Entering a New Contact

The following steps will guide you through adding individual contacts one at a time.

You can also import a batch of contacts from a file, such as a CSV file, Microsoft Excel document or a database. See Importing Companies/Contacts below.

1.	Click the Company/Contact button at the top middle of the EventPro Screen.

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2.	Once you are in the Company/Contact screen, there are several ways in which you can add a new contact, depending on the tab under which you are working.

•	Single Company View tab:

o	Find the company to which you want to add a contact by clicking the Find button in the upper right corner. The Find COMPANY/CONTACT window appears.

o	To review how to search in a Find window, see Introduction: Common Functions, Finding a Record.

o	Select the company from the list and click OK.

o	Back in the Company/Contact screen of the selected company, click the Company Contacts tab in the bottom grid. Click the New button on the right side of the bottom selection grid.

•	Single Contact View tab:

o	Click the New button in the upper right corner of the screen.

•	Company List View tab:

o	Find the company to which you want to add a contact by clicking the Find button in the upper right corner of the top grid. The Find COMPANY/CONTACT window appears.

o	To review how to search in a Find window, see Introduction: Common Functions, Finding a Record.

o	Select the company from the list and click OK.

o	Back in the top grid of the Company/Contact screen, the arrow will point to the selected company in the list; click to highlight the company. Click on the Company Contacts tab in the bottom selection grid, and click the New button on the right side of the bottom grid.

•	Contact List View tab:

o	Click the New button in the upper right corner of the screen.

3.	Regardless of which tab you work from, when you click the appropriate New button, the Company Contact [New] window appears. The only difference between the windows will be in the first field:

a.	The Company Contact [New] window opened from the Single Contact View or Contact List View tab will have a Company field from which you must select a company name.

b.	The Company Contact [New] window opened from the Single Company View or Company List View tab will not have this field, as you are automatically entering the contact under the company you selected.

4.	There are six tabs under which you can enter the individual’s information: General, Classification, Other Information, Notes, Online Rights and User Fields.

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Company:

a.	If necessary, select the name of the contact’s Company.

b.	Begin typing the name of the company or click the ellipsis. In the Find COMPANY window, select the company from the list and click OK.

c.	In the Find COMPANY window, you can also create a new company and the contact will be associated with this new company. Click the New button in the bottom left corner of the window. The Company [New] window appears. Follow the instructions above to create a new company.

2.	Contact Person:

a.	Default Contact: Check this box if you want this person to be the default contact for the company. The Default Contact for a company will be highlighted yellow on all display grids and Find dialog boxes.

b.	Select the contact’s Title from the drop-down list. You defined these contact title options earlier in under Step 4: General Lookup Tables, Contact Titles.

c.	Select the contact’s Gender from the drop-down list.

d.	Enter the First Name, Initial and Last Name of the contact.

e.	If applicable, enter the Suffix, Credentials and Position of the contact.

f.	The Greeting will default to the format you selected in Step 1: System Settings, Contacts. 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.

h.	If the contact’s phone numbers are the same as the main company numbers, check the Use Company Phone Numbers checkbox. If the contact’s individual phone numbers are different, uncheck the box and enter the numbers in the appropriate fields.

Enter an Email address and Alt. Email address if 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. 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.	If the contact has a different address than the company, but you still want to use the Company's address for billing the contact's expenses, check the Use Company Address When Billing checkbox. If you do not check this checkbox, anything billed to this contact will be sent to the contact's address.

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: Enter the Contact’s birth date and the age will calculate automatically. If you enter an age directly, the birth date will be erased.

5.	Cost Center: The Cost Center is just another way to organize revenue allocation. You would typically use the Cost Center field if the head office of this contact's company also runs several branch locations, and you want to separate revenue according to each branch.

a.	How the Cost Center field appears here depends on the System Setting you chose under Contacts; review Step 1: System Settings, Contacts: Cost Center Options.

b.	If you did not check the "Use Company Cost Centers" option in System Settings, the cost center field will appear like this:

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i.	By default, the Use Company Cost Center checkbox will be selected, and the Cost Center will default to the same as the contact's company.

ii.	However, if you wish, you can uncheck that checkbox, and select a different option from the Cost Center drop-down list. These cost center options come from your master list in the General Lookup Tables.

iii.	You can also add a new cost center on the fly by typing it into the field; the new cost center you type in will be added back to the master list in the General Lookup Tables.

c.	If you checked the "Use Company Cost Centers" checkbox in System Settings, the Cost Center field will appear like this:

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i.	The list of Cost Centers from which you can choose is the list of applicable cost centers you selected for this contact's company. See Entering a New Company.

ii.	Select the checkboxes next to the cost centers applicable for this contact.

iii.	From the Cost Center drop-down, select the default for this contact.

iv.	If you want to use the company's cost center, select the Use Company Cost Center checkbox. The company's default cost center will default into the contact's Cost Center field.

Later, when you book events for this contact's company, the cost center will first default to the cost center of the contact selected in the New Booking Wizard, or if there is no contact selected, then the company's default cost center. You will be able to change the cost center for the event, but if you checked the "Use Company Cost Centers" option in System Settings, the selection of cost centers will be limited to the applicable cost centers of the contact, or if there is no contact, the company.

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1.	Contact Type: Check the Inactive box 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.

2.	Categories: Select the appropriate categories from the checkboxes under Category 1 and 2, as applicable. You created these contact categories earlier under Step 4: General Lookup Tables, Contact Category.

3.	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 Step 4: 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.

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.

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1.	Spouse/Children: If applicable, enter 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, enter a Name, Company Name, and Phone.

b.	You can find a company or create a new company by clicking the Select button under the Company Name field. The Find Company/Contact window appears. Follow the above instructions to search for a company or create a company.

c.	Enter an email address. Check the box if you want to Include Alternate Contact on all emails as CC.

4.	Travel Information:

If you want to enter travel information, you can record the individual’s Passport Number, Passport City, and Passport Country. You can select the city from the drop-down list, or type in a new city name. The cities are stored in your General Lookup Tables: Cities. If you type a new city here, it will be added to the General Lookup Tables.

b.	You can enter the Issue date and Expiry date of the passport, 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.

1.	There are five fields within which you can add any additional notes or information about this contact: General, Dietary, Accommodations, Travel and Delivery.

2.	For the Delivery notes, select the checkbox if you want to Use Company Delivery Notes.

NOTE: The EPWeb Module is an optional module in EventPro. If you have not purchased this module, you will not see the related tabs and screens. If you are interested in previewing or purchasing the EPWeb Module, please contact your nearest Sales Department.

The online rights for a contact can be different from those assigned to the company under which the contact is created. For example, you may only want to give an entire company access rights to view its own events and details; however, you can give a specific employee within the company the rights to create an event under a different user name and password than the general company.

To review how you set online rights for companies, see Entering a New Company: Online Rights above.

For more information about EPWeb, see:

•	Chapter 17: EPWeb Module for the previous version of EPWeb, or

•	Chapter 20: New EPWeb Module Version 4 for the new version of EPWeb.

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1.	Online Login Information:

a.	Enter a User Name and Password for the contact. The fields below, which were disabled before, will become available.

b.	Anonymous: This option is related to the ability to allow anonymous access to the New Enquiry page of EPWeb 4.

i.	In EPWeb 4, you have the option to allow users who are not logged in (i.e. "anonymous" users) to enter New Enquiries through your EPWeb page. You select this option in your EPWeb 4 Configuration; see Chapter 20: New EPWeb Module Version 4, Configuring EPWeb Version 4: General Settings, New Enquiry.

ii.	If you allow anonymous access to New Enquiries on EPWeb 4, you must create an Anonymous company or contact that will act as generic "dummy" company/contact for any anonymous (i.e. non-logged-in) users entering new enquiries through EPWeb.

iii.

When you create this anonymous company or contact, you need to select this Anonymous checkbox. However, note that you can only select this Anonymous checkbox for one company or contact in your entire company/contact database, so you have to choose whether you want anonymous enquiry-makers to be entered as companies or contacts, and create the "Anonymous" company or contact accordingly. In other words, if you want anonymous enquiry-makers to be entered as contacts, create an "Anonymous" contact here, and select the Anonymous checkbox for the contact; if you want anonymous enquiry-makers to be entered as companies, go to Entering a New Company above, create an "Anonymous" company, and select the Anonymous checkbox for the company.

Prompt for Contact Details: Select this checkbox if you want the Contact Information page to appear during the New Enquiry wizard in EPWeb. This will force the user to leave contact details when creating a new enquiry through EPWeb. You may want to use this option if you allow anonymous access to New Enquiries (on the "Anonymous" company or contact you create for that purpose - see above), as users making the enquiries will not be logged into EPWeb, and you will, therefore, not have any contact information for them. You can also select the "Prompt for Contact Details" checkbox for any other contacts that will be logging into EPWeb to make enquiries, and for which you want to get contact information during the New Enquiry wizard.

d.	Check the Use Company Rights box if you want this contact to have the same access rights as the company. If you want the contact’s online access rights to be different, uncheck the box and define the fields below.

2.	Online Rights:

Checking the Administrator Access checkbox gives the contact full access to all functions of EventPro. You would probably never do this for an external contact. Typically, you would use this checkbox after creating a contact profile for yourself. You could give yourself online access to the full function of EventPro through your website. You will want to limit an external contact’s access much more.

b.	If you want to allow the contact to Create Events through your website, check this box.

c.	From the View Events and View Event Details drop-down lists, choose whether you want this contact to view None, All, only the Company's Own events, or only the Contact's Own events.

d.	From the Edit Events drop-down list, choose whether you want this contact to be able to edit None, All, only the Company's Own events, or only the Contact's Own events.

3.	Location Tab:

a.	Check the Full Access checkbox if you want the contact to have access to all locations.

Otherwise, if you want to provide only limited access to this contact, check the appropriate boxes. For example, if this contact is able to create events from the website, you may want to limit the locations in which he/she can book the event. Check only the boxes next to the rooms you want this contact to see.

4.	Setup Tab:

a.	Check the Full Access checkbox if you want the contact to have access to all setup items.

b.	Otherwise, if you want to provide only limited access to this contact, check the appropriate boxes.

c.	You may find that it will create confusion or inconvenience to allow a contact full access to all of your setup items. Therefore, you can offer only few options to contacts booking through your website, and they must speak to you directly if they are interested in more complicated options.

5.	Staffing Tab:

a.	Check the Full Access checkbox if you want the contact to have access to all staffing items.

b.	Otherwise, if you want to provide only limited access to staffing items for this contact, check the appropriate boxes.

6.	Catering Tab:

a.	Check the Full Access checkbox if you want the contact to have access to all catering configurations.

b.	Otherwise, if you want to provide only limited access, check the appropriate boxes.

Again, you may find that it will create confusion or inconvenience to allow a contact full access to all of your catering configurations. Therefore, you can offer only few options to contacts booking through your website, and they must speak to you directly if they are interested in more complicated options.

7.	Beverage Tab:

a.	Check the Full Access checkbox if you want the contact to have access to all beverage configurations.

b.	Otherwise, if you want to provide only limited access to beverages for this contact, check the appropriate boxes.

NOTE: Even if you give a contact online rights to access a resource item, remember that whether a resource item appears in EPWeb depends on whether you selected the "Show on Web" option for that item. Review how you set up resource items in Chapter 1: Setting Up EventPro, Step 9: Resources. Take note of the "Show on Web" option when creating Sub-Groups, Items, Configuration Groups and Configurations.

1.	If you have defined any user fields, they will appear under this tab and can be filled in as required.

2.	See Chapter 14: User Fields for information on how to create user fields.

5.	You can Flag a contact if you want to draw attention to this contact for some reason.

a.	Click the Flag Contact button if you want to flag this contact.

b.	When you view this individual contact or add this contact to an event, you will see a “FLAGGED” notice in his/her information.

c.	If you want to add notes as to why the contact is flagged, use the Notes tab above.

6.	When you have entered all the information you need for this contact, click Save.

7.	Click the Save and Update Attendees/Accom Occupants if you are editing this contact but the contact is already an event attendee or accommodation occupant. The attendee’s information will also be updated within the event or reservation.

If you continue to add contacts, pay attention to the company to which you add them. If you started from the Single Company View tab or Company List View tab in the Company/Contact screen, you will continue to add contacts to that same company. If you started from the Single Contact View or Contact List View tab, you will be able to choose a different company for each new contact.

Help URL: http://www.eventpro.net/Manual/HTML/index.html?ch1_step6_entering_new_contact.htm

Entering a New Contact						CH1_Step6_Entering_New_Contact Dear EventPro Documentation Department,
Entering a New Contact