Creating and Managing Contacts in CRM

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This article provides a comprehensive guide on how to create and manage contacts in CRM. Understanding these steps is crucial for efficient customer relationship management and seamless operations.

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Creating a New Contact

To create a new contact, select "CRM" from the top menu, followed by "Contacts" in the side menu. Select the "New Contact" icon. This will open a new pop-up window where you can enter the necessary details.

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Understanding the General Tab within a Contact

In the General Tab, from within a contact, you can enter the name or address. The system will auto-populate the form with details sourced from Google Search. If the contact does not appear in Google Search, you can manually enter the postcode and other details.

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Key fields in the General Tab include:

  • Parent Contact: This field is used to link contacts in a parent/child relationship. This might be a head office with satellite offices, for example, or could be used for relationships such as Landlord and Tenant, or invoice address and site address.
  • Flagged: This indicator is used to highlight any customer-specific issues. If the Contact's Parent has been flagged, then the flag will also appear on the Child's Contact window.  Please note, that the information contained here will be displayed to Web Users, and not resources using the BigChange App.
  • On Stop: This field is used when a contact has exceeded their agreed credit terms.
  • No access hours defined: This field is used to enter the business opening hours. Please note, If you create a job outside of these access hours, you will be alerted to the fact that the job shouldn’t take place. If no access hours are entered, it is assumed that the business is open 24/7.
  • Expiry date: With default settings, setting an expiry date on a contact will cause the contact to be deleted on that set date. For information on how to manage this, please visit our article: Preventing Accidental Contact Deletion

Managing Geofence and Location

On the right-hand side of the window, you can manage the Geofence and location of your contact. You can toggle between Map/Satellite views, change the shape of the Geofence, and adjust its size. Please note, the default size of the geofence is 20m however, this can be changed.

By dragging the Person icon onto the map, you will be presented with the street view.

Conclusion

Creating and managing new contacts in the CRM is a straightforward process. By understanding the various fields in the General Tab and how to manage Geofence and location, you can ensure efficient customer relationship management.