Prospect Card > Contacts

Owned by Kye Hush
Last updated: Dec 13, 2021
3 min read

Contacts are the people associated with prospects or clients that you may wish to add to a pipeline or pipeline activity. Contacts are created and managed via the prospect or client card in either the CRM or resources modules.

Contacts must live against a client or prospect, they cannot exist on their own.

ON THIS PAGE YOU WILL FIND:

ON THIS PAGE YOU WILL FIND:

CONTACTS NAVIGATION

  • Go to CRM > clients & prospects list > select the client or prospect from the list

  • Click the show/hide prospect card icon > and go to the contacts tab

The features for contacts are the same whether you access via the resources or CRM module

 

 

NUMBER

FUNCTIONALITY

1

The add new contact button allows you to add additional contacts to your client or prospect.

2

Set contact active/in-active allows you to activate/deactivate contacts.

3

The anonymise contact button will permanently delete the following information on the contact for data protection or audit purposes:

  • Resource information

  • Uploaded documents

  • Resource profile information

  • Custom codes, skills, tags and interests

  • Mail imports

  • One to one conversations

  • Change log

4

Merge contacts allows you to merge two contacts within your contact list. This is particularly useful if two people in your agency have added the same contact against the client and you only want one complete record.

5

Move contacts allows you to move a prospect or client contact from one company to another.

6

The toggle resource card opens a window at the bottom of the screen and allows you to add additional information against your client contact e.g. phone number, address details etc.

7

The search grid allows you to search your contact list for a particular person.

8

By checking the show inactive box you will be able to see both active and inactive prospect/client contacts.

CREATE A CONTACT

  • Go to CRM > clients & prospects list > select the client or prospect from the list

  • Click the show/hide prospect card icon > and go to the contacts tab

  • Click the add new contact icon, the parent resource type and parent resource fields will default to the selected record in the list, to change simply click on the dropdown arrow and select a new resource to add a contact to

  • Complete the following information:

    • Contact name

    • Contact initials: the field will pre-populate once you have entered a contact name. You can overwrite the value but the initials must be unique and not used on any other record in your system

    • Contact email (optional)

    • Login name (optional): complete this field if you want this contact to have access to your WorkBook system via the client portal

 

UPDATE CONTACT DETAILS

  • Go to CRM > clients & prospects list > select the client or prospect from the list

  • Click the show/hide prospect card icon and go to the contacts tab

  • Select the client or prospect record you wish to add information to > click the toggle resource card icon

  • This will open a separate window where you can update client contact information including:

    • Name

    • Initials

    • Position

    • Phone number

    • Mobile number

    • Social: e.g. LinkedIn, Skype etc.

    • *Skills

    • *Interests

    • *Resource group (usually used on clients and prospect resources, resource groups are used for grouping resources together e.g. for a mail out)

    • *Tags

    • Address details

*Skills, interests, resource groups and tags are unique to your system and can be created in the Settings module.

 

 

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