Person Management

What is Person Management?

Person Management is a feature/concept within the Enrollment forms that lets families manage the contacts (parents, guardians, emergency contacts, and so on) associated with a student. On the form, it appears to families as a “Remove Contact” / “Restore Contact” button tied to a specific contact.

Why is it used?

Person Management gives the family the ability to:

• Review the contacts already on file, with the ID being a hidden field, and the first name and last name are shown as read-only

• Remove a contact who is no longer associated with the student

• Restore a previously removed contact

• Edit non-core contact details (for example, phone number, email) while the identity fields (ID, first name, last name) stay locked down

When a parent removes a contact, the pre-populated ID and name values for that contact are moved to hidden "shadow fields" and the parent can enter pertinent information about a new contact. These shadow fields ensure that the system still knows which contact was removed, so it can accurately communicate the removal back to the district's SIS during data delivery.

Person Management Validation

Person Management Validation ensures that Enrollment forms collecting contact information—such as guardians or emergency contacts—are configured correctly before the form can be previewed, published, or used by families.

This feature introduces validation checks to prevent configuration errors that could result in incomplete or incorrect contact data being delivered to the Student Information System (SIS).

Validation occurs at multiple points in the form lifecycle, including:

• Form Preview

• Form Publish

• Parent Form Start

• Data Delivery to SIS

These validations help maintain data accuracy and consistency when managing contact records.

Permissions

Form configuration and validation are available to users who can create or modify Enrollment forms using the Form Builder.

Users must have the appropriate administrative permissions to configure forms.

Key Concepts

Remove/Restore Contact Element

This element allows parents to review, edit, remove, or restore contact information pre-populated in an Enrollment form.

Each element represents one contact record.

For example:

• One element = one contact

• Two elements = two contacts

The element preserves the relationship between the form data and the contact record stored in the SIS.

Shadow Fields

A shadow field is a term used for a hidden form field that stores a copy of a contact's original pre-populated value (including Contact ID, First Name, and Last Name) within Person Management. The system can retain the contact's identity for SIS delivery even after a family removes or modifies the contact on the form.

If a parent removes a contact:

• The visible contact fields are cleared.

• The original values are stored in shadow fields.

If the contact is restored:

• The values are copied back from the shadow fields to the visible fields.

Shadow fields must:

• Be Hidden Text Field elements

• Follow the naming convention: originalFieldName_Shadow

Example:

c1_FirstName
c1_FirstName_Shadow

Shadow fields must be placed on the same form page as the Remove/Restore Contact element.

Linked Contact Fields

Linked Contact Fields are optional contact-related fields associated with a Remove/Restore Contact element, such as:

• Phone number

• Email address

When a contact is removed:

• Linked Contact Fields are cleared.

When the contact is restored:

• Linked Contact Fields are repopulated using their shadow values.

All Linked Contact Fields must be located on the same form page as the Remove/Restore Contact element.

Configuration Requirements

To successfully configure a Remove/Restore Contact element, the following requirements must be met.

Required Core Field Mappings

Each Remove/Restore Contact element must include exactly one field mapped to each of the following roles:

• Contact ID

• Contact First Name

• Contact Last Name

All three mappings are required.

Field Type Requirements

If a field is mapped to the wrong element type, validation errors occur.

Same-Page Requirement

All fields associated with a Remove/Restore Contact element must be located on the same form page, including:

• Contact ID

• Contact First Name

• Contact Last Name

• Linked Contact Fields

• Shadow fields

Cross-page mapping is not supported.

Shadow Field Requirements

Each core field must have a corresponding shadow field that:

• Is a Hidden Text Field

• Follows the naming convention: originalFieldName_Shadow

• Is located on the same page as the Remove/Restore Contact element.

SIS Delivery Alignment

When publishing a form, the system verifies that the number of Remove/Restore Contact elements matches the number of data delivery contact records expected by the SIS integration.

If the form contains fewer elements than required, the form cannot be published.

This validation applies to integrations including:

• PowerSchool SIS

• eSchoolPlus

• Central Access

• ProgressBook

• Aeries SIS

Disable Remove Contact Option

The Disable “Remove Contact" Option property is a setting on the Remove/Restore Contact element that hides the "Remove" button from families filling out the form. When enabled, families can still see and optionally edit non-core contact details (like phone number or email), but they cannot remove any contacts from the student's record.

A district might enable this if they want to maintain full control over which contacts are associated with a student and prevent families from deleting contact relationships, such as a primary guardian.

When this option is enabled:

• The Remove button is not displayed to parents.

• Pre-populated contact fields remain read-only.

How to Configure a Remove/Restore Contact Element

1. Navigate to the Remove/Restore Contact element.

2. Select the element to open its editor panel.

3. Configure the following properties:

   • Select the Contact First Name field.

   • Select the Contact Last Name field.

   • Verify the Contact ID field mapping.

4. Optional: Select Disable “Remove Contact” Option to prevent parents from removing the contact.

When a field is mapped as Contact First Name or Contact Last Name, the system automatically enables the Read-Only If Pre-Populated property for that field.

System Validation

The system validates Person Management configuration at several stages.

Form Preview

When previewing a form, the system verifies:

• Each Remove/Restore Contact element has a Contact ID, Contact First Name, and Contact Last Name field reference.

• Each referenced Contact ID is a Hidden Field; each referenced Contact First Name and Last Name are Text Fields.

• Each field referenced as a Contact ID, Contact First Name, and Contact Last Name exists on the same page as the Delete/Restore Command element.

• Each field referenced as a Contact ID, Contact First Name, and Contact Last Name has a corresponding shadow field.

If validation fails, the preview is blocked until the configuration is corrected.

Form Publish

Publish validation runs all preview checks and also verifies that the number of Remove/Restore Contact elements matches the requirements of the SIS delivery configuration. If the form lacks sufficient contact elements, publishing fails.

The value X reflects the highest number of data delivery contact records found on any single data delivery integration configuration. The value Y reflects the actual count of Remove/Restore Contact elements on the form. To resolve, add and configure the missing Remove/Restore Contact elements.

Parent Form Start Validation

When a parent tries to start an Enrollment form that is configured to use Person Management, the system first checks that each contact's pre-populated information is either minimally comprehensive (values for the contact’s ID, first name, and last name are present) or empty (no values for the contact’s ID, first name, and last name). If any contact has only partial data (for example, a name but no ID), the system will not allow the parent to begin the form. Instead, the parent sees a friendly message indicating that the data on file is incomplete, and asking them to reach out to their school or district to have it corrected.

This prevents families from unknowingly engaging with forms that do not have Person Management configured properly.

Data Delivery Validation

When delivering a record, the system compares the contact's first and last name on the delivery screen to the matched contact in the SIS. If the names don't match, the system pauses delivery to protect against accidental overwrites. A pop-up is displayed, giving the user the choice to either cancel (so they can fix the match) or confirm and proceed if the name change is intentional. This ensures that a contact's name in the SIS is never changed without someone explicitly reviewing and approving it first.