Whilst there are multiple ways in which you are able to add a contact to your database, below is a step-by-step guide on how to add a contact using the wizard. This is a better option than the Add Contact, as you can not only enter the contact but also have the option to add further details at the same time.
Contents:
Step by step
1. Go into Contacts > Add Contact Wizard
2. Add the required contact details - This includes the type, first name, last name, contact number, and/or email address
3. We are then able to select a Source of Enquiry and apply contact Categories. More information on creating further options can be found in the Setup Source of Enquiry & Setup Categories knowledge articles
4. Select the Marketing Contact - This will be the user(s) in the office the client is building a relationship with
5. If the contact is a potential buyer/tenant, we also have the option to add a buy/rent requirement. More information can be found in the Contact Record: Requirements & Email Alerts knowledge article
6. We are then able to add a contact note with the relevant enquiry/conversation. More information can be found in the Notes knowledge article
7. Lastly, set the Access settings for both View/Read and Edit Access - This can be ticked for Everyone should you have an open database, otherwise you can select individual staff members for a closed database
8. Click Save/Update to add the contact to your database. Once added, we then have the option to directly go to the contact, perform a Property Match or Configure an Email Alert
Additional information
Your account will have three standard contact Types:
- Client/Person
- Company
- Creditor/Supplier
Selecting the Company type, will update the required fields and remove the contact name/partner name fields.
Selecting the Creditor/Supplier type will provide all the same fields the Client/Person type has, however, must be used for the Creditor/Supplier to be allocated maintenance jobs from within Property Management.
Multiple contact numbers & email addresses can be added:
(Note: All email addresses ticked, will be included in bulk eMarketing)
Address Details can contain the contact's living address and also allow you to add a separate postal address. When entering a PO Box, you can just use the Street Name & Suburb field.
Assign the Source of Enquiry to the contact (i.e. Where the contact has come from?)
The user assigned to Marketing Contact refers to the user(s) in the office the client is building a relationship with. There are two Marketing Contacts available.
You are then able to assign user/s who have the ability to view/read the contact and who have access to edit the contact.
Once the contact has been added, you have the option to view the contact snapshot, which can be accessed on each tab of the contact card via the green expander tab on the right-hand side. This snapshot will provide a quick breakdown of any properties attached to the contact, upcoming events, task, categories, relationships, marketing contacts, Source of enquiry and any recent notes added.
