Organizations: Add/Edit Employee Information

Organizations: Add/Edit Employee Information

1. This tutorial will cover how to record employee information for Organizational contacts.
2. The Employee Information section of a contact’s record is used to indicate any individuals that are associated to the organization as employees (current or former). It can also be used to indicate volunteers, interns (paid or unpaid), or other types of organization-individual affiliations.

   

3. To view an organization's employee information, start by navigating to the contact’s record in edit mode (select the blue arrow to the right of the name in direct search results and select Edit Details) OR select Edit from the Quick Search or Advanced Search results screen, OR view the contact record and click the blue Edit button in the lower right hand corner).

   

   

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4. Next, click on the Employee Info tab, and you will see a list of all individuals the organization has been associated with. You will also see the organization listed on each individual's record as an employee on the Work Info tab. The employer-employee relationship is a two-way relationship. Add the information to one side of the relationship and it will show in the record on the other side of the relationship.

   

   

5. Additionally, you can see an organization's employees on the first widget on the left in View Contact on the Organization Contacts tab.

   

6. On the Employee Info tab you will see if the contact is currently working for that organization and if the contact is the organization's primary contact (the main point of contact for the organization). On this screen, you can also see the contact's job title and "contact for" information (why types of questions/areas the employee handles).

   

7. Additionally, you will see an organization's primary contact on the Organization Info tab in the Primary Contact section.

   

8. On the Employee Info tab, you can select whether or not the person currently works for any of the organizations listed by toggling the green Current Organization check mark (you can also update this information by clicking the Edit button on the right).

   

9. To edit any existing employee's information, click on the Edit button to the right of the appropriate entry, and the configuration screen will be opened again.

   

10. Please Note: when editing Employee Info, you will not be able to edit a shared address (remove it from the employee's record or change which address is shared as the Mailing Address). As you can see below, once the address has been shared and saved, the Share/Undo button becomes removed. Instead, you will need to edit the individual contact record and update the Work Address on the contact's Personal Info tab. See our tutorial on Individual Contacts: Add/Edit/Share/Delete Address(es) for more information.

    

11. To delete an employee entry, click on the drop to the right of the contact's name and select Delete. Once you confirm the change, the employee/employer relationship will be removed and the organization will be permanently removed from the individual’s record (and the individual from the organization's record).
12. If you didn't share an address to the employee's record, a pop up box will appear, asking you to confirm if you want to delete the employee from the organization's record/remove the employer-employee relationship (the individual contact will NOT be deleted from your system). Click Delete to proceed. Click Cancel or the red X in the upper right corner to close without deleting the relationship/employee from the organization's record.

    

13. If you shared an address to the employee's record, a pop up notice will notify you that the organizational/employer address will be removed from the individual contact record as well. Click Delete to proceed. Click Close or the red X in the upper right to cancel without deleting the employee from the organization's record.
    

    

14. Once you confirm the change, the employee will be permanently removed from the organization’s record (and the organization from the individual's (employee's) Work Info tab).
15. Removing an individual from an organization's employee info will not delete the individual from your system. It will just remove the work relationship between the individual and the organization. Similarly, removing an employer from an individual contact record doesn't delete the organizational contact record.
16. There are six ways to add Employee Information to an organizational contact record:
    • Add employee information to the organizational contact's record on the Employee Info tab (See Step #14 below).
    • Add an organizational primary contact on the organization's Org Info tab (See Step #15 below).
    • Add a work address to the individual/employee's contact's record on the Personal Info tab (see our Individual Contacts: Add/Edit/Share/Delete Address(es) tutorial for more details).
    • Add the organization as an employer on the employee's/individuals Work Info tab (see the Individual Contacts: Add/Edit Work Info tutorial for more details).
    • Add Organization Information to an individual's event registration form (either via online event registration or direct staff entry inside Fundly CRM).
    • Add the individual as an employee on an Organization's membership form.
17. It doesn't matter which method you use - they are all equal/will have the same result. However, no one method will allow you to add all of the possible information at once. For instance, using the individual's Work Info tab will give you the opportunity to add the organization's address to the employee's record if the organization already has an address on its record. If not, then you will still need to add the work address to the individual's record in a separate step (by using the individual's personal info tab or adding the individual as an employee on the organization's record). On the other hand, using the "Add Work Address" method will allow you to add the employer name and address to the individual contact record, but you won't be able to set "contact for" and "is primary contact' information in the same step. You will need to edit the entry on the Work Info tab to add that data. Conversely, adding the employee from the organization's record gives you the ability to add the employee and set the work address at the same time, but you are limited as to which address block you can add the work address to (for example, if the employee doesn't already have a mailing address, then the work address can only be shared to the employee's mailing address field).
18. To add work information using method #1: Add employee information to the organizational contact's record on the Employee Info tab:
    • While editing the contact record, click on the Employee Info tab.

      

    • Click the blue Add button in the lower right of the screen.

      

    • Next, on the Add Employee screen, start typing in the name of the individual for which you are entering employee information for this contact in the Contact Name field. If the individual already exists in your database, as you type, the name will appear in a drop-down list of matching contacts. Select the name off the list.

      

      

    • If the individual does not exist within your database, finish typing the name and hit enter or tab. The Quick Add Individual Contact pop up window will open. Fill in whatever additional information you have about the organization (no additional information is required; only First Name and Last Name are required to create an individual contact). Click Save and Close to create the individual contact's record, close the pop up, and return to the Add Employee screen. If you have any questions about Quick Add Individual Contact, see this tutorial.

      

    • Fill in any other additional information about the employee, including their Job Title, if they are currently working for the organization, if they are the Primary Contact for the organization (the main person to contact at the organization), and their Contact For information (what types of questions or issues they handle. For example, perhaps they are your contact at the organization to ask for event sponsorships or the person who you send invoices to for payment).
    • If the organization has a Mailing Address and/or one or more Other Addresses, you will be given the option to share those addresses to the individual contact's record as their work address (they will appear in the lower half of the screen). See the Individual Contact: Add/Edit/Share/Delete Addresses tutorial for more information on how work address works.

      

    • To share the address to the individual contact click the Share button to the right of the address. Please Note: if the individual already has a mailing address on file (regardless if that Mailing Address is a home, work, or uncategorized address) then you will only be able to share the organization's address as an Other Address on the individual's record. In the example below, Terri Aprin does not have a mailing address on file. When we click Share as Mailing on the first/top address, the other addresses on file before shareable only as an Other Address. In the last screen shot, Abby Bainbridge already has a mailing address on file; therefore, Acme's addresses can only be shared as Other Addresses.

      

      

      

    • After selecting an address to share, you can click Undo to unshare the address (if you made a mistake).

      

    • When you are done, click the blue Save button in the lower right. Please Note: after saving, you will not be able to remove any shared address from the individual contact record here. See step #10 above.

      

19. To add work information using method #2: Add a primary contact to the organizational contact's record on the Org Info tab:
    • Open the organizational contact record in edit mode.
    • Scroll down to the Primary Contact section in the middle of the page on the left hand side.

      

    • Begin by typing a name into the Primary Contact field. If there is already a primary contact listed, you can erase the name and type in a new name to update the primary contact. This will not remove the old primary contact as an employee of the organization; it will, however, update the primary contact = true flag on their employee record to false/not true.

      

    • If the name you type is already in your system, a list of matching names will appear. Select the contact from the list. Otherwise, type the name and hit enter or tab to bring up the quick add individual contact screen. Fill in whatever additional information that you have and click Save and Close to save the contact's information and return to the organizational contact record.

      

      

      

    • Fill in the Job Title and Contact For fields (optional).

      

    • The Organization Formal Salutation and Organization Informal Salutation will pre-populate from your default salutation settings. You can overwrite the default salutations with a custom salutation if you so desire. See our Contacts: Configure: Default Salutations tutorial on working with default salutations for more information.

      

    • If the organization has a mailing address and/or one or more Other Addresses, you will be given the option to share those addresses to the Primary Contact's record as their work address (in the mailing address and/or other address block). See our tutorial on Individual Contact: Add/Edit/Share/Delete Addresses for more information on how the Work Address option works.

      

      

    • Click the blue Save button in the lower right to save your changes.

      

    • You will see that this employee has been added to the organization's Employee Info tab. If you view the individual's record, you will see the company listed on their Work Info tab.

      

      

    • Changes to the Primary Contact's Job Title and Contact For information via the Primary Contact section on the organization's Org Info tab will change/update the contact's Job Title and Contact For information everywhere else that information displays in the system (individual's Work Info tab and organization's Employee Info tab).