To view contact group memberships

A contact can be granted membership to any number of groups that are relevant to them e.g. a household or neighbourhood watch committee. Group memberships help the end user to manage interactions with contacts of that group in the most efficient way. For example, communicating with contacts on the status of a repair for a shared asset is made easy using a distribution list that is compiled directly from their group membership.

The procedure to view contact group memberships is as follows:

Using the global search facility, type in the first few characters of the contact 1.
Double-click on the row containing the exact record match. Where the expected record is not listed, a more advanced search can be conducted using the spy-glass icon ().
Click on Contact Details. The Contact Details window is displayed for the current contact.
Click on Groups. The Groups tab is activated and a list of all group memberships are displayed for that contact.
Double-click on a row matching the specific group to be analysed. The Contact Group Summary window is displayed, revealing custom data panes for the Group Members (all contacts linked to that group), Group Hierarchy (the inter-relationships with other groups), Profiling (the ethnicity and nationality parameters assigned to that group), Manage Contact Group Communication (all incoming and outgoing communications recorded against the contact group) and Group Campaigns (all customer engagement activities targeted to that group) 2.
Click on Contact Group Details. The Contact Group Details window is displayed.
Additional group information is available by clicking on any of the following tabs: Details, Addresses, Agreements, Members, Security, Hierarchy, Communications, Alerts, User Defined, Income, or Functional Units. An explanation of the data stored in each tab is captured in the table below.

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 The availability and customisation of all Contact Group panes is controlled separately for each end user via their unique system profile.

Field	Description
Details	The group name, group type (e.g. a household, a committee, a contractor, etc.), cultural diversity and contextual comments are all stored in this tab.
Addresses	This tab holds a list of addresses that are associated with the group, along with the categorisation of those addresses. Any number of addresses can be maintained on the system such as the 'main' or 'forwarding' address, as well as the type of property and the tenure (i.e. the financial arrangements under which contacts have the right to live there).
Agreements	All rent agreements linked to members of the contact group are displayed, including information pertinent to the terms of each agreement.
Members	This tab lists all individual group members, and denotes which member is the head of the group plus those that have group responsibility status. In addition, the relationship between each group member is also captured (e.g. Husband, Wife, etc.).
Security	For certain interactions with groups it may be necessary or prudent to assign a password. For example, a password may be issued to a group in order to support routine visits from contractors, specifically to authenticate their credentials.
Hierarchy	A group can be established as a parent or child of another. This tab stores the relationship of the group relative to others.
Communications	This tab reveals a historical list of all communications issued to the contact group members.
Alerts	Any number of alerts can be set to notify the end user about information pertinent to the group.
User Defined	Any custom fields defined for a contact group are displayed in this tab, along with the recorded values.
Income	All sources of income recorded for the contact group are stored in this tab e.g. Employment, Income Support, Job Seeker's Allowance, etc.
Functional Units	A list of all functional units related to the contact group is displayed, controlling the individual records and the amount of data within those records to which an end user can gain access.

See related topics...

Contacts record maintenance overview

To create a new contact

To create a new contact group

To define the user profile

Using the search facility