Contact Records Part IIb: Add Individual or Organization Contact via Full Add

Contact Records Part IIb: Add Individual or Organization Contact via Full Add

1. This tutorial will cover how to add Individual and Organization Contact records to your database using Full Add Contact.
2. The Full Add function is one of two ways to directly/direct entry add contacts to your system. The other is the Quick Add option (please see the tutorial on Quick Add Contact: https://support.fundly.com/hc/en-us/articles/206316327-Add-Contact-Quick-Add-Individual-or-Organization-Contact). Please Note: contacts can also be added to your Fundly CRM database via online transactions, sync from MailChimp, sync from Fundly Connect, and via import/the import utility. For the purposes of this tutorial we are only talking about direct staff data entry for entering/creating contact records.
3. Quick Add contact allows the user to quickly add a new contact to their system with just contact name and to optionally add primary phone number, primary email address, and/or mailing address (Quick Add is accessed from Main Menu: Add New and also when adding contacts "on the fly"). If you want to add more than that to a contact record while creating it, such as formal or informal salutation, spouse/partner, contact type(s), set communication preferences, and/or add contact tag(s), then you will need to use the Full Add Contact option to access fields beyond those offered on the Quick Add Contact screen.
4. There are two ways to reach the Full Add Contact screen:
   • From the Quick Add Contact pop up/screen, click on Add More Information at the button of the screen.

     

     

     OR

   • On the Main Menu, click on Contacts and then on the contacts sub-menu, select Add Individual for an individual contact or select Add Organization for an organization contact record.

     

5. The Full Add Contact screen (which is the same screen as Edit Contact) has several tabs:
   • For individual contacts, the tabs are: Personal Info, Work Info, Relationship, Custom Info, Documents, and Social Media. You may have additional tabs if you have added Contact Types that are associated to custom data set fields to the contact, such as Committee or Boad Member, Program Recipient, Member, etc.

     

   • For organizational contacts, the default tabs are: Organization Info, Employee Info, Custom Info, Documents, and Social Media. You may have additional tabs if you have added Contact Types that are associated to custom data set fields to the contact, such as Committee or Boar Member, Program Recipient, Member, etc.

     

   • If you Full Add a new contact by selecting Add Individual or Add Organization from the Main Menu (Contacts: Add Individual or Contacts: Add Organization), then the Full Add screen will only show the Personal/Organization Info tab at first. Once you add the contact's name (required) and click save (you can add other optional information such as address(es), phone number, etc. before saving (or after)) the ability to upload a profile picture, add contacts types, and the other tabs will become available.

     

     

     

6. When adding a contact (for both individual and organizational contacts) the only required fields are First and Last Name (for individual)/Organization Name (for organizations).
7. When adding both Individual and Organizational contact records:
   
   • Primary NP Contact = the primary point of contact at YOUR organization for this contact. That is, if you all communication to the contact should be funneled through one person at your organization, who is that person. This is an optional field.
   • Formal and Informal Salutation (as well as Household Salutations for individuals) will populate automatically from your default salutation settings. You can type over the default salutations to customize them. The system will apply "fallback" or alternate styles in the case where part of the default placeholder is missing in the contact's record (such as no Prefix on the contact record). See the Configure: Default Salutations tutorial for details of how the Formal Salutation, Informal Salutation, and Household Salutation fields work.
   • Mailing Address is the address that is pulled into all communications (Year End Letters, Letters, Donation Acknowledgements, Event Invite, Event Notification, Event Registration Confirmations, etc.) both for the address placeholder and when generating print/hard copy communications to be mailed. See our Individual Contacts: Add/Edit/Share/Delete Addresses and Organizational Contacts: Add/Edit/Share/Delete Addresses tutorials for more information on how the various address fields work.
   • Communication Preference for email MUST be set to Yes in order to send ANY email communications to the contact from Fundly CRM.
   • Crucial Information is information relevant to the health or safety of the contact and/or your staff, such as severe allergies, medical conditions, need for accommodation or translation services, etc. This will show as a green flag next to the contact's name on View Contact.
   • Special Comments are notes that you can add to the contact record. These are more general notes than Crucial Information. You can also add notes/special comments by adding a Task/Interaction to the contact record. Please Note: to add a visible line break (seen when viewing the contact record), hit the enter key and then add a backwards slash in the blank line as pictured below.

     

     

8. When adding Individual contact records:
   • Spouse/Partner and Children that are part of the same household can be added to the Personal Info tab. All other relationships are added from the Relationship tab. See our tutorials on Householding and adding relationships to understand how the "same household" check box affects contact records and the sharing of phone numbers, email addresses, and mailing addresses.
9. When adding Organizational contact records:
   • As you start typing a name in the Organization Name field, a drop-down list of matching organizations will appear. This list is generated from 360MatchPro, our partner for tracking employer matching gifts. This is a list of organizations/employers found in 360MatchPro/that offer a matching gifts program. If one of these organizations match the organization you are entering, select it off the list. Otherwise, type in the name of an organization not on the list.
   • Primary Contact (different from the Primary NP Contact field) is the name of the person at the contact/organization who is the primary point of contact (that is, the person at THEIR end of the relationship who is the primary contact). The name entered here will be added to the Employee Info tab as an employee of the organization. All other employees are added via the Employee Info tab.  The Contact For field is what topics/types of calls the Primary Contact handles. That is, if the primary contact is the organization's accountant, they may be the person who handles billing questions (versus the CEO might handle guest appearances, grants, and/or sponsorship requests).
10. After adding information to the contact record, click the blue Save button in the lower right hand corner to save changes.

    

11. You can click the View Contact button in the upper right to toggle between add/edit contact and view contact modes.

    

12. See our tutorial on Viewing Contact records to learn more about the different fields that are available on the Full Add contact screen as well as our tutorials on adding employees, work info, employee info, contact types, contact tags, householding, custom data sets, uploading documents, and the social media links to learn about these functions.