Manage Contact Records

Manage Contact Records

Manage system contacts including students, faculty, parents, vendors, and institutional contacts within OpenEduCat.

Time required: 5-10 minutes per contact

Module: openeducat_core, base

User role: System Administrator, Administrative Staff

Prerequisites

• System Administrator or Admin Staff role
• Contact categories configured (optional)
• Country/state data loaded

Steps

Step 1: Navigate to Contacts

1. Go to Contacts -> Contacts
2. Or OpenEduCat -> Configuration -> Contacts
3. Click Create for new contact

Step 2: Select Contact Type

Choose the contact type:

Type	Description	Additional Fields
Individual	Person	Personal details
Company	Organization	Company info
Student	Enrolled student	Academic details
Faculty	Staff member	Employment info
Parent	Guardian	Linked students

Step 3: Enter Basic Information

Field	Required	Description	Example
Name	Yes	Full name/company name	”John Smith”
Email	No	Primary email	”john@email.com”
Phone	No	Contact number	”+1 555-0123”
Mobile	No	Mobile number	”+1 555-0124”
Job Position	No	Title/role	”Professor”

Step 4: Add Address Information

In the Contacts & Addresses tab:

Field	Description
Street	Address line 1
Street2	Address line 2
City	City name
State	State/Province
ZIP	Postal code
Country	Country

Step 5: Link Related Contacts

For parents/guardians:

1. Go to Related Contacts tab
2. Link to student records
3. Define relationship type

For companies:

1. Add employee contacts
2. Link to company record

Step 6: Add Internal Notes

In the Internal Notes tab:

• Add private notes about the contact
• Not visible to the contact themselves

Step 7: Save Contact

Click Save to create the contact record.

Contact Categories

Organize contacts with tags:

1. Go to Configuration -> Contact Tags
2. Create categories like:
   • Alumni
   • Vendor
   • Emergency Contact
   • Board Member

Merge Duplicate Contacts

1. Select duplicate contacts in list view
2. Go to Action -> Merge Contacts
3. Choose master record
4. Confirm merge

Field Reference

Contact (res.partner)

Technical Field	UI Label	Type	Notes
name	Name	Char	Required
email	Email	Char	Unique recommended
phone	Phone	Char	With country code
mobile	Mobile	Char	Mobile number
street	Street	Char	Address line 1
city	City	Char	City name
country_id	Country	Many2one	Country link
category_id	Tags	Many2many	Contact categories

Troubleshooting

Duplicate email error

Email addresses should be unique. Check for existing contacts with the same email.

Contact not appearing in student list

Convert contact to student using the Convert to Student wizard in OpenEduCat.

Address not validating

Ensure country is selected first, then state. Some countries require specific formats.

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Related: Manage Faculty Records | Configure Emergency Contacts