System Generated Notes for Contact updates / changes

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Gayle Brimble

• 25 July 2019 07:16

It would be good to have system generated notes for changes to contact details.  This is currently functioning for change of Surname only when the Student USI has been verified: 

However it does not for any other changes. Anyone with a permission to "update a contact" could change their address, email, phone number, birth date (who'd request their birth date changed though?) and if admin did not leave a contact note we would not be able to follow-up WHO changed the information. 

This is also really important for non-accredited courses (no USI required) as a Surname could be changed and without the USI verification in place we would get no auto-generated note to say personal details have changed. 

Our legal contract between us and the student would be based upon original information provided via the online enrolment form so we are currently relying on admin to a contact notes for any updates they do for the history of the student while studying with us. Having system generated note would be ideal. 

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  Deb Burley

  • 27 November 2019 02:55

  This would be a handy feature to track updates to contact details (similar with the workshop log history) so you can see what change was done by which user.  

  Examples of where we might use this is:

  - when there is an address change, knowing when it was done, and does it differ to the last enrolment form we received.

  - keeping a log of old data, ie phone numbers, email addresses etc

   

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  Chloe Wilson

  • 27 November 2019 03:31

  Agreed - We would find this extremely useful. Can already see it implemented when a USI becomes invalid due to changes, so would be great to track all changes like mobile numbers, address, name changes, etc. 

  Thanks!

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  Permanently deleted user

  • 30 June 2020 04:37

  Great post, Gayle.

  While aXc appears to have a log in some areas, it seems to still be lacking one in quite a few critical areas (ie. contact related AVETMISS details).

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  Amber Davies

  • 12 March 2024 06:26

  I'd like to bring this Idea back to the priority list. We have just integrated our system to TURBO including the Learner Portal, and this will enable our students to change some details themselves. We would like to be able to have a historical record of information that was changed. ie if a student changes their mobile address, we would like to see the change in a note, similar to the example Gayle posted about when a Surname changes for USI. We will also bring in the HubSpot integration soon, so would be helpful to know what data has changed and what the history is. 

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  Joanne Wilson

  • 12 March 2024 06:28

  I agree this would be extremely useful from a compliance perspective to have a history of what information has been changed and by who. 

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