Each parent in OpenApply needs a unique email address. If you see 'Email has already been taken', another parent record already uses that email. Search for it in Roster > Families and, if it is not there, in Roster > Families > Orphaned Parents, then update, merge or delete the record.
For admins who see this message when updating a parent's email address in the Applicant Profile.
You may see either of these messages when you change a parent's email in the Applicant Profile:
- Email has already been taken
- Each parent's email must be unique. Please re-enter the email.
Both mean the email address is already linked to another parent record. You need to resolve that record before you can save the change.
| I want to | Go to |
|---|---|
| Find which parent uses the email | Find the duplicate parent record |
| Remove a parent record with no linked student | Delete an orphaned parent record |
Find the duplicate parent record
Go to Roster > Families.
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Search for the email address to see whether another parent record is using it.
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Decide what to do based on who owns the email:
- A different parent: contact the parents to confirm the correct email address, then update the existing parent record if required.
- The same parent, with duplicate records: link the siblings and merge the duplicate parents. See Linking Siblings.
Delete an orphaned parent record
If the email address does not appear in the Families roster, it may belong to an orphaned parent record.
Go to Roster > Families and select Orphaned Parents.
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Search for the email address.
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Select the matching orphaned parent record and select Delete.
You can now update the email address in the Applicant Profile.
Before you change a parent's email address, search the Families roster to check whether the email is already in use. Confirm email ownership with the family before changing an existing parent's contact details.
Why does OpenApply show 'Email has already been taken'?
The email address is already assigned to another parent record. OpenApply requires each parent to have a unique email address.
What if another family is using the email address?
Contact the families to confirm the correct email address, then update the appropriate parent record.
What if the email belongs to a duplicate of the same parent?
Link the siblings and merge the duplicate parent records, then update the Applicant Profile. Merging keeps family information accurate.