How Do I Approve People into the System?
How Do I Manage a Failed Registration?
How Do I Move a Contact to a New Destination?
How Do I Remove Contacts From a Group?
How Do I Cancel Multiple Contact's Pre-Authorisation from Within a Group?
How Do I Mass Update Contacts’ Information?
How Do I Request Payment from a Contact In a Membership Category?
How Do I Change What Data I Can See?
How Do I Run a Search of My Contacts’ Data?
How Do I Delete People from the Database?
How Do I Approve People into the System?
Occasionally, when people register for your organisation, you may want to vet them before approving them into the system. In this help article, we will walk you through how to approve a person into the system once they have been vetted.
Approving a Contact into the System
You will be given two ways to approve people into the system:
Option 1: Approve – with this option you can approve the contact(s) into the system with either ‘Active Contact’ or ‘Non-Active Contact’ status. The contact will be moved into any groups selected at registration.
Option 2: Approve and move – first, a pop-up will appear where you can select a destination the contact(s) being approved into the system will be moved to. Secondly, you will then be asked whether they are being approved into the system with either ‘Active Contact’ or ‘Non-Active Contact’ status.
Step 1: After you have selected one of the above options, you will then be asked:
‘Send approval notification email? (The template for which can be found under Email > Email Templates)’.
Select ‘Yes’ or ‘No’.
Step 2: If there is a cost associated to the group the contact(s) is/are being approved into, a final pop-up will appear asking when you would like to schedule your payment for. You can select:
- Schedule payment request(s) now.
- Schedule payment request(s) later.
- No payment request(s) required.
When you have decided which option is most appropriate, click the circle next to the option on the left-hand side and then click ‘Next’.
Once you have completed the above steps you will have successfully approved your contact(s) into the system.
How Do I Manage a Failed Registration?
System Groups
In some circumstances, you may have contacts going into the ‘Failed Registrations’ System Group and you need to know how to help - to find out how to do this, follow the steps below:
Manage Failed Registrations
Please note - failed registrations can happen for a multitude of reasons but they are caused by contacts not completing the registration process. A registration will be deemed as ‘failed’ 30 minutes after the contact has submitted information but not completed the process.
When a registration fails, the system will record this information on the database, which means if they try to register again using the same first name/email address combination they will receive a message saying that their record already exists.
Step 1: In order to manage a failed registration, you need to ensure your settings are set to your preference. To do this go to ‘Settings’ > ‘Account’.
Step 2: Scroll down to where it says ‘Notification’ and the failed registration setting is the last in the section. You have two options in which you can manage your failed registrations.
Option 1: Delete failed registrations automatically - This option will delete the attempted registration automatically, so the contact can attempt to register again after 30 minutes.
Option 2: Display failed registrations in the ‘Failed Registrations Group’ - have the system copy the contact in to the system group 'Failed Registrations'. From there, administrators can remove contacts, so the user can register again, or, in the case where contacts have completed the registration form (but did not go through the check-out process), approve them.
Step 3: Choose the option that works best for you then scroll back to the top and ‘Save’.
What if a Contact is Already in Failed Registrations?
Step 1: Select the contact you want to manage.
Step 2: Decide whether you wish to approve the contact or delete the registration attempt.
Step 3: If you wish to delete, tick the contact’s name and hover over the ‘Actions’ icon and choose ‘Delete step 1 of 2’ then follow the steps.
If you wish to approve the contact, tick the contact’s name and click the ‘Approve’ icon to give the contact access to the system. Alternatively, you can use ‘Approve and Move’, if they have selected an incorrect group and you wish to put them in a different one.
Once you have followed these instructions you will have successfully managed your failed registrations.
How Do I Move a Contact to a New Destination?
Contacts
In some circumstances, you may wish to move someone to a new place in the system - to find out how to do this, follow the steps below:
Move to New Group
Step 1: Tick the contact(s) you wish to move.
Step 2: Hover over the ‘Actions’ icon and choose ‘Move to new group’.
Step 3: A pop-up will appear to ask where you wish to move the contact(s) to.
Step 4: When you are happy with your selection click ‘OK’ and a box will appear asking you to click ‘OK’ to confirm. When your contact has been moved a pop-up will appear to say, ‘Contact has successfully moved to the selected group(s)’ Click ‘OK’.
Step 5: The final pop-up will appear asking whether you wish to schedule payments for the new group (if your group carries a fee) the contact has been moved into. Choose which option you require and click next. If you chose option:
- ‘Schedule payment requests now’ - You will be taken to the payment request screen where you can enter the necessary details.
- ‘Schedule payments later’ - You will find the payment request in ‘Financials’ > ‘Payment requests to be scheduled’ - Where you can enter the details and send the request later.
- ‘No payment request required’ - Your screen will refresh and take you back to the contact record.
Once you follow these instructions the contact will be moved to your chosen group(s).
How Do I Remove Contacts From a Group?
Groups
In some circumstances, you may wish to take one or multiple contacts out of a Group - to find out how to do this, follow the steps below:
Removing from a Group
Please note when you remove someone from a group, they will be removed from the group you have selected but not anywhere else.
Step 1: Select the contacts to remove, hover over the ‘Actions’ icon and click ‘Remove from group’.
Step 2: A pop-up will appear to ask if you are sure you wish to remove, if you are, click ‘OK’.
Once you have followed these instructions the contact will be removed from your chosen group.
How Do I Cancel Multiple Contact's Pre-Authorisation from Within a Group?
Groups
There are times when you may want to cancel multiple contact’s existing pre-authorisation – follow the steps below to find out how:
Cancelling Pre-Authorisation from within a Group
Please note – when cancelling pre-authorisation from within a group, regardless of whether the box is ticked next to a specific contact’s name, everyone in the group will have their pre-authorisation cancelled. If you would like to cancel an individual contact’s pre-authorisation, please do so from within their contact record as outlined above.
Step 1: Hover over ‘Actions’ and click ‘Cancel pre-authorisation’.
Step 2: When you click ‘Cancel pre-authorisation’ a pop-up box will appear stating the following message:
“You are about to cancel the pre-authorisation agreements for all contacts in the selected group(s). This means the system will no longer collect payments automatically from these contacts. This action cannot be undone.
Important: If you are cancelling a GoCardless pre-authorisation agreement, any pending payments for this contact (or linked contact) will also be cancelled.
Are you sure you want to proceed?”
If you are certain you wish to proceed, click ‘OK’.
Step 3: Once you click ‘OK’, a second pop-up box will appear stating the following message:
“Your request to cancel pre-authorisation has been submitted. It takes approximately 30 seconds per contact selected for the cancellation request to be processed. Once complete, the status of the contacts pre-authorisation will be updated to ‘No’.”
Again, click ‘OK’.
Once you have completed the above steps you will have successfully cancelled the pre-authorisation of contacts in a group.
How Do I Export Contact Data?
Master Contact List
To export contact data, you can do this from any group under the ‘Contacts’ tab, in this example we will be using the ‘Master Contact List’:
Step 1: Hover over ‘Contact – Actions’ and select ‘Export data’.
Step 2: To select which groups you would like to export your contacts out of, click ‘Select’ next to ‘Export members from these groups’. A menu will then open displaying all groups available for selection. Simply, tick the box on the left-hand side of the group to indicate that you would like to export from it.
Once you have finished selecting which groups you would like to export from, click ‘OK’.
Step 3: After you have selected which groups you would like to export from you will then need to decide which fields you would like to be included in the export. By clicking the drop-down menu next to ‘View’, you will be able to see whether you want to include fields, statements, or both fields and statements.
Once you have decided, simply tick the box on the left-hand side of the field you would like to export data for.
Step 4: As you add the fields you wish to export, they will appear on the right-hand side of the page. Here, you will be able to drag-and-drop the fields into the order you would like the information to appear when you export it.
For example, if you would like ‘Group names’ to appear after ‘First name’, drag it directly underneath it.
Step 5: Finally, below the list of your ordered fields and/or statements, there is a drop-down menu where you can select what format you would like your export to appear in. There are three options:
Option 1: Tab separated – this is the option we recommend.
Option 2: Comma separated (CSV).
Option 3: Text file.
Simply, select the one you wish to export your information into.
Step 6: Once you are happy with the settings of your export, click ‘Export’ in the top left-hand corner of the screen. When you have clicked it, a message will appear saying, ‘We’re prepping your export file now! Depending on the amount of contacts and data, this may take up to a minute (or longer for much larger files)’ – click ‘OK’.
Step 7: When the file is ready, it will appear in your browser and also in your ‘Downloads’ folder on your computer.
Once you have completed the above steps you will have successfully exported contact data.
How Do I Mass Update Contacts’ Information?
Master Contact List
In some circumstances, you may wish to update all or some of your contacts information at once - to find out how to do this, follow the steps below:
To perform a mass update, you need to create a spreadsheet with the information you wish to update.
Creating the Spreadsheet
For a mass update to be successful, your updated information spreadsheet must follow some simple rules.
- You need to choose from one of three options for the system to be able to identify your members and allocate the updated information to them. These options are as follows:
Option 1. First name and email address combination - Use this option to update any information other than first name and email address.
Option 2. Membership number - Use this option if your organisation uses the membership number field. Also use this option if you are making changes to the email address or first name fields.
Option 3. LoveAdmin member reference number – This is a unique reference number assigned to each record in the back-end of the system. This number will never change and is usually the best option to use. Especially in cases where you do not have membership numbers and want to amend the first name or email address fields.
All of these fields are exportable from the system export pages.
You can use any one of these options you wish, name your first column(s) after the option you have chosen. The columns after this are where you add the information you wish to update.
The import file should be a standard Excel file and the work sheet should be named ‘Sheet1’.
- Field names (column headers) cannot exceed 60 characters so you may need to abbreviate the field in the field settings.
- Do not include any fields in your spreadsheet other than those you wish to update.
- Date fields must use the long date format with UK English as the location.
- If you would like to add members to a new group(s) with the mass update tool, you can by adding a column 'Group name' and entering in the group names against the related members. If adding contacts to multiple groups, separate the group name with a comma.
Uploading Your Update Spreadsheet
Step 1: Go to ‘Contacts’ > ‘Master contact list’ > ‘Actions’ > Select ‘Mass update information’.
Step 2: Click the drop down beside ‘Update members information using’ you will be given the three options mentioned.
Option 1. First name and email address combination.
Option 2. Membership number
Option 3. LoveAdmin contact reference number
Choose the option you are using on your Excel spreadsheet.
Step 3: Click ‘Choose file’ and select your update spreadsheet.
Step 4: Click ‘Upload’.
The system will then add the upload to a queue, you can check the status of the upload from the ‘Mass update area’ and when completed you can click ‘Request payment’ to pick a scheduling option.
If there are any issues with the upload, the system will show ‘Partial complete’ in the status column. To see what the issue is, click on ‘Partial complete’.
Once you have followed these instructions your contacts’ information will have been successfully updated.
How Do I Request Payment from a Contact In a Membership Category?
Membership Categories
To request payment directly for a membership category, follow the steps below:
Requesting Payment
Step 1: Once in the membership category you wish to request payment for, tick the contacts you wish to request payment from.
Step 2: When the contacts you wish to request payment from are ticked, hover over ‘Actions’ and click on ‘Request payment’.
Step 3: A pop-up will then appear asking when you would like to schedule your payment for. You can select:
- Schedule payment request(s) now
- Schedule payment request(s) later
- No payment request(s) required
When you have decided which option is most appropriate, click the circle next to the option on the left-hand side and then click ‘Next’.
Once you have followed the above steps you will have successfully requested payment for a membership category.
How Do I Change What Data I Can See?
Master Contact List
This is the single place that you will find all people on your database whose status is set to 'Active Contact'. However, you will be able to change what you see on the table for any type of group listed under the ‘Contacts’ menu.
Changing What Data You Can See?
Step 1: Once logged into LoveAdmin, hover over ‘Contacts’ and select ‘Master Contact List’.
Step 2: You will see ‘Column headings’ just above the table, click ‘Select’.
Step 3: A pop-up will then appear with the option to ‘Select fields to appear in the table’ – simply, tick which options you wish to see. Once they appear on the right-hand side, you can click and drag the fields into the order you would like them to appear.
If there are fields showing currently that you do not wish to see in future click the circled ‘x’ next to the field on the right-hand side. You can also click and drag the fields on the right-hand side to rearrange the order in which you view them.
Step 4: At the bottom of the pop-up box there is the option to select which table(s) the settings apply to. You can choose to either change the settings for the table you are currently viewing or amend the settings across all forms – the decision is yours.
Step 5: Once the right-hand column is showing all the fields you wish to see, and you have selected whether to apply it to one or all of your tables, click ‘Save’.
Once you have completed the above steps, you will have successfully changed the data you can view.
How Do I Run a Search of My Contacts’ Data?
Master Contact List
The ‘Master Contact List’ is the single place that you will be able to find all people on your database whose status is set to 'Active Contact'.
From here you can add, copy and delete contacts as well as many other options. This example uses the ‘Master Contact List’ but can be applied to any group under the ‘Contacts’ menu.
Searching People’s Data
Step 1: Once logged into LoveAdmin, hover over ‘Contacts’ and click on the ‘Master Contact List’.
Step 2: Go to ‘New search +’ and select which field you wish to search by.
Step 3: Select your ‘condition’ and enter the value required for your search. For example, if you are searching on age you may pick the condition ‘is greater than’.
When searching you can either filter by an individual field, or, if you look at the right-hand side of the page you can select the dropdown menu and choose either ‘AND’ or ‘OR’.
By selecting ‘AND’ you can search additional fields.
If you choose ‘OR’ the system will show you candidates based on your initial search field or additional criteria that you add.
Step 4: To add an additional criteria to search on, select the circled ‘+’. Or, to remove a search criteria, select the bin icon.
Step 5: When you are happy with your search criteria, click ‘Search’, and your results will be listed below.
Once you have completed the above steps, you will have successfully searched people’s data within the system.
How Do I Delete People from the Database?
Master Contact List
This is the single place that you will find all people on your database whose status is set to 'Active'.
From here you can add, move, copy, and delete contacts, as well as many other options.
Deleting People
Step 1: Hover over ‘Contacts’ and select the ‘Master Contact List’.
Step 2: Tick the contact(s) you wish to delete using the tick box on the left-hand side of the contact’s name(s).
Step 3: Hover over the ‘Actions’ icon and click ‘Delete (Step 1 of 2)’.
Step 4: A pop-up will then appear with four options for deletion - select the appropriate option for what data you need to retain (if any):
Option 1: Delete personal data excluding first and last name.
By removing all personal data, excluding first and last name, the data subject (i.e. the contact on your database) is no longer identifiable when looking at their database record. This allows you to retain their record for a given purpose, for example, accounting.
Of course, you could go into a contacts’ record and delete all their field data manually, but we want to save you time.
Option 2: Delete personal data, (excluding first name, last name) and email history.
If you send emails containing personal information that, combined with the data subject’s first and last name, can identify the individual, we recommend you select this option.
Option 3: Delete personal data, (excluding first name, last name), email history and log data.
The system keeps logs of common admin tasks and who carries these out on the system. To help identify contacts in the logs, we use their email address which, combined with the first and last name, creates an identifiable record for a person. Option 3 allows you to delete these logs.
The above 3 options will allow you to retain all financial information for the contact.
Option 4: Delete all information from the system.
If you are happy to delete all information relating to a contact, including payment information, select this option.
Step 5: Once you have selected which deletion option you would like to use by ticking the circle on the left-hand side of the relevant option, click ‘Next Step’.
Step 6: The next box will appear asking you to confirm you wish to delete the contact(s) by entering your initials. Simply, enter your initials and click ‘Proceed’.
Step 7: Once you have clicked ‘Proceed’, a pop-up box will appear saying ‘Please note, contact deletion takes up to 2 minutes to process’. Click ‘Ok’.
Step 8: Once deleted, the system will refresh and take you back to the main ‘Contacts’ page.
Once you have completed the above steps, you will have successfully deleted your contact(s) from the database.
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