In OpenApply, each parent must have a unique email address. If you receive an 'Email has already been taken' or 'Each parent's email must be unique. Please re-enter the email.' messages while updating a parent's email in the Applicant Profile, another parent record may already be using that email address.

This guide explains how to identify the duplicate email record and resolve the issue so you can successfully update the Applicant Profile.

Overview

This issue occurs when the email address you are trying to add to a parent profile is already associated with another parent in OpenApply.

By locating the existing parent record, you can determine whether the email belongs to another individual, is a duplicate parent record, or exists as an orphaned parent that needs to be removed.

Step-by-Step Navigation

Finding and resolving duplicate parent emails

Roster > Families

1. Search for the email address via Roster > Families to identify whether another parent record is using the same email address.
2. If the email belongs to a different parent, contact the parents to confirm the correct email address and update the existing parent record if required.

If the email belongs to the same parent and there are duplicate parent records, link the siblings and merge the duplicate parents following the steps in this guide here: Linking Siblings

Removing an orphaned parent record

Roster > Families > Orphaned Parents

1. If the email address cannot be found in the Families Roster, select Orphaned Parents.
2. Search for the email address to check whether an orphaned parent record exists.
3. Select the matching orphaned parent record and click Delete.

Tips & Best Practices

• Before changing a parent's email address, search the Families Roster to confirm whether the email is already in use.
• When duplicate parent records exist, merge the records to maintain accurate family information.
• Confirm email ownership with families before changing an existing parent's contact details.

Warnings & Important Notes

Frequently Asked Questions

Why does OpenApply show 'Email has already been taken'?

This message appears when the email address is already assigned to another parent record. OpenApply requires each parent to have a unique email address.

What should I do if another family is using the email address?

Contact the families to confirm the correct email address and update the appropriate parent record.

What should I do if the email belongs to a duplicate parent?

Link the siblings and merge the duplicate parent records before updating the Applicant Profile.

In Summary

• The 'Email has already been taken' message means the email address already exists for another parent record.
• Use the Families Roster and Orphaned Parents tools to locate and resolve duplicate records.
• Maintaining unique parent email addresses helps keep family information accurate in OpenApply.

Following these steps will allow you to update parent information successfully in OpenApply.