EventPro Planner Manual

Enter a New Contact

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Enter a New Contact

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Enter a New Contact

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1.In the Companies/Contacts screen, click the New button in the upper right corner of either the Single Contact View tab or the Contact List View tab.
2.The Company Contact [New] window or the Company Contact [New] wizard appears, depending on your System Settings.  In your Contacts System Settings (Chapter 2: Setting Up EventPro Planner, Step 1: System Settings, Contacts), you could choose to use the contact wizard.  The process will be very similar whether you are in the window or wizard.  In the [New] window, you click on the tabs and enter the information under each: General, Classification, Other Information, Notes, Image and User Fields.  Those same tabs will appear as screens in the wizard; click Next to move through the screens of the wizard.  The Finish button will become available on the wizard screen selected in your System Settings, but you can continue clicking the Next button to work through all of the screens
3.NOTE: If you clicked the New button next to the Company Contacts tab in bottom section of the Single Company View tab or the Company List View tab, as noted in the instructions immediately above, it would have opened essentially the same window, except that it would not have the Company field.  If you create a contact in a company view, the contact will be automatically assigned to the selected company.
4.There are six tabs in the Company Contact [New] window: General, Classification, Other Information, Notes, Image, and User Fields.
Click to expand/collapse textGeneral
1.Company:
a.Click the ellipsis to the right of the Company field to open the Find COMPANY window.  Using the instructions above in Chapter 1: Overview, Common Functions: Find a Record, find the company with which this contact is affiliated and click OK.

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b.If you clicked the New button next to the Company Contacts tab in the Single Company View tab or the Company List View tab, the Company field will not appear.  This contact will be automatically assigned to the selected company.

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2.Contact Person:
a.If this contact is the Default Contact for the company, select the checkbox.
b.Choose a Title from the drop-down list. You created these titles earlier in Chapter 2: Setting Up EventPro Planner, Step 5: General Lookup Tables, Contact Titles.
c.Choose a Gender from the drop-down list.
d.Enter the contact’s First Name, Initial and Last Name, and, if applicable, enter the relevant information in the Suffix and Credentials fields.
e.Choose a Position from the drop-down list or type in a new entry.  The existing selections were created in the General Lookup Tables under Company Positions.
f.The Greeting will default to the format you selected in Chapter 2: Setting Up EventPro Planner, Step 1: System Settings, Contacts: Name Formats, but you can change this field if you want.
g.In the field labelled S.S.N., you can enter the Social Security Number of the contact, if you want.
h.If you want to use the company’s phone numbers for this contact, check the Use Company Phone Numbers box.  If the numbers are different, uncheck the box and enter the relevant details.
i.Enter the contact’s Email and Alternate Email addresses, as applicable.  The Alt. Email address can be used later for creating mail merges sent by Fax.  Some internet service providers can provide faxing capabilities or you may be able to configure your email server to send and receive faxes.  Enter the applicable fax/email information in this field if you want to later use it for sending fax campaigns.
3.Main Address and Alternate Address:
a.You can enter both a main address and an alternate address for a contact.
b.To enter the main address, leave the Main Address radio button selected and enter the relevant information.  If the contact’s address information is the same as the company, check the Use Company Address checkbox. If the contact’s address is different, uncheck the box and enter the information in the appropriate fields. All the information added for a contact is the same information that is entered for an attendee of an event. If this contact is selected as an attendee, the information entered here will show up in the attendee’s record.
c.To add an alternate address for the contact, select the radio button next to Alternate Address. From the Use Address drop-down list, choose whether you want to use None (none of the other options - type in the new address information), Main (same as the main contact address) or Company Alternate (the company's alternate address)
4.Dates:
a.If applicable, enter the Birth Date or Age of the contact.
b.If you enter the birth date, the age will automatically calculate.
c.If you manually enter a different age, the birth date will clear.
Click to expand/collapse textClassification

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1.As with companies, classifying contacts will allow you to perform more efficient searches and create informative reports about customers. You would have set up your contact categories earlier in Chapter 2: Setting Up EventPro Planner, Step 5: General Lookup Tables, Contact Categories 1 and 2.
2.Contact Type: Select the Inactive checkbox if this contact is no longer active, but you do not want to delete the contact entirely. You will be able to prevent inactive contacts from showing up in selection lists, but you can still view their related records, like communications and actions.
3.Category 1 and Category 2: Select the checkboxes next to the contact categories that are applicable to this contact.
4.Do Not Contact By:
a.If you do not want to be able to contact this individual by certain communication methods, select the checkboxes next to the communication methods you do not want to use for this contact. You set up these communication methods earlier in Chapter 2: Setting Up EventPro Planner, Step 5: General Lookup Tables, Communication Methods.
b.If you want this contact's Do Not Contact By settings to be the same as the company, select the Use Company 'Do Not Contact By' List checkbox.
c.This is primarily relevant for email communications. For example, if you attempt to send an email to a recipient you have marked to not contact by email, you will receive a Confirm dialog warning you that the email recipient chose not to receive communications of this type. Click Yes to continue and send the email anyway, or click No to stop the sending process.
Click to expand/collapse textOther Information

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1.Spouse/Children: If you want, you can record the name of the contact’s Spouse and Children.
2.Territory/Region: If you want to record the Territory/Region information for the contact, enter the Territory, Territory #, Region and Region #, as applicable.
3.Alternate Contact:
a.If there is an Alternate Contact for this contact, enter a Name, Company Name, Phone and Email.  Check the box if you want to Include Alternate Contact on all Emails as CC.
b.You can also find a contact already in your database by clicking the Select button.  In the Find COMPANY/CONTACT window, find the appropriate contact and click OK.  Review the instructions in Chapter 1: Overview, Common Functions: Find a Record if necessary.
4.Travel Information:
a.You can record the individual’s Passport #, Passport City, and Passport Country, if required.
b.You can enter the Passport Issued and/or Passport Expires date, or select dates from the drop-down calendars.
c.If your company keeps track of a reward points or miles system, you can enter a Frequent Flyer Number.
Click to expand/collapse textNotes

There are four areas within which you can add any additional notes or information about this contact: General, Dietary, Accommodations and Travel.
Click to expand/collapse textImage
1.From the Storage Type drop-down list, choose whether you want to use a Linked File or an Embedded File. Note that the Embedded File option is only available if you are running the Enterprise Edition of the software.  To compare the features of embedded and linked graphics, refer to Chapter 14: Letter and Label Templates, Insert Graphics below.
a.Linked File:
i.Click the ellipsis to the right of the Linked File field.
ii.Select the image in the Open window and click Open.
b.Embedded File:
i.Click the ellipsis to the right of the Embedded File field.
ii.Select the image in the Open window and click Open.
2.A Description will default in, but you can type in a new description.

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Click to expand/collapse textUser Fields

If you have defined any Company Contact user fields, they will appear under this tab and can be filled in as required. See Chapter 17: User Fields for information about user fields.
5.Click the Flag Contact button if you want to flag this contact. When you view this individual contact or add this contact to an event, you will see a “FLAGGED” notice in his/her information. If you want to add notes as to why the contact is flagged, use the Notes tab described above. To un-flag the contact, click the Un-Flag Contact button in the lower left corner.

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6.When you have entered all the information you need for this contact, click Save.  You will return to the Companies/Contacts screen.