To create a new contact

The procedure to create a new contact is as follows:

Using the global search facility, type in the first few characters of the new contact 1.
Click on New Contact 2. The Contacts Details window is displayed ready to store the new information.
Enter data for the new contact using the fields provided. These are a combination of text entry fields, date fields (permitted format: DD/MM/YY or DD/MM/YYYY), tick boxes and drop-down parameter lists (single- and multi-selection) relevant to the contact's core data set. Whilst not all fields are mandatory, taking the time to record comprehensive data will reap its own rewards. Certain fields are worthy of special note and are captured in the table below.
For each sub-section of data ('Contact' and 'Details'), choose an Effective from date relevant for this new contact i.e. the date at which the core record and associated information become active 3.
Similarly, choose an Effective to date if the details need to be reviewed on a specific date or to capture a change of circumstances; a blank field means the details are continually valid. Where a Contact effective to date is entered, a Contact end reason must also be recorded; use the Contact end reason comment field to add contextual information in support of the future record expiration.
Click on New Contact Type. The Contact Type window is displayed, ready to categorise the relationship between the contact and the housing organisation. This requisite step mirrors that covered separately in the topic To add a new contact type.
Click on Save. Where mandatory fields have been omitted or date conflicts encountered (e.g. the Effective from date is after the Effective to date) the system will highlight these fields in red. All errors must be corrected before the record can be saved.

Note

1 The search facility will automatically return all possible matches for both first name and last name once the Number of characters before an automatic search commences system preference is reached.

2 Examining the returned search results confirms that a specific contact does not yet exist on the database and a new record can be created without fear of duplication.

3 The Effective from date defaults to the current system date and cannot be left blank.

Field	Description
Suffix	A drop-down field used to capture any qualification acronym, professional affiliation or civilian honour.
Alias	The known or preferred name of the contact.
Activation code	A system-generated unique reference number assigned to each contact record in preparation for Tenant Portal access i.e. their account identification number required to support the initial registration process. An alternative number may be created, as required, using the Generate icon ().
Sex	The biological and physiological characteristics of the contact (e.g. male or female).
Gender	The category to which the contact is assigned by self or others, on the basis of sex.
Companies	Captures all companies to which the contact is linked. Either multi-select individual companies that are relevant to this contact, or choose the All option, as required.
Related to staff?	A tick box indicating that the contact is related to a member of staff - to uphold a transparent service it is important to declare and record family links between staff and the contacts with whom they may interact.
Relationship details	Where a contact is related to a staff member, the specific relationship details are captured in this field.
Campaign exclusions	A multi-select campaign list, ensuring that only relevant tenant engagement activities are targeted to the contact record.

See related topics...

Contacts record maintenance overview

To add a new contact type

To upload a contact photograph

To add a new contact address

To update a contact profile

To update income and employment records for a contact

To update contact communication details

To update contact communication preferences

Using the search facility