Contacts

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Loki
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Contacts

Contacts are the people associated with your Accounts. Contacts can attend your Events, receive your communications or even be a member of your staff.

You can view a list of your Contacts by navigating: CRM → Contacts, and view a streamlined list by using the Filter System.

Alternatively, you can search for a Contact using search in the menu bar.

The Contact screen combines all the information about that Contact into a single area, including:

Terminology

Whilst not an exhaustive list, the most common queries are listed below:

Term Check this if this person is someone who ...
Staff an employee of your company emails between staff will not be synced in the IMAP Email Integration
Administrator administers your Events : these Contacts will be counted as ‘Event Personnel’
Instructor is qualified to instruct your Events
Left Company has left the Account (company): this will gray out the Contact on the Account’s screen
No Communications has requested no communications, so they can be filtered out by Marketing Lists. Communication Triggers will also respect this setting by not sending emails to this Contact.
No 3rd Party Mail has requested not to be contacted by a 3rd Party
Marketing Contact should receive your marketing communications (you might not wish to send marketing communications to all Contacts in an Account)

Create a Contact

Note

Every Contact needs to be associated with an Account, which is where you’d go to first in order to create a Contact. This is like visiting an organization’s building before you can meet the person who works for them.

  1. Click search in the top right of the black menu bar
  2. Enter the name of the Account you wish to add the Contact to
  3. Select the appropriate Account from the results returned
  4. In the Contacts table, click New
  5. Enter the Contact details
  6. Click Save

Your Contact has now been created.

Edit a Contact

  1. Click search in the top right of the black menu bar
  2. Enter the name of the Contact you wish to edit
  3. Select the appropriate Contact from the results returned
  4. In the Contact Details section, click Edit
  5. Edit the details as required
  6. [Optional] Under Options, you can click Move to move the Contact to a different Account, or Fill Address from Account to update the Contact’s address to match that of its Account
  7. Click Save

Your Contact has now been updated.

LMS Controls

When you edit a Contact, you can perform the following functions in regard to the LMS/Student Portal:

  • Reset Password: click this to reset their password - the LMS Username and newly generated password will be displayed in a dialog box
  • Revoke LMS Access: click this to remove the Contact’s access to the LMS/Student Portal - a dialog box will confirm successful removal

Delete a Contact

Note

You won’t be able to delete Contacts that have history attached to them, such as Event Registrations, Opportunities and open Tasks. Please delete these dependencies first before deleting the Contact.

  1. Click search in the top right of the black menu bar
  2. Enter the name of the Contact you wish to delete
  3. Select the appropriate Contact from the results returned
  4. In the Contact Details section, click Edit, then Delete

Your Contact has now been deleted.

If you need to restore a Contact you can do so in the UI. First visit the URL that points to the Contact. It will look something like this: /Contact/view/id/79 in this case the ID of 79 is a deleted Contact. After visiting the URL for your deleted Contact you can then use the "Restore Contact" button (if you are a Super User).

Screen_Shot_2018-06-28_at_9.01.36_AM.png

After clicking Restore Contact your Contact's details will be restored.

Merge Contacts

There may be instances where you’ve found you’ve created duplicate Contacts and you may need to combine them together so information and dependencies, such as Event registrations, etc. are all in one place. If one of the Contacts doesn’t have any dependencies, you can simply delete it. However, if both have dependencies and history attached, you can merge them with our Potential Contact Duplicates tool (Super User access only).

Student Tab

Here you can see your Contact’s:

Reporting and Filter Results

Please see our documentation on the Filter System (CRM) to apply queries to your list of Contacts (and Accounts) and export them to Excel or CSV.

Achievements

A contact can be issued an achievement to track their successful completion or participation in an Event, professional certification, or other learning milestone.

Screen_Shot_2019-10-21_at_01.16.42.png

Achievements have:

  • Validity - the state of the achievement:
    • Active: the achievement is valid and has not reached its expiration date
    • Expired: the achievement was valid, but has lapsed
    • Revoked: the achievement should be considered invalid
  • Name: The type of achievement that was issued to the Learner.
  • Number: A unique code which can be used to identify the achievement.
  • Issued At: The date when the achievement was given to the learner.
  • Expires At: The date when the achievement will no longer be accepted as current.
  • Issued By: Documents the Event or Learning Path where the achievement was issued, if it was automatically generated by Administrate.
  • Brand: Designate where the Learner has visibility to the Achievement
  • Documentation: A file (most commonly a PDF or image) which supports the achievement. When issued by Administrate automatically, this can be a copy of the Certificate generated for the Learner.

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