Terminology

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

How to Create a Contact

1. Click 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 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.

Delete a Contact

1. Click 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 Options, 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).

Credentials

In this section, you are able to:

• Set up an account for a student to gain access to the student portal
• Edit the account username
• Send a password reset email
• Remove credentials
• Block access to the portal

Block Access:

If you wish to block a Student’s access to the portal, you can do so from the Credentials Tab of the Contact screen:

1. Click the ellipsis displayed on the right of the Credentials table
2. Click Block Access
3. When prompted, click OK to confirm
4. The Student will not be able to access the portal.

Restore Access:

If you wish to restore a blocked Student's access to the portal, select the "Restore Access" option in the Credentials table: 

Remove Credentials:

In cases where you wish to remove a Student's existing credentials without blocking access to the portal. You can do so from the Credentials tab of the Contact screen.

1. Click the ellipsis displayed on the right of the Credentials table
2. Click Remove Credentials.
3. When prompted, click OK to confirm
4. The Student's credentials will be removed, and they will no longer be able to access the portal.

Note: After removing a Student's credentials, an Admin can choose to set up new credentials for the Student. If your instance is configured to support Student self-registration, the student can also set up their own credentials. 

Achievements

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

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 that 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) that supports the achievement. When issued by Administrate automatically, this can be a copy of the Certificate generated for the Learner.

Reissuing Certificates:

Any Certificates that a Student has been awarded can be reissued from the Achievements tab of the Contact screen. 

• • To reissue Certificates, find the related Achievement in the Achievements table of the Contact screen, click the ellipsis which is displayed on the right of the table, and then click the "Refresh Documents" option.

Accounts

You can associate a single Contact with multiple Accounts, enabling better tracking of training progress, interactions, and sales across different contexts - all while maintaining a unified contact record.

The list will show all Accounts a contact is linked to, with a primary account status pill indicating the root account.

• Assign a Contact to Multiple Accounts: Click Add Account to add account associations. The list will show all Accounts a contact is linked to, with a primary account status pill indicating the root account.
• Change Primary Account: From the kebab menu, select Make Primary to designate the contact’s main account. Other accounts will appear as Membership accounts.
• Contacts on Lists: Contacts will appear on all contact lists for every account they are associated with.

• You can specify a Contact as a Primary Contact on any of the Accounts they belong to. 

• Accounts can be either active or inactive. Inactive accounts are those that were relevant in the past but are no longer associated with current activities. For example, this may happen when a contact moves from one account to another.
• The delete option can be used if you want to remove all Contact associations from the Account listed. Note that the Account itself is not deleted with this action.

Contact Audit Logs

By clicking on Options and Contact History, you can see an audit log of any changes that have been made to the contact.

The log will show you:

• Timestamp of when the change occurred
• Which field was changed
• Who changed the field
• If the change was done manually by a person or by an integration/API

If the field is blank, that means that no value was entered if the value didn't previously exist.