How Do I Copy a Contact to a New Destination from Within Their Record?
How Do I Move a Contact to a New Destination from Within Their Record?
How Do I Grant a Contact Access Rights?
How Do I See a Contact’s Outstanding Payment(s)?
How Do I View Upcoming Payment(s) from a Contact’s Record?
How Do I Send an Email to a Contact?
How Do I Make Somebody a Lead Contact?
How Do I Give/Remove an Auto Generated Email from Contacts?
How Do I CC a Second Person Automatically?
How Do I Use the Activity Log in a Contact’s Record?
How Do I Copy a Contact to a New Destination from Within Their Record?
There will be times when you want to copy a contact to a new destination within the software. Follow the steps below to learn how from with a contact’s record:
Step 1: Hover over ‘Actions’ and click on ‘Copy to new group’.
Step 2: A pop-up will then appear displaying all the available destinations the contact can be copied to - simply, tick the group(s) you wish to copy them to. Once you are happy with the destination(s) you have selected, click ‘Ok’.
Step 3: A second pop up box will appear saying ‘Copy contact(s) to group - click OK to confirm’- if you are happy to copy your contact, click ‘OK’. A further pop-up box will appear saying, ‘Contact(s) have been successfully copied to the selected group(s)’ – again, click ‘OK’.
Step 4: If a payment is associated to any group the contact has been copied to, a final pop-up box will then appear asking when you would like to schedule payments – there are three available options:
Option 1: Schedule payment request(s) now.
Option 2: Schedule payment request(s) later.
Option 3: No payment request(s) required.
To select an option, simply tick the circle on the left-hand side. Then, click ‘Next’.
Once you have completed the above steps, you will have successfully copied a contact to a new destination via their contact record.
How Do I Move a Contact to a New Destination from Within Their Record?
There will be times when you want to move a contact to a new destination within the software. Follow the steps below to learn how to, from within a contact’s record:
Step 1: Hover over ‘Actions’ and click on ‘Move to new group’.
Step 2: A pop-up will then appear displaying the groups the contact is currently in, under ‘Move from’ and the groups they can be moved to, under ‘Move to’. Simply, tick the groups you wish to move the member out of, in ‘Move from’ and tick the groups you would like to move them to, in ‘Move to’.
Step 3: When you are happy with the groups the member is being moved to and from, click ‘Move’.
Step 4: A pop-up box will then appear saying ‘Move member – click OK to confirm’. If you are happy with the groups you have selected, click ‘Ok’.
Step 3: A further pop-up box will appear saying, ‘Contact has been successfully moved to the selected group(s)’ – again, click ‘OK’.
Once you have completed the above steps, you will have successfully moved a contact to a new destination, via their contact record.
How Do I Grant a Contact Access Rights?
Whilst using the system, it is very likely that you will need to grant other administrators various access rights – to learn how to do this, follow the steps below:
Step 1: Hover over ‘Actions’ and select ‘View/Edit Access Rights’.
Step 2: You will then be taken to the Access Rights page where you can grant a contact various rights.
The access rights are broken down into various categories to help you locate each access right: Members, Setup Payment Collection, Events, Payment Report – Summary, Payment Report – Detailed, Record Offline Payments, Upcoming Payment Report, Issue Refunds, Payment requests waiting to be scheduled and Admin.
Additionally, you can also filter the rights a contact has for a specific group or groups.
Step 3: To grant an access right, simply tick the box on the left-hand side of the right(s) you wish to grant.
Step 4: When you have finished selecting which right(s) to grant the contact, click ‘Save’ in the top left-hand corner of the screen.
Step 5: Once you have clicked ‘Save’ a pop-up will appear saying ‘Saved successfully’ – simply, click ‘OK’.
Step 6: An email will be sent to the contact for them to verify their email address. They will need to click the link in this email to activate the access rights you have chosen.
Once you have followed the above steps you will have successfully granted a contact access rights.
How Do I See a Contact’s Outstanding Payment(s)?
To view a contact’s outstanding payments, follow the steps below:
Step 1: First, hover over ‘Actions’ and then click on ‘View outstanding payments’.
Step 2: Once in ‘View outstanding payments’ you will be able to see any current outstanding payments which need to be paid.
Step 3: If the contact in question has outstanding payments which are instalments you can hover over ‘Instalment options’ and select ‘Switch to consolidated view’. This will allow you to view all payments outstanding against the full amount originally requested or a consolidated view of the total amount left to pay via instalments.
Once you have completed the above steps you will have successfully viewed a contact’s outstanding payments from within their contact record.
How Do I View Upcoming Payment(s) from a Contact’s Record?
To view any upcoming payment(s) from within a contact’s record, follow the steps below:
Step 1: Hover over ‘Payment’ and select ‘View upcoming’.
Step 2: From here, you will be able to view all upcoming payments for the contact whose record you are in.
This will include: the amount requested, the date it was requested, the payment description, whether the contact has pre-authorisation and whether the payment is set to auto-renew. It will also provide the option to edit the payment request email scheduled to be sent.
Once you have followed the above steps you will have successfully viewed a contact’s upcoming payment(s) from within their record.
How Do I Send an Email to a Contact?
Occasionally, you may wish to email an individual contact – follow the steps below to learn how:
Step 1: Hover over ‘Actions’ and click ‘Send email’.
Step 2: You will then be taken to the email creation page. From here, you can write and fully customise your email as well as load a previously created email template if you wish.
Step 3: Once you are happy with the email you have created or loaded from a template, hover over ‘Sending options’ and click ‘Send or Schedule’.
Step 4: A pop-up will then appear asking you two questions:
Send email: Here, you can select whether the email will be sent once or on a recurring basis. If you opt to send it recurrently, you will then be asked how frequently it should be sent – Weekly, Monthly, Bi-Annually or Annually.
Send: Here, you can choose whether to send the email ‘Now’ or ‘Schedule for the future’. If you choose to ‘Schedule for the future’ you will be able to select which day and at what time you would like it to be sent.
Step 5: When you are happy with the settings you have selected, click ‘Finish’.
Step 6: A pop-up will then appear saying ‘Your email will be sent now’ – click ‘OK’.
Once you have completed the above steps you will have successfully sent an email to a contact from within their contact record.
How Do I Link Contacts?
In some circumstances, you may wish to link contacts - to find out how to do this, follow the steps below:
When linking contacts, you have two options:
Option 1: ‘Link contact to this contact’.
Option 2: ‘Link this contact to a lead contact’.
Link Contact to this Contact
Step 1: Hover over ‘Actions’ and select ‘Link contact to this contact’.
Step 2: You will then be taken to a screen where you will be asked to ‘Enter First name of contact to be linked’ – enter their first name. As you type the name, a list of contacts to be linked to, will appear in a menu below.
Step 3: Finally, select the email address of the contact to be linked to. Alternatively, you can create a new user.
Step 4: Once you have selected an email address or added a new user, click ‘Next’. A pop-up will then display saying ‘Linked successfully’ – simply, click ‘OK’.
Once you have followed the steps above you will have successfully linked a contact to another contact.
Link this Contact to a Lead Contact
Step 1: Hover over ‘Actions’ and select ‘Link this contact to a lead contact’.
Step 2: You will then be taken to a screen where you will be asked to ‘Enter First name of contact to be linked’ – enter their first name. As you type the name, a list of contacts to be linked to, will appear in a menu below.
Step 3: Finally, select the email address of the contact to be linked to. Alternatively, you can create a new user.
Step 4: Once you have selected an email address or added a new user, click ‘Next’. A pop-up will then display saying ‘Linked successfully’ – simply, click ‘OK’.
Once you have followed the steps above you will have successfully linked the contact to a lead contact.
How Do I Make Somebody a Lead Contact?
In some circumstances, you may wish to link contacts and have a specific lead contact. Lead contacts automatically go into the ‘Lead contact’ system group once another contact is linked to them - to find out how to do this, follow the steps below:
When linking contacts, you have two options:
Option 1: ‘Link contact to this contact’
Option 2: ‘Link this contact to a lead contact’
By using ‘Option 1’ the contact record you link to another contact will become the lead contact.
Link Contact to this Contact
Step 1: Hover over ‘Actions’ and select ‘Link contact to this contact’.
Step 2: You will then be taken to a screen where you will be asked to ‘Enter First name of contact to be linked’ – enter their first name. As you type the name, a list of contacts to be linked to will appear in a menu below. When selected click ‘Next’.
Step 3: Finally, select the email address of the contact to be linked to. Alternatively, you can create a new user.
Step 4: Once you have selected an email address or added a new user, click ‘Next’. A pop-up will then display saying ‘Linked successfully’ – click ‘OK’.
Once you have followed the steps above you will have successfully linked a contact to the lead contact. The lead contact will automatically go into the ‘Lead contacts’ system group.
How Do I Give/Remove an Auto Generated Email from Contacts?
In some circumstances, you may wish to give a contact an auto-generated email if you do not have an email address for them or remove an auto-generated email once you obtain an email address for them. To find out how to do this, follow the steps below:
Step 1: Click on the group/category you wish to add a person to.
Step 2: Hover over the ‘Actions’ icon and choose ‘Add new contact’.
Step 3: Enter the details you have for the contact, when you get to the email field, tick the box which states ‘Auto generate email address’. An auto-generated email address will automatically be entered into the email fields once this is ticked.
Removing an Auto-Generated Email
Step 1: Go to the contact record you wish to remove the auto-generated email address from.
Step 2: Go to the email field where the auto-generated email address is located.
Step 3: Delete the auto-generated email address and enter the correct email address for the contact.
Step 4: Scroll to the bottom of the page and click ‘Save’. The email address will now be replaced.
Once you follow these instructions you will have successfully added/removed an auto-generated email address from a contact.
How Do I CC a Second Person Automatically?
In some circumstances, you may wish to send emails to more than one email address on a contacts’ record - to find out how to do this, follow the steps below:
Step 1: In order to CC a second person into an email, you need to ensure you are using the correct field within your forms to collect the data, so to start, go to ‘Settings’ > ‘Forms’.
Step 2: On the left-hand side of the page you will see a list of potential questions you can put on your forms. To CC a person, you have to be collecting data for the second email address using the ‘Additional email address’ field. Ensure you have this field on your form.
Step 3: Go to ‘Email’ > ‘Send new email’ and create your email to your preference.
Step 4: Send or schedule your email. When your email is sent, anyone who has filled in the ‘Additional email address’ field will be CC’d into the email automatically.
Once you follow these instructions you will have successfully CC’d in a second person automatically.
How Do I Solve a Login Issue?
Every so often, a contact will struggle to login to their online account – here are some quick fixes:
Common Login Issues:
Question: I have created a password but have not received the email that contains the link
to activate my password.
Answer: Please check your spam folder – sometimes, our initial emails will get caught here.
Question: I have created a password and tried to use it, but I still cannot login.
Answer: Ensure you have checked to see if you have received the email to activate your
password and that you have clicked the activation link within the email before attempting to login.
Question: The username and password fields have been pre-populated by your browser but
when you try and login, the system displays 'Invalid username / password. Please retry.'
Answer: To resolve this issue, please delete the pre-populated information and re-type your
username (this will be your email address) and password.
Question: I have checked I am using the correct username and password and have clicked the password activation link, but I still cannot login.
Answer: Please contact the organisation you are associated with. There is a chance you may have ‘Inactive Contact’ status, in which case, you will not be able to login using your details.
If none of the above fixes have helped you resolve your login issue, please contact us via one of the methods below and we will be pleased to help!
T: 01892 771 276
How Do I Use the Activity Log in a Contact’s Record?
In some circumstances, you may wish to find out what has been done to a contact within the system - to find out how to do this, follow the steps below:
Step 1: Hover over the ‘Actions’ icon and select ‘View Activity Logs’.
Step 2: Select the activity log you wish to view from the following options:
- Pre-Authorisation Cancelled
Under this log, you will be given a search function that will allow you to search by a date/date range. The report will tell you:
Cancelled By:This could be one of three options;
Administrator– will display the administrator account name.
Contact – will display the contact’s name if they have cancelled from within their online account on the payment page.
System – If the pre-authorisation was cancelled outside the system, for example directly from their bank account or within their PayPal account, then the system can pick this up and update accordingly.
Contact Name: Which member had their pre-authorisation cancelled
Cancelled On: Date the pre-authorisation was cancelled
Area Cancelled From: Where on the system was the pre-authorisation cancelled (i.e. which page). This can either be from the contact’s online account, the contact’s record by an administrator, the master contact list (which does not cancel individually but will cancel all pre-authorisations for all contacts), the payment reports or if it was done outside the system it will display ‘By contact’.
Payment Method: This will either be PayPal or GoCardless.
Pre-authorisation Number: This will be the mandate number in reference from when the pre-authorisation was set up. - Move Contact to New Destination
This log is also searchable by date range and will tell you the name of the contact that was moved/copied to a different group, which administrator moved/copied them, when they were moved/copied, where the move/copy was actioned (contact’s record, or the group for example), what group they were moved/copied from and what group they were moved/copied to. It also lets you see their payment request status in the last column. - Copy contact to New Destination
This log shows you the same as the ‘Move Contact to New Destination’ log, but in relation to contact’s being copied as opposed to moved. - Removed from Group
This log will let you know which administrator removed the contact from a group (since contacts cannot remove themselves from a group), when they were removed (date and time), where they were removed from (contact’s record or directly from the group) and which group they were removed from. - Payment Request
This log will tell you what payment requests have been requested for each contact. You will be able to see the date and time, payment description (which is usually the category name), the amount requested and where it was requested from. This includes payment requests that have been scheduled as part of an auto-renewing category or instalment request that will have been auto-generated by the system. Having this function can be useful if you have multiple administrators who have the facility to schedule payment requests. If the category allows for payments to be made in instalments, two payment requests will be generated – one for the full amount and one for the instalment price. Both will be listed in the logs. - Payment Request Deleted
Much like the payment request log, the payment request deleted log will allow you to identify where it was deleted on the system (from the contact’s record, the payment reports, recording an offline payment screen or when issuing a refund) when it was deleted, and which administrator deleted the request. - Payment Request Scheduling Option Selected
This log will allow you to see what option was selected, either schedule now, later or not to schedule at all. You will then be able to see which administrator made the selection what the selection was for (which category) and when. - Deleted Emails
This log will allow you to see any emails that have been sent to a contact which have been deleted from the ‘Sent Email’ report. You will be able to see which administrator deleted the email, the email subject, the contact the email was sent to and the email address it was sent to, as well as the date the email was deleted.
Once you have followed these instructions you will have successfully used the activity logs.
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