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 in the menu bar.
The Contact screen combines all the information about that Contact into a single area, including:
- Personal Details, including their LMS Username
- Current Events and Event History
- Sales Opportunities
- Tasks and Documents
- Marketing Lists and Activities they belong to
- When they’ve logged into the LMS / LMS Student Portal
Terminology
Whilst not an exhaustive list the most common queries are listed below:
Term | Check this if this person is someone who ... |
---|---|
Staff | a member of your Staff: you’ll be able to assign them as Administrate Users |
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 grey 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) |
Newsletter | has subscribed to your newsletter |
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 organisation’s building before you can meet the person who works for them.
- Click
in the top right of the black menu bar
- Enter the name of the Account you wish to add the Contact to
- Select the appropriate Account from the results returned
- In the Contacts table, click New
- Enter the Contact details
- Click Save
Your Contact has now been created.
Edit a Contact
- Click
in the top right of the black menu bar
- Enter the name of the Contact you wish to edit
- Select the appropriate Contact from the results returned
- In the Contact Details section, click Edit
- Edit the details as required
- [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
- 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.
- Click
in the top right of the black menu bar
- Enter the name of the Contact you wish to delete
- Select the appropriate Contact from the results returned
- 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).
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:
- LMS or LMS Student Portal access history
- Documents
- Marketing Activities
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.
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