Contacts record maintenance overview
When adding new contacts onto the system only a minimal amount of mandatory information is required in order to save the core record. Additional information can be appended to the record at any time, as required, although maintaining comprehensive information from the start will reap its own rewards. As Civica Cx Housing supports multi-company housing organisations, a new contact record can be linked to any combination of companies to reflect their relationship and interaction across the organisation. There are numerous information fields that can be populated for each contact and these are combined into logical data tabs. A summary of these data tabs is outlined in the table below:
Field Group |
Description |
Details |
The contact's full name, date of birth, gender, marital status, national insurance number and contact type are all stored in this tab. |
Addresses |
This tab holds a list of addresses that are associated with the contact along with the categorisation of these addresses. Any number of addresses can be maintained on the system such as the 'main' or 'forwarding' address, along with the type of property and the tenure (i.e. the financial arrangements under which the contact has the right to live there). |
Profiling |
Under current statute there is a requirement for housing organisations to collect equality and diversity information about all their customers. This tab stores information on each contact's ethnicity, nationality, religion and sexual orientation. |
Income |
This tab holds the sources of income for each contact e.g. employment, income support, etc. |
Security |
For certain interactions with contacts it may be necessary or prudent to assign a password. For example, a password may be issued to a contact in order to grant them access to a housing organisation's web portal. Similarly, a password may be agreed with a contact to support routine visits from contractors, specifically to authenticate their credentials. |
Preferences |
This tab stores the communication channels relevant to the contact - Home Telephone, Mobile, Email, etc - along with the primary (or preferred) method of contact. |
Agreements |
All tenancy and service agreements relevant to the contact, both past and present, are displayed in this tab. |
Care |
Two aspects of a contact's care are recorded in this tab: (1) the care provision - the care they provide to others (e.g.meal time or personal care) and (2) the care requirement - the care the contact receives (e.g. home help). |
Associates |
This tab stores all the additional contacts with whom the main contact is associated. |
Alerts |
Any number of alerts can be set to notify the end user about information pertinent to the contact. For example, medical alerts can be created for contacts with visual impairment or hearing difficulties. |
Groups |
A contact can be granted membership to any number of groups that are relevant to them e.g. a housing association or neighbourhood watch committee. |
Note
For each sub-section of data, the user must record an Effective from date to confirm when the information becomes active; an Effective to date can also be inserted to confirm when the information expires. Clicking on History reveals a chronological list of changes applied to the contact's record relevant to that sub-section.
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