Contact Management

At its core, the membership management system is a sophisticated database with an easy to use interface that allows you to track and summarize all relevant data regarding your contacts and members. Adding contacts and updating information is a snap. You’ll never lose your contact information and you’ll have access to your data anytime, anywhere.

Adding a New Organization Contact

1. Click the Quick Actions button
2. Click Contacts - Add Organization
3. Fill in the Contact Information
   1. Phone, email or website - once this field is entered, a drop-down list will be displayed to select further details
   2. Address Information (optional)
   3. Individuals (optional)
4. Click Done

The new organization contact is now added to your database.

NOTE: Click the + button adjacent to an option to add additional contact information. For Example, click the + adjacent to Phone, email or website to add another contact option

Add New Contact - Individual

1. Click the Quick Actions Button
2. Click Contacts - Add Individual
3. Fill in Contact Information
   1. General
   2. Phone/Emails/Sites – when this information is entered, and additional text box will be displayed to provided further details
   3. Address
   4. Organization – you can associate the individual to an existing organization contact, or assign a new organization.
4. Click Done

Managing Contacts

Update a Contact Organization/Business Profile Information

The Profile tab for a contact provides the ability to update a variety of information about a business/organization.

1. Click Contacts in the Navigation Panel to view and search for the contact OR type the name of the contact in the header search box.
2. On the profile tab, you may update the following information:

Add Additional Contact Info

This function allows you to add additional email, phone, address information to a contact.

1. Click the + icon in the Contact Info Section.
2. On the Add Contact Info screen you may add additional phone numbers, email addresses, address information, etc.
3. Click Done when completed.

Add Additional Contacts to an Organization/Business

1. On the Contact Profile tab, click the + sign adjacent to Contacts. The Add New Contact screen will display.
2. Enter the desired information for the new contact.
3. Click Done.

Add/Remove a Business/Organization to Lists/Committees

1. On the Contact Profile tab, click the pencil icon adjacent to Lists/Committees. A list of the lists/committees that are configured in your system will be displayed. Those lists/committees to which the contact already belongs will be select. Deselect the check-box to remove the contact from a list/committee.
2. Click the check-box for those list/committees to which you wish to associate this contact.
3. Click Done.

Update a Business/Organization Categories

1. On the Contact Profile tab, click the pencil icon adjacent to Categories. A list of the categories that are configured in your system will be displayed. Those categories to which the contact already belongs will be selected. Deselect the check-box to remove the contact from a category.
2. Click the check-box for those categories to which you wish to associate this contact.
3. Click Done.

NOTE: You may also update business categories on the Web Content page.

Assign Staff to a Business/Organization

1. On the Contact Profile tab, click the + icon adjacent to Assigned Staff.
2. On the Assigned Staff screen:

   • Select a Related Person' from the drop-down list. All of your staff members will be displayed in the list. You may add additional related persons by clicking the + icon.
   • Select a Relationship Type from the drop-down list. You may add relationship types by clicking the + icon.

3. Click Done.

Add Related Organizations to a Business/Organization

1. On the Contact Profile tab, click the + icon adjacent to Related Organizations.
2. On the Related Organization screen:

   • Type in the Related Organization name. If the related organization exists in the database, the field will automatically populate. If the related organization does not exist in the database, you will first need to set it up as a contact prior to setting up the relationship.
   • Select a Relationship Type from the drop-down list. You may add relationship types by clicking the + icon.

3. Click Done.

Update a Contact's Directory Listing

How a contact is displayed on your web-site can be configured and updated on theMore Info tab of a contacts page. You can maintain internal notes, fill in description of the contact, enter key words, and manage custom fields.

You can also manage a contacts directory listing and web content of the Web Content tab of the contacts page.

1. On the Web Content tab, click the Add Directory Listing button. NOTE: If a directory has already been configured for the contact, you may click the pencil icon in the actions column to edit that directory.
2. On the Add/Edit Directory Listing screen, configure the following (NOTE: - the options that will be displayed for configuration will be dependent on your directory type listing configuration):

   • Directory - Select the desired directory from the drop-down list. This list will be populated with the directories that you have configure in your system.
   • List Level - Select the desired Directory Listing Type from the drop-down list. The list will be populated with the directory listing types you have configured in your system.

   Alternative Display Name (Leave Blank if Same as Contact) - This option allows you to enter a name other than the contact name to be displayed on the web-site. You will leave this field blank if you wish to display the contact name that is in the database.

   • Short Description (Max length: 255 characters) - Enter a short description of this contact. This information may be displayed on the web-site when the contact is first displayed.
   • Description - This description is a more complete description of the contact which is displayed when the contact is selected on the web-page.
   • Keywords - Enter key words which can be used to search for this contact.
   • Categories - Enter the directory categories under which this contact will be listed.
   • Highlights (for Directory) - Enter highlights for this contact.
   • Images - You may add images for this directory.

3. Click Done.

Manage an Individual Contact's Billing

On the contact's 'Billing tab, multiple billing functions may be performed.

View an Individual Contact Balance

The balance for an individual contact will be displayed in the Balances section of the contact's Billing tab. This section will also display any credits the contact currently has.

View an Individual Contact Recurring Fee Schedule

The recurring fee schedule for an individual contact may be viewed in the Billing Fees and Schedule section of the contact's Billing tab.

View/Delete/Add an Individual Contact Stored Payments

Contacts may choose to store payment methods from the Info Hub, or may request that you store a payment from the back-office. Payment methods that have been stored for a contact may be viewed in the Stored Payments Profile section of the contact's Billing tab. NOTE: Credit Card numbers are masked.

You may delete a stored payment by clicking the hyper-link for the payment in the Profile Name column.

Add a New Stored Payment (IPP)

1. Click the the + button in the Stored Payments Profile section of the contact's Billing tab.

   

2. Type - Select Integrated Payment Processing.
3. Payment Gateway - Select the appropriate payment gateway from the drop-down list.
4. Enter Card Information.
5. Click Done.