Overview

Contacts are the individuals (e.g. parents, students, teachers, etc.) that have interacted with your school. Contacts are created automatically when specific actions or taken through the portal and can also be added directly by school admins.

Viewing Contacts

You can find all your contacts by going to the Contacts page using the main navigation sidebar.

The contacts page is where you'll find a list of all contacts. This list includes everyone, from parents, students, teachers, admins, and more.

Finding Contacts

You can find contacts through search by name or primary email address. You can also filter the list of contacts by specific criteria using the Filter button.

Finally, you can show or hide specific table columns using the Columns button.

Contact Profile

To see more details about a contact, click on that contact's row. This will open up the contact's profile page. Here you will find all their personally identifiable information and contact information.

Besides basic information, there are also some data at the top of the page showing how this contact has interacted such as any unpaid invoices balance, amount paid for all time, total number of forms completed, as well as how many emails they've received. Some of these stats have shortcut links labeled View that will take you to different screens to see more details.

Managing Payment Methods

On the contact profile page you can see and manage the contact's primary payment method. A contact can have multiple payment methods on record but only one can be their default method. The default method is shown directly in their profile, but you can see all their payment methods by clicking View all methods directly below the default one.

The payment methods page is where you'll find all the contact's payment methods.

Adding a payment method

Admins can add payment methods to contacts:

1. View the contact

2. Click View all methods (found below the default payment method)

3. Click Add payment method

4. Choose to add a Card or ACH

5. Enter the required payment information

6. Click Add Method

Payment Method Verification

Some payment methods like Direct Debit ACH may require an additional step to verify it. This is a mandatory safeguard that Stripe has implemented to help prevent fraud.

After adding a payment method, you'll be shown the status of the payment method. If the payment method requires additional verification, it will be explained on the status page.

The typical process of verifying a bank account involves Stripe making a small $0.01 deposit into the contacts bank account with a 6-digit code in the description. It can take 1-2 business days for the deposit to process. The contact will then need to check their bank account for the deposit, return to their profile, and enter the 6-digit code to complete verification.

TeachHero will send a reminder email to contacts to check their bank statement for this deposit.

Most major banks don't require additional verification. TeachHero uses instant verification for those banks found in the list of available banks. A contact (or admin) only needs to provide the their (or contact's) bank account logins to instantly verify and connect it to their profile.

As an admin, you'll need to ask the contact for the 6-digit code. Once you've obtained this code, you can return to the Contact's payment methods. Unverified payment methods will have a status of Pending. Use the Actions menu and select Verify. Enter the 6-digit code to complete verification.

Payment methods cannot be used until they are verified. If a parent enters bank account information (e.g. routing and account numbers) and instant verification isn't possible, their enrollment will still succeed, but they will not be charged. Instead, TeachHero generates and invoice for the full amount, and will attempt to charge the invoice after their bank account has been verified.

Adding Contacts

Automatic Contact Creation

Contacts are automatically created whenever someone creates a school profile through portal and when student information is provided on a new student application form. When a teacher or admin joins your school, a contact is also created for them.

How to Add a Contact

1. Go to Contacts

2. Click Add contact

3. Enter a first and last name

4. Optionally enter a primary email address (recommended)

5. Click Create

Preventing Duplicates

TeachHero does it's best to prevent duplicates by looking a combination of similar or identical details about a contact's name and email that are being provided. It will not let you create a contact with the exact same name and email address.

If you do need to create a duplicate contact, check the box Allow duplicate contacts to force create the contact.

Editing a Contact

1. View the contact

2. Click Edit contact

3. Make changes

4. Click Save changes

Understanding Roles

Contacts can be assigned school roles. These roles can unlock special permissions and give the contact access to new areas of the portal. Below is an explanation of each role and when that role should be assigned.

Most roles are automatically assigned.

The parent role is assigned to the parent and the student role is assigned to the students when a student application is approved. The admin and/or teacher roles are assigned when an admin or teacher accepts an invite to join your school.

Parent/Guardian

The parent role should be assigned to contacts who are the parents of a student. The parent role grants the portal user access to the enrollment and household pages in their portal. Only contacts with a parent role can register and enroll students as well as update student profiles.

Student

The student role should be assigned to contacts who are students and will be enrolled. When a student role is added to a contact, selected a grade level and date of birth is required.

Teacher

The teacher role should be assigned to contacts who are teaching classes. When a teacher accepts an invitation to join your school, they are automatically given the teacher role. A teacher must have both a teacher role assigned to their contact and also have permission to access your school through TeachHero in order to manage classes, assign classwork, and view student information. The teacher role also gives a user access to the Teacher view inside TeachHero (this is a simplified dashboard specific to teaching).

Admin

The admin role should be assigned to school administrators only. When the admin role is added to a contact and they are given access to your school through TeachHero, they will have access to all school information.