parties in reports. It also allows you to work with either party, including recording gifts and assigning activities.
The second option is to record the related person within the original person’s record. While this reduces the number of records in Campus Cafe and is simpler, you won’t be able to find these related people in search or on reports. You’d only record related individuals this way if you never need to report on them or search for them directly.
You can tell the type of relationship record by…
Go to the original person’s profile.
Go to Person Selected > Relationship.
Review the Launch Person and Non-Bios columns. If in the Launch Person column a person icon appears, the related person has their own record. If in the No-Bios column an X appears, the related person is recorded within the original person’s record.
Record a relationship between two independent records
This recommended method creates a connection between two distinct records in Campus Cafe. You can then work with either record on its own.
Create the related individual or organization
Only complete this step if the related individual or organization doesn’t already exist in Campus Cafe.
Go to All Users > Add Non-Student/Org.
For an individual (e.g. parent, donor) select Constituent.
For an entity (e.g. employer) click Change to Organization.Enter information such as the related entity’s name. The more information you enter, the easier you can find the related entity and the less likely you are to create duplicate records.
Click Add.
Record the relationship
Go to the individual’s profile.
Go to Person Selected > Relationship.
Click Lookup Person or Lookup Org to find the related entity’s Campus Cafe record.
In Relationship Type select how the other person is related. Optionally select Mark Reciprocal Relation to create the inverse relationship if you’ve configured one. For example if you select Relationship Type of child, you may have configured a reciprocal relation that marks this person as the related person’s parent.
Click Add Relationship.
You can record further information about the relationship such as if the related person is the original person’s emergency contact. In the case of a relationship with an organization like an employer, you can record information such as the original person’s job and salary.
Click Save.
Record relationship within original person’s record
Using this process limits your ability to search and report on these related individuals. As such Campus Cafe only recommends creating such relationships in limited circumstances when global reporting of them is unnecessary.
Creating a standalone relationship doesn’t create an independent record for the related person. A standalone relationship is like adding a note to the original person’s record. It means you can’t search for the related person or perform actions on them like record a gift in their name.
Go to the the profile of a person already in Campus Cafe.
Go to Person Selected > Relationship.
In Relationship Type select how the other person is related to this person. For example, they could be this person’s child.
Click Add Relationship.
Enter name and other biographical information of the related person.
Click Save.
Spousal relationships
Campus Cafe recommends recording spouses as related individuals with their own Campus Cafe records. This lets you work with each spouse individually, including recording gifts in each spouse’s name.
Only three relationship types are allowed for related spouse records: HUS(Husband), WIF(Wife) and SPS(Spouse). If a spousal relationship is set up using one of these codes, then the filters will automatically override the data on the grid and in the download to the related person’s data. If there is not a related record, then the spouse fields will be populated with the data entered on the Bios page for the constituent.
If you don’t want to create a relationship between two Campus Cafe records, follow these steps instead.
Go to the profile of one of the parties.
Go to Person Selected > Bios.
In the Spouse fields, enter information about the person’s spouse.
Click Save.
Search relationships
You can use a filter to return a selection of individuals and those they are related to. For example, a group of students and their parents.
Go to Filters and select a filter.
Click Add Fields.
Next to the magnifying glass enter Relationship Type and then select (check) Relationship Type.
Click Filters.
Next to Relationship click the three horizontal lines, select the relationships and click Apply.
Optionally use additional filters to further limit your results.
Click Submit.
Under Results click the Columns for Download icon.
Select (check) Relationship Person is checked. Next to the magnifying glass you enter Relationship person to jump to the selection.
Under Actions click the Download > For All.
The file downloads in a .tab format, which may be opened with Excel. The Rel Name column represents the individual related to the individual in the Person Name column.
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