New Contact

The ‘New Contact’ feature in the Contacts module of Retention CRM allows Associations, Chambers and Nonprofits to create new entries for individuals you interact with. It essentially builds a comprehensive profile for each contact within your database by storing a variety of information about the contact, such as their name, address, phone number, email address, and other custom fields that you create, and helps in effective contact management.

General Functionality of ‘New Contact’ Feature

• Prefix & Suffix: These are titles used before and after a person’s name (e.g., Mr., Ms., Dr., Jr.). You can edit pre-defined options or add new ones.
• Name Fields: Enter the contact’s First, Middle, Last Name, and Suffix.
• Current Employer & Job Title: Specify their workplace and position.
• Nickname: Add an informal name for the contact (optional).

Communication

• Email: Enter the contact’s primary email address. Options like “On Hold?” and “Bulk Mailings?” allow you to manage communication preferences.
• Phone: Add multiple phone numbers with details like location (e.g., Work, Home) and type (e.g., Mobile, Landline).
• Instant Messenger (IM): Include IM usernames with location (e.g., Work, Personal) and provider (e.g., Skype, WhatsApp).
• Website: Add relevant websites associated with the contact.

Additional Information

• Contact Source: Specify how you obtained their information (e.g., Conference, Website Signup).
• External ID: Include an external reference number if used in another system.
• Browse/Upload Image: Add a profile picture for the contact.

Using ‘New Contact’ in Association Management

Scenario

A nursing association wants to create a profile for a new member, Jane Doe.

Here’s how they can utilize the ‘New Contact’ feature:

1. Basic Information: Enter Jane Doe’s name, possibly with a prefix like “Ms.”
2. Professional Details:
   • Current Employer: Fill in the name of the hospital or clinic where Jane works.
   • Job Title: Indicate her position, such as “Registered Nurse.”
3. Communication:
   • Email: Add Jane’s professional email address.
   • Phone: Include her work phone number and possibly a mobile number (optional, with “On Hold?” unchecked for both).
4. Optional Information:
   • Website: If Jane has a professional website or online profile, link it here.
   • Contact Source: Select how the association obtained her information (e.g., Membership Application).

More Use Cases for Associations

New member signup

When a new member joins your association, you can use the New Contact option to create a contact record for them. This record will store all of their important information, so you can easily stay in touch with them and keep them up-to-date on your association’s activities.

Event registration

When someone registers for an event that your association is hosting, you can use the New Contact option to create a contact record for them. This record will store their contact information, as well as their event registration information.

Volunteer signup

When someone volunteers for your association, you can use the New Contact option to create a contact record for them. This record will store their contact information, as well as their volunteer information.

Additional Notes

• The association can customize the ‘New Contact’ feature to include additional fields relevant to their needs, such as specific nursing specialties or licenses held by members.
• By creating detailed profiles, the association can efficiently manage communication, send targeted information, and build stronger relationships with its members.

By having all contact information in one place, Associations, Chambers of Commerce and Nonprofit organizations can streamline their communication and interactions with individuals (members, donors and other stakeholders), ensuring that everyone stays informed and up-to-date.